Raleigh Jaycees & CIF Board of Directors Meeting Minutes

3/27/2012 Board Meeting

Attendance: Paul Hoover, Jamilyn Cole, Mona Shah, Liz Gallops, Ashley McDuffie, Katie Johnson, Cat Lewis, Andy Zeh, Ali Houchin, Kris Montgomery

Raleigh Jaycee Board Meeting Begins

CPGs are presented as follows

Leadership Seminar Workshops Initial CPG (Peter Ansbacher)

- introduced by Kris

- Peter gave intro and some background about projects and discussed differences in the budget

- First event hope to be at Sparians in North Hills

- Motion made by Kris to approve CPG, 2^nd by Liz

- Discussion: hope to have Jeff Davidson (Raleigh native) speak about work/life balance; used to be a Jaycee

- Liz asked about topics on future seminars. Peter mentioned they hope to have a panel for the 2^nd seminar (financial based perhaps) and have a personal topic in the fall

- This is Peter’s final official project and then he bowed to Kris

- Project approved

Family Friendly Fun Initial CPG (Ed Blackman)

- introduced by Kris

- Ed presented his CPG; motion made by Kris to approve CPG; 2^nd by Jamilyn

- Discussion: Jamilyn asked whether non-parents could attend and Ed said, “Of course!” Liz mentioned that she liked how some of the projects will raise money and Ed said he stole that idea from Allison’s project last year.

- Project approved

Easter Egg Hunt Initial CPG (Drew Green)

- Drew mentioned it was ideal to have 15-16 people volunteer day of

- Drew gave some background on the project and info about the craft time

- Updated CPG will indicate $150 budget

- Cat made motion to approve CPG with $150 budget, 2^nd by Mona

- Discussion: Cat thanked Drew for running his first project; update of budget includes cleaning the bunny suit; Andy recommended that Drew participate in the egg hunt with the kids as much as possible; Liz – thanked Drew for cleaning the bunny suit and that she may be available as a bunny that evening

- CPG approved

Camping Trip Initial CPG (Carter Pettibone)

- introduced by Kris

- Carter presented initial CPG

- Motion made by Kris, 2^nd by Mona

- Discussion: Kris thanked Carter for running the camping trip

- CPG approved

Suspended the Raleigh Jaycees Meeting and moved into the Raleigh Jaycees CIF meeting

Relay for Life Initial CPG (Shira Samaniego)

- introduced by Jamilyn

- the budgets did not match, so this will be updated

- Motion made by Jamilyn to approve CPG, 2^nd by Liz

- Discussion: Jamilyn mentioned they have some fun fundraisers coming up, this is also a great national event to be involved in

- CPG is approved

Goodfellows 2011 Final CPG (Clay Berry)

- introduced by Clay Berry

- Clay went through his main goals; non-jaycees were targetable for new memberships

- He mentioned not having the previous year’s CPG was hard to gauge or plan for the initial goals

- GF had great news broadcasts

- No 2012 chair in place, but he can be a great resource

- He noted that the chunk of fundraising came from Paul Hoover’s network of family and friends

- We received a 10% discount for paying for all gift cards up front with Belks

- Return to GF is $862; chapter appropriation was $11,500

- He noted there is one task left to do – send magnets to chaperones

- Motion made by Jamilyn to approve CPG, 2^nd by Liz

- Discussion: Jamilyn – great thoughts and analysis of GF future, great project management ideas and fundamentals; Paul – suggests submitting to national and state so that it can be seen by a lot of people and give others great ideas, thanks for providing all the options and analysis so that we could see where the future of GF is going

- CPG is approved

CIF Board Meeting Area Discussions

Comm Fundraising

- Cat: Beer/Wine Tasting raised about $785; had 39 attendees, strengthened our relationship with TNN

- 5k: have 18 people registered; looking to increase publicity; had 120 people attend last year and hope for 180 this year; have fliers to hand out

- Staying Ins: first one is 4/20 at Jamilyn’s house

- Jamilyn: GF 2011 wrap-up, Relay CPG approved, talked with Cindy Honnickman about possible kickball fundraising tournament in September. It could be a good membership drive and we could do a 50/50 split. Hope to have about 15 teams

- Grant proposal acceptance is TBD

- Liz asked if more volunteers or runners were needed? Cat will follow up about the number of volunteers needed the day of. The 5K is also advertised on Meetup.

- Jamilyn: next 5K Committee Meeting is April 12 and there is an early registration discount

Community Service

- Mona: HOBY facilitator training is April 14; have 144 ambassadors so far

Treasurer Area

- Paul: looking for new bank to replace PNC. Has talked to North State. Money market rates are so slow that decision on bank should not be based on the return for those. He questioned whether we’d want a big, national bank (which may have more locations) or a small bank with great customer service? Purchasing a check scanner will more easily allow for bank deposits (costs about $300).

