Raleigh Jaycees Community Impact Fund

Board Meeting

Feb. 22, 2011

Meeting Minutes

Board members in attendance:

Teresa Nichols Karen Ray Patrick Sauter Tina Lewis Laurie Osborne Paul Hoover

Ashley Nemeth Nephitearya Bailey Andy Zeh

Meeting called to order by Andy Zeh.

Jaycee Resume Presentation for Goodfellows: Clay Berry

· Motion made by Nephitearya Bailey to approve Clay Berry as the chairperson for 2011 Goodfellows project.

· Motion seconded by Pat Sauter.

· Discussion: Neph said she is very excited about this year’s project. Tina asked Clay how he plans to guide to guide new committee members but at the same time let them have their own ideas. Clay said he would identify which committee spots are good for new members. Also he plans to improve the documentation to describe what each sub-chair position should know and do, and how they implement it is up to them, and he can work with them on how they want to implement the plan for the sub-chair’s area. He said he definitely wants new members, to generate more excitement for the project. Teresa asked what his biggest challenge will be. Clay said so far it’s been getting previous years’ documentation. Next challenge will be getting money and planning fundraising to make sure we don’t overspend. He hopes someone with the skill can help us sell and fundraise successfully. Teresa also asked how many children Clay plans to have for this year’s project. Clay said his personal goal is 125 children. He said he thinks that is feasible since we typically have outside groups volunteering to chaperone. He said 150 children is the upper limit, because of the size of the rooms we use at the Marriott location. Pat asked about Clay’s fundraising ideas. Clay said he hopes to have a better branding strategy. Carter said we may do earlier fundraising efforts like Christmas in July, also change jars, sponsoring a child. He said they’re also considering a book or toy drive at Durham Bulls baseball games. Clay also said he would like to improve the videography, and maybe do a video slideshow for new members to see to recruit people and let people know what Goodfellows is. Ashley suggested we get consent, along with initial paperwork, to include the children in videos and photos, so the pictures can be used later. Paul mentioned that there is liability of having outside volunteers and said we should be careful not to grow just for the sake of growing to mitigate the risk and perhaps have referrals through Jaycees, so there is a way to vouch for that person. Andy tabled the discussion about background checking for a later time. Clay asked about re-negotiation of the contract, and Teresa said that the contract has already been signed as of last year’s Goodfellows, and the date for this year’s Goodfellows has already been locked in.

· Motion passed.

CPGs

Initial CPG for Girls Home (Presented by Beth Barlow)

• Motion made by Karen Ray to approve the initial CPG with a $1,000 appropriation from CIF.
• Motion seconded by Nephitearya Bailey.
• Discussion: A question was asked about written communication, and Beth responded that it could be anything from a letter to an email. The goal is to just have mentors having regular interaction with the girls at the home. Teresa asked how many girls are at the home. Beth said it varies, but it’s usually eight or nine. Teresa also asked how many Jaycees Beth wants to see participate. Beth said one mentor for each girl at the home, so perhaps 15, and as many people as possible for social ideas. They hope to do a “Trading Spaces” idea where various groups decorate bedrooms at the home. Teresa asked how Beth came to the appropriation amount for the idea. Beth said she thought $200 for bedrooms and the rest for cleaning supplies. Tina said she was concerned about getting enough people for service projects at the home. Beth said a challenge is getting dates for visits from the home. Beth said she hopes people will be committed well before the day and hopes that other chapters will be willing to come and also donate time and money to help decorate the rooms. Tina said she is just concerned that if only 5 people participate, it is a large amount of money (the appropriation), and she wonders how the chapter would benefit if not many people participate. Teresa said that it’s a really good CPG, and the project means a lot to her, and she is apprehensive about the appropriation, since we don’t know where our money will come from this year. Beth said a few things could be cut, but given how much we spent on Christmas gifts last year, the budget might not come down much, and she hopes that if we’re going to do this project, we should do it with quality and give the Girls Home the experience she thinks they deserve. Ashley said based on what she heard tonight, she is excited, but last year she didn’t hear much about the Girls Home, but she thinks if we hear more about the mentoring, it will get people involved. Laurie she thinks the appropriation is appropriate in the grand scheme of things, considering this is a state priority project. Nephitearya said that it’s an appropriation, but it doesn’t mean it will all be spent, and we will try to get things donated and do some fundraising. Beth said it would be ok if we don’t do the Trading Spaces project and we can open it up first to ask for donations for decorating. Paul said he loves the idea of getting members involved, and he thinks once people see the girls, they will want to continue to be involved. He said historically, this appropriation has been normal, and he thinks it’s an important area to support.
• The question was called by Karen Ray.
• Motion passed.

New Business

· HOBY West Discussion (Presented by Ed Blackman & Sandy Mitofsky)

Motion made by Nephitearya Bailey to move into Executive Session.

Motion seconded by Teresa Nichols.

Motion passed.

Executive Session (Separate notes taken; kept by Andy Zeh)

· Teresa Nichols announced that CIF has granted a $5,000 grant to 2011 HOBY West.

· Review of CIF budget.

· Ashley Nemeth made a motion to approve the Raleigh CIF budget as currently written.

· Motion seconded by Nephitearya Bailey.

· Ashley made a friendly amendment that this budget be approved with a $1,000 appropriation (scholarship from reserves) from the Raleigh Jaycees chapter.

· Laurie Osborne objected to the friendly amendment, in order to ask a clarifying question about the budget related to the appropriation from the Jaycees.

· Discussion: Nephitearya mentioned that the Girl’s Home appropriation is not in this budget. Andy said it was listed under “Raleigh Jaycees income.”

· Teresa Nichols made a friendly amendment that this budget be approved with a $1,000 appropriation (scholarship from reserves) from the Raleigh Jaycees chapter.

· Teresa Nichols called the question.

· Motion passed.

CPGs (continued)

Final CPG for Bowl-a-Thon (Presented by Nephitearya Bailey on behalf of Jamilynn Cole)

• Motion made by Karen Ray to approve the final CPG with a $350 return of appropriation to CIF, and a donation of $2,356.56 to Wake County 4-H summer camp.
• Motion seconded by Teresa Nichols.
• Discussion: none.
• Motion passed.

Old Business:

None

Area Updates

Community Update w/ Nephitearya Bailey

• Goodfellows chair chosen. Every spot for Staying-Ins is almost taken, and they know what charities they want their money to go to. Karen Ray said we need a chair for Bowl-a-Thon. Pat suggested Will Van Hook, but he hasn’t been active recently.
• Nephitearya also reminded everyone not to forget about St. Baldricks on March 5^th and Drag Bingo on March 12^th.

HOBY East Update

· Fundraising committee has a meeting on Tuesday and they are working on their sponsorship packet. Kickoff at next GMM and start asked for facilitators to sign up. 5K is going well, he has sponsors for a lot of things (brochure printing and banner donated, so far). They have a committee meeting on Thursday. He will start registration for runners/walkers at next GMM.

Treasurer Report w/ Paul Hoover

• Reports sent to the board. As soon as he gets the information for HOBY West grant, he will issue that check. We have a new insurance policy, but it does change things. Policy changes may need to be made as new projects come up. Remember if events involve alcohol, run it by legal to make sure it makes up with new policy.

Legal Counsel w/ Ashley McDuffie

· No update.

Secretary Update w/ Laurie Osborne

• Minutes for January emailed to the board.
• Please encourage others to nominate a fellow Jaycee for awards.

Adjourn CIF Board Meeting.