The Raleigh Jaycees Board Meeting 7/25/06

Call to Order – Peter Ansbacher

Pledge of Allegiance

Initial CPGs

JC A Capella

Blair Prusha

Jill Beck- Motion to approve cpg with a 1895 appropriation and a 1496 return of appropriation

Ed Blackman -Seconded motion

Melissa Taylor - this has been a great successful project

I have a couple of suggestions, anyone who is going to be a part of this group should be a member, encourage them to join, hope to see this project grow not just maintain

Carter Pettibone – this is a great project, I have concerns about cpg regarding budget, concerned about stickers and tee shirts cost, I can give you suggestions on ways to get them cheaper

I am concerned about business cards cost

I am also concerned that chapter funds that go to an event that only supports the Jaychords, 2 events,

I looks like you want to donate 1000, but it looks like the projected profit would be 1400

Jill Beck - this was so that they could return part of appropriation.

Chip Bright - I have been impressed with this project

48 tee-shirts – 12.00 what is it for

Blair Prusha- it is to raise money

Chip Bright - I have concern about the tee shirts - who do you plan to sell them to

Blair Prusha - at our concerts, audience members, general membership

Chip Bright - stickers who do you plan to sell them to, a lot of budget comes from sticker sales,

Blair Prusha - Nami is donating some ideas

Chip Bright - out of pocket price is $1800

Training event $225 for 15 members, Jaychords who are Raleigh Jaycees

8 members are nonjaycees

25% nonjaycess

we charge extra for nonjaycees on trips

Blair Prusha - only Jaycees for training event

Chip Bright - 2 events open to regular membership

2 events are for Jaycords

Is this an id project or a community fundraising project

Blair Prusha - ID project that has auxiliary function of doing fundraising

Peter Ansbacher - we decided to leave this as an id project

if this was strictly an ID we would not get any money back

it is paying back the part that goes to fundraising.

Laura Littleton– without the fundraising we would be out $725 for this project

Chip Bright– if we don’t sell the merchandise, we will be in the hole

Leah Breckstein

I have difficulty with spending money to fund events that are not open to the general membership, this also involves money from next year

Laura Littleton - this is an initial cpg – money is not set in stone

If general membership wanted to come to the 2 Jaychord events then they could, we will be discussing how to do the next song, and deciding on officer positions, I don’t think anyone would be interested

This is the first time an ID project is trying to raise money, we are trying to see how this will work

Look at the numbers as a year long project

We discussed the numbers for the budget over email and this is what we came up with, this is a gray area

Jamilyn Cole - The impact of this project cant be quantified, the positive impact can’t be measured, this group was great at convention, they will promote us in the community as well, I would like to work on the publicity with you, you are doing an amazing job

Phil Taylor we have discussed how to go about this project and decided not to do 2 separate cpgs, the project chair did talk to the community fundraising team

We are spending money to make money, now we need to decide how to make the donation amount and how to give money back to chapter

Jeff Zabawa - this is a great project great publicity

This is an ID project,

400 would be spent if this was an ID project

I like the way the budget is set up

I would like to see that no money is donated to Nami until return of appropriation is made

we don’t provide food or snacks for some other projects

I would like to see us push the nonmembers to join the chapter,

Megan Odowd how do we handle things like the ski trip when things are spent for next year

Chip Bright – the money is included in the current year, trip is done in next year

Sara Hardesty what do bylaws say about membership,

preference for members over nonmembers

Chip Bright

This is a great publicity project

I am concerned about donating money no matter what, concerned about losing money

Leave the donation to Nami for the final cpg

This is too much money for an ID project

Ed Blackman

Disagree with Chip Bright, this is a targeted donation

We choose to give the money we are not obligated to give this money

Just approved cpg with donation to Walk for Hope, if we don’t raise the money, we don’t donate it

If he will agree to pay back money first

Christine Baurer if we decide to pay back money to the chapter

Can’t say that this supports Nami some of it comes back to the chapter

Have to let people know,

Most of the proceeds support Nami

Tee-shirts, stickers, can get them cheaper,

We have relationships with vendors

Would reduce the amount of cost

Lost 7000 on calendars that we couldn’t sell

I think this is reasonable to sell items

Carter Pettibone– this is a great project, we are the stewards of the Jaycees,

The big projects that run for next budget year, should stay within the budget year

