Loading...
HomeMy WebLinkAboutFBMINUTES100406Friends of West University Place Parks Fund, Inc. Board Meeting Minutes October 4, 2006 Friends of West University Place Parks Board met on Wednesday, October 4, at 9:30 a.m. at the West University Place Recreation Center, 4210 Bellaire. The following were in attendance: Board Members Executive Director Joni Fichter Donna LaMond Lynne Goddard Sue Jensen Others Katy Holt Penny Grams Sue Hanna Chairman's Report - Joni Fighter ■ The majority of the month has been spent on discussions revolving around the proposed bond issue. Our P&R department has done a great job putting together a brochure that will be mailed to all households explaining what this will provide, at what cost, etc. Please thank them and Bob McLamb and others from WULL and Tri-sports who have jumped on the band wagon to make sure our community understands that for a minor investment by each, WU will benefit in huge ways. Be sure to pass the PDF file of the brochure on to all of your friends and neighbors and encourage them to vote. Shortly, you will also be cc:ed on an email written by Bob McLamb in support of this effort. It was suggested that Bob's email be sent to the papers as well. Feel free to forward it and use the info in any way you see fit. I went to council but for the first time ever they finished in less than an hour and I missed the meeting but talked with some outside afterwards. Thanks to Penny and others for going. Please come to the next council meetings on 10/9 and 10/23 and the Town Hall Meeting on 10/16 at 6:00 p.m. if at all possible. Joni noted that Bob McLamb attended September West U Little League Auxiliary meeting and plugged the propositions. Joni addressed the issue again last night at the October Auxiliary meeting. Donna picked up the fresh off the press brochures and distributed them at the meeting as well. Discussion followed Joni's report on the above: Suggestion made for City to publish/make known what exactly for sure will be implemented if the propositions on the bond election pass and what is yet to be determined based on the results of future focus groups and task forces, and citizen input. It was also suggested that the City consider hiring a professional outside firm to form the committees indicated and run the open meetings. It was noted that the meetings are open to the public regardless. Another issue brought forth was an example of citizen unawareness of other, if any, existing City debt ...WU public misconception of debt upon debt could be a stumbling block. Donna will talk to Tim about outstanding City debts, if any, and report back to the board at the next meeting. It was also noted that it needs to publicized and highlighted at every opportunity that the WU residents will have the opportunity to contribute to how the bond money is spent, and on what. Their input will count tremendously! It was suggested by Sue Hanna that Tim or a City rep make other presentations such as the one done at West U Elementary. She specifically suggested that Tim make a presentation to Greenwood King Realtors. • Good press on Prince's, fibar, shade, PLB, Dear Editor regarding bond, block captains ■ No word from Billy Burge. ■ Thanks to Donna, Vicki &Penny for their determination on signage and naming opportunities. With a good approved document now in hand, Vicki &Penny can continue to raise funds. Letters are ready so Donna and I will sign this weekend then pass to others to write notes, too. They've compiled and updated a database that Donna and I have reviewed and edited. • No additional word from Time Warner. Approval of the Minutes and Sign-in Sheet Sue Jensen noted that a change needed to be made on the Sept. 6, 2006 Minutes. Page two, bullet two, change Sue Jensen to Sue Hanna. However, quorum not present so minutes change and approval deferred to next scheduled board meeting on November 1, 2006. Executive Director's Report -Donna LaMond • Attended grand reopening of the Harris County West University Branch Library on Sept. 28 as a Friends representative. Leah Ragiel also attended. Very well attended event. • Updated Friends Board roster to reflect those who have rolled off board. I have put some term renewals on the council agenda for their next meeting on October 9, Fichter, Holt and Hanna. ■ Receiving Friends memberships and sending out acknowledgements with amenities associated with each level of membership as appropriate... among others, received one at $500 (Smith family on Fordham) and one at $1000 (Braly family on Georgetown), both