Rosalia Association for Community Enrichment
July 7, 2010
Monthly meeting minutes
As recorded by Jessica Billings
The meeting was called to order at 7:38 PM with eight in attendance.
The minutes of the June 2 meeting were approved.
Treasurer’s Report:
Amanda and Nan opened a checking account at Bank of Fairfield and deposited roughly $700 in the account. We must keep a $300 minimum balance in order to avoid maintenance fees.
Reimbursements owed to Paul, Nan, and Jessica for t-shirts, donuts, and postal box rental were approved.
There was discussion about purchasing a laptop to run QuickBooks so that the accounting can be tracked appropriately. Paul moved to purchase a laptop computer and software with a budget of $1000.00. The motion was seconded and passed.
Policies regarding expenditures were briefly discussed and the group referred to the bylaws for clarification.
$10000.00 grant funds were received and deposited on July 7th. Chelsey suggested sending an official press release to local newspapers to try to spread the word to local residents, surrounding communities, and former Horizons participants. There was a general consensus that this is a great idea. Chelsey will prepare the information.
Mission Statement:
Revisions were discussed and finalized. The R.A.C.E. Mission Statement now reads:
The mission of the Rosalia Association for Community Enrichment is to support and sponsor a broad spectrum of educational and lifestyle initiatives that enrich ours and the surrounding communities.
Board officers:
Nominations have been made and appointments need to be finalized. Paul would like a greater membership base before the vote is done. Nan suggested interim officer titles. Amanda noted that waiting for a large membership may take a couple of years. Nan moved to approve the current nominations. The motion was seconded and passed.
There was inquiry and discussion, referring to the bylaws, as to how long a term a board member serves. The four main officers serve two-year terms. There will also be committee chairs for each of the 13 committees listed in the association bylaws. Everyone will need to have a copy of the bylaws for personal study in order to clarify many of the policies. Amanda moved to table the bylaw adoption until the next meeting. The motion was seconded and passed.
Community Capacity Funds:
The funds were received and deposited! Congratulations, everyone!
IRS Form 1023 (application for 501(c)(3) tax exemption):
Paul and Nan are working on the form together. They still have