Raleigh Jaycees Board Meeting Minutes 12/14/2010

In attendance:

Melissa Taylor Teresa Nichols

Carter Pettibone Kris Montgomery

Nephitearya Bailey Beth Barlow

Andrew Zeh Meg McGoun

Heather Snyder Danny Miller

Karen Sadler John Sauter

Paul Hoover Brandon Joyce

Tina Lewis Jennifer Scott

Krista Schenck Khaner Walker

Call to Order by Melissa Taylor

Pledge of Allegiance led by Beth Barlow

CPGS

Sarah Hardesty w/final CPG for Fitness 2010

Motion made by Heather Snyder to approve final CPG with a 136 dollar return of appropriation.

Motion seconded by Jennifer Scott.

Discussion: Heather thanked Sarah for running the project and said it was awesome. Meghann McGoun said she had so much fun kayaking. Mel thanked Sarah for running this project, as well.

Motion passed.

Claire Herring with her final CPG for the Homebuying Seminar

Motion made by Heather to approve the final CPG with a 0 return of appropriation.

Motion seconded by Nephitearya Bailey.

Discussion: Heather thanked Claire for running the project. Mel thanked her for running her first project and said what made it that much greater is that we partnered up with former Jaycees who still want to be involved.

Motion passed.

Karen Ray with her final CPG for Book Worms

Motion made by Heather to approve the final CPG with a 142.22 return of appropriation.

Motion seconded by John Sauter.

Discussion: Heather said this was a great project and got her to read some books this year. She also told Karen she did a good job. Mel thanked her for running this project.

Motion passed.

Andy and Shira Samaniego with their final CPG for the Haunted House

Motion made by Jennifer Scott to approve the final CPG with a return of appropriation of 22,249.00 return of appropriation to the Chapter.

Motion seconded by Neph.

Discussion: Jennifer said she loved working with them, and said things happen. Neph said thanks for seeing it through all the way to the final CPG. Karen thanked them for all they put into it. She said she appreciates everything they’ve done. Mel said there’s no question in her mind that the Haunted House will be back in 2011 because of people like them and the amount of heart that went into this CPG and project.

Motion passed.

Andy Samaniego with his final CPG for Project Geek

Motion made by Heather to approve the final CPG with a 0 return of appropriation.

Motion seconded by Meg.

Discussion: Heather thanked Andy for running this project. She said it made her a little more computer savvy so that she’s able to figure some things out on her own. Mel thanked Andy for running the project.

Motion passed.

Raleigh Jaycee Chapter Board meeting suspended to move into CIF Board meeting.

Resume Raleigh Jaycee Chapter Board meeting.

Karen Ray and Pat Sauter with the final CPG for the Turkey Shoot

Motion made by Brandon Joyce to approve the final CPG with a 29151.57 return of appropriation, and a 26180.43 profit to the Chapter.

Motion seconded by Karen Sadler.

Discussion: Brandon said they did a great job and that there were several in the room who knew what it is like to be in their shoes. They blew the numbers out of the water. Karen seconded everything Brandon said and said they did a fabulous job, and that they took her recommendation for long sleeved sweatshirts. Carter said kudos and bravo. He wanted to point out the way that we accounted for insurance this year was different. Last year it was a donation. Neph thanked them for being so active all year long and then ending the year like this. She thinks it shows their passion for this Chapter and she’s excited to work with them on the board next year. Mel said they had a conversation about the insurance and they were wondering where to put it. She said she’s glad Carter pointed that out. Mel said they have been phenomenal this year and we’re truly lucky to have them. Paul thanked them for all they do for the Chapter and said that it was a good way to go out from the building that is being torn down. Paul asked if we’ve heard anymore about the fairgrounds. Mel said they have been in contact with the fairgrounds and they are still interested in keeping the Turkey Shoot going.

Motion passed.

Andy Zeh with his final CPG for PONY 2010

Motion made by Brandon Joyce to approve the final CPG with a 5,000 return of appropriation and a profit of 58,776.80.

Motion seconded by Karen Sadler.

Discussion: Brandon said he was out there with Andy a lot and even with all the wrenches that got thrown in Andy’s way, he handled it well. Karen thanked Andy and thought he did a great job. Carter said he thought Andy did a great job and too bad he didn’t get to spend too much time with him. He asked if Andy was still getting checks in. Andy said they got the last one in today. Beth said Andy has been a wonderful representative for the Chapter throughout the entire event. Kris said she had fun at the expo and thanked him again for getting 40 members to join the committee and she thinks it’s a great way for new members to get involved. Mel thanked Andy and said we truly appreciated it.

Motion passed.

Teresa Nichols with her final CPG for Biggest Loser

Motion made by Heather Snyder to approve the final CPG with a 212.94 return of appropriation.

