The Raleigh Jaycees Joint Board Meeting Minutes 11/17/08

Attendance: 2008 Board – Ed Blackman, Amanda Carleski, Jamilyn Cole, Linnell Compton, Cliff Hamilton, Paul Hoover, Alison Houchin, Michael McKnight, Karen Ray, Karen Sadler, John Sauter, Pat Sauter, Mona Shah, Heather Snyder, Melissa Taylor, Khaner Walker, Beth Worsley, Jeff Zabawa, Andrew Zeh; 2009 Board – Deidre Albert, Allison Anderson, Neph Bailey, Erin Duddy, Jennifer Duke, Shira Easley, Liz Gutierrez, Jennifer James, Danny Miller, Teresa Nichols, Carter Pettibone, Lisa Rowland, Karen Schellhorn

Call to order – Paul Hoover Pledge of Allegiance

Paul turned the meeting over to Carter Pettibone.

Presentation of Initial/Final CPGs:

Project: How Sweet it is (to be a Raleigh Jaycee) Banquet Initial CPG by Allison Anderson; Karen Ray motioned to approve the CPG with a $5,000 appropriation from the Chapter. Motion seconded by Beth Worsley. Discussion: thanks for agreeing to chair this; budgeted originally $3,500; the budget wasn’t enough, we increased it by making changes in other areas of the budget; alcohol policy is exempted from this since we are not serving the alcohol and the hotel will take the liability; this is a new hotel and offers great discounts on rooms

Ways and Means area update – thank you to everyone that supported the fall projects; had a great time at the blackout party; it will be a while before we see the CPGs and final figures

Membership area update – after meeting social location has changed to Mellow Mushroom; looking for project chairs for next year; doing membership special of $60 to join that will end on Thursday; so far we had three people join and anticipate another six to join tomorrow; last numbers we were at 148

Business and Communications area update – furniture has been ordered and will be coming in soon; looking for project chairs for next year and a Jaycall editor – see Melissa Taylor; starting to finalize things for this year and get Khaner and Melissa up to speed

Community Development – no report at this time

Individual Development area update – things are going well; doing workshop for presenters on Wednesday; have Globetrotters on Sunday; new CPG coming up for December meeting; Fitness CPG is coming as well; Karen Sadler is looking for project chairs for next year; came in way under budget and did more than we expected

State Director Area update – no report

Treasurer area update – if you have any check requests, please get them to me; working on getting the budget wrapped up; if you did anything for Haunted house or Turkey shoot then make sure you get the check requests into me by the end of the month so we can figure out the donations

Secretary area update – working on getting the minutes out to the board list before the deadline

Legal Counsel area update – bylaw changes are fine and they will be posted online soon

New Business –

Proposed Policy Handbook Amendment (Level III project chair awards) Ed Blackman motioned Enacted, that the words "chairing a project" in the Project Chair of the Month policy be stricken, and replaced with "chairing a Level I or II project", and further that the following sentence be added to the end of the paragraph: "At its option, the Board may present any successful and innovative Level III project chair with an Outstanding Level III Project Chair Award."

The revised policy would read:

"This award shall be presented to the member of the Raleigh Jaycees who was the most successful and innovative in chairing a Level I or II project that occurred between the last and upcoming Raleigh Jaycees Board of Directors meeting. In the event of a project with more than one chairperson, the nomination and award may be, but shall not be required to be, made in the name of more than one of such project’s chairpersons. At its option, the Board may present any successful and innovative Level III project chair with an Outstanding Level III Project Chair Award."

Motion was seconded by Andy Zeh. Discussion: we go thru this every year and lots of very innovative and enthusiastic project chairs that have a project going during a level 3 project; no one realistically votes against the level 3 project; so hard and so much work that we always vote for them; explanation of projects and months they are voted for; policy change would fix this so that the board can separately honor them; Cliff - policy as it stands – vote as what the project chair did above and beyond; a lot of the projects have a support for these projects; while we are responsible for awarding the project chairs we need make sure we follow these policies; level 1-3 versus award; this will roll forward into future spending; Mel – before we make these decisions we need to make sure we look at how we want to award these; Jeff Zabawa motions to amend the motion to make the effective date February 1, 2009; Amended motion seconded by Ed Blackman; Discussion: since this board has enacted this policy don’t think this would be good to begin this while we still have a level 3 project going on; agree that we should make this for level 3 project chairs; asking question on original motion; point of clarification – this board can make policy changes and then the next board can revisit this; Jamilyn wanted to table the motion; can’t table an amendment; point of parliamentary – vote for what you think will be improved language even if we table it; motion approved for amendment to the motion; Khaner Walker motioned to table this discussion so that the new board could discuss this – he also feels that we should think about what we already have at meetings and how we hand out the awards; Motion seconded by Jamilyn Cole; although it’s often called to table – it’s actually to postpone; Ed Blackman motioned to postpone the motion until the 2009 board could meet; Khaner considered this a friendly amendment; Discussion: think about other things that you would cut back on; would recommend that you not postpone this – if you don’t want to pass this tonight then defeat it and then let it go to 2009; call to question by Jeff Zabawa; seconded by Khaner Walker; motion passed; motion on the postponement; motion voted – division – 15 yay; 4 nay; motion carries; motion has been postponed to another meeting.

No other business.

Meeting adjourned with the JC Creed.