of which qualify for the matching funds from the Lewis'. Diana Brown is taking care of the paver orders for each of these memberships. ■ Sue Hanna wrote a check to the City for the matching grant for $111,812.25 and Susan White delivered it to Walter for us. This is an amount yet to be matched by the Lewis's. The invoice to the Lewis's was mailed on June 7 and Phil Lewis called and asked for a copy of the canceled check so that he could present it at his November 2006 board meeting and we will get their check after that. Sue Hanna did check with Walter to be sure of how the process will work. The City will put these funds ($111,812.25) into a separate account for the Rec Center. I am waiting on the bank statement now to come in the mail any day so that I can make a copy of the image of the check to show that we did what we were asked to do. I will be sure a copy gets to the Lewis's. I have also asked Sue for an update on funds received to date for 2006 for the match. ■ Attended Spooky Party hostess meeting on Sept. 7 and provided excel spreadsheet to Vicki Grams as the primary coordinator of the upcoming Spooky Party sociable. This was sold at PLB06 and is coming up on Oct. 21 at Blancos. Vicki has all the addresses and names of everyone signed up to date. I am continuing to update this list as new guests sign up to attend and pay. I am also assisting with collecting host/hostesses checks. • The City requested the $10,000 (via an invoice), which had been donated to the Friends to apply to the Colonial Park Shade Structure. Sue Hanna wrote the check and it was been handed over to the City. • Attended Street Captain's Meeting at JMH on September 13. Took pictures. ■ Participated in meeting on Sept. 15 with Tim O'Connor, Councilman Dick Yehle, Penny Grams, and Vicki Grams. The objective of the meeting was to preview the underwriting amenities/benefits document which will be mailed out to all underwriting prospects be sure everything is in order and that Friends can follow through on items listed. In particular, we changed "Naming Rights" to "Sponsorship of" regarding large dollar items potentially available as part of their underwriting benefit. We also added that all is contingent upon West U City Council approval. Following that meeting, continued working on underwriting amenities listing of benefits associated with each level of giving to prepare for underwriting solicitation mailing. As a reminder, sent underwriter solicitation to Time Warner, received a rejection, and now Michael Ross is assisting with an appeal to that rejection, so to speak. No word back yet from Mr. Ross. • Also as a result of Sept. 15 meeting, continuing to work on finalizing a pricing list of Rec Center amenities for council approval so that we can use this list as a selling tool for major underwriters. Joni, Vicki, Penny and I met initially to come up with the list. Working with Tim to get this list finalized for council presentation. • Fielded lots of inquiries regarding the propositions on the upcoming ballet. • West U Elementary has approached us again to borrow our risers for their upcoming auction in November. I have told them yes and will take care of arranging pick up and delivery. ■ Assisted with and/or wrote press releases or articles for local publications. Thanks to Katy Holt and to Danielle Kernell for their help with publicity. ■ A high priority is that we still need to recruit and get some capable people nominated for the Friends board. If you know anyone interested, please refer them to the City's website, www.westu.orq, or the Friends website, www.westuparks.org, to download a board application. They can also be picked up at City Hall, 3800 University Blvd. I have asked Katy Holt to prepare a press release to send out about this as well. Board Reports Treasurer's Report -Sue Hanna Sue Hanna report that for 2006 to date, we have $83,264.50 in matching funds available for the Lewis Match. This is in addition to the 2005 amount of $111,812.25 which has been invoiced and not yet paid, and $73,851.60 for 2004 which has been paid to Friends and is being held in restricted funds. Donna will verify that Lewis will again make check payable to Friends for the 2005 check. Sue also noted that the City has moved its bank accounts to Chase Bank now, instead of with Compass Bank. Sue suggested that we consider moving Friends accounts as well and highlighted things to consider as we contemplate moving our accounts, such as money market rates versus cd rates. Joni offered to contact two local banks to