Raleigh Jaycees 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.

Pledge of Allegiance.

CPGs

Initial CPG for Project Chair Training (Presented by Heather Snyder)

• Motion made by Pat Sauter to approve the initial CPG with no appropriation from the chapter.
• Motion seconded by Ashley Nemeth.
• Discussion: Pat thanked Heather for running this project.
• Motion passed.

Suspend Raleigh Jaycees Board Meeting (for CIF Board meeting).

Resume Raleigh Jaycees Board Meeting.

CPGs (continued)

Initial CPG for Camping Trip (Presented by Pat Sauter on behalf of Melissa Taylor)

• Motion made by Teresa Nichols to approve the initial CPG with a $50 appropriation from the chapter.
• Motion seconded by Nephitearya Bailey.
• Discussion:The appropriation is $50, which will be returned. Teresa hopes it will be attended by someone on the ID Team.
• Question called by Ashley Nemeth.
• Motion passed.

Initial CPG for Blood Drive (Presented by Karen Ray on behalf of Nikki Timko)

• Motion made by Nephitearya Bailey to approve the initial CPG with a $175 appropriation from the chapter.
• Motion seconded by Ashley Nemeth.
• Discussion:Neph didn’t get any feedback about this CPG from the board, but some concern was expressed today about the appropriation. Previously, there was some money used to incentivize people to come give blood. There has never been a situation where an appropriation has been lowered without the project chair being present. Karen said she tried to call her but didn’t get a response. She had proposed to lower the gift card values or change the way we’re giving the gift cards (giving less cards). Teresa said since she was someone who expressed concern about the high appropriation, she thinks Nikki should be present so we can discuss how to better allocate the money. She says that she isn’t motivated by gift cards, and thinks other people may not be either, so perhaps there is another way to get people to give, maybe even just asking people personally. Andy asked when the first blood drive is, and Nephitearya said the first date was supposed to be in February, but that date was not given to the CD team, so we’re going to need to work with the Red Cross to make sure the dates work. Nikki has been in contact with the Red Cross to arrange dates.
• Ashley Nemeth made a motion to postpone this motion until Nikki can be present to discuss her CPG and its appropriation.
• Motion seconded by Laurie Osborne.
• Discussion: Ashley said that based on the previous motion’s discussion, it would be better if Nikki is here to discuss the project.
• Motion passed.

Andy announced that we will have a called board meeting at the next GMM, in order to have the discussion about the Blood Drive CPG.

Awards

Project Chair of the Month

Alycia Wendt nominated by Karen Ray.

Board Member of the Month

Ashley Nemeth nominated by Tina Lewis & Laurie Osborne.

• Motion made by Teresa Nichols to amend the policy to allow for an award nomination after the award nomination deadline set forth by the secretary.
• Motion seconded by Laurie Osborne.
• Discussion: Teresa said that if we’re going to award a board member of the month, we should make sure we nominate a Jaycee of the month, since awards are about the membership. Everyone in the room agreed.
• The question was called by Karen Ray.
• Motion passed.

Jaycee of the Month

Lisa Joyce nominated by Karen Ray.

New Business

Chapter (& CIF) Plan

· Motion made by Teresa Nichols to approve the chapter plan as written.

· Motion seconded by Nephitearya Bailey.

· Discussion: Tina pointed out that some of the numbers appeared to be incorrect, and those were adjusted for clarity. (Please see 2011 chapter plan document for more information.)

· Friendly Amendment made by Ashley Nemeth to approve the chapter plan with the changes.

· The question was called by Tina Lewis.

· Motion passed.

Chapter Budget

Revisions discussed: Key expense changed to $0. Nametag expense changed to $150. Board 101 expense reduced to $150. Board social expense reduced to $0. Board retreat expense changed to $1,000. Andy said that he thinks we may go over our copier budget. Copier changed to $3,600.