A lot of id projects people pay their own way,

Recommend consider having nonmembers pay for part of Jaychords

Phil Taylor

Budget any expense – we are not required to make the contribution

We have had a lot of discussion within the board, should they have come out to the whole board

Phil motion to amend the budget to include that no donation until the chapter has been reimbursed any expense incurred under * line items are paid back for the fundraising items

Phil the stickers and money can be bought separately

Michelle Thompson Seconded motion

Jeff would like to amend the amendment to say a dollar amount

withdraw amendment

the chapter is still buying food drink misc. items.

Chip Bright call to question on amendment

Voting on the amendment

Motions carries

Laura Littleton - this is a first time project, why is this too much money for an ID project

The point of doing the stickers is that they will be good for multiple years

½ year vs. full year, there was a discussion so that we would stagger cps, so that they didn’t have to wait to get things set up in the beginning of the year

Laura Littleton call to question

Michelle Thompson second

Division

Call to question approved

motion to approve carries

Ed abstained

3 other abstained

Peter thanks for this project and working with those who have been working on cpg

Jill Beck please forward contact information

Clutter Control – Pam Fisher - $40 appropriation

Beth Motion to accept cpg

Christine Bauer - Seconded motion

Thanks for running this project

Motion carries

CPR Training – Michele Addison - $225 appropriation

Return $80 of appropriation

Christine Bauer Motion to approve Cpg

Ed Blackman Seconded motion

Laura

The person doing the class is limiting to 8 people, could do a second class if others interested

Chip Bright -what is the money is for

Part of is for the part of class, for certifications,

Sara – will get books and manuals,

Phil Taylor – subsidizing 15 dollars of the class

Melissa Sloup - Is the trainer being paid at all

Should we be giving him a gift, his services should be a donated item

Jeff Zabawa it has cost this amount in the past, is this the cost, is he donating services

Carter Pettibone gift is project chair discussion

Ed Blackman - neglected to budget for a gift in the past

Christine Bauer– can get something donated

Installation Banquet – Amy Sharpe/Sasha Fradin - $5,000 appropriation

Leah to accept CPG

Melissa Taylor Seconded motion

Thanks for running the project looking forward to it

Peter Ansbacher is there a minimum number of tickets

Need to have 25 people in attendance

There is minimum amount of 4000

Separate from the bar expenses

Leah Breckstein - there is a cancellation policy

Jamilyn Cole what does the 25 dollars include, dinner and the dance

Trying to sell 35 nonboard members, what are your plans

Melissa Taylor - did not have difficulty less year

Melissa Sloup - do we plan to charge non-members – unsure what happened last year

Jeff Zabawa – looking forward to it, is the appropriation in the budget,

Leah Breckstein – it is a little higher than what is in the budget,

Jeff Zabawa - Minimum dollar should include liquor please check that

Chip Bright - paying 45 for person

Have we looked into room discounts,

Block 10-20 rooms

Working on discount on rooms

Motion carries

Chip voted nay

Mini-Turkey Shoot August – Bart Poyner - $500 appropriation

500 appropriation

500 opening cash fund

Christine Bauer - Motion to accept cpg

Ed Blackman - Seconded motion

Christine just to be clear, 500 is a cash fund that will not be spent

First mini shoot went well

Phil Taylor

How many man hours 80-95 day one

Day 2 72 hours

Make under 2 dollars for man-hour

Exposure to people how calculated

Want to know how we verify this hour

Chip Bright - We are still in planning, this is early, trying to keep this open, we are unsure what we will make,

Fairgrounds would like to see final cpg

Chip Bright - no price for hay – may be reflected later

Phil Taylor - not to be judgmental – just keep man hours in mind,

Carter Pettibone – on the exposure to number issues, I got 2^nd in nation last year for Turkey Shoot CPG , we can estimate number exposed

Motion carries

Bowl-a-thon – Nader Sreyo - $500 appropriation (not sure if this is CIF)

