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HomeMy WebLinkAboutFBMINUTES110205Friends of West University Place Parks Fund, Inc. Board Meeting Minutes Nov 2, 2005 Friends of West University Place Parks Board Met on Wednesday, November 2, 2005 at 11:30 a.m., at the West University Place Recreation Center, 4210 Bellaire. The following were in attendance: Board Members L Joni Fichter 2. Vicki Grams 3. Diana Brown 4. Sue Jensen 5. Margaret Wallace 6. Susie Boyce 7. Leah Ragiel 8. Anne Steacy Executive Director & West University Parks Staff 1. Donna LaMond Chairman's Report - oni Fichter The November meeting was called to order at 11:35 am by Chair Joni Fichter. Sue Jensen and Donna LaMond will work together to develop a data base management of PLB. Donna asked if we could get a master list that had the ability to generate all the sub lists and reports that we use. Sue will work on this. Thanks to everyone who signed and got letters out. Please remember to follow up with calls. Thanks to Maria Elena and Vicki for trying to do Halloween pics. A motion was made by Vicki Grams and seconded by Leah Ragiel to approve the Oct 7 minutes as corrected. The motion carried. Executive Director's Report - Donna LaMond Donna is trying to secure a usable list of the City's vendors and list of approved contractors so that we can approach these companies for underwriting funds for the ball. Tim O'Conner is helping with this effort. Apparently, the list we want is not available as a report and it will take some time to develop a query to provide the data requested. Walter Thomas has said he will formulate the query after he finishes preparing the budget. Tim even offered up a few of his employees who might be able to help develop the query. Donna is making some progress with getting our "matching" thermometers replaced outside City Hall and at the Rec. Center. Tim has helped with this effort. Donna will provide Tim With Joni's sketch of what she would like them to be like. The goal is to have the new thermometers go up at the same time that we make the announcement about the first check we have received from the Lewis matching campaign. Donna needs to set up a meeting with Kay Stueve, the current West U Elementary School PTO President, in an > attempt ta secure a WUE PTO board member to serve as the Friends board in a liaison capacity. During the meeting we will explore how we can compliment each other and work towards common goals. Donna provided detailed information to Judy Ann McCartney about the Home Builders show. As you may recall, Friends was the recipient of the proceeds last year. West U Little League is this year's beneficiary. IRS sent us notification that they did receive our 990 and they have requested additional information. Donna is coordinating response with Walter Thomas. A 30 day response is required. Donna received board application from Kim Frumkin and will set up a meeting with her. Donna will proceed with application process including scheduling Council interview based upon approval of board. Susie will touch base with her re helping with Auction items while this process in progress. Treasurer's Report - Sue Hanna/Sue ensen, Tres Bank statements, etc. Golf Shirt inventory 357,972.26 757.75 Total Current Assets as of Nov 2, 2005 358,730.01 A motion was made by Margaret Wallace and seconded by Leah Ragiel to replace Leah Ragiel with Sue Jenson as the second signature for the "Money Market Savings Account" which requires two signatures over $1,000.00. Leah is checking to see if the "Restricted matching funds for the Rec. Center" ($73,852.00) are in addition to the funds from the auction items from the 2004 Ball or those funds are included. Donna is going to check with Sue regarding the funds available that are not ear marked for the Rec Center. Board Reports PLB 2006 - Sue Hanna and Diana Brown Donna is helping our ball chairs with anything she can. We processed lots of underwriter letters since our last board meeting, which our chairs can elaborate more on. We wrote lots of personal notes on the letters. Good job, Cindy, coordinating this massive effort. Donna attended a PLB meeting at Sue Hanna's home on Oct. 27. Also attended a meeting at the hotel on Oct. 19 regarding decorations and other details for the ball with Sue Hanna, Vicki Grams, and Maria Elena Herbst. On Oct. 21 met with John Lucas at the Rec Center along with Susie Boyce and Tim O' Connor and scheduled an additional meeting to get back with John regarding ideas for the wish list as well as finding out if we need to supply the specific balls to be signed. The idea of a retired professional golf game will be suggested to John. Thank you, Tim, for setting that meeting up. Susie can elaborate more on the highlights of that meeting. Diana coordinated a photo shoot with key Encore people standing beside their banner at Colonial Park. This was submitted to Currents and Donna is using it for a separate press release as well. The invitation proofs were reviewed; the print type had been changed and there were a couple of minor corrections. Diana will check to see if there could be a copy right issue with the picture on the invitation. The invitation will mail the first week in December. Donna is checking pricing with the Copy Dr. Donna needs final specs for the program to get hard quote on the printing; she will get quotes from Copy