The URL can be used to link to this page

Home My WebLink AboutFMINUTES030712Friends of West University Place Parks Fund, Inc. Board Meeting Minutes Wednesday, March 7, 2012 Friends of West University Place Parks Fund, Inc. ("Friends") Board met on Wednesday, March 7, 2012 at 11:30 AM at West University Place Recreation Center, 4210 Bellaire Blvd., West University Place, TX 77025. The following were in attendance: Board Members Executive Director Guests Leah Ragiel Donna LaMond Sara Barbatano Matt Foytlin Courtney Archer Staff Ting Bresnahan Tim O'Connor Sara Edgecomb Sue Hanna Sonny Brandtner City Councilperson None in attendance 1. Call to Order The meeting was called to order at 11:37 AM. II. Welcome, Opening Remarks and Approval of Minutes (Leah Ragiel) Minutes of the January 4 and February 1, 2012 meetings of the Board were approved. Courtney Archer made the motion and Ting Bresnahan seconded it. Thank you's and remarks on success of PLB 2012. Board member Steve Primrose has had a serious snowmobile accident and is recuperating. Judson Park - At our last meeting, we voted to fund the $23K of funds needed by the Parks and Rec Department to install an artificial turf base at Weir Park. I took that issue to the Parks Board, who were supportive, and then presented Friends' desire to contribute this money to the project to Mayor and City Council on February 13th. They approved and were very thankful, so that project is moving forward. Parks and Rec Board Update • The new parks board is getting into full swing. I mentioned at our last meeting that this month I would update you on some of what they have going on. They have formed a number of committees that are designed to assist the Parks and Rec Department in a variety of ways and to represent the community's views and needs. For example, they are assisting Parks & Rec with a kind of Mystery Shopper program as well as help with helping identify programs that residents want. There are two committees that are directly related, if you will, to Friends. One is a new Facilities committee that is working with Tim O'Connor to assess the facilities in our parks and to help pull together a long term view of when equipment will need to be replaced and hopefully to also give an idea of cost. They have just begun their work, but I think their work will be useful to Parks and Rec and to Friends, so I wanted to make you all aware of it. Another committee, which is actually the subcommittee that I sit on for Parks and Rec, is the Parkland Acquisition Subcommittee. I have been sitting on that since I took over as Chair, but now am working with new people. This committee is tasked with the issue of parkland acquisition and it too is just beginning a series of meeting. The head of it is John Wilkinson, who is the Chair of the Parks Board, and he has put together a framework/discussion piece of various ways that new parkland could be financed over the long-term. The issue is essentially that we have pockets of West U that are not within walking distance to a park and the original master parks plan had identified this and set it as a goal. That area is between Buffalo Speedway and Edloe. So, some meetings have been set to discuss this issue and work on it. The sub-committee has asked me to take this group's pulse on supporting the issue. One idea that has come up has been to begin saving for the eventuality of a new park in West U and I have been asked to informally see if Friends would be open to a proposal on that. Essentially, if plans come together, we would be asked if we would be willing to earmark some funds and save over the long term to support a new park in the city. A discussion ensued and the general consensus is that Friends would be receptive to establishing long term funding goals for new parkland acquisition or park development in part and looks forward to receiving a proposal for such in the future and as directed by Mayor and Council. Included among the comments was the need for flexibility and time limits on the funding goal if such a proposal is presented and agreed to. Pursuant to this discussion, Leah added that Tim O'Connor is working on an updated "road map" for future park funding needs so that Friends can get a view of the big picture regarding fund raising goals. Board Positions - Lastly I want to mention that we have had a couple of very promising board candidates come forth. Donna and I will be meeting them over the next few weeks and will keep you posted. We still do need someone with PR experience on the board, so if you know of anyone please do help us identify them so we can contact them. I also want to mention that we normally have a Vice Chair on the Friends Board. That person would run meetings in my absence and would ideally have an interest in the Chair position. I would ask that if any of you are interested or want to hear more, will you contact me outside this meeting. III. Park Lovers' Ball 2012 (Courtney Archer, Anne Freeman) On behalf of her co-chairs, Courtney went through the numbers for the event and proudly announced that the event netted $320,000. The auction made $213,123 and the underwriting and sponsorship number was $224,537.73. She thanked the Friends board and others including all who attended, underwrote, sponsored, worked, volunteered, etc. Donna LaMond added that this was the largest amount ever raised through PLB. The ball just keeps getting better and better. What a great community! IV. Treasurer's Report (Sue Hanna) Sue distributed a current profit and loss statement and went over some of the numbers. V. Fathers & Flashlights 2012 (Sara Edgecomb, Amanda McGee) Sara asked the board for a vote on raising the registration fees for the upcoming October 2012 event. On behalf of her co-chairs, Chip Edgecomb, and Amanda and JR McGee, Sara proposed raising the father fee to $60 and the fee per child to $50. Courtney Archer made the motion to approve and Matt Foytlin seconded the motion. It was agreed that the registration fees would be raised; however, the underwriting numbers will remain the same. They are working to secure the date for the event and will not be able to confirm the date until the first week in June. The date they are hoping for is October 6, 2012. VI. City Council Report (Susan Sample) None. Not present VII. Other Reports and Announcements (Donna LaMond) A preliminary planning meeting was held on Feb. 14 with Susan White to start working on the Party on the Patio Concert Series to be held on Friday evenings in June. Volunteers are needed to be on hand for each concert to represent Friends. Direct Energy is the sponsor for the concert series and they will play a significant role in each concert. The Potbelly Fundraiser held on February 27, 2012 at the 5800 Kirby location was a big success. They presented a check to Friends in the amount of $1500 at the conclusion of the event. They indicated a big interest in getting involved with Fathers & Flashlights. Priority project is PLB 2013, the selection of a date, venue and chairs. Things to take into consideration when selecting date and place for 2013 ball: Super Bowl in New Orleans, Sunday, Feb. 3, 2013 Junior League Ball - Feb. 9, 2013 (a regular PLB attendee is chairing, Liz Love, and will likely have lots of people attend the Jr. League ball because of her who typically attend PLB) Heart Ball, Feb. 9, 2013 at the Hilton of the Americas Mardi gras 2013, February 12, 2013 (parades typically start two weeks prior, but will be moved up one week because of Super Bowl) President's Day February 18, 2013 (3 day weekend) Rodeo Cookoff - Thursday through Saturday nights prior to Rodeo, February 21, 22, 23, 24 Rodeo Tue., Feb. 26 - Sun., March 17, 2013 Venue Options: Feb 2, 2013 - Four Seasons (564 capacity utilizing ballroom foyer) Feb. 2, 2013 - Omni (650 capacity) Feb. 2, 2013 - Hilton of the Americas Ballroom (main ballroom on 2nd floor) capacity is flexible up to 1200 people depending upon the configuration of the air walls While I loved the Four Seasons, I do feel that we need a larger venue, not only for tables but for mingling, etc. I have visited the Omni and the Hilton of the Americas and they are both holding Feb. 2, 2013 for us. Based on the site visits and the above information, I am recommending that we select February 2, 2013 as our date for PLB 2013 and that we go with the Hilton of the Americas venue. Regarding our treasurer position, Sue Hanna has been so gracious to serve as our interim treasurer until such time that Courtney Archer can take over. As you will recall, Amy Sahely resigned. We will begin working on this transition once all PLB 2012 activities have ceased. I will also begin working with our CPA on our 2011 tax return and be sure that gets filed timely and accurately. Guild Girls has a spring event coming up on March 29 and invitations will be mailed out. It will be held from 6 - 9 p.m. at Peran & Scannell Jewelers located on Weslayan. Thanks to Shannon Huff and Patricia Hammond for continuing to co-chair Guild Girls for Friends. In spite of the name "Guild Girls," men are also invited and welcome to attend. Adjournment The next Friends board meeting was scheduled for Wednesday, April 11 instead of the traditional first Wednesday of the month. There being no further business, the meeting was adjourned at 12:50 p.m. Respectfully submitted, Donna LaMond (Substitute) Secretary From 7135925919 Pa le 1!4 Cate 3!612012 3 25 56 PIb1 - 3:08 PM Friends of West University Place Parks Fund Inc. 03/06/12 Cash Bads , Profit & Loss by Class January 1, 2011 through March 6, 2012 PLB 2012 Ordinary Income/Expense PLB Income $ Cash Donation for Auction 0.00 $1,2!50 Split $2500 Table 0 00 $1000 Enchanted 0 00 $1000 Photo Booth O OD $1200 Donor 480000 $1500 Donor 1.500.C0 $15000 Donor 31.167.73 $1600 Harp Strings 0 CO $200 Love Darts 0.00 $250 Single ticket 250.07 $2500 Angel Wings 0.00 $3000 Donor 14,500 00 $30000 Donor 30,000.00 $400 Devoted Cherub 0.00 5560 65,000.00 $4100 Split $2800 Table 0 00 $50DO Cupid's Crush 0.00 $6000 Donor 21,000 00 $750 Donor 2,250 OC Auction Cinco de Mama 0 OC Crawfish Sociable 0 0C Auction - Other 200,795 75 Donation 6,54986 Ica Sculpture 75000 Puppy contribution 1,000.00 Red Rose O.Do Signage 750.00 Wine Pull Contribution 345 00 PLB Income - Other 0.00 0.00 Total Income 410 658.34 Expense I Administrative Expense Accounting Fees 0.00 Administrative Expense - Other 572.20 Page 1 of 2 From. 7135925913 Pae 2/4 Date 3!6/201'23 25.57 PM , _ v - ` Y _ ` 3.08 FM Friends of West University Place Parks Fund Inc ` 03/06/12 , . ~ Gash Basis Profit & Loss by Class January 1, 2011 through March 6, 2012 PLB 2012 Tota) Administrative Expense 572 20 PLB Expenses 29.00 i Advertising 353 96 Auction 27,421.97 Ballroom 69,051 42 Decorations 1,126 54 Entertainment 8,850,OG Invitation 7,203.92 Photographer 0 00 Postage 494.65 Printing I 243.50 PLB Expenses • Other 335.04 Total PLB Expenses 115,081.00 Total Expense 115,653 20 Net Ordinary Income 295,005 14 Not Income 295,005.14 i Page 2 of 2 4 From 7135925919 Pace 3/4 Date 3/&2012 3 25 57 PM _ I 3:07 PM Friends of West University Place Parks Fund, Inc. 03106112 Profit & Loss Cash Basis January 1 through March 6, 2012 Jani - Mar 6, 12'1 Ordinary Income/Expense Income Business Partners Safeway 531 .16 Total Business Partners 531 x16 Concert Series 10-000,00 Donations 6.500100 Fathers and Flashlights $10000 Donor 0,00001 Total Fathers and Flashlights t 0,D00 00 Ints rest Income 0.73 Park Pavers 600,00 Planned Giving and Memorials Frietah 1.810.00 Total Planned Giving and Memorials 1.810.90 PLB Income $15000 Donor 31,157 73 $250 Single ticket 250.00 $3000 Donor 30,000.00 $30000 Donor 30,00,3.00 $600 51,000.00 i $6000 Donor 6,000.00 ; ;760 Donor 750.00 ; Auction 200,795 75 Donation 4,595 00 , Puppy contribution 1.00000 3lgnago 750 00 ; Wine Pull Contribution 25.00 Total PLO Income 356.333 r.8 Total Income 387, 775. q7 Expense Administrative Expense 2,65997 Miscellaneous Expense 1' 8,00 Park Expense -Judson 51,551 95 Park Pavers Expense 1,3x5.60 PLB Expenses ; Advertising 353.96 Auction 26.446 97 Ballroom 59,051.42 Decorations 1,126 54 Entertainment 5,80000 Invitations 7.20392 Postage 494.65 I Total PLB Expenses 1C0,4 77.+6 Total Expense 156.112.38 Net Ordinary Income 231,662 98 Net Income 231,662.99 Page 1 From 7135925919 Page 414 Date: 3!612012 3 25 57 PM Y _ 3:07 PM Friends of West University Place Pa rks Fund, Inc. 03IM12 Balance Sheet Cash Basis As of March 6, 2012 ' Mar 6, 12 ASSETS Current Assets Checking/Savings Bank of River Oaks Operating 382,4" 31 Compass Bank Checking 3,16E.28 Encore Bank Checking-Pay Pal 7,810.45 IBC Bank 9B,608 01 Total Checking/Savings 492.109 05 Other Current Assets Blankets 1,690 1 1 Golf Shirt Inventory 687 94 Total Other Current Assets 2.370.05 Total Current Assets 494,481.10 TOTAL ASSETS 434,481.10 LIABILITIES & EQUITY Equity Capital Expendlture•Colonlal Rec Center Distribution •314.338.0? Weir -59,381M Whitt Johnson -24,862 CD Capital Expenditure-Colonial • Other -513,361 CD Total Capital Expenditure-Colonial -".011,446.00 Opening Sal Equity Rice Pock t P k 553 322 67 6 e ar Unrestrlct {retained earnings) -100 00 00 821,436.44 Net income 231,662.99 Total Equity 404,481,10 TOTAL LIABILITIES S EQUITY 494,48.10 -r r Page 1