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Steering Committee Meeting Minutes | May 13, 2010

Submitted by Editor on May 13, 2010 – 9:16 pm | Print or Email »No Comment

Member(s) Present: Julie Hakes, Mike Gerber, William Kampf, Jamie Kampf, Dennis Plemon, Fern Wenman, Shannon Paulus, Mike Paulus, Matt Smith, Marcy Smith

Member(s) Absent: Ellen Schepkke

Guests: Nick Meyer

Meeting began at 6:30 P.M. at Boyd Park.

Review/Approval of April Minutes

Minutes from April were reviewed. Mike P. made a motion to approve, which Julie seconded. The motion carried unanimously.

Treasurer’s Report

  • In the absence of a treasurer, Jamie reported the updated balances
  • Transactions since last meeting:
    • Deposits: $434.65 CDBG Reimbursement
    • Payments: none
  • Current Balance: $589.72
    • Checking Balance: $574.27
    • Petty Cash: $15.45
  • Anticipated transactions prior to next meeting: none
  • Discussed the vacant office. Julie nominated Matt. Fern seconded. Matt agreed to a trial run. Motion passed.

Old Business

  • Communications
    • Website update – Averaging 30 to 60 viewers/day. Mike is working on posting information from the April meeting (police officer email, ecoteam, Margaret Street boulevards). Debra Becker has agreed to buy an ad, which will be posted soon.
    • Newsletter Update
      • William proposed two paper newsletters per year to be published the month prior to the semi-annual meetings. Mike G. made a motion to have two print newsletters. Fern seconded. Unanimously passed.
      • Discussed home distribution. Concerns regarding timeliness and volunteers were raised. William stressed that everyone needs to contribute if we decide to relaunch a home delivery. Nick Meyer offered his support in locating an affordable printing option. He mentioned if we were willing to change the style of our newsletter (similar to newspaper print), he could help negotiate prices with his connections through Volume One.
        • Will plan to print 2,000 newsletters with home distribution once per year (likely prior to spring meeting). May do two consecutive home deliveries to start (Fall 2010 & Spring 2011). Will plan to use same content from the website for the print newsletter.
      • Matt & Marcy priced drop boxes – $15, which could be used to distribute materials. We could also purchase “newsletter” signs to post next to the boxes. Julie made a motion to purchase six drop boxes. Matt seconded. Passed unanimously.
  • Neighborhood Watch – Shannon recommended creating a neighborhood watch page on the website (non-emergency police number, police officer email and possible reestablishment of watch program). Julie seconded. Passed unanimously.
  • Block Grant Renewal
    • $229.17 remaining funds, which need to be submitted by end of July. Mike P. made a motion to research banner prices. Jamie seconded. Passed unanimously. Jamie agreed to check prices.
  • Thrift sale – The registration deadline for the paper map is this Sunday. People can continue to sign up online up until the sale date. Paper maps will placed in the drop boxes on Wednesday night and will also be available as a downloadable PDF on the website. William made a motion to print 500 maps. Mike G. seconded. Passed unanimously.
    • William agreed to make twelve additional signs and encouraged others to make additional signs. William & Jamie will post the “sale Saturday” signs on Sunday. They will drop off the “sale today” signs with Shannon or Marcy, who will collect all the signs after the event.
    • Marcy inquired about placing an ad in the Leader Telegram for the sale. Jamie made a motion to post the ad Thursday, Friday and Saturday. Marcy seconded. Passed unanimously.
  • Picnic – Fern made a motion to change the time to 3 – 5:30 pm. Matt seconded. Motion carried.

New Business

  • Facebook – Mike P. mentioned the need to have a facebook page. Matt agreed to create. William made a motion to proceed with Facebook. Shannon seconded. Fern opposed. Motion carried.
  • Updating by-laws – Discussion regarding the current bylaws and versus current practices. William suggested he and Jamie draft a new set of bylaws to reflect current practices, which would be reviewed by the steering committee and then ratified at the fall semi-annual meeting.
    • Lengthy discussion regarding e-voting. Mike G. mentioned they were personally offended when email votes were sent out while they were on a honeymoon. Jamie stated it has been past practice to vote via email. William confirmed all email votes were based on a quorum. Shannon proposed a phone call to accompany email vote requests. Marcy recommended a calling tree. Committee members can opt out of the notification phone call.
    • All email vote requests will be sent out with a 72 hour minimum response window. Exceptions may be made for official steering issues.
  • Theresa Burrows resigned her position on the steering committee. Great deal of discussion regarding whether to fill the vacant seat. Julie made a motion to leave the seat vacant. Fern seconded. Jamie stated she would like to gauge interest from the neighborbood members. Voted on the motion on the floor. Four were in favor. 7 opposed. Motion failed.
  • Jamie made a motion to post the vacancy on the website to gauge interest. Marcy seconded. Two opposed. Motion carried. We will invite those that are interested to attend the next meeting.

Julie asked about the status of the city health inspection. William will contact the city for an update. He invited others to send addresses of concern to him.

William made a motion to adjourn. Julie seconded. Passed unanimously.

Adjourned at 7:54 pm.

**Next steering committee meeting scheduled for June `10th, 2010, 6:30 pm, at Boyd Park.

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