The Raleigh Jaycees Board Meeting 4-22-08

 

Attendance: Deidre Albert, Ed Blackman, Jamilyn Cole, 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, Linnell Compton, Beth Worsley, Jeff Zabawa, Andrew Zeh

 

Call to Order – Paul Hoover

Pledge of Allegiance

 

Presentation of Initial/Final CPGs:

 

Project: Winter Excursion Trip Final CPG by project chair Leah Breckstein; Deidre Albert motioned to approve the CPG with the $500 deposit for 2009 trip and also included an overage of $450. Jeff Zabawa seconded the motion. Discussion: Thanks for doing this and stepping up to this next year; had a good time, excellent job handling all the problems that came up. Jeff Zabawa motioned to table this until next meeting so she can finalize the budget figures but doesn’t have to present the CPG again. Seconded by Melissa Taylor. Correction is it a motion to postpone instead of table; had overage offering to the members to get back $10 or donate funds to HOBY. This has been done in the past as well. Motion passed, postponed definitely, Leah will make announcements and emails to trip participants about overage.

 

Project: Summer Sand Volleyball Initial CPG by project chair Peter Ansbacher; Jamilyn Cole motioned to approve the CPG as written with a $50 appropriation from the Chapter, Ali Houchin seconded the motion. Discussion: thanks for stepping up to do this and getting the word out, gald to hear it’s back, question on cost for non-members – they will pay $2 extra, with mostly JCs playing the guests will most likely be charged more, DynaGraphics was used in the past and will be used for the shirts this year, motion to approve CPG passed.

 

Project: Camping Trip Initial CPG by project chair Korey Kubacki; Deidre Albert motioned to approve the CPG as written with a $70 appropriation from the Chapter. Beth Worsley seconded the motion. Discussion: Great ideas, thanks for stepping up and running this project. Motion passed.

 

Project: Film Club initial CPG by project chair Charles West; Karen Ray motioned to accept the CPG as written with no appropriation from the Chapter. Pat Sauter seconded the motion. Discussion: thanks for stepping up to run this project. Motion passed.

 

Project: Spiritual Development Initial CPG by project chair Jason Carleski; Jamilyn Cole motioned to approve the CPG as written with no appropriation from the Chapter, Melissa Taylor seconded the motion; Discussion: great to see us round out the ID area this year, we will be addressing some of the comments in the final CPG, motion passed.

 

Project: Tubing Trip Initial CPG by project chair Ed Blackman; Deidre Albert motioned to approve the CPG as written with no appropriation from the Chapter, Beth Worsley seconded the motion. Discussion: Thanks Ed for keeping the tradition going; looking forward to it; Ed motioned to amend the CPG that any whole extra dollars be offered back and any cents given to HOBY; friendly amended; questioned about non-member non-renewed price; we haven’t seen this before – worry about doing this on a big scale, believe should be strong incentive to continue to remain members of the chapter, would like to see the board have a conversation about this before it is in the CPG; Agree with the idea but not sure we need to have three price points; typically leave it up to the project chair and it is in the policy; motion passed with amendment.

 

Project: Globetrotters Initial CPG presented by Karen Ray for project chair Karen Schellhorn; Jamilyn Cole motioned to approve the CPG as written with no appropriation from the Chapter; Ali Houchin seconded the motion; Discussion: glad to have this project continue, provides culture to members; motion passed.

 

Project: Carowinds Family Day Initial CPG presented by Karen Ray for project chair Diane Raby; Jamilyn Cole motioned to approve the CPG as written with no appropriation from the Chapter; Karen Sadler seconded the motion; Discussion: regional family day, easy for other chapters to attend, motion passed.

 

Presentation of JC Resume – Dave Gill for Haunted House; Melissa Taylor motioned to approve Dave’s resume for chairing Haunted House with CPG to follow. Ali Houchin seconded the motion. Discussion: Excited for Dave to run this project, going to haunt con conference, feels confident that Dave will do a good job and has taken steps to prove he can run a level 3 project. Should be a lot of fun, will have his family coming into town to help – a reunion of sorts, contractor for many years, manages projects hands on, like to be a part of it, will have interest meetings and talking to others and hope to find someone with marketing soon; motion passed.

