HomeMy WebLinkAboutFBMINUTES050102Friends of West University Place Parks Fund, Inc.
Board of Directors' Meeting
Municipal Building Conference Room
May 1, 2002
1. Call to Order:
The meeting was called to order by Joni Fichter at 6:20p.m. Those in attendance
were: Joni Fichter, Leah Ragiel, Karin Dubose, Chris Simon, Cheryl Butler, Ross
Frazer, Linda Gray, Mark Mailes, Charles Henke, CeCe McCann, Patricia Rorschach,
Sue Hanna, Maria Elena Herbst and City Council Liaison, Danny Jackson.
2. President's Report:
Joni thanked CeCe for hosting kick-off party
Both Sherry Gift and Stephanie Langenstein are resigning and there will be two
openings on the board. In addition, Linda will resign in August (but will remain on
Advisory Committee). Joni asked that suggestions for new members be passed on to
her.
Update on Executive Director search: Six people have been interviewed for the
position and those were narrowed down to two who had the skill set, background, etc.
Those two interviewed with Mark M. and Chris S. on April 30 and they agreed with
Joni's first choice. The city is currently doing a background check and if no other
outstanding resumes appear soon an offer will be made to this applicant next week
with a start date to be agreed upon. Also, Joni thanked Chris for his help in this
search.
3. Approval of Minutes
Chris Simon moved that the minutes of the April meeting be approved; Karin
Dubose seconded. The minutes were approved.
4. Treasurer's Report
The report was passed to all members present.
Ross gave Chris a copy of the Friends tax return for use with grant proposals.
If giving money to Ross, be sure to give to Ross, his wife Carol or to Mark M. to pass
along.
Treasurer's Report was approved (Chris Simon made motion; Karin Dubose
seconded)
5. Board Reports
E-Store - Cheryl Butler
Cheryl will meet with Donna LaMond to work out billing procedure for e-stare.
She will also work with Vicki & Maria Elena to get a display that could be used at
Colonial Park and other sites to promote Friends webpage, membership, ball, etc.
Maria Elena said Renelle Cadena made board display used at ball, these could be
adapted for use in new display.
Foundations and Large Gifts - Chris Simon
Chris Simon reported they are working on four grant proposals but still need the
following:
Audit - Need an audit of Friends specifically. He has a city audit but Friends info. is
"buried" in city numbers. For purposes of grant proposals this needs to be separated.
Ross will check with Walter (city) to determine who should do the audit.
IRS certification letter - Currently they have only the first page of what is believed to
be a two-page letter. Charles H. is getting a complete letter.
Operating budget - Needs info. from all Friends committees on expected
revenues/expenses. Please forward this to Ross if you have not already.
Tax Return - Ross brought to meeting.
Joni asked Chris to consider the Cullen Foundation for future grant proposals - Roy
Ann Beckam, Cullen employee who lives in West U.
Website - Donna LaMond
Donna was absent but Joni reminded all to tell friends about the website. Also, Donna
will update Wish List regularly and will add advertisements and links to donors.
Public Relations and Historian - Donna LaMond
Joni will meet with Chronicle and Village News to keep them updated. Also, George
with the Examiner calls weekly.
Let Donna know of events/items needing articles.
Membership & Magazine - Patricia Rorschach
Patricia had an impressive working copy of newsletter that is almost complete. The
last article will be on the PLB committee May coffees to recruit volunteers.
First Newsletter should go out this summer and could possibly be printed to go out to
the entire city.
Special Events
May 23 is Neighborhood Pride Tour. Linda Lewis and Margaret Wallace are
organizing. Joni asked that Friends members help if needed.
Planned Giving & Memorials - Win Graham
Win was absent, no report
Recognition & Follow Up - Sue Hanna
Sue will get information to Mark M. on benches that need to be ordered for PLB
underwriters.
Discussion of what kind of recognition banner would be appropriate for Duke Energy
(major underwriter for Parks Ball) and where at Colonial Park it would be located.
Park Lovers Ball - CeCe McCann
Discussion to finalize date and location for PLB 2003. February 8 recommended as
date as February 15 is long weekend for HISD. CeCe also recommended moving ball
to Westin Galleria. The space is bigger (can hold 900, Westin Oaks holds 600) and
the price difference is not too great (Westin Galleria has $35,000 minimun, Cost at
fWestin Oaks for 2002 was $27,000).
Motion was made by Ross F. to move to bigger venue (Westin Galleria) and set
the date for February 8, 2003. Chris S. seconded. Motion was approved.
CeCe discussed plans to hold summer coffees in different areas of West U. to recruit
ball volunteers. Also, need to cultivate new underwriters, opportunities to receive
matching funds and general interest in getting involved in the parks.
Discussion on plans for 2003 PLB proceeds.
Funds raised should go to the continuing development of Colonial Park and the
development of the pocket park at Rice and Auden.
Regarding the pocket park: there is great interest among neighbors in this area to have
that space developed; Tim Hanson (landscape architect) previously drew up a plan for
that space that may be modified/simplified to keep cost at developing down
(approximately $100,000 - $150,000); it may be possible to get grant money to be
used specifically for this space; this park could be named as the "Parks Corner Park"
at PLB; it is believed that the amount of money raised by PLB 2003 will exceed
amount needed for Colonial Park and that by including the Pocket Park in the ball,
attendance may be expanded/diversified. CeCe will attend P&R meeting tomorrow
evening to present this idea.
Motion made by CeCe that funds from PLB 2003 go to the continuing
development of Colonial Park and the development of the Pocket Park, and that
both parks be included in "Parks Corner". Ross seconded. Motion approved by
all present (and Donna L. by proxy).
Wish List and Giving Tree - Maria Elena Herbst, Vicki Grams
Forward needs/ideas to Maria Elena and Vicki. Wish List now available on-line.
Dedication for Elena Chapel still in the works.
Business Partners
Received $405.51 from Randall's
Received $26.71 from Kroger
Parks and Recreation Report - Joni Fichter
Currently there is $394,894 cash on hand to spend on Colonial Park. We have kept
$10,000 in reserve and $20,000 for a half-year of the new Executive Director salary.
Joni proposed raising the amount in reserve for the ED to $30,000 since they are close
to filling the position and want to ensure they are able to fulfill obligation.
Motion made by Ross Frazer to hold in reserve $10,000 cash for general
expenditures and $30,000 for the Executive Directors salary. Motion passed.
Motion made by Ross Frazer to designate $400,000 to phase I of Colonial Park.
Linda Gray seconded. Motion passed.
(Included in this $400,000 is the cost of the two large pieces of play equipment that
the Friends board will pay for directly.)
Auction Follow Up - Leah Ragiel
Fewer items this year and this seemed to work well. 60% of money was made on 15
items.
Breakdown of amounts raised: Bidding Frenzy $3,300; Live Auction $11,500; Silent
Auction 34,000; Sociables $7,000 (Roundtop trip was most popular, also popular
were Prom Night and Toga parry.
Recommendation of fewer Sociables next year.
5. Old Business
Joni stated that the Friends Board does not need Director's insurance, they are
covered under the City's policy.
6. Adjournment: The meeting was adjourned at 8:20pm