Final CPGs

Red, White & Blue Picnic – Sue Griffin/Shane Scott - $0 appropriation

1000 appropriation Motion to accept CPG

Return 418.75

Christine Bauer motion to accept CPG

Ed Seconded motion

Had a great time, good to have people outside of chapter

Carter great event,

Max Hall - Awesome day, feel we had more guests,

Peter Ansbacher - thanks for doing changes and recommendations

Motion carries

A Cappella Jan-June 2006 – Blair Prusha - $0 appropriation

120 appropriation

9.99 return of appropriation

Jill Motion to accept Cpg

Ed Seconded motion

thanks for your vision and enthusiasm have enjoyed hearing from you

Carter what is misc. items

Blair - props, posterboards, call it supplies

motion carries

Ways & Means Area Update – Christine Bauer

Cliff resume for haunted house,

Only person expressing interest

Cliff Hamilton

Have sent out resume, why do I want to do this

Over the year, have been thinking, at HOBY statement was made, never know how tall you are until you get in over your head

Laura, why did it take so long,

It was a tough decision, will take a lot of time

Will be a lot of fun – have interacted with others last year during the haunted house

Don’t have the same base, it will be harder to get done, but we can make it happen

Carter issues with resume, have been more involved with more things

Max as previous haunted house chair

Thanks for stepping forward, do we have an idea about committee members, you are getting a late start

Have had people approach me about this

Jeff thanks for coming out, I have faith in you from what you have done in the past

Manpower, how will you approach this – the manpower chair is important

Thoughts about advertising

Don’t know much about advertising

Have not thought about this,

Have talked with Alison Friar about advertising

Peter Ansbacher he is dedicated and will have a committee,

Christine Bauer motion to approve Cliff Hamilton to be the chair of the Haunted House

Ed Blackman seconded

Motion carries

Brookhill 2006 numbers are coming soon, unsure when it will wrap up

Will get cpg at next meeting, if she can get reports from subchairs

August 25 will know if sale of land goes through

Jeff the contract will be signed or there will be a race next year

if not at that date the sale will not go through

2 possible cochairs for turkey shoot

3 people going to pony this weekend

We have left over Brookhill merchandise that we will sell at meeting

August 5 burnout

Membership Area Update – Melissa Taylor

July awesome month 73% retention

9 guests at meeting

new members are running projects

doing bowlathon for new members

We are -2 for July

working with Jamilyn on publicity had people come out to meeting

guests seem to be excited and feel welcome

a guest expressed concern that for the next 2 weeks there are no volunteer experiences available

assured her that projects are coming

project chair for 3^rd project chair socials – Aleve

Saima working with Frankies for august member social

looking for someone for open houses

will send an email with who is coming up for renewal

let us know if you see people coming at some projects who are not members

Individual Development Area Update – Valerie Kovalak

Issues discussed at board retreat

Speak up and write up at next meeting

We will have chamber Networking event at no charge

Management Area Update – Leah Breckstein

Remember your secret pals

We have a copier

Ski trip final cpg at next meeting

Had a great retreat

Community Service Area Update – Ed Blackman

Will have a thank you party for project chairs

Community Fundraising Area Update – Phil Taylor

Fundraiser for Brian hill trust

Possibility of raffle

No boys home event planned / would like to have a project

State Director Area Update – Max Hall

Tentative numbers we have 1015 out of 2365 available

25 points for visitation of duke cancer center

participation points for convention

Cpgs need completed books – book assembly will be coming up

international project – need one

Sept 23^rd state convention

regional meeting not been announced – will have people compete give us points

Jeff are we getting newsletter info in ,

submit people for nomination for state awards

Treasurer Area Update – Sara Hardesty

No report

Legal Counsel Area Update – John Welch, Jr.

