Raleigh Jaycees Board Meeting

March 22, 2011

Meeting Minutes

Board members in attendance:

Tina Lewis Laurie Osborne Ashley Nemeth Randy See Ashley McDuffie Nephitearya Bailey Michelle Thompson

Andy Zeh Pat Sauter Karen Ray Terrin Lawrence Teresa Nichols Paul Hoover

Meeting called to order by Andy Zeh.

Pledge of Allegiance.

CPGs

Initial CPG for Red White & Blue Picnic (Presented by Heather Snyder)

• Motion made by Randy See to approve the initial CPG with a $1,500 appropriation from the chapter.
• Motion seconded by Ashley Nemeth.
• Discussion: Randy thanked Heather for the time she put into the CPG.
• The question was called by Teresa Nichols.
• Motion passed.

Initial CPG for PONY 2011 (Presented by Brandon Joyce)

• Motion made by Karen Ray to approve the initial CPG with a $25,000 appropriation from the chapter.
• Motion seconded by Pat Sauter.
• Amendment made to the motion made by Ashley Nemeth to approve the initial CPG with a $31,000 appropriation from the chapter.
• Motion seconded by Nephitearya Bailey.
• Discussion: Based on discussion about the cash drawer, and based on the way the budget was written, a motion was made to raise the appropriation to cover $6,000 cash drawer. Tina disagreed, as did Teresa Nichols, with raising it and thought that based on previous years
• Question called by Teresa Nichols.
• Motion not passed.
• Friendly amendment by Karen Ray to return the appropriation to $25,000.
• Question called by Teresa Nichols.
• Motion passed.

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

Resume Raleigh Jaycees Board Meeting.

CPGs (continued)

Final CPG for Disney Trip (Presented by Randy See on behalf of Peter Ansbacher)

• Motion made by Teresa Nichols to approve the final CPG with no return of appropriation from the chapter.
• Motion seconded by Ashley Nemeth.
• Discussion: None.
• Motion passed.

Initial CPG for Family Friendly Fun (Presented by Pat Sauter on behalf of Allison Anderson)

• Motion made by Teresa Nichols to approve the initial CPG with a $100 appropriation from the chapter.
• Motion seconded by Karen Ray.
• Discussion: Teresa said this is going to be a great project.
• Question called.
• Motion passed.

Initial CPG for Professional Development (Presented by Randy See on behalf of Jamilyn Cole)

• Motion made by Teresa Nichols to approve the initial CPG with a $250 appropriation from the chapter, contingent upon the payment of dues by the project chair before the project begins.
• Motion seconded by Ashley Nemeth.
• Discussion: Teresa explained that some people are stepping up to chair projects but they are not current on their dues, and we don’t want to start the trend of letting people running projects without paying their dues, so this is why the motion included that note.
• Question called by Ashley Nemeth.
• Motion passed.

Final CPG for Super Bowl Party (Presented by Randy See on behalf of Andy & Shira Samaniego)

• Motion made by Teresa Nichols to approve the final CPG with a return of $22.70 appropriation to the chapter.
• Motion seconded by Nephitearya Bailey.
• Discussion: None.
• Motion passed.

Initial CPG for International Festival (Presented by Teresa Nichols)

• Motion made by Nephitearya Bailey to approve the initial CPG with no appropriation from the chapter.
• Motion seconded by Terrin Lawrence.
• Friendly amendment made by Karen Ray to waive policy to allow Teresa to run a project in her area, State Involvement.
• Discussion: None.
• Motion passed.

Initial CPG for Miracle League (Presented by Pat Sauter)

• Motion made by Karen Ray to approve the initial CPG with no appropriation from the chapter.
• Motion seconded by Nephitearya Bailey.
• Discussion: We could use more volunteers to sign up for Friday night, right now the only board members involved are Tina, Pat & Karen. Teresa asked if you need to sign-up to come out to cheer. Karen said no, only if you’re going to be a buddy.
• Motion passed.

Initial CPG for Pop Tabs (Presented by Laurie Osborne)

• Motion made by Karen Ray to approve the initial CPG with no appropriation from the chapter.
• Motion seconded by Pat Sauter.
• Discussion: Karen thanked Laurie for stepping up to run the project. Laurie also asked those on the board, that if they collect pop tabs in her absence, please take note of who donates, so we know the participation.
• Motion passed.

Awards

Project Chair of the Month

Allison Anderson nominated by Ashley Nemeth.

Becca Easley nominated by Karen Ray.

Jaycee of the Month

Wakae McLaurin nominated by Peter Ansbacher.

Carter Pettibone nominated by Ashley Nemeth.

Christine Bauer nominated by Paul Hoover.

Board Member of the Month

Pat Sauter nominated by Ashley Nemeth.

Pat Sauter nominated by Karen Ray.

Karen Ray nominated by Ashley Nemeth.

Area Updates

Business Area Update w/ Teresa Nichols

• Teresa said there will be a motion related to the internet service
• Polo shirts should be in next week.

Membership Area Update w/ Tina Lewis

· Going to the business expo in April (membership team and Andy)

· Turkey Shoot farewell: Scheduled for April 16^th

· Working with Terrin for items for the business expo, improve the brochures etc.

· Hockey socials went great. We have lots of ideas for socials coming up. We may have a social with another group, perhaps another chamber.

· We may do a scavenger hunt as a social.

· If you know of any life events going on with a member, please let Tina know. The membership team wants to send out cards (condolences, etc.)

· Currently have 135 members. 16 members due for renewal. Some names of people that are up for renewal that we could send personal emails to: Lee Abernethy, Jenna Blackman, Beth Baldwin, Jonathan Breeden, Alyssa Mazingo, Andrea Rigby, Christopher Rutoski, Daniel Ryan, Stephen Scoba. Jennifer Scott, Bridgette Cerrano, Ashley VanArkle, & Kristen Zeh.

· Ways & Means Committee met last night, and we’re researching some of those ideas now. You will hear more in the next month or so.

· Teresa asked if we could do a ways and means project this first semester, to get credit for POE. Tina said she would talk to the committee to see if that’s possible.

· Still working on Haunted House, to see if we can older members back to help.

Turkey Shoot Update w/ Paul Hoover

· We may have a sketch of the new building design at the farewell event.

· We need to build a shooting block; Chip Hughes is working on that.

· They have offered to help however they can.

· Eventually we will need to decide what pieces we need to build, and bring that plan back to the board and figure out the cost.

· We’re hopeful everything will be done in time before the fair in October, but there are still a lot of pieces that need to come together.

Individual Development & State Involvement w/ Teresa Nichols

• Individual Development: Everything is going smoothly. Still looking for projects in the areas of Leadership Development, Spiritual Development and Fitness 2011 and Summer Volleyball. Competitions are coming up, looking for speakers to train. Convinced Nicolaus Nemeth to do a Brewery tour project, so we should see that CPG presented in April.
  
  
• State Involvement: Looking for someone to take over Distinguished Service Awards. If push comes to shove, Teresa will ask board members to nominate people, so that we can get credit for participating in this program. Also looking for a legislative day, so if someone doesn’t volunteer, we will find a way to be recognized by the Senate. NC Jaycees Board meeting this coming Saturday. Teresa would like to know if anyone plans to go beside her and Andy. We will talk about budget changes and appointments at this meeting. Jennifer salmon, State VP has asked to come to one of our GMMs to speak. If you would like her to come, please let me know. Reminder: Get sign-in sheets for your projects, not only for POC, but also so Andy can see who is participating in the chapter. POC helps us to stay a well-rounded chapter…looking for a recruiting event this semester as well as a government-related project. Also a local community fundraiser as well as have a non-profit organization speak at one of our next GMMs.
• May 3^rd: UNC Burn Center speaker coming to GMM.
• May 17^th: Scott Dupree of the GOCBB speaking.

Community Update w/ Nephitearya Bailey

• We have to do Adopt-a-Highway to keep in line with our contract for adopting our piece of highway.
• Speaking with YMCA about programs they might be able to offer to us related to training or manpower. They also want to speak with us, possibly at a GMM. More information to come. Clay Berry has stepped up to do the Easter Celebration. He has a call in to the School for the Blind to schedule that. Leah Breckstein wants to do a CPG for the Duke Cancer Center. Korey Kubacki is researching a public servant appreciation event. He’s contacting baseball teams to see if we can do a family-friendly, mix-mingle event with the Jaycees. If you have any contacts or other ideas, please let him know. Pat suggested they contact the Carolina Railhawks. Teresa suggested maybe we should do a barbeque for them. Michelle that we have donated/delivered pizzas in the past to public servant groups. Karen Ray said she asked John Sauter to run Adopt-a-Highway and he declined. We have also asked a few others; so if you have ideas, let Karen know. Ashley asked if they had anyone to run the bowl-a-thon. Karen said that Pat asked Jeff Mills, and he said he would consider it if he has a co-chair. Teresa asked that we have a contingency plan for covering the April Adopt-a-Highway. Andy said he would talk to Drew about doing it.

Treasurer Report w/ Michelle Thompson

• Michelle said that due to family issues, she needs to resign as the Treasurer. She said she could stay on for the next month to write checks and make plans for who will write the checks.

Legal Counsel w/ Ashley McDuffie

· Spoke to Attorney General about having projects like March Madness or Casino Nights, and she said that in the future we can have projects like this, but we would need to contact the District Attorney ahead of time, so they won’t press charges.

Secretary Update w/ Laurie Osborne

• Motion made by Laurie to approve the Raleigh Jaycees Board Meeting minutes from the January 25^th, February 22^nd and March 1^st (called) board meetings.
• Motion seconded by Ashley Nemeth.
• Discussion: None.
• Question called by Teresa Nichols.
• Motion passed.

New Business

· Motion made by Teresa Nichols to waive the office key policy to allow the PONY, Haunted House and Turkey Shoot project chairs to have keys to the office.

· Motion seconded by Ashley Nemeth.

· Discussion: Previously we have always given keys to these folks, but the policy was never waived, and it should have been, so Teresa wanted to make sure we were in line with policy. Nephitearya suggested that we ask the bylaws and policy committee to revisit that policy, so that the policy really only gives access to those who need it, and in cases like

· Question called by Ashley Nemeth.

· Motion passed.

· Motion made by Teresa Nichols to disconnect the PONY fax and phone lines.

· Motion seconded by Tina Lewis.

· Discussion: In order to keep our internet service and keep the router cost low, we need to disconnect these lines to stream internet through them instead, and also because PONY now does most of its communication via email, so it doesn’t really need a phone/fax line.

· Question called by Tina Lewis.

· Motion passed.

• Motion made by Teresa Nichols to ask the board to provide a $96.25 subsidy for the four individuals that want to attend the National Jaycees Convention.
• Motion seconded by Tina Lewis.
• Discussion: Policies state that we pay for the Chairman of the Board. We also have Ashley Nemeth represented, Charles Krupinski is an Armbruster nominee, and Heather Snyder would like to attend, since she was the past-year State Director. We also included a line item to pay for the Chairman of the Board’s registration and took the room rate and divided it among the four of them. Ashley asked if someone decided not to go, what would happen to the money. Teresa said that a new motion would be made.
• Question called by Ashley Nemeth.
• Motion passed.

• Motion made by Teresa Nichols to purchase 9 guns and a safe for the Turkey Shoot.
• Motion seconded by Nephitearya Bailey.
• Discussion: Paul said that the place that keeps our guns was going out of business, and they gave us an awesome discount to buy them and take them, and it was an offer we could not refuse, and we had to act quickly. We also needed a safe to keep the guns somewhere where they could not be accessed, so that was purchased also. Laurie asked what we would do with the safe after we get someone else to keep the guns (if we do), and Paul said that we would need it anyway to keep the guns in for during the Turkey Shoot project. Ashley asked how much this will cost and from which budget the money comes. Paul said it comes from the Turkey Shoot budget. It cost $780, and Paul said it was a really good deal. It was clarified that an individual purchased these items already and now the board is agreeing to buy these items by reimbursing the person who purchased them. (Note added later by Paul: We did this quickly because they only gave us 2 days notice, and it was decided that even if the board said “no” to buying the guns, they would still be able to sell the guns and recuperate the money spent). Tina asked where the guns are being stored right now. Paul said that there is no legal issue, after speaking to our counsel, and our lease does not say anything about it, so they are being stored in our closet, and there is no issue because the guns are taken apart and there is no ammunition. There is also no insurance issue.
• Question called by Ashley Nemeth.
• Motion passed. Teresa Nichols abstained from voting.

Teresa said that the issue of waiving policy to let directors and VPs run projects in their own areas will be covered on a case-by-case basis as needed.

• Motion made by Nephitearya Bailey to grant PONY check-writing privileges to Linell Compton for PONY 2011 using the PONY checking account with all of the regular chapter check-writing policies being followed.
• Motion seconded by Ashley Nemeth.
• Discussion: Nephitearya said that this is something we have done for the last few years to make it easier for the PONY project chair committee to pay their own expenses and also to have a better idea of what they are making and spending on a regular basis during the project. Teresa said that she does not support us doing this each year, because in previous years, we have had trouble getting the information and checkbook back from the individuals who were granted this permission. Tina said that last year it was difficult to know what was going on in each of the accounts, and money was being transferred, and she hopes that won’t happen this year, especially since this year we’re going to splitting money/expenses with the NC Challengers, and she just wants to make sure this doesn’t become a habit each year (without careful consideration first). Karen said that she trusts that if anyone can do this well, it is Linell Compton. Teresa asked if we could have more financial oversight while PONY is happening. Andy said we could have things listed more regularly in the online QuickBooks, so you could monitor that. Tina said you can also do this with BB&T online to see accounts, and maybe we can get PONY-account-only access on QuickBooks or BB&T. Paul said that we will need to have monthly reports from each check writer.
• Friendly amendment made by Teresa Nichols to ask that Linell provide a PONY financial report to the chapter on the 15^th of each month.
• Question called by Teresa Nichols.
• Motion passed.

Terrin told everyone that the sitemap will be done this weekend. She’s also working on updating content, and hasn’t gotten any feedback. We hope all of the new stuff will be ready by the next board meeting. Andy said to send it via email ahead of time. Also working on publicity for HOBY. Let Terrin know if you have any other publicity needs. The brochures for the chapter are for-the-most-part finished. Terrin needs to meet with the membership team about their email templates. If you have any ideas for a general marketing campaign for the Jaycees, let Terrin know.

Old Business

· None.

Jaycee Creed.

Adjourn Raleigh Jaycees Board Meeting.