Dr, Dauphin Graphics and Eric Barns. There will be a menu tasting at the hotel in November, Tues or Wed lunch after Thanksgiving. We will have two menu options. The invitation will include a thank you to the Friends, Advisors and Task force groups. The next PLB meeting is 9:30 am Wed Nov 9 at the Rec Center. Underwriting - Cindy Hassler - Sue reported that Greenwood King pledged $2,500.00 Underwriter Follow Un - Anne Steacy Nothing new to report Auction - Susie Boyce Next meeting is Nov 16 at 11 am. We still need a strong person for Travel and Kim Cooper was suggested. There are a couple of Categories still left to be delegated. Solicitation letters are going out on a daily basis and follow up calls are being made. Susie will e-mail the current listing of Auction items to the board. Sue Hanna is working on a cruse. Most other categories are progressing. Hope to have an Auction Market preview on line and also on the Marquee two weeks prior to the Auction. The on line catalogue and bidding was discussed and decided that next year we would investigate a catalogue with "Auction Highlights" two weeks in advance of the auction and hold an on line auction. Margaret suggested the use of the City electronic Marquee for a period of 2 week for personal messages "happy birthday,", "yea team," etc. as Auction items. The wording, of course, would have to have city approval. It would be 12 items (one for each month). Donna will get approval from the City for this. Margaret also suggested used West University Street Signs as auction items. Susie will help co-ordinate the signs. Anne, with Ginger's help, is working on the puppies. Auction Follow Up - Lynne Goddard Berings will underwrite donor gifts we think and Leah is handling this. Reservations - Margaret Wallace Margaret asked when the table assignment would start. Gayle will help with this. Decor - Maria Elena Herbst and Vicki Grams Vicki reported they met with Daryl Merch and with the hotel and he proposed a red and black table arrangement. The next meeting is set to see the different centerpiece sizes and costs. Any available props should be made known to Marie Elena or Vicki. Sociables - Vicki Grams The sociables are all arranged. Honorary Chairs - Kim & Reid Wilson No report. Host Committee Being finalized. E-store - Diana Brown Pavers - Cheryl Butler will do until March 2006 for Diana. Admin Committee -Margaret Wallace No report. Development Committee - Stacey Speier Donna been in touch with Charlie Henke to get the information he has gathered and the files he has regarding development for Friends so that Donna can pass it along to Stacey Speier. So far, no luck. Donna will be somewhat more aggressive in her efforts to obtain this info. Membership & Marketing/PR Katy Holt Donna will coordinate with Katy Holt to get Linda and Phil Lewis together for a photo to go with a press release about receiving their first matching check. They should be back in Houston now. Donna reported that some new memberships were coming in. Donna submitted a big article for Currents along with pictures about PLB and about the beach blankets Friends are selling. Donna plans to investigate Hometown Live Story opportunity that Joni sent to her a little while back. She saw it on Channel 13's website. Donna has asked Katy to help with this since it falls into the publicity category. Several more articles and press releases are in the works regarding the ball and the beach blankets. Once we get the business partners deal finalized, Donna will publicize that as well. Newsletter - Donna will work with Katy Holt to get current newsletter mailed to major underwriters of PLB05. Donna is working on updating our database and acknowledging new memberships as they come in. v a ~ all 1 1 CC - Elena Herbst Halloween Pictures were canceled due to rain. Xmas Santa Pictures will be taken Sunday afternoon and Monday evening. Remember to contact Vicki or Maria Elena if you can help. Business Partners - Lynne Goddard Donna with Anne Steacy and Lynne Goddard will coordinate the commitments we make with area business/community partners in exchange for their donations to Friends. Anne reported that Business Partners underwriter commitments proof is complete. Donna will review and then forward to the board for final review. Contracts, Nominations, and Bylaws - A new board member was suggested, Clay Carpenter. Susie will contact him. Parks & Advisory Liaison - CeCe McCann - No report. Parks Guild - Leah Rai el - on hold till after the first of 2006 Council Report - No report. Parks & Rec Report - Tim O'Connor and/or David Klutts Pocket Park - Joni Fichter - have met with 3 architects, narrowing it down. Master Plan Task Force is hard at work. Old Business Joni left word for Jennie and Gabe Raymond 713-349-9990 about sitting in on the Pocket Park committee and/or serving on our board or PLB. Motion regarding up to an additional $75K for pocket was tabled until December. The city is asking for our future commitment. The consultant and infrastructure is estimated at $150,000.00 and the city will probably make up the short fall but are seeking a dollar amount they can count on from Friends, payable after the commitment to the Rec Center is complete and time to raise funds has occurred. New Business Next meeting - December 7 at 11:30 at the Rec Center. Any further business - No. Meeting adjourned at 1:00 pm