see what they might be able to offer. Others are encouraged to investigate as well, but we need to make a decision rather quickly. Treasurer's financial information attached (PDF). PLB -2007 - Penny Grams Penny and Vicki continue to stay busy working to make PLB2007 the best ever. ■ Auction and Street Captain meetings were held at JMH with good turn out. • Street Captain parties beginning to book. Signs being printed to put in yards of donors to extend PR campaign and raise awareness. • Date was set (October 18) for auction committees to hit the streets, for auction solicitation. Auction items starting to come in. ■ Finalizing invitation designs and still seeking bids on printing. Much of this is being donated. • Underwriting letters being printed, signed and mailed by first of next week. • Working hard to procure any trips, vacation homes and Big Board items ■ Penny coordinated and arranged for information session presented by Tim at WU Elementary PTO meeting to set the record straight with facts pertaining to the Bond and negative pamphlets that have been circulating throughout the community. • Working on last years PLB sociable, WU Spooky Party, which will be held October 21, from 8 - midnight at Blanco's on West Alabama. All hostesses are working on their designated areas and we are trying to fill remaining slots. An evite will be going out within the next week. If there are people that you would like to have included on this evite, please provide names and email addresses to Kari Greenwalt. • Stressed need for support and help from Parks & Rec Board and Friends Advisory Board members to obtain auction items and underwriting ■ $10k value donation from Aziza (builder) to construct something (playhouse, or replica of real home, not yet determined) for the ball discussion followed about how to best present this item, raffle? Auction? Sell opportunities outside of West U? Sue Hanna recommended that we keep it to sales in West U • It was suggested that a press release go out thanking donors of invitation and talk about simple invite to help cut costs and save money, so that net increases to be matched. ■ Discussion about South Campus campaign and how it should be addressed..... Joni sending email to West U Little League Auxiliary addressing this issue. Katy Holt made suggestion that Friends make a donation to South Campus for $250 to show our good faith and support of ALL green spaces utilized by West U resident. Everybody liked the idea, and Friends will vote on this at the November 1, 2006 Friends Board meeting. Then Donna LaMond suggested that she check Friends Mission Statement and By Laws to be sure that a contribution can be made from the Friends, or does it need to be personal contributions collected from Friends Board? To accompany the donation, we could include a letter that states "We as a board recognize the South Campus mission and as individuals we support green space in West University Place, but also for green space our use outside of West U." E-store - Diana Brown No report. Donna stated that she and Diana are working to be sure paver orders for two new memberships are taken care of. Guild Report - Leah Ragiel No Report. Leah Ragiel not present. Development Committee No report. Membership & Marketing/PR - Katy Holt Helping PLB07 with press releases and publicity for PL807 in general. Suggestion make regarding Fun Run coming up in Oct. benefiting Friends and Southside. See if Brent, owner of West U Fitness, can provide us with flyers that we can use to publicize the event. Donna will investigate. Noted that the Lamar High School Big Red Run is the same day, October 21. Resident Decorators/Special Proiect/Wish List/Giving Tree Maria Elena Herbst No report. Maria Elena not present. Business Partners Storks - Lynne Goddard Keeping track of Shape Xpress commitment as well as that of Fish City Grill. Nothing new with SuperCuts yet. Parks & Rec Report - Tim O'Connor No report. Joni covered any new Parks & Rec Info under her report. Old Business The recruitment of new members was discussed again. Karen Johnson, Billy Burge (Joni, Donna, Tim), Sandy Howard (Donna), Carol Thompson, Alan Speed (Susie Boyce), Candace Levy (Margaret Wallace), Kathy Desacara/CCSC (Katy Holt), Andy Chan, Laura Theis (Leah Ragiel) and Patricia Ahmad (Tim, Donna, Joni) were among those mentioned. Those indicated in ( ) need to follow up and see if there is interest. New Business Next meeting - November 1, 2006 at 11:30 am., WU Rec Center. Adjournment: With no further business the meeting adjourned.