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HomeMy WebLinkAboutFBMINUTES081005Friends of West University Place Parks Fund, Inc. Board Meeting Minutes August 10, 2005 Friends of West University Place Parks Board met on Wednesday, August 10, 2005, 11:30 a.m., at the Encore Bank, Kirby Drive location. The following were in attendance: Board Members 1. Margaret Wallace 2. Katy Holt 3. Joni Fichter 4. Leah Ragiel 5. Lynne Goddard 6. Sue Hanna 7. Susie Boyce 8. Stacey Speier 9. Cece McCann Advisory Board members 1. Gayle Jackson Executive Director& West University Parks Staff 1. Donna LaMond 2. Tim O'Connor Chairman's Report - Joni Fichter The March meeting was called to order at 11:30 a.m. by Chair Joni Fichter. A report was given and the following items covered: A motion was made by Sue Hanna and Lynne Goddard seconded to approve the minutes as sent to all for the last meeting. The motion carried. * A welcome was given for Susie Boyce who is joining the Friends board. A thank you was given to Sue Hanna and Diana Roberts for agreeing to co-chair the 2006 Park Lovers' Ball. Executive Director Report - Donna LaMond Donna thanked Encore Bank for committing to be our lead sponsor for two years in a row for Park Lovers' Ball 2005 and 2006. She also discussed the publicity that Encore will receive in the next few weeks as a result of agreeing to sponsor the 2006 Ball. Donna discussed the result of her meeting with Anne Steacy, a newer board member, about Anne being the board member responsible for ball follow up. Anne is in touch with PLB05 underwriters so be sure our commitments are kept. Anne will also assist with being sure that the auction and underwriter thank you letters go out. Lynne Goddard has agreed to take over the auction thank you letters, leaving Anne primarily with underwriting thank you letters. Confirmed that the InterContinental Houston Hotel has been reserved for Saturday, Feb. 4, 2006. Contract has been signed and $3,000 deposit was mailed. She discussed the search for a live auctioneer and the contract negotiations ongoing with Fantasy Fundraisers, the company that provides us with Auction Tracker. Donna thanked Katy Holt for the great job on the newsletter. Katy's newsletter report to follow. Distributed the final financial statements from Pattillo Brown and Hill, CPAs who conducted the Friends audit. The highest bidder for the Continental Airline first class round trip tickets was George Boehme for $1250. This amount was applied to PLB05 and is eligible for matching by the Lewis Family Charitable Foundation. Discussed the completed invoice for monies eligible for Lewis match for 2004. The first invoice will be based on calendar year ending Dec. 31, 2004, so the first invoice will not include most of PLB05 money or any other eligible funds that presented in 2005. The amount is $47,631.60 for 2004. Added congratulations to two of our favorite West U residents, Joni Fichter and Linda Lewis who were honored by the Greater Southwest Houston Chamber of Commerce June Networking Luncheon. Joni was acknowledged as a 2005 Citizen of the Year and Linda was noted as the 2005 Pillar of the Community. Board Reports Business Partners - Lynne Goddard Lynne announced that Charlotte Kovak from Karpas Properties had become our first realtor "Business Partner" by agreeing to fund the Friends $250 for each closing she has on West U properties through June 2006.. Lynne explained the benefits that Ms. Kovak will receive for being a business partner. Following discussion regarding potential inequities between Business Partner and Underwriter benefits, it was decided that Anne Steacy will study the situation and come up with recommendations for changes, if any, to the Board's policy. Lynne Goddard and Donna LaMond also agreed to review the Business Partner proposal before sending any additional letters. Park Lovers Ball 2006 - Sue Hanna, Susie Boyce Underwriting requests will be sent in early September, immediately following Labor Day. Sue distributed a list of underwriters from the past. She asked that everyone review the list for inaccuracies, and confirm that those marked for removal should in fact be removed. She also asked for commitments from Board members having personal relationships with potential underwriters to assist in the solicitation. Several bands have been suggested, and Sue and Diana will begin reviewing the suggestions soon. They are also considering asking the quartet from HSPVA to come play for a while at the Ball. There is discussion about a happy hour in October for potential underwriters that might commit $1,000. The happy hour might be held at Diana's new home, and Sue asked for suggestions from the Board as to who might be good targets for this level. Susie Boyce, Auction Chair stated that she was looking for a few more committee members. She plans on sending out auction letters in mid-September and will do follow-up immediately following the mailing. She has decided that she will do the data entry into Auction Tracker. Treasurer's Report - Sue Hanna The report is attached. E-store and Paver Program - Sue Hanna Four pavers have been ordered. Sue showed the blankets that we will be selling. This is a more expensive blanket than originally considered, but it has many advantages and we will be able to purchase it from the wholesaler at the same cost. Admin/PR Committee - Margaret Wallace FA No report. Development Committee -Charlie Henke-Chair, Jeannette Baughman, Stacey Speier a No report. Membership & Marketing - Katv Holt The newsletter was sent to all Friends Members. Many Board members are not current in their membership dues. All Board members were asked to be current so that we could have 100% board participation. It was suggested that all Underwriters get copies of the newsletter Several alternatives for marketing membership were discussed. No solution has been found. The newsletter will be included in the late-August City Currents and we expect to get a significant return on that. Wish List/Giving Tree - Vicki Grams & Maria Elena Herbst ts Tim O'Connor stated that he has been putting together a wish list for PLB 06 and that he will review it with Maria Elena and Vicki soon. Contracts, Nominations, and Bylaws Donna announced that Maria Elena, Vicki Grams and Lynne Goddard have all agreed to be reappointed for another term. Parks & Advisorv Liaison - Cece McCann a No Report Parks & Rec Report - Tim O'Connor * Tim and Joni stated that the Rice Pocket Park is back on track. They thanked Bob McLamb, President of WULL, and the WULL for their commitment to participate as a major donor. The County is approximately 40% complete with the ARF Park. The Park Master Plan Task Force is moving at a brisk pace. It is currently at the Focus Group phase and is about 4 or 5 months away from a definitive plan. The Mayor has asked Joni and Donna to visit the property for the Poor Farm Ditch Park. Nothing more has been discussed. Tim is still trying to get a confirmation from John Lucas as to his contribution to the Ball Auction. Old Business a Park Lovers' Guild information - Leah reported that she would like to put the creation of the Guild on hold for a few months, while she focuses her efforts on helping with underwriting for the Ball. Upon completion of that task, she stated that she would present a fully developed program to the Board for their consideration. New Business The next Friends Board meeting will be held on September 7 at 11:30 a.m. in the Rec Center. Adjournment Margaret Wallace made the motion to adjourn the Friends meeting and Stacey Speier seconded the motion. The motion passed so the meeting was adjourned at 1:40 p.m.