Motion seconded by Nephitearya.

Discussion: Heather said this was a great project and she is glad some people actually lost weight. She looks forward to seeing it again in the future. Beth said she saw Sasha the other day and said she looks phenomenal. Paul loved it and that it was a new idea that got a lot of people excited. Mel said it was a phenomenal project and hopes that somebody will run it again. Karen said it was the birth child of our ski trip and she said Teresa did a fabulous job with it.

Motion passed.

John Sauter for Stacy Hanna’s final CPG for Leadership Seminar

Motion made by Heather Snyder to approve the final CPG with a 28.41 return of appropriation.

Motion seconded by Danny Miller.

Discussion: Heather said Stacy did a fabulous job on this project and it was nice to see new speakers come in with this project.

Motion passed.

Heather Snyder for Ashley Nemeth’s final CPG For Public Speaking/State Competition

Motion made by Heather Snyder to approve the final CPG with a 0 return of appropriation.

Motion seconded by John Sauter.

Discussion: Heather said although it as a first project and not very well attended, she’s looking forward to doing something with it in the future. Mel said the training had a great crowd and that Ashley did a fantastic job with that.

Motion passed.

Carter Pettibone with the final CPG for Project Chair Training

Motion made by Brandon Joyce to approve the final CPG with a 100 dollar return of appropriation.

Motion seconded by Jennifer Scott.

Discussion: Brandon said this was excellent and he thinks what we provide is valuable to our project chairs.

Motion passed.

Heather Snyder for Karen/Becca/Chris with the final CPG for Sushi Making

Motion made by Heather Snyder to approve the final CPG with a 0 dollar return of appropriation.

Motion seconded by Khaner Walker.

Discussion: Heather said she heard it was a great project. Mel said it was great to see a brand new project.

Motion passed.

Move back into CIF board meeting.

Resume Raleigh Jaycees Chapter Board meeting.

Awards

Board Member of the Month

Jennifer Scott nominated by Karen Sadler

Khaner Walker nominated by Carter Pettibone

Jaycee of the Month

Nikki Timko nominated by Deidre Albert

Chris Rutkoski nominated by Peter Ansbacher

Project Chair of the Month

Karen Schellhorn nominated by Khaner Walker and Carter Pettibone

Will Vanhook nominated by Jennifer Scott

Rookie of the Trimester

Nikki Timko

Terrin Lawrence

Ashley Nemeth

Allison Perkins

Veteran of the Trimester

Deidre Albert

Karen Ray

Shira Samaniego

Area Updates

Business Update w/Karen Sadler

- Jennifer said Saturday is the Year-End Banquet. Will put something out on projects this morning. The Jaycee block at the hotel is reserved. It’s 75.00 a night including breakfast. The gift exchange is gifts up to 15.00. Registration starts at 6 o’clock. Karen asked if it was just for Jaycees or can Courtney, who is president of the Virginia Beach Jaycees, participate.

- Brandon said the parade CPG will be coming hopefully for the next board meeting. The only other project he has is the Disney Trip. 7 people are going so far. Looking at using a new housing company this year for PONY. We’ll be bringing in all the age groups this year. We’re partnering with another host…which is a softball organization. Their main focus is to develop girls through softball. They bring softball experience and softball knowledge. Finances are going to go through the Jaycees, and we’re used to running expenses through us. We’re going with a 50/50 as far as splitting up work with the other group. It’s going to be double the number of teams from last year. The main focus is getting the housing contract done right now. Opening ceremonies are going to be in the town of Garner. Come and see Brandon…he needs to fill a lot of committee positions. Lisa has taken a step back in chairing the committee.

- Jennifer added that the camping trip CPG and Lights Out CPG should be in next month. She also asked if there are raffle tickets that can be used this weekend for the Year-End Banquet.

- Karen thanked everyone for helping provide board dinners through-out the year. She was going to collect keys tonight, but instead she will pick up all of our keys on Tuesday night. She needs to have them so she can turn them over to Andy’s team.

Membership Update w/Nephitearya Bailey

- Neph said if we don’t get any new members and don’t get any more people to renew, then we’ll be at 137 members. If we can get 7 more people, then we’ll be exactly where we started. We have 31 new members this year. The National roster counted Brandon and Krista twice by accident and they won’t take them off. Our goal is to get 7 to 10 more people. She said if anyone knows the people that need to renew, give them a call. Greeting cards for all the guests who did not join, have been purchased, and will be mailed out by the end of the week. Carter asked about our ability to add people up until the very end of the year. Neph said that we can.

Individual Development and State Involvement w/Heather Snyder

- Individual Development officially wrapped up all of their projects.

- State Involvement is gearing up for the rest of the year-end stuff.