No report

Publicity Area Update – Jamilyn Cole

Website pictures in scrapbook is out of date, how can we get this updated

Give her publicity forms

Have membership brochures

Pub meeting great attendance

Megan working on mailing list

Looking for different info for calendar updates

Better community presence at community gatherings

Looking at corporate packages

Will ask members to see about updating website – will have bid process

Peter at rib fest in Greensboro – looking at doing something at downtown live

If we can provide table and chairs to promote Jaycees

Secretary Area Update – Heather Snyder

No update

New Business –

Ed Blackman - Bylaw Change – requires vote from membership

We set up committee to look at election issues, bylaws put elections in busiest time of year, committee has not reported back, would like to move election back, gave rationale in email

Trying to match the time periods with current time periods

Make a motion to amend bylaws by putting it to the membership

Michelle Thompson seconded motion

Leah Breckstein– I don’t understand why written that elections one day prior so that it ends at midnight,

Leah- how about 24 hours prior to the second regular membership meeting in September

Melissa Taylor– my concern that our membership enrollment is based on a day rather than a time

Jamilyn Cole - this is to run for office

Jeff Zabawa I don’t like putting hours in days in the same paragraph, I would like to put in a date,

It becomes more difficult with hours

Jeff Zabawa - Would rather have a date

Ed Blackman - considered having a date, lengthens the campaign season by a couple of days, saying the 14^th adds several days to the campaign – different from what we have now

Christine Bauer - have John Welch look at the wording to make sure that it says what we want – and that we agree to give this to the membership

Ed Blackman - we would need to send this out 2 weeks prior – need to make a decision this day or have a called board meeting

Melissa Taylor - last year people were arguing with us over proxy voting, this will be an issue

Chip Bright - call to question

Amendment fails

Jeff Zabawa– when I first read this I didn’t like it, we talked about moving elections at the one meeting we had, would be easier, would be moving them up 2 weeks, don’t have a problem with this motion, we are changing the bylaws and it is important

Would suggest we allow John to look at the wording

Leah Breckstein - don’t have an issue with the proposed change in spirit, this is done by proxy voting,

Christine Bauer - there have been issues with proxy voting –

Leah Breckstein - is this necessary This is a big issue

Chip Bright I hate to see us change things, it is an insult for the people working at the turkey shoot, I think we need to change the bylaws

Chip Bright - amendment to the motion with the understanding that legal counsel will correct the wording to stay with the wording of the rest of the bylaws, and present it to the membership

Ed Blackman nothing in the bylaws says we have to vote –

Christine Bauer - we are voting to recommend to the chapter to make a bylaw change

Ed Blackman - seconded motion

Amendment approved

Jamilyn Cole this is more than a proxy issue, there will continue to be conflicts, this is for respect to the membership

Motion carries

Chip Bright– do we need to mail, or can we email announcement

Jeff Zabawa- Will send something in the mail so that if people do not get email can mail it

Use all announcement list to send out information by August 1^st.

Melissa Taylor -Wayne Prince passed away, anytime that an immediate family passed away we send a plant, for non immediate family meeting we send a card

Life time members hope to talk to his wife to do a project or donation from the Jaycees

Will be some appropriate publicity that is set up when the time is right

Jeff Zabawa

Be sure that we use the same vendor for stickers and tee-shirts, we will get better deals,

Leah Breckstein – continue to check around periodically

Jeff Zabawa – all emails say please respond to me about CPGs , should be replying to all of the board,

Blair’s CPG could have spent less time, and worked out issues.

Leah

If this was sent out earlier, more discussion could have taken place, there wasn’t enough time

Jamilyn Cole – we need to consider how does this affect the member,

Chip Bright - my emails didn’t get answered

Chip Bright - would like to make a motion to appropriate 250 to the Brian Hill Trust

Ed Connell seconded motion

Chip Bright - we normally do this, this is a great cause, we should keep doing this

We have the money

Leah Breckstein - I think it’s premature to say that we won’t make it, we are not giving the membership a chance to learn about this charity

Despite that we have done well we should not just right the check

Phil Taylor - This would be an extra budget item,

No line item

It is something that we want to do, and would like to see it continued,

Jeff Zabawa - if we vote on this it does amend the budget

Chip Bright - withdrawal the motion

Leah seconded

Old Business –

Award Nominations

Armbruster, Brownfield, Family of the Year

Appoint Jeff Zabawa to head nominations committee and have 2 people to serve on the committee

Jaycee Creed

Adjourn