ADOPTED WAC Meeting Minutes April 19, 2018

Transcription

1 ADOPTED WAC Meeting Minutes April 19, 2018 Board Members Present: Khalid Hanifi (President) Kathy Nohr (Treasurer) Teresa Killeen (Secretary) Nan Stratos Misha Hammond Andy Neering Annie Broderick Margo Williams Downes Absent: Tom Feight (VP) Other members in attendance: Call to order: 6:33 P.M. 2. Serenity Prayer and WAC Mission Statement. We read the Mission Statement to remind ourselves of the WAC s mission and to use it as the guiding principal in making decisions. Board business is conducted pursuant to the By-laws and Robert s Rules of Order. 3. Approve the 3/15/18 Board Meeting Minutes. Motion: Khalid Seconded by: Teresa Approved by unanimous voice vote. None opposed. 4. Pool Table. I. When we voted to bring back the pool table, we also said (prior to the vote on it) that we would revisit the vote after 6 months of having the pool table, regardless of the outcome of the vote. II. We ve now had the pool table for 1 year and it s time to vote on whether or not to keep the pool table. III. We ll vote on it at the next Board meeting (May 17, 2018) and notice of the vote will be posted at least 14 days prior to the Board meeting at which we re going to vote on the pool table. 5. Member Recognition: We want to recognize Jeff C., Pat R., Joe D. and Mike W. for their above and beyond contributions to keeping the Club in good shape and keeping the organization vital.

2 Jeff is prepping some areas for painting, did the runs to Sam s Club, helped with the Club Manager in running errands, and picked up the chairs that were donated to us by Bank of Ann Arbor. Pat has put in countless hours getting a video prepared for the 50 th Anniversary celebration. Plus her leadership and enthusiasm. Joe and Mike returned 7 bags of cans and Mike painted the hallways. 6. Treasurer s Report The big news for March was the fundraiser our March Match. The total on the statements for the month is $23, and that s reflected in the P&L statement for the month. There was an additional amount that came in early for the match and some donations that were deposited in April on Paypal. The current total is about $25K. If we remove that fundraising amount from the P&L, we have an operational loss of about $3,012. The loss is because we have an extra payroll in March (cash basis accounting) which we had budgeted for in April. Also, costs increased because of the number of transactions on credit card increased and we pay a fee for each transaction. I created a chart for March with just the operational results. I also created a chart for the first six months of the year so that we could see how things have gone so far. We had good fundraising for that entire six months and we have had good overall positive operational gains. Rents and concession stand profits are up. This means is the Club is solvent, has a good prudent reserve and is in a good place to be able to pay for new parking lot and patio improvements. We won t know the exact numbers /cost for another month or two. Summer is the time of year that we spend the most money on the building which is our second largest expense. However, we are on budget for monthly expenses and revenue and if we can keep that focus and effort we should be good. We need membership and donations over the summer but the budget for both is not outrageous and right now seems pretty doable. The announcements seem to be inspiring people to get memberships. 7. Manager s Report Last month we held our March Match fundraiser and were able to meet and exceed our goal. The Club raised a total of $25,579 with a mix of large and small donations. At the register we received $6,358 in mostly small donations of $100 or less. Tomorrow we will have Movie Night going on at 7:00pm. This month we are playing The Arrival. We have been working hard to get the word out about the Spring Clean-Up happening over two weekends in April. It is posted on the website and google, and we have flyers and posters around the Club, flyers passed on to the court & probation departments in the area, announcements sent to meeting leaders, and we have reached out to Spera. We hope to have a good turn out! We are still collecting Jewelry for the next sale. A date for the sale has been scheduled as Saturday, June 9th and possible carrying over to Sunday, June 10th. 2

3 There is also a box at the counter to start collecting our patron s favorite family recipes to create a Club Cookbook to sell. If you have any recipes you want to share, feel free to leave them with staff at the counter. There is a new fire pit policy because there have been issues with it being left unlocked and still burning multiple times. Recently neighborhood kids were unattended at the fire pit. There are new padlocks on the pit and the key is at the counter. To use the fire pit someone must check out the key by leaving their ID at the counter until the fire is out and locked up. Parking on the weekend has continued to be an issue. We have created notes to leave on cars parking in no parking areas warning them that they could be towed if they do not park in designated spots and reminding them there is parking on the neighborhood streets if the lot is full. There is also a sheet for staff to fill out to log license plate numbers to see who repeatedly parks where they shouldn t. Lastly, those of us that took the video workshops at CTN have started using equipment and interviewing some of our long-term patrons. It has been very exciting so far and we hope to create a commemorative video of our Club s 50 years that everyone can enjoy. 8. Committee Reports a. 50th Anniversary Committee i. Agreed to do a Friday, Saturday, Sunday festival of events. ii. The video sub-committee is working very hard and gotten a lot of footage. iii. The oldest members of the Club are the current focus to get the history of how the Club came to be. iv. We re starting to get pricing information for all of the things we re going to need for the celebration. b. Building and Grounds i. Projects in discussion A. Patio Proposal -- An updated quote from Cosmo was received. We re waiting until quotes come in for the parking lot improvements to see if we can have the finances to pay for the patio. If the funds are available, we ll probably have the patio done before the re-surfacing. B. Parking lot The on-going discussion with water mitigation engineer is expected to continue for the next few weeks and then we can solicit bids for the repaving. We have too much ponding on the surface, which is what results in the potholes. C. We re going to get a price break on the re-surfacing from Steve L. D. We re having to investigate what needs to be done with the sewer system as we plan the resurfacing. E. We re getting some volunteer consulting work from Steve L. F. Gutter guards Kathy is looking for commercial builders who can do this type of work G. LED lights in parking lot -- Kathy is in process of getting information on the cost and availability. H. Painting on side of building Mike will submit a quote. 3

