Call to Order – Peter Ansbacher

Pledge of Allegiance

Attendance – Peter Ansbacher, Christine Bauer, Jill Beck, Ed Blackman, Leah

Breckstein, Chip Bright, Susan Brosnan, Jamilyn Cole, Max Hall, Katie Hendrix,

Valerie Kovalak, Laura Littleton, Meagan O’Dowd, Carter Pettibone, Heather

Snyder, Phil Taylor, Melissa Taylor, Michelle Thompson, John Welch, Jr., Beth

Worsley, Jeff Zabawa

Project Presented: Globetrotters (Final)

Chairs: Dupre Jones and Saima Cardwell (presented by Dupre Jones)

Valerie Kovalak motioned to approve the CPG as written with a $15 return appropriation to the Chapter. Jill Beck seconded the motion.

Discussion: A great CPG book was put together. Thanks for running this project.

Motion to accept the CPG passed.

Project Presented: Beach Trip (Initial)

Chairs: Jen Jerzak and Anna Gregory Wagoner (presented by Leah Breckstein)

Valerie Kovalak motioned to approve the CPG as written with a $0 appropriation. Jamilyn Cole seconded the motion.

Discussion: The beach trip will be Friday thru Sunday. The chairs are getting interest in for Thursday included. They have some outings planned.

Motion to accept the CPG passed.

Project Presented: Membership Socials 2^nd Trimester (Initial)

Chair: Kristi Mroch (presented by Meagan O’Dowd

Melissa Taylor motioned to accept the CPG as written with a $400 appropriation. Ed Blackman seconded the motion.

No discussion.

Motion to accept the CPG passed.

Project Presented: Sand Volleyball (Initial)

Chair: Katherine Fuller (presented by Valerie Kovalak)

Leah Breckstein motioned to approve the CPG as written with a $150 appropriation. Ed Blackman seconded the motion.

Discussion: Forms are in the mail for captains – will have 8 teams. T-shirts will be at player’s expense. Questions were raised on non-Jaycees on the team. It was mentioned that in past years a savings on shirts for Jaycees was offered. Valerie Kovalak amended the motion for a $150 appropriation and to include a discount for t-shirts. Leah Breckstein seconded the motion. Motion passed for the amended motion. Motion to accept the CPG passed.

Project Presented: Wine Bottling Party (Final)

Chairs: Sue Griffin and Shane Scott (presented by Valerie Kovalak)

Leah Breckstein motioned to approve the CPG as written with a $0 appropriation. John Welch, Jr. seconded the motion.

Discussion: The project chairs handled last minute issues very well.

Motion to accept the CPG passed.

Birthday Cards were sent around to make notes.

Ways and Means Area Update – Christine Bauer

o See Attached Brookhill Update

o Brookhill 2007 Race Chair Resume – Allison Friar – Allison Friar gave the board her reasons for wanting to be the race chair for next year; she is the Vice Chair of Sales this year and has already got a few leads to have race held at another location if the sale of the land happens; she has close contact with people in the community. Christine Bauer motioned to approve Allison Friar as the 2007 Brookhill race chair. Katie Hendrix seconded the motion. Discussion: Christine Bauer mentioned that this is not to see if the race will be held – a CPG will be presented at a later date this is just to elect a race chair. Questions about any new ideas for next year’s race. Called to Question. Motion to accept Allison Friar as the 2007 Race Chair for Brookhill passed.

o Looking for Haunted House chair; have a possible chair for the Turkey Shoot

o Possibly bring PONY softball to the area – more information to come.

Membership Area Update – Melissa Taylor

o Melissa Taylor thanked all of the board members for making new members feel welcome.

o At Growth for February and March but not quite there yet for April.

o Membership Survey – Think about some questions – use these to make a plan. Discussion on Survey – Survey results were shown on board. Comments: Community service top ranked; some projects get really low turnout; ask them to tell us what type of projects they want; how to recruit project chairs; not getting enough feedback on types of projects – try sending out emails for projects; let members know the best way to get to know people is by doing projects – figure out types of projects – fundraising or service work; have seen a decline in show up and work and walk away projects; some suggest having more projects that you don’t have to plan; some members considers community service going to some projects and doing work for the Jaycees; possibly unclear of what is going out in community and what comes back to the chapter; communication issues; are we trying to run too many projects? – don’t want to beg people to come and do projects; thank you to members for working on projects

A focus group will be set up and lead by Peter Ansbacher made up of board, new and veteran members.