 

Long term finance committee update – Charles West - – working on priority list – risk management – risks and goals; continuation of projects; budget process – how things are managed, money coming in and out; long term financial vision – why are we here; how do we serve that mission; clear vision of what we are trying to accomplish to serve the mission; tangible things that we can fund in the future – more than a year out; risk management spreadsheet for level 3 projects and can be included in CPG; have we considered having an outside source come in and look at this; may be harder for us to look at the full picture since we are so close to it; do have some outside sources thru Michael and Charles; asset management; how much would it cost for financial planner outside of JCs – risk management part – save from potential lawsuit; incompetence – easy to get investments from financial planner; stock broker that will help; hard to answer at this time; Paul suggested that we move questions to emails and have Charles meet with committee and then report back to the board; committee is gathering info to be able to make good recommendations to the board to see if we need outside person; slow process; steps coming to make sure we are protecting the money;

 

Award nominations for monthly and trimester awards were held.

 

Ways and Means Area update – Melissa Taylor – HH chair Dave and Beth Baldwin going to Haunt con this weekend. Hope to have a lot of good stuff to bring back. They had already started to plan for the HH this year; Karen Sadler updated on the Mini-shoot – Jenn Duke is working with past chairs to get out the TS site for prep; HOBY will go out on June 14th; Hay Day is scheduled for June 21st pending approval from VPs; this conflicts with State activity but they will work around it; Carter gave the update on PONY – 3 months to go; Firming things up with vendors and other organizations; starting to get checks and other money in already; planning on kickoff for June 3rd GMM; attended business expo with Chapter and things went well; TS contract has been signed.

 

Individual Development Area update – Jamilyn Cole – Events are going great; sign ups for CPR is very low, come out to the events

 

Membership Area update – Alison Houchin - retention rate 61%; closing ratio going well; currently for the year down 11; just need to get more guests out; thinking we will have a great year; Mona running socials; also planning veteran event; Khaner is going to run project activation; going to start new 30 day trial membership; come out to few events; target more about joining at the end; working with Linnell on this event; Bus and Com will be going over the plan; went thru list of members up for renewal; clings coming soon free to members

 

Business and Communications Area update – Beth Worsley - went over marketing plan – think of this as a CPG for the team and will be used next year; what is the plan to execute this – time line; process – ads will go up once contract is signed; working with WRAL and should be up and going soon; once the creative is ready the rest is making sure that we build relationships; should be done within the next month; make sure ads effective; important this if we do it then make sure we do it the right way; want a unified front; website – not on track right now – working on getting it up behind the scenes; a few months away from going live with the public; concern with website and new ads coming out; what else is the membership team doing – doing different incentives; other newsletters; guest newsletter; working on committee activities; if you have suggestions or ideas let Ali know; will have access for projects to be advertised; would like to have a unified message – passed out talking points; please use this as a reference of who we are and what we do;

Bus and Com team – overview of what we do – doing things that are different than previous years; committees on level 3 projects – designated member for the marketing role – work with that person and make sure they have the resources they need to do the project; too much for the team; make sure to fill out the marketing request form – go to Deidre so they can answer the questions; here to develop future leaders and want to help facilitate this in advertising; they will develop press release and branding correct – not there to do it for them; press releases – vary from project; will have 2 contacts for the releases;

More discussion on emails about press releases

See attachments

 

State Director Area update – Stacy Hanna - sign in sheets; DSA banquet not going to happen possibly; had 2 winners that were able to attend the meeting last week; had discussion for lowering age for ECU group; changes on conventions dates and locations; looking for nominations; don’t forget to put up cpgs on websites; everything looking good for POE right now; had some big winners at national; will have called state GMM – will have it out to the board list once we know when the meeting will take place; working out date for hay day and bylaw change – will try to work something out; State can make changes but our chapter doesn’t have to make that change

 

Legal Counsel Area update – Michael McKnight – no report at this time

 

Secretary and Treasurer Area updates – Heather Snyder – No motion on the minutes tonight; will have one next meeting; if you have any checks/deposits then get them to me tonight; please try to have agenda topics to me early since I will be traveling and on vacation.

 

New Business – Stacy Hanna motioned to allow Lisa Rowland to extend her Chapter Visitation CPG through December 2008.  (Originally it was for half the year, but she wants to continue until the end of the year.) Jeff Zabawa seconded the motion. Discussion: have other things planned and want to continue; benefit of having her run the project or have a new chair; should we have a new member be a co-chair, motion passed.

 

Stacy Hanna motioned to reallocate the $360 from the Key line item and $140 from the spring meeting/convention line item to create a new line item for a Get out the Vote project. Ed Blackman seconded the motion; Teresa wants to run this as a campaign but will need some funding; money cleared with the VPs over areas; she will present a CPG to go over the exact figures; motion passed; correction on where money coming from is under state director

 

Chapter plan discussion will come at the mid year retreat; Paul has had discussions with the VPs

 

No other business

 

Meeting adjourned with JC Creed.