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HomeMy WebLinkAboutFBMINUTES090705Friends of West University Place Parks Fund, Inc. Board Meeting Minutes September 7, 2005 Friends of West University Place Parks Board met on Wednesday, September 7, 2005, 11:30 a.m., at the West University Place Recreation Center, 4210 Bellaire. The following were in attendance: Board Members 1. Joni Fichter 2. Lynne Goddard 3. Sue Hanna 4. Susie Boyce 5. Vicki Grams 6. Anne Steacy Executive Director& West Universitv Parks Staff 1. Donna LaMond 2. Tim O'Connor Chairman's' Report - Joni Fichter The September meeting was called to order at 11:38 am by Chair Joni Fichter. A motion was made by Vicki Grams and seconded by Lynne Goddard to approve the minutes as sent to all from our last meeting. The motion carried. Thanks to Leah, Cece, Sue, and Mayor Ballanfant for meeting at the prospective park space on Pittsburg at the ditch. It is a lovely piece of property and Mayor Ballanfant has asked the City to contact the owners of the property to determine their interest level. The City knows that Friends has to finish Rec Center $500K commitment and the Rice Pocket Park commitment first, but it is nice as is for at least awhile. Executive Director Report - Donna LaMond Attended City Council meeting on August 22 and requested reappointment of Maria Elena Herbst, Vicki Grams, Lynne Goddard, and Charlie Henke. They were all reappointed. However, since that time, it has come to our attention that Charlie Henke cannot continue to serve on the board due to other commitments. On Sept. 6 Donna got a call from JB Baughman, a current board member. She has not been able to participate in any board meetings or activities since accepting a new position with a new company. She feels that it is in the best interest of the board that she resigns as a board member while she is going through this professional transition, which could last another 6 months. She will try to participate in any committee meetings, etc., as she can. She would like to reapply for a board position once things with her new job calm down. Sue Jensen has submitted a board application and Donna has prepared an agenda request about getting her appointed to the board for the Council meeting scheduled on Sept. 12. The council has requested a special meeting prior to the regular council meeting to meet Sue. Donna will be there as well. Following our last board meeting, Donna mailed a statement to the Lewis Family Charitable Foundation and we received the matching check just last week. The amount that Donna reported at our last board meeting ($47,631.60) did NOT include an amount already pledged by the Friends to be matched. The check we received is for $73,852.00. Donna has spoken with Joni about this and we have decided to postpone making a big deal out of this wonderful donation to Friends in light of the situation regarding Hurricane Katrina. Joni did email a thank you/acknowledgement to Linda Lewis and told her about our plan to postpone press releases, etc., until probably October. Donna will do an official acknowledgement/thank you letter on Friends letterhead. Attended Park Lovers' Ball committee meeting at Sue Hanna's house on September 1. Donna is working on helping finalize underwriter letters and package components with Diana, Sue and Cindy. Sue to elaborate more. There is a newcomer event, the fall kick-off party, coming up on Sept. 18 at 5:30 at the gazebo at Colonial Park. Donna suggested that we get a Friend's effort in place so that we can maybe set up a booth or just hand out membership sign up forms and flyers on Park Lovers' Ball. Since it is part of the membership campaign, Donna will coordinate this effort with Katy Holt, and the ball co-chairs for the ball flyers. There is also a monthly newcomers coffee, the next one is Sept. 27 at 9:30 in the home of Dawn Rubin, 3816 Marquette, ph. 713-668-7264. Donna suggested that one of our wonderful ball chairs make an appearance at the coffee and tell them about the ball and maybe even sign up some volunteers! Donna will approach the newcomer's membership chairperson and see if we can include some Friends/PLB06 info. in newcomer's packets. We can also perhaps approach West U area realtors to see if they would like to have this same info. to give to new homebuyers in West U. Donna will get some feedback from Sue Hanna and pursue this further it Sue thinks it is a good idea. Donna has been working on some sales tax issues relating to the sale of Friends items with the State Comptroller's office. They have sent us a notice for payment due based upon a late penalty charge. Donna is disputing this charge. Donna received the order of beach blankets that Diana Brown had designed and made for us. We have 100 in our initial inventory, which we will sell out of Colonial Park and the West U Community Center for $25 each plus sales tax. Donna asked Vicki and Maria Elena to help with this project by setting up the sales display at each of these locations. Tim and Donna will take care of the consignment of the towels to these locations and collecting the monies. Donna requested that board members stop by her office and pick up 3-5 of these new blankets and sell them to friends and neighbors and turn in money back to her. The blankets will also be added to the Friends website. The Friends membership sign up form will be included in with the next issue of City Currents and Donna expects another great response this year with the membership campaign. Diana Brown has requested that another