Individual Development Area Update – Valerie Kovalak

o Encourage members to sign up for volleyball

o Support Phil and Joy Rau in project chair training

Management Area Update – Leah Breckstein

o Copier – the one in the office is temporary the one we ordered will be here on Thursday. It will be a printer, fax, copier, and scanner.

o Office signs – will have to pay for signs; Brookhill will not be able to pay for it

o Office cleaning – please clean up after your meetings – we have had complaints

o Board Retreat – July 14-16 still working out details; will have a board social on May 15^th.

Community Service Area Update – Ed Blackman

No update at this time.

Community Fundraising Area Update – Phil Taylor

o Have the opportunity to get POE points for Gala. Phil Taylor motioned to give a check to Daryl McNair, the Duke CCC representative, for a donation of $2350. Could pay back the loan and make a donation $10 per member of Jan. 1 base (235 members). Don’t think it’s a good idea to make a donation in front of trying to raise money at the auction. Could give an initial contribution; present at the Gala and then put in more money; the project chair is uncomfortable of giving the check – so this would be up to him. Called to question. Motion is for the Chapter to issue a check for $2350 at chairperson’s discretion to NC Jaycee Chapter Rep. Daryl McNair for donation to the Duke CCC. Motion failed.

o Christine Bauer motioned to approve moving $3,000 from the Chapter to CIF for operating budget. Seconded by Ed Blackman. Discussion: Discussed how the chapter gave money last year; suggest the VPs go thru the budget. Ed Blackman called to question. Max Hall seconded the motion. Motion approved. Motion to move the $3,000 approved.

State Director Area Update – Max Hall

o Mention of POE points; hopefully we are in good standing with other chapters

o Explanation of award nominations

o State Convention – members to go paid for by the chapter; will have a hospitality suite – do have budget for this line item -ok to go ahead and spend

o Prime training is coming up

Treasurer Area Update – Sara Hardesty

o See attached email.

Legal Counsel Area Update – John Welch, Jr.

o If you need exemption letters for anything – a copy is in my box

Publicity Area Update – Jamilyn Cole

o Meet-up site – did get a new member from this site; please email Jamilyn to help update this website; we have been posting info that could get interest

o Membership brochures – finalizing them – will replace some wrong things; doing small runs of copies; will have out at Brookhill

o Make sure project chairs are aware of fact sheets

o Find a way to ask permission for pictures

Secretary Area Update – Heather Snyder

o Heather Snyder motioned to approve the meeting minutes from March. Chip Bright seconded the motion. Motion to approve the minutes passed.

New Business:

o John Welch motioned to post a dishonesty bond for $100,000 for the Treasurers. Seconded by Christine Bauer. Discussion: Can get a quote to extend it to everyone that has signing authority; Chapter will pay for the bond; Do we want to include – Chairman of the Board, President, Treasurer, Assistant Treasurer, Brookhill Treasurer. This bond just protects us from exposure. Called to Question by Valerie Kovalak. Seconded by John Welch. Motion approved. Motion to have a dishonesty bond for the Treasurer and Assistant Treasurer approved.

o Leah mentioned that we need to be careful in how we talk in front of members about Gala.

o Phil Taylor motioned to suspend the policy to reopen award nominations. Seconded by Chip Bright. Division. Motion failed.

o Chip Bright motioned to create a vendor listing. Max Hall seconded the motion. Motion approved.

o Chip Bright will have Dick’s Sporting goods coupons – this is a way for Jaycees to get credit.

o Andy will have tickets available to the Gala – See Phil Taylor for your ticket tonight.

o Chip Bright wants to challenge the board members to get people to come to the Gala.

o Phil Taylor mentioned that we need to take better care of Jaycee storage – it is really messy.

o Phil Taylor wants to thank people on the board personally for helping with Gala.

Jaycee Creed

Meeting Adjourned.

Attachment 1 – Brookhill Update 4/25/06

Brookhill Status as of April 25, 2006

Marketing Brookhill

If you haven’t heard or seen Brookhill, I am a little concerned for you (just kidding). We are airing ads on all Clear Channel stations. We have an ad in the N &O for the past week and next two weeks on Monday, Wednesday and Friday. This is exciting since this was monetarily free (tradeout). We have also started airing our ads on WRAL. Keep your eyes and ears posted. We are selling out of things quickly.

Sales Update

This is what makes sure we can pay our bills. We are getting close to either selling out of certain areas if not already closed some areas. Take a look at our Sales report-this is exciting. Further, if you haven’t already heard, we have an anonymous donor. Not even I know who it is-so DON’T ask. Allison is not telling. If it does get out, we will have a debt of $15k to repay. I think this sums things up and please if you have any questions please direct them to Allison and myself.