- If you have anything she needs for POE then send them to her.

- Heather received 3 emails from Amy Barton who is doing the end of year stuff.

- If you have any projects you want to nominate, let her know.

- Mel said we need people to help with those nominations because Heather and her cannot write all of those nominations.

- CPG judging is coming up January 8^th that we have to attend. We’ll need some other people to attend that as well, along with her.

- Year-end books are due.

- Convention is coming up so see her about that. She’ll be handling the registration for that. Come to Heather first and she’ll filter some of it to Teresa as well.

Community Development w/Khaner Walker

- Wrapping up Adopt-A-Highway.

- C.A.R.E. Caroling event next week.

- Santa Paws going strong.

- Getting final CPGs together for Hunger Among Us, and CARE.

Treasurer Update w/Tina Lewis

- She sent out the Budget Profit/Loss last week. Mel reminds that while it looks really good, there are quite a few things that haven’t been spent yet. It still looks like we can come out close to even at the end of the year.

Legal Counsel w/Michael McKnight

- No report.

Secretary Update w/Krista Schenck

- Motion made by Krista Schenck to approve the revised October 2010 Jaycee Board meeting minutes.

- Motion seconded by no one.

- Discussion: Krista said she just took Jennifer’s name off the roster since she wasn’t in attendance.

- Motion passed.

- Motion made by Krista to approve the Joint November 2010 Raleigh Jaycee Board minutes.

- Motion seconded by Beth Barlow.

- Discussion: none.

- Motion approved

- Motion made by Krista to approve the November 2010 Raleigh Jaycee Board meeting minutes.

- Motion seconded by Heather Snyder.

- Discussion: none.

- Motion passed.

New Business

- Motion made by Heather Snyder that we waive the policy so that the chapter will subsidize twenty members according to the priority list as established in policies.

- Motion seconded by Kris Montgomery.

- Discussion: Heather wanted to get this under wraps so that we can get this under wraps. The policy states that we’ll pay for the cost of registration for the President and State Director. Khaner asked about us doing this every year, and shouldn’t we change our by-laws. Carter said it was done to make sure there were enough members to vote at the state convention. He said we’ve done it the last few years. It’s usually a reflection on how well we’re doing financially. Beth asked which budget this was coming out of. Mel said 2011’s budget. Paul said he thought the registration had to be in by the 31^st. Teresa said as long as she receives the registration form by the 31^st, they’ll take it.

- Motion passed.

- Motion made by Heather Snyder that we set the subsidies for registration to be 30 dollars for the 20 members and 30 dollars for lodging for the first 12 people according to the priority list established in the policies.

- Motion seconded by Tina Lewis.

- Discussion: Heather said this is made on behalf of the 2011 board. They’ve discussed it and feel like it is ok.

- Motion passed.

- Motion made by Jennifer Scott, to approve a resolution in support of moving our Raleigh Jaycees meetings to the Crabtree Marriott.

- Motion seconded by Tina Lewis.

- Discussion: Andy said there are a few issues they’re trying to iron out. He said it’s a huge benefit to us and would save us 6,000 dollars a year. The Marriott seems to be the best fit based on parking, security, etc. There were a few other locations that were non-profit locations. There are other options that we could continue to look into, into 2011. There are options to have beer and wine available….and also options to have sweet tea and soft drinks available. Mel said based on research…the recommendation of the location committee is to move the GMM to the Marriott. Khaner said he thinks it’s great what we’re doing, but he approached it from a guest’s standpoint. There are like 5 entrances to there. It’s hard to navigate into the hotel and figure out where you’re going. Andy said that was one of the reasons they liked the Marriott, because of its location. It’s not too far away from downtown. Teresa asked about the criteria and how they narrowed it down. Andy explained the criteria(safety, parking, security, etc). Carter mentioned his concern about Marriott getting to name their price and first bid on our projects. He also asked if membership was told that we were going to vote on this. Andy said we always have the option of getting quotes from other areas and presenting it to the Marriott and seeing if they can beat that. We’re working with them on the first board retreat. Carter asked what the contract length was. Andy said there was no contract in place yet, and it would probably be a 1 year contract. Beth said as far as NC State goes and the budgeting there, she’d be very surprised if the cost to hold an event there stayed at 250. She doesn’t think that’s going to get better within the next year at all. Mel said we do not have a contract with the Mckimmon Center, yet.

- Motion passed.

- Carter made a motion to move into an Executive Session.

- Motion seconded by Heather Snyder.

- Discussion: Carter said he’d like to move into an Executive Session, and apologizes to the incoming board members.

- Motion passed.

Move into Executive Session.

Resume Board Meeting.

“Tell Me Something Good”

Jaycee Creed.

Meeting Adjourned.