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Home My WebLink AboutF Minutes100610Friends of West University Place Parks Fund, Inc. Board Meeting Minutes Wednesday, October 6, 2010 Friends of West University Place Parks Board met on Wednesday, October 6, 2010 at 11:30 am, at the West University Place Recreation Center located at 4210 Bellaire Blvd. in the conference room. Board Members Leah Ragiel Courtney Archer Adrienne Vanderbloemen Anne Freeman Matthew Foytlin Sue Hanna Susan Sample Arlene Harper-Veith Executive Director Donna LaMond City Councilman George Boehme PLB Co-Chair Staff Amy Reeves Tim O'Connor Chair's Welcome. Report and Parks Board Report - Leah Ragiel Welcome and Calling of Meeting to Order Organizational • Anne Freeman and Courtney Archer's nominations to our board were accepted by City Council on September 13° so they are official board members now. • A number of board members' terms were expiring about the time of our September meeting. Susie Garofolo, Debora Connelly, Stephanie Roman, and Susie Boyce have both renewed their terms. Beth Lane, Stephanie Davis and Elizabeth Karkowsky have not renewed due to other commitments. • Donna and I met with and extended an invitation to join our board to Katie Hill, a marketing manager at Chik- fil-A who had been recommended to me by Joni. Her appointment to our board will be taken to City Council at their next meeting. • Donna and I are due to meet with another prospective board member, Sonny Brandtner, on October 26"' • We are currently looking for new board members with PR experience and one to help with the stork program. • Expressed the importance of reviewing our bylaws (i.e. as it pertains to the decisions made about funding new projects in and around the city). Other News • Thank you to everyone that helped with the Parry honoring Joni Fichter on September 261x. It was a big success. • I was involved in a number of meetings/chats with various board members about progress in their area - will let them report directly on that, but am happy to see the progress we are making. • The Judson Park committee has its first meeting to select the park equipment for that park renovation. T. F. Harper, the equipment vendor, will be coming back with some concepts in the second meeting. • We hope to start the process of selecting equipment for Whitt Johnson after the Judson process concludes - probably in the new year. Parks Board Meeting • Parks Board will start deliberating the possible sale and consumption of alcohol at Colonial Park Pool. This will include the pros and cons, city liability issues and scenarios under which it might make sense such as special events. I've asked for it to be considered that Friends have special dispensation to serve alcohol at Friends' events at these facilities. • Parks Board is also forming a sub-committee at Tim's request to develop some themed party packages for children that can be offered by Parks and Rec at our new facilities. This is being headed up by Janine Scheuppert and Sona West if anyone is interested in providing them input. Approval of the Minutes and Sign-in Sheet - Judy Bouillion A motion was made by Arlene Harper-Veith and seconded by Courtney Archer to approve the September 1, 2010 minutes as written. Parks and Recreation Report - Tim O'Connor • Reviewed the park and playground renovation project. Currently is a 5 year project, have proposed a 10 year project (powerpoint presentation handed out). • Review of current park renovations. May split funding the Judson Park playground renovation over two years if the actual cost exceeds the $150,000 estimate. • Review of building renovations scheduled. • Colonial pool has not had strong attendance in September. • Tri-Sport began soccer practices this week at the fields next to the Rec Center. City Council - George Boehme • Responded to discussion of additional park land. Executive Director's Report - Donna LaMond I have changed the format of my board meeting reports. Since I really work on all friends projects for the most part, it is redundant for me to elaborate on activities that board members are reporting on. I will provide a brief overview instead. Also, the weekly reports forwarded by the Parks & Rec. Department includes information on Friends activities. If at any time anyone would like more details, I will be happy to provide them. Reports are submitted every Thursday and are supposed to be forwarded to all board members. • September 26 event, well attended and thank to all who helped put it together. A special thanks to Debora Connelly, Vicki Grams, Judy Bouillion, Susie Boyce, and Susie Garofolo. The Parks and Rec department was a huge help as well. • Fathers & Flashlights, finalizing underwriters and sponsors for the t-shirts this week, underwriters and sponsors still coming in. • PLB 2011, underwriting campaign underway • Friends board reappointments, new board applicants (Katie Hill and Sonny Brandtner) and new board recommendations (Katie Hill) • Friends Guild, planning meeting, first coffee scheduled at 10:00 a.m. Oct. 28 at Rec Center • Judson Park redevelopment • Continuing to update new Friends website • Continuing to close out books for PLB 2010 I have Election to Disclose or Keep Confidential Personal Information forms at the meeting today for everyone to sign and return to me. For those board members not present, I will email it to them. Treasurer's Report - Amy Shaley - attached to minutes. Board Reports: EVENTS Fathers & Flashlights - Anne Freeman & Courtney Archer 0 Registration sold out. • Final headcount 272 dads, 485 kids, 22 century club members. • Fundraising: last year at $31,660, this year $46,915 and still time remaining for more to come in. • New Lead Underwriter - Direct Energy at $4,000. Park Lovers' Ball 2011 - Jennifer Debow (not present) and Amy Reeves • Committee added over 600 new names as underwriting prospects this year to the list. Underwriting campaign