HomeMy WebLinkAbout2014 02 Friends Minutes Friends of West University Place Parks Fund, Inc. Board Meeting Minutes Wednesday, February 19, 2014 Friends of West University Place Parks Fund, Inc. (“Friends”) Board met on Wednesday, February 19, 2014 at 11:30 AM at the West University Place Recreati on Center, 4210 Bellaire Blvd, West University Place, TX. The following were in attendance: Ting Bresnahan Grace Ebaugh Sara Edgecomb Michelle Huth Jeth Jones Kristine Martinez Megan Morris Amanda McGee Christina Milligan Christine Parker Mark Prescott Kara Schaefer John Young Christi Young Executive Director D onna LaMond Guests Nancy Kate Prescott Kara Sanders Anna Stewart I. Call to Order The meeting was called to order at 11:40 AM. II. Welcome, Opening Remarks and Approval of Minutes (Amanda McGee ) AP PROVAL OF MINUTES Meeting minutes from January 8, 2014 meeting were approved by Grace Ebaugh and seconded by Mark Prescott. They were approved by unanimous vote. OPENING REMARKS Thank you to Park Lovers’ Ball chairs for a successful event. We are waitin g to hear final numbers. Welcome new board members John T. Young , Jr., and Kara Schae fer. Work on Judson Park tennis courts will begin soon. Courts will be closed beginning on March 3 rd and estimated time of completion is 90 days. Nearby residents will b e notified. Friends Board voted for funding of these improvements in 2013. III. Treasurer’s Report (Christine Parker ) See attached reports. Waiting on final auction numbers.
IV. Park Lo ver’s Ball 2014 (Megan Morris ) Except for minor glitches auction went w ell. Pleased with the live auction results ($6500 puppy, $4900 from heads or tails). Sold 92% of auction items. Successful whiskey and wine pulls with each raising over $3500. Great attendance. 600+ attendees, 450 reservations even before invitations we nt out. Think PR, yard s igns , word of mouth and great invitations helped increase attendance . 62 individual and company straight donations. Kara and crew did grea t job on décor. Had sponsors for variou s decorations. Kara revamped AV Sli deshow. Focus was on the party -goer experience. Maria Elena did a grea t job on décor also. A few auction items are still available. V. Executive Director Report (Donna LaMond) The ball was a success in every way. The event leadership was outstanding and a big congratulations is in order for all. Record attendance and highest grossing PLB to date. The pre -scanning of credit cards at the ball was a huge improvement and currently we have only $411 in receivables due from the auction which includes just a few who opted not to pre -scan and a few after event sales of Cinco de Mama. Thank you to the Frost Bank volunteers who worked hard at our event check in along with City Staff members and Anna Stewart. I have heard nothing but compliments about their performance and the chec k in process. Anna Stewart also helped me after the event for a few days in the office with reconcilin g all bid sheets and payments. There was some wine and some whiskey not picked up the night of the event so I am getting in touch with the bidders to ge t their goods to them. I also have some certificates that were not picked up and working on getting those to the bidders as well. I am working on collecting some underwriting and sponsorship payments still due, but this is the neatest wrap up of any PLB to date that I can recall. I have some auction item bid sheets here today for some items that did not sell at the ball. Please take a look and write in your bids. There are some slots left for Cinco de Mama and Fundamentally Toys gift certificates. I t is never too early to start planning the next Park Lovers’ Ball. I have the Omni holding Feb. 7, 2015 for us and expect to receive the contract from them this week. We will make the deposit and get the party started. We will be vetting prospective bal l chairs for 2015 in the coming months. Fathers & Flashlights will start up soon as well. First objective is securing a date for the annual October camp out. The event chairs are already in place as they continue into their second year of leading the ev ent, Judy and Comfort Cheng, Dee Dee and Jamie Gilder, and Ashley and Sam Gumbert. This will be our second year to have online registration for F & F. Please refer to the weekly reports that you receive via email for an ongoing update on other Friends a ctivities.
VI. Closing Remarks and Adjournment Mark Prescott noted that w e are operating on credit with Specs and need to pay them. He will request an invoice and Donna will take care of getting a check request turned in. As a thank you to the chairs, Amanda asked the PLB chairs to choose a park for a paver that will be given to them as a thank you for their great success with PLB . There will be no board meeting in March. The next meeting of the Board is scheduled for Wednesday, April 9, 2014 at 11:30 in upst airs conference room. Donna is working to schedule the annual Star Citizen Awards luncheon in May, most likely on May 7 or 14. There being no further business, the meeting was adjourned at 12:05 PM. Respectfully submitted, Christi Young Website Chair (in the absence of Friends Secretary)