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HomeMy WebLinkAboutFBMINUTES040605Friends of West University Place Parks Fund, Inc. Board Meeting Minutes April 6, 2005 Friends of West University Place Parks Board met on Wednesday, April 6, 2005, 11:30 a.m., at the Recreation Center. The following were in attendance: Board Members 6. Margaret Wallace 1 . Joni Fichter 2. David Klutts 3. Diana Brown 4. Lynne Goddard 5. Maria Elena Herbst Executive Director& West University Parks Staff 1. Donna LaMond 2. Tim O'Connor Chairman's Report - Joni Fichter The April meeting was called to order at 11:38 a.m. by Chair Joni Fichter. A report was given and the following items covered: Congratulations to Tim O'Connor on his Dan Whitworth Fellowship Award from the Texas Parks and Recreation Society. Congratulations to Margaret Wallace on being named one of the Chi O Women of Achievement Former board member, Cheryl Butler, has a very ill mother in law Got all wine from PLB05 delivered to donors Whitt Johnson designation is to Whitt Johnson Park thru the Parks Fund which Tim will administer, not Friends, but it all benefits the parks Cindy Hassler has had knee surgery and cannot be at meeting today We still have the $1000+ play yard set that Friends would like to see someone make a donation of at least $500 to Friends and take ownership of the play set A motion was made by Margaret Wallace and David Klutts seconded to approve the minutes as sent to all for the last meeting. The motion carried. Executive Director Report - Donna LaMond Park Lovers Ball 05 Just received another $500 check from someone who could not attend ball, so eligible for 100% Lewis match. Net number from ball looks to be around $80k. This is before the Lewis match. All outstanding underwriter balances have been collected. Donna is still attempting to collect some outstanding auction balances and another round of invoices has been sent out. Donna is working with Sue to draft an invoice for the Lewis Family Charitable Foundation. The invoices are on calendar year so the first invoice will not include all of PLB05. Parks and Rec Dept have requested that Friends handle this ASAP so that they can pay for Rec. Center items. Donna and Sue provided auditors with information requested and it appears everything is now complete. Walter Thomas has requested that Friends provide him with a copy of monthly financials. Sue is to be sure he gets a copy each month. After the Ball wrap-up above is completed, Donna will work on updating the website with post ball information AND she needs a volunteer to help her make sure that the underwriter commitments that were committed to are handled. For example, posting signs at various parks, etc. Donna requested that Katy work on getting some press releases out acknowledging the underwriters, etc. Donna did submit pictures and an article to City Currents. Park Lovers' Ball 2006 Donna has tentatively secured Saturday, Feb. 4, 2006, at the InterContinental Houston Hotel for the 2006 ball. She has a meeting scheduled for tomorrow, April 7 at the hotel to work towards confirming this date. Cindy Hassler will head-up underwriting efforts for 2006. Cindy has spoken with a friend of hers who she thinks would be a real asset to the Friends board. The friend's name is Anne Steacy and she will be submitting an application to join the Friends board. Cindy said that Anne is interested in heading up the auction aspect of the PLB06. Margaret Wallace volunteered to take over the reservations aspect of the ball, instead of entering auction items into Auction Tracker. This is the job that Gayle Jackson has handled for the Friends for many years. We are very grateful for her many years of service. We need to find someone to do the auction item entries part for us for PLB06. Anne Steacy or a committee member might be able to do that. Donna is in discussions with Martha Turner Properties about their participation in a bigger way in the 2006 Ball next year. They would like a higher visibility in West U. Board has indicated that we should contact Encore Bank first about being the Grand Sponsor for next year since they were the Grand Sponsor this year. If they are interested, then Donna would talk to Martha Turner about other opportunities like the Easter Event in 2006. If Encore is not interested in the 2006 Ball Grand Sponsorship, then Friends could offer that to Martha Turner. Diana Brown has provided Encore with information about 2005 underwriting. Hopefully, we will know something soon. Diana Brown shared an invitation sample that had been designed by the person she and Sue are talking to about designing PLB06 invitations. The theme for the invitation was It Takes Two To Tango. General Update Arbor Day - April 16, 2005. Sue is in charge of recruiting volunteers to work at the Friends' booth. Will need approximately four to assist with this event. Susan White is the primary contact for this event. Donna is working with Katy Holt on the membership newsletter, which is scheduled to be received in West U households before school gets out towards the end of May. Donna has provided Katy with pictures, articles, etc. for the newsletter and Katy will get price quotes for printing, etc. Donna is working with Lynne Goddard to revitalize our existing business partners and explore new ones. Donna wants to schedule a date and time for Katy to get a photo of Gayle Jackson, Ross Frazer, and Beverly Loftis by "their trees" at Colonial Park for a press release. Charlie Henke sent Donna and Joni an email about scheduled a meeting later this month. He has refined roles for committee members assigning responsibilities to each and will address this at the meeting. Lynne Goddard has taken over the Friends Stork project. There have been a few deliveries recently and Lynne may request help from other board members to assist with the storks from time to time A few pavers have also recently been installed. Diana Brown is taking a more active role in this process, relieving Cheryl Butler. Thank you to City employee, Mike Anders, for his help with delivering and retrieving storks. One additional tile is being created by Cheryl Hoyal for the donor wall at Colonial Park. The Wuthrich family tile was not included in the original installation. Cheryl is also re-doing Lynne Goddard's tile to correct a misspelled name. Donna's office has been painted and thanks to David Klutts, Sam's Wholesale, and Freeman Companies, she has a new desk. The City has also purchased new shelves for the storage closet adjoining Donna's office and she has completely reorganized the Friends supplies. Friends is looking for new potential board members. It was suggested that we look closely at someone involved at West U Elementary in order to keep the channels open there. Treasurer's Report - Sue Hanna Sue was not at the meeting due to jury duty, but sent a report in her absence. The report is attached. It was noted that February financials have been reconciled. March is not yet reconciled because bank statements have not yet been received. Board Reports E-store and Paver Program - Diana Brown Diana requested updates to the website and suggested selling additional items via the website, including beach towels that could be sold at Colonial Park and at the Rec Center. Diana suggested creating a display at Colonial Park to sell t-shirts and towels and said maybe a consignment type arrangement could be made to keep up with inventory and sales. Diana will get some prices for new proposed items and asked about which logo to use. There was some discussion of selling Rice Pocket Park donor recognition tiles, $100 for 4 X 4 tiles was suggested. Diana will research this further. Admin/PR Committee - Katherine Kardesch and Margaret Wallace 14 No report Development Committee - Charlie Henke-Chair, Jeannette Baughman, Stacev Speier Update reported under Executive Director Report Membership & Marketing - Katy Holt Katy not present at meeting. Update reported under Executive Director Report. Wish List/Giving Tree - Vicki Grams & Maria Elena Herbst Meeting scheduled with Tim and Donna following board meeting to discuss creating boards for display in key positions at Colonial Park, Rec. Center, and at Community Center. Business Partners - Lynne Goddard Lynne reported that she is working with Donna to develop letters for Realtors and then will move on to other potential business partners and create letters for those and do a mail campaign. She asked for contacts to approach with business partner idea from board. Lynne asked about putting a stork display at JMH. This will be investigated. Contracts, Nominations, and Bylaws Cindy has suggested that Anne Stacy submit a board application. She would be good candidate for development committee. Parks & Advisorv Liaison - Cece McCann No Report Council Report I-i Wireless is on hold. Parks & Rec Report - Tim O'Connor and/or David Klutts m ARF Park - April 25 is date that task force will present its recommendation for ARF Park to be at the Community location. Parks Master Plan Task Force - Tour of facilities scheduled for Saturday, April 9. Colonial Park has undergone major clean up and restaining of Fort area, fencing and pool decking. Parks & Rec Bi-Laws revisions include guidelines for more cohesive relationship between boards. Tim reported that they are planning to set up new and improved concessions at Colonial Park with an outside vendor. They are considering Old Henry out of Stafford, TX. The concessions area "look" will be improved and services will be expanded. The vendor might also be able to offer party packages, etc. Pocket Park on the move.... getting ready to issue RFQs towards the end of April. There will be a proposal. Tim stated that 15 - 20% of vendor profits will be paid to the City. Tim announced staff changes in P & R department. Jan Stump and Marcia Noyes are no longer with the department. Aquatic Center planning on hold until the Parks Master Plan Task Force makes a recommendation. Old Business Keep options open with Jim Reid regarding storage facilities for Friends use. April 16 Arbor Day/Meet the City from 11:00 a.m. until 2:00 p.m. Sue Hanna responsible for volunteers to work at Friends booth. New Business The next Friends Board meeting will be held on May 4 at 11:30 a.m. at the Rec Center. Adiournment Lynne Goddard made the motion to adjourn the Friends meeting and Maria Elena Herbst seconded the motion. The motion passed and the meeting adjourned at 1:00 p.m.