The Raleigh Jaycees Board Meeting Minutes 11-25-08

Attendance: Ed Blackman, Amanda Carleski, Jamilyn Cole, Linnell Compton, Cliff Hamilton, Stacy Hanna, Paul Hoover, Alison Houchin, Michael McKnight, Karen Ray, Karen Sadler, John Sauter, Pat Sauter, Gwen Schott, Mona Shah, Heather Snyder, Melissa Taylor, Khaner Walker, Beth Worsley, Jeff Zabawa, Andy Zeh

Call to Order – Paul Hoover

Pledge of Allegiance

Presentation of Initial/Final CPGs:

Project: Boys Home Christmas Initial CPG by Project Chair Sally Hoover; Amanda Carleski motioned to approve the CPG as written with an $825 appropriation from the chapter. Motion seconded by Pat Sauter. Discussion: Good job, got some awesome gifts, know the boys will be very excited, motion passed.

Project: Chanukah Initial CPG by Karen Ray for project chairs Alicia Nathison and Shira Easley; Jamilyn Cole motioned to approve the CPG as written with a $60 appropriation. John Sauter seconded the motion; Discussion: think it is going to be a great event; looking forward to it; motion passed.

Project: Rooster Party Initial CPG by Mona Shah for project chair Jennifer Jerzak; Alison Houchin motioned to approve the CPG as written with a $300 appropriation. Motion seconded by Khaner Walker. Discussion: think this will be a great event; motion passed.

Project: DSA Awards Final CPG presented by Stacy Hanna for project chair Neph Bailey; Stacy Hanna motioned to approve the CPG with a return appropriation of $39.11. Motion seconded by Melissa Taylor. Discussion: none; motion passed.

Stacy Hanna Motioned to approve $300 to go toward the DSA project for 2009; Melissa Taylor seconded the motion; no discussion; motion passed.

Held monthly and year end awards.

Ways and Means Area Update – Melissa Taylor - Just had a PONY interest meeting; had great turnout; other 2008 projects done; everyone had a good time at the blackout party; it has been a great ride in Ways and Means; all proceeds from Haunted House and Turkey Shoot will go to priority charities; ask for percentages for Haunted House;

Membership Area Update – Alison Houchin - one more open house and social; going downtown for social; did have special that ended and it was success – had 14 new members; had a few people up for renewal – if you know any of them – let us know; great job with membership drive; current number at 147; much appreciate your hard work;

Individual Development Area Update – Karen Ray - projects still going and will have cpgs coming up; will have some cpgs in December and January; ID competitions postponed

Business and Communications Area Update – Beth Worsley - furniture is here and we are still trying to rearrange it; please don’t forget your board buddies; we will do reveal next month; will start collecting keys next month; website – converted the last page over to the new format; will be sending out email tonight; board to work with it for a week and then announce it to membership;

Community Development Area Update – no report

State Director Area Update – Stacy Hanna - sent email about deadlines for end of year; board meeting changed and then CPGs have to be in by 12/12; date changes are very tight for all the info being in; if anyone wants to write nominations – please get them into Stacy or Teresa

Treasurer Area Update – Heather Snyder - working on budget figures; working with Haunted House stuff; get any check requests in;

Legal Counsel Area Update – Michael McKnight - no pending litigations; liquor license insurance – need permit for liquor for our organization; we have no coverage for liquor; will be working on way to work with this in the future; hope to get this fixed on insurance next year

Secretary Area Update – Heather Snyder – Heather motioned to approve meeting minutes from September to Joint board meeting in November; Khaner seconded the motion; motion approved; please send in your agenda topics.

No new business.

Old Business – Point of Parliamentary procedure – resolution doesn’t bind the board to doing this – just means we think it should be done.

Ed Blackman motioned Resolved that the Long Term Finance Committee should work with the Board of Directors to identify the concrete steps necessary to develop and revise a 12-month budget in January and July of each calendar year, starting in 2009. Motion seconded by Jeff Zabawa. Discussion: this is the recommendation that went out over email; this is what the committee came up with and decided on; won’t go thru all information for time today; better give the chapter the tools to better identify and make decisions regarding the budget; making budgeting an ongoing process; don’t do it one time a year; it engages and trains the whole board; make ongoing process; address concerns – not sure that this will fix anything; budgets can be ignored and voted down by the next board; don’t have constituency; saw some discussion online; looking at way to do this and glad to see finance committee looking at this; still don’t feel that we will have any better idea during July; something could happen anywhere; don’t know about Turkey Shoot or Haunted House at that time; need to find better way but don’t think this is the answer; we should have meetings with our groups as we are working on it; still think we can find a better way; don’t think the board members should feel left out or uneducated; can see both sides of the argument – think the VPs do talk to their areas; think about what we should do with extra money; don’t know what will take place with PONY; think we should look at the budget every six months; think this potentially is a good idea; these are just steps to see if it can happen; develop 12 month budget

Motion approved

Meeting adjourned with JC Creed.