• Motion made by Ashley Nemeth to approve the chapter budget with changes.
• Motion seconded by Teresa Nichols.
• Discussion: Ashley said she thinks we have had ample time to review and/or make revisions, and she thinks, in the future, we should discuss via email changes board members wish to make to the budget. Andy clarified that these revisions are based on feedback from chapter members. Teresa said, just to make everyone aware, that VPs received an email about specific line items, and it was decided that if we are aware of items that can be reduced, go ahead and make the revisions before approving the budget. That information did not come out until this morning, so this is why it’s being discussed at this meeting. Ashley asked if we could table this until the revisions can be made. Nephitearya said that the budget needs to be approved before we can further operate. Paul said the insurance number should be
• Friendly amendment made by Teresa Nichols to approve the budget with whatever changes are presented during this discussion (to avoid friendly amendments for each item needing a change.)
• Further discussion: The question was asked whether the Haunted House line item or storage unit line item included the haunted house storage unit. Andy asked that a line be inserted under Haunted House for storage unit. Teresa asked under which line item business cards falls. Tina said she thinks it was under the Supplies line item last year. Storage updated to $1,800, reduced amount on Haunted House by that amount. State Involvement area: 2010 convention registration fees updated to $490. Year-end Convention accommodations updated to $270, officer training (LOC) reduced to $120. $300 (doubled) for State Awards paid for 2011 to give our board a sponsorship, and we had to cover 2010. CPG assembly doubled, because last year wasn’t paid. Don’t want to set the precedent of paying for other years, this was an anomaly. Point of information from Andy: Membership programming is for when we change GMM locations, have socials, provide food, etc. Tina clarified that the Passport to Leadership $615 is remainder of money left for 2011. Copier number updated. Level 3 project chair appreciation reduced to balance budget (see budget for all final numbers).
• Question called by Teresa Nichols.
• Motion passed.

Office Contract

• Motion made by Ashley Nemeth to approve a new 5-year office contract.
• Motion seconded by Teresa Nichols.
• Discussion: Ashley did extensive research about our office; we are getting an amazing deal. Andy’s realtor concurred.
• Question called by Tina Lewis.
• Motion passed.

Andy said that locks will be changed this week. 18 keys will be signed out. Do not loan your key to anyone.

Area Updates

Business Area Update w/ Teresa Nichols

• Locks changed on Friday, Andy already mentioned that. Polo shirts have been ordered, should get them next week. Business cards and nametags have been given out. If anyone asks, since we’re a small board, areas were not mentioned on the business cards.
• Turkey Shoot (Paul Hoover): Fair has decided to pursue a temporary turkey shoot (3 tractor trailers) that we can use for this year’s turkey shoot. They will pay for a large portion of it. They will also put a new concrete pad. It’s probably going to cost what we make off it of this year. Chip will work with their designer to decide how it will look, and to go over how to handle security. We can use it for storage and/or an office/break room for during the fair. Teresa asked if it would happen by July. Paul said no. Andy said that a July event (mini turkey shoot) is off the table now, and the Turkey Shoot will only be for the October fair. We hope to have something decided by March or April. Pat asked if they have given us a definite tear-down date. Paul said it would be totally gone by May, someone of it will come down in March. Paul said they are open to us having a goodbye event out there, before the building is torn down. There might also be an opportunity to buy a plaque with your name on it.

PONY Update

Contract is being written up and revised. That will come out in March. A question was asked about length, and Andy said they are working on a 5-year contract.

Membership Area Update w/ Tina Lewis

• For March, we had 8 people up for renewal. 4 people renewed, 3 people dropped, and then Korey Kubacki’s his birth date is wrong in the Jaycees system, and they think he has aged out, so we’re working that out.
• For April, 9 people up for renewal, all probably will renew.
• Attempting to order renewal postcards, because that was good last year. In the process of getting quotes.
• One new member joined in February. Also some people from the GMM at Chili’s were interested in the Jaycees. Hockey game social also going great. Also working on a membership social for April.

Individual Development & State Involvement w/ Teresa Nichols

• Individual Development: We’re rocking and rolling! Camping trip project approved. Randy See working with Allison Perkins to get office organization CPG. Still searching for professional seminar series’ chair. If you know someone who could run that, let someone on the ID team know. Theatre Club is going well also.
• State Involvement: Somewhat quiet now. Convention was great. We’re doing excellent on POC. We have gotten credit for everything so far!

Community Update w/ Nephitearya Bailey

• Fuel Drive was good. You should see some final CPGs next month. Been in contact with the folks at Heritage Park. I haven’t heard anything from anyone wanting to run it. Talked to the heritage park, they want the Jaycees to come back, but we need to do more than Turkey Baskets. Want to keep it on the table for a few more months, wait until summer before we let it go. Laurie reminded everyone that the idea of a spelling bee or something like that was a good idea and someone may step up, if we approach them with that specific idea.

Ashley also mentioned that the Greenville Jaycees will be coming to the 3^rd hockey game membership social.

Teresa also reminded everyone to get project chairs to be sure to submit to the Jaycall. Also, Terrin is trying to get people to come to the UNC-TV call drive. If you can’t come, please encourage others to go.

Treasurer Report w/ Michelle Thompson (not present)

• No report.

Legal Counsel w/ Ashley McDuffie (not present)

· No report.

Secretary Update w/ Laurie Osborne

• No update.

Haunted House w/ Tina Lewis

If you know anyone who could run the Haunted House, please let Tina know!

Andy thanked everyone for their time and support, and said to keep up the good work going to projects and attending events.

Old Business

· None.

Jaycee Creed.

Adjourn Raleigh Jaycees Board Meeting.