underway. • Regarding auction - Still need bigger ticket items, trips, golf cart, jewelry, etc., but items are coming in from previous donors. • Robert Reid will be the auctioneer. PROGRAMS Donor Recognition and Sponsorship Development - Steve Primrose (not present, report provided) During September we have continued to refine the opportunities ahead • Inventory & Enhance Existing Programs (Pavers, Trees, Benches, Storks, Store Items) o Working to validate costs and "available to sell" counts by park for Pavers, Trees, Benches and create a summary by park so it is clear what of these items is available. Look at Facility Monument/Honor Wall for Recreation Center & Colonial facilitates - "Honor the History"/"Recognize the Donors" o Continue to work with two companies to capture design thoughts, costs. In October, I will complete a base survey form which will help us move onto a draft of ideas for the Honor Walls (free to us provided by vendor). Given cost, one company, Partners in Recognition, seems to be a better more practical fit for what we are looking to do. Plan to validate/calibrate ideas with Donna/Leah , set a target budget, and then have the company create a few options for the design and function of these honor walls/media centers, then understand how all the pieces come together. Schedules have not permitted on-boarding Stephanie Roman who is planning to join this effort. Explore next level of revenue with Sponsorship of Signs, Facilities, & Major Equipment • Continued expansion of picture portfolio of ideas that peer organizations use in an effort to create visual ideas that may apply to Friends and the West U parks. Added pictures of "Bellaire Tile Wall", "Poe Elementary Entrance", and "West U Elementary park" • Capital "Reinvestment" Monument ("like a" Colonial, West U Elementary, or Mark Twain elementary monument) • Discussed the "park monument" concept at the Judson Park reconstruction meeting. Reviewed park options at Judson for a "Tile Monument" sign. Recommended some ideas for consideration but have not reached conclusion/agreement Business Partners - Arlene Harper-Veith • REI link on Friends website established by Donna and everything is set and ready. Will also be noted in the a-blast that goes out to all registered F & F campers. Reminding people to shop for their camping needs at REI as each sale made through the Friends website earns a 7% commission for Friends. • Continued discussions of other business partnerships with community establishments Pavers - Matthew Foytlin • Working with engraver to establish a system for getting pavers and keeping track of paver inventory at each park. Stork and E-Store - No report Development (Grants & Foundations) - Stephanie Roman & Susie Garofolo (neither present) • Meeting coming up to discuss a focus for this year. Friends & Neighbors Guild - Adrienne Vanderbloemen • Submitted entire database to Susan White for PARD to take over management of. • Next meeting to be on October 28th at the Rec Center at 10:00 a.m. o Sign ups for Guild membership begins. o Announcement of meeting will also announce playgroup sign ups and attach Guild membership forms to complete and bring to the meeting. o We will begin playgroup sign ups, while showcasing where we will be holding the playgroups. • Agreed on $35 as a reasonable fee for joining the guild. • Second meetings will be around the second week of December (hopefully at new Tiny Boxwoods) as an evening function (in hopes that this will become a tradition). • Spring meetings around the second week of February and second week of April. • Wanting to develop some routine events (i.e. Christmas party) to help with membership incentive. SUPPORT FUNCTIONS Public Relations - Susan Sample • Elizabeth is rolling off of the board. In process of looking for a new board member to take over PR. Susan Sample will continue to help as needed, with Leah and Donna assuming lead role until replacement is found. Marketing - No report. Special Projects and Facebook - Susie Boyce (not present) No report Administrative and Master Calendar - Debora Connelly (not present) Old Business No report New Business The next Friends board meeting is scheduled for Wednesday, November 3, 2010 at 11:30 at West University Place Rec Center in the conference room. There being no further business, the meeting was adjourned at 12:45 p.m Respectfully submitted, Adrienne Vanderbloemen for Judy Bouillion, Secretary Treasurer's report: Jan - Sep 10 Ordinary Income/Expense Income Business Partners Kroger 31.38 Safeway 963.94 Total Business Partners 995.32 E-Store Income 308.00 Fathers and Flashlights $100 Donor 100.00 $1000 Donor 5,000.00 $2000 Donor 2,000.00 $250 Donor 4,000.00 $500 Donor 4,500.00 $750 Donor 3,750.00 Donation 7,600.00 Registration Fees 125.00 Total Fathers and Flashlights 27,075.00 Interest Income 659.12 Membership 1,035.00 Other 10,200.00 Park Pavers 2,070.00 Planned Giving and Memorials 50.00 PLB Income $1000 Donor 12,000.00 $200 Ticket 2,600.00 $2500 Donor 70,850.00 $400 Donor 7,600.00 $5000 Donor 10,000.00 $7500 Donor 7,500.00 10000 Donor 10,000.00 Auction Cinco de Mama 2,100.00 Cookie Sociable 35.00 Crawfish Sociable 3,509.50 Halloween Party 346.00 Auction - Other 84,289.42 Total Auction 90,279.92 Donation 4,330.00 Special Events 1,028.00 PLB Income - Other 65.00 Total PLB Income 216,252.92 Stork 80.00 Total Income 258,725.36 Expense Administrative Expense 2,474.24 Bank Charges 4,143.25 Business Partners Expense 34.80 Colonial Park Expenses 149,995.00 Fathers & Flashlights 2,570.71 Guild Exp 90.93 Miscellaneous Expense 1,41044 Park Pavers Expense 315.00 PLB Expenses Auction 5,320.73 Ballroom 52,816.75 Decorations 399.00 Entertainment 3,030.00 Invitations 4,835.44 Postage 946.18 Printing 1,764.39 Stationary and Envelopes 450.55 PLB Expenses - Other 164.67 Total PLB Expenses 69,727.71 Reconciliation Discrepancies -500.00 Total Expense 230,262.08 Net Ordinary Income 28,463.28 Net Income 28,463.28