Site

The site looks good. Still a lot of work left on fencing, but this is achievable with the one official fun day to go and the week prior to the race many people will be out that week.

Finance/Admin

We are getting ready with merchandise, money is coming in and office staff is performing well. Everything is shaping up!!! Please note that we are not projecting a profit at this point. We don’t want to mislead the chapter or independent reader of the potential conclusion of this race. You can see where we are at on the budgeted expenditures and above sales report. Keep in mind we know we have a $50k purse fee to pay at the end of the race along with tent expenditures close to $25K. We as an executive committee have a projection of what is obtainable and feel as though we will make our budget if not more. Keep your fingers crossed!!!

		2006 Budget	2006 Actual		% of Budget
	Expense
Total Administrative		92,156	2,150	2%
Total Hospitality		4,800	0	0%
Total Marketing		33,500	21,450	64%
Total Operations		6,750	350	5%
Total Sales Expense		5,000	250	5%
Total Site Expense		72,000	1,250	2%
Total Expense		214,206	25,450	3%

Hospitality

We are under way with the caterers and will have orders in hand prior to the race. The Children’s area has grown bigger than ever and we are very excited. We will have more vendors in vendor village than in prior years, which will bring in more revenue.

Operations

We are gearing up with Manpower. If you know of anyone that hasn’t worked Brookhill, encourage him or her to come out and experience the race. We will be holding training for new and past Brookhill volunteers. This area will be our key concern rolling forward to the race.

Summary: My Executive Committee is doing an outstanding job. This race is shaping up and looking like a very successful year. We are getting down to the homestretch and looking forward to the conclusion of our hard work. I want to thank everyone’s support and assistance. Great Job Executive Committee and Raleigh Jaycees. Any questions or concerns for any area should be directed to myself, Jennifer Trivette-2006 Brookhill Steeplechase Director-919-931-4349.

Tent Sales Summary
Tent Area	2006 Budget	2006 Actual	% of Budget
Winner's Circle ($5800)	$ 12,000	$ 5,800
Victory League ($2500)	$ 15,000	$ 10,795
Jockey's Club ($1750)	$ 12,000	$ 13,650
Outrider's Club ($1250)	$ 8,000	$ 6,488
Starter's Club ($850)	$ 7,000	$ 9,815
Paddock Club ($600)	$ 5,600	$ 4,220
Total	$ 59,600	$ 50,768	85.2%
Corporate Signup	$ 6,000	$ 12,035	201%
Lawn Boxes
First Turn ($500)	$ 5,000	$ 2,000
VIP Homestretch ($750)	$ 7,500	$ 5,250
	$ 12,500	$ 7,250	58.0%
Railspace Sales Summary (sold and paid for)
Exclusive Front Row A88-A128	$ 11,050	87%
Fifth & Sixth G & H	$ 7,215	72%
Homestretch Frontrow
After Finish C020-C052	$ 750	75%
Before Finish C104-C153	$ 12,100	110%
Closest to Finsh C053-C103	$ 14,625	100%	Sold Out!!
Total Homestretch Frontrow
Other Front Row
Covered Bridge C242-C270	$ 3,250	76%
Glen C500-C555	$ 2,400	69%
Total Other Front Row
Second Row
Covered Bridge D251-D270	$ 3,000	176%	Sold Out!!
Glen D500-D555	$ 900	90%
Homestretch D53-D153	$ 10,150	92%
Second Row - Other
Third & Fourth E & F	$ 6,100	94%
	$ 71,540	93%
Sponsorships	Sold	Package Price
Event
Race 1	Brookhill Farms	0
Race 2	Anonymous	$15,000
Race 3	Glaxo	$15,000
Race 4	Bellsouth	$2,000
Race 5
Beer Garden	Harris Wholesale	$7,000
Printing Sponsor	WJ Taylor Painting Team	$1,000
Onsite Communications
Hospitality	Knob Creek	$ 3,000
	Bar Charter	$ 3,000

Attachment 2 – Email from Sara Hardesty for Treasurer Report

To: 2006 Board
Subject: [2006JCBoard] Chapter financial update

Hey guys,

I won't be at the board meeting tonight (school function), so here's my Treasurer report.

February and March reports will be sent out in the next few days.  I entered most of these transactions before the budget was loaded, so when you get them, please look over your section and let me know if I need to reclass anything.

Remember the joys of invoicing...rather than have to use your own money, see if the place will invoice the Jaycees/ CIF.

Put any check requests in my box...I'll be in Thursday to pick them up.

Thanks!

Sara