- Paul addressed the current issues we’re having with PNC: lots of new changes since acquiring RBC (new checks, uploading with Quickbooks is difficult and doesn’t seem to work, customer service nightmare). He stressed that the next person who becomes the CIF treasurer will/may need to heavily rely on good customer service from the bank (of which PNC does not provide).

- Kris & Jamilyn: check scanner seems worth it and will help with ease of running around

- Liz: great customer service means everything

- Andy: do we have any CDs about to mature? Paul mentioned there is one left with 1% interest rate that is $1000 and matures this year. Need to see if it makes sense to move it or leave it.

- Andy: we are not eligible for a credit union b/c of the 501c3 status. Paul may check with SECU to see if they have a loophole for allowing 501c3’s.

- The chapter supports using a small bank with fewer locations if it means we’ll most likely get better service

- Paul made motion to approve balance and P&L statements; 2^nd by Andy; statements approved

Legal Counsel

- Ashley: all contracts are up to date; no issues

Secretary

- Kris made motion to approve Feb CIF board meeting minutes, 2^nd by Mona

- Minutes approved

Resumed Raleigh Jaycees Chapter Board Meeting

Super Bowl Party Final CPG (Jenna Waggoner)

- Ali introduced Kris, who presented for Jenna

- Kris made a motion to approve the CPG with a return of appropriation of $12.20; 2^nd by Katie

- CPG was approved

Monthly Awards

- Jaycee of Month

o Cat nominated Katie and Jamilyn nominated Clay

o Katie mentioned we can remove her from the list of nominees and Cat will nominate her again in April for BMoT

- Project Chair of Month

o Cat nominated Jess Seracino and Jamilyn nominated Shira

Business & W/M Update

- Ali for Heather: PONY contract with Challengers is coming up; next GMM is at Marbles, next social GMM is at Relish, send GMM agenda items to Heather by noon on Monday

Business Update (Kris)

- Camping Trip CPG approved tonight

- Next we are recruiting for the Red, White & Blue picnic and Tubing Trip

- Still looking for any summertime trip ideas

- Website committee met: established target audiences, purposes/needs and next up is the general layout of the website

- Jaycall next month – articles due April 11

- Ali mentioned it’d be nice to have an 80^th anniversary celebration

Individual Development Update (Kris)

- Sara Hardesty is running sand volleyball; send your team information to her

- Thank you for supporting Peter’s Leadership seminar workshops project; first event is hopefully May 10^th

- Ed with FFF hopes to have first event in April

- We are still reaching out to new members, Tiam (health/fitness project) and Kelly Bohlander (park visiting project)

Membership Update (Liz)

- currently have 90 members

- have had quite a few new ones this year

- lost these folks: Vashti, Erin Dale, Claire Herring

- also had several members move away

- Joy Rau will rejoin and is interested in organizing FFF’s zoo trip

- Upcoming month to renew: Elise Bernstein, Jennifer Mann

- First membership social is April 14^th at roller derby (pre-purchase tickets)

- APril 26^th is Novartis Day (cleaning up the storage facility)

o 9am-noon (Liz, Cat, Carter maybe, Kris maybe)

- May GMM – Membership month: plan to give out service pins, name badges for lifetime or presidents, send any suggestions to Liz

- Jaycee week proclamation may be a good idea for a week in May; Jamilyn has the sheet of information; Kris mentioned this is also usually done in October during the TS/HH

State Involvement Update (Ali)

- State training day just occurred on Sat and had an amazing tour of the Duke facility; Ali and Beth attended

- Next training day is May 5^th at the UNC Jaycee Burn Center

- DSA nominations are being taken now; if more than one nomination, we will vote and submit to the state

- POC and Blue Chip information was submitted; sheets were sent to all VPs explaining information that is needed

Community Service

- Mona: Easter Egg Hunt by Drew was approved tonight

- Next CARE event in May

- Next Blood Drive on Apr 18^th

- Pop tabs is on-going

- Hopes to have a public servant project with Korey; looking for chairs for First Responders Drive, Duke Family Meals, Feeding the Hungry

- Scholarship committee: need to get organized and going with that committee; Liz mentioned as long as the information is sent to schools before schools get out you should be fine

Community Fundraising

- no new updates from Jamilyn

Treasurer Update

- Katie sent the P&L statement earlier today. The board did receive it, but due to time constraints it will be voted and approved on next month.

Legal Counsel

- Ashley: everything is going well

Secretary

- Kris made a motion to approve the chapter board meeting minutes from Feb; 2^nd by Mona, minutes were approved

New Business

- Ali mentioned we are still looking for board members, so as you’re out try to recruit and always stay positive. We are specifically looking for a CIF treasurer and additional directors.

Meeting adjourned