4 I. The shed for the wood will be moved behind the fire pit in the back lot. The existing shed will be removed. This move will clean up the area around out beautiful Rain Garden. J. The tool shed has been purchased and will be installed between the dumpster and the new garden. K. Some gates have been ordered to put in to block people from driving onto the back property and tearing up the property. L. Maybe we can get a deal with Peace Neighborhood to rent part of their lot for those meetings that we know need overflow. ii. Vegetable garden - Joe D is planning to put in a vegetable garden on the grounds. iii. Garden Sub committee A. Spring cleanup scheduled for last two weekends of April. We will begin looking for volunteers and will work with A2WG to help get people to assist. B. Fire Pit: The fire pit continues to be left lit and open. We re implementing a new key check-out process designed to provide more oversight. Anyone with a valid MI driver s license or ID card will be able to borrow the key for the fire pit and it will be their responsibility to make sure the fire pit is closed and locked when they are done. c. Communications Committee: i. We met in 4/10/18. We meet the 2 nd Tuesday of the month in the Recovery Room. ii. We re happy with the efforts to promote the March Match, and hope to duplicate its success with the Spring Clean-up promotion. iv. The feedback we re getting on the newsletter is that people like having a person profiled in it, so we re going to continue to do that. v. We expect to feature the gazebo in the May issue and a thank you to Chelsea Lumber for contributing all of the materials needed to build the gazebo. vi. We re putting out more reminders for Euchre Night and Movie Night. vii. We hit a technical glitch with the Members only portal on the website, but we appear to have a way to work around it. It may put the project behind schedule though, so we don t have a firm roll-out date, but are targeting the end of May. d. Governance Committee: i. Meets on an ad hoc basis, and did not meet in February. ii. The next meeting is April 25, 2018 at 6:30 at Buddy s Pizza on Ann Arbor-Saline Road. e. Fund-Raising Committee i. Met 4/12/18 as part of the combo meeting. ii. March Match update good results from Match $25K. Everything worked better this year. Do more of that iii. Cookbook Margo has new flyers for gathering recipes and is moving this along. This might be a longer term project as we gather recipes from people. Recipes can be left at the counter. Suggestion of a test kitchen potluck in the future. iv. Junk & Disorderly updates looking at dates for June 9 th and 10 th for sale. v. We need volunteers for each of the fund-raising events to help run the sales. 4

5 f. Membership Committee i. This committee met on 4/12/18. ii. The Club added 9 new members added this year. The announcements at the meetings seem to be helping. It also seems that the Club is a happening place and that seems to attract more people to become members. The activities are designed to draw people in and to encourage membership. iii. Linda volunteered to continue to solicit local business owners for discounts for out members. g. The Social Committee: iv. This committee met on 4/12/18. v. We re morphing the euchre night into a games night. We ve had lots of discussion on options for board games, trivia nights, talent show, host a mystery and scavenger hunt. Will have special meeting for discussion on April 26 th at 6:45 p.m. vi. Memorial Day potluck/picnic: Monday May 28 th from 1 to 4. Potluck, Raffle, and BBQ. Ginny will pick up hot dogs and burgers. We will advertise better than last year but then need to increase budget for food. Joe will coordinate cooking. Kristin will do flyer for this to post at least two weeks in advance. 9. New Business. Q: The vote on the pool table: who votes? A: Any member who attends the meeting. Q: Are we going to let people voice their opinions? A: Yes. Q: Is it appropriate to have flyers for the Alano Club on the meeting tables? Meetings held at other locations (such as churches) don t have flyers promoting that entity, so why are we promoting our Club at the meetings? A. Unlike churches and other locations, our business is completely about recovery. Therefore, what we are promoting is consistent with the reason people are at the meeting. We are careful not to use the meetings to proselytize about the Club. 10. Member Comments 1. Thank Andy B. for the display cabinet in the hall! 2. The traditions should always considered when the Club makes decisions. We should be careful that, as we publicize events, we aren t reaching out to press and television to promote AA. 11. Move to adjourn: Khalid 5

6 Seconded: Teresa Unanimous voice vote to adjourn. 12. Adjourned at: 7:27 P.M. 13. Serenity Prayer Next Board meeting: Thursday, May 17, 2018 at 6:30 PM Respectfully submitted, Teresa Killeen, WAC Secretary 6