board member take over paver sales and processing during her tenure as Ball Co Chair. She currently has some outstanding paver orders that she needs some help with. Donna will help her find someone. Took photos of Jim Reid and Gregg Thompson to highlight their efforts to beautify our green spaces in our neighborhood. Gregg Thompson, of Thompson and Hanson, donated plants and trees down the sidewalk around JMH. Donna has prepared press releases. Continuing to work with David Klutts to get our "matching" thermometers replaced outside City Hall and at the Rec Center since they have faded and need to have the numbers updated. The thermometers that were on display have been removed since they looked bad and had really become more of an eye sore. Treasurer's Report - Sue Hanna Total Current Assets as of Sept 7 2005 $284,356.28 PLB $ from Lewis match check to be deposited 73,852.00 Total $358,208.28 Board Reports PLB 2006 - Sue Hanna and Diana Brown Due to the disaster left in the wake of Hurricane Katrina it has been decided to delay sending the underwriting letters until early October. This will also give us time to include the city vendor and list of approved city contractors that Donna is working on getting for us from the City. Tim will assist in this effort. We will also ad a reference to the hurricane destruction in the underwriter letters. Donna reported that she had spoken to Kim Wilson, one of our honorary chairs for PLB06, on Sept. 6, and she and her husband, Reid, have come up with a list of candidates for the ball host committee and a list of underwriter prospects. Kim will be in touch with Sue, Diana, and Cindy to put this list into play. Donna finalized and mailed contract along with deposit for band, Phantasia, for the ball. Discussed how to expand the roll of JMH for sponsorship by maybe asking Jim Reid and his wife to be on the host committee for the ball, donate wine for a sociable, host a sociable in their store. Joni, Donna, Sue and Diana will figure out a good approach and then one of them will contact Jim to see what he thinks. Discussed attending the two "newcomer events". See Donna's notes above. We will consider having a raffle at the event on Sept 18. Tim O'Connor offered some Parks beach towels for the prize. Sue asked that additional Friends board members attend and wear their Parks shirts. Auction - Susie Boyce Auction letters went out week of August 29, 2005 Tim O'Connor suggested that the best way to approach John Lucas for sports related auction items was to develop a specific wish list. Susie and board members will do this following the board meeting. Sue Hanna reported that she had spoken a Carnival Cruse lines representative and they committed to donate a cruise for the auction. Sue and Susie will follow up. E-store - Diana Brown Diana was not present at the meeting and Donna reported on the beach blankets as stated above in her report. Admin/PR Committee -Margaret Wallace Margaret was not present at the meeting. No report Development Committee - Stacey Speier Stacey was not present at the meeting. No report Membership & Marketing - Katy Holt Katy was not present at the meeting. Donna reported that she will work with Katy Holt to get current newsletter mailed to major underwriters of PL1305. Decorators/Wish List/Givin Tree - Vicki Grams & Maria Elena Herbst Vicki Grams stated that they had no new activity. The wish list will be focused on once information from Tim O'Connor and the Task Force is finalized regarding the Rec Center. Business Partners - Lynne Goddard Review what Biz Partners get in comparison to PLB underwriters and the levels. Donna reported that she will work with Anne Steacy and Lynne to coordinate the commitments we make with area business/community partners in exchange for their donations to Friends. This is in the same arena as underwriter commitments. We are making an effort to fine tune these commitments and be sure we are consistent and cover all bases. Contracts, (dominations, and Bylaws No report Parks & Advisory Liaison - Cece McCann Cece was not present at the meeting. No report Special Events No report Parks Guild - Leah Raniel - Leah was not present at the meeting. Joni reported that the formation of the guild was on hold until after early 2006 since Leah is committed to helping with PLB06 underwriting efforts. Council Report No Report Parks & Rec. Report - Tim O'Connor Pocket Park - Joni Fichter/Tim O'Connor - meeting on 9/29 at 11 at Rec. Center. There have been 4 replies from the RFQ's. Once an architectural firm is chosen the project should move very quickly. Park Master Plan Task Force - Cindy Hassler - would love input and involvement, tell anyone interested to contact Cindy. Focus group meetings are 9/10, 12, 17 (twice), 20 at Rice University facilities. Tim reported that they have had over 120 responses of interested parties for the focus groups. Tim also stated that the next step will be neighborhood meetings with residents who live within close proximity to each of the parks. Tree Trust - Tim reported that they have completed an inventory of public trees and are in the process of pruning. Liberty Hill Park will receive a face lift with pruning of the trees and removal of the pampas grass. Tim stated that the City could like to provide lunch for the next Friends Board meeting. Old Business No old business New Business Next meeting - October 5, 2005 at 11:30 at the West U Rec Center and lunch will be provided. Any further business? There being no further business the meeting was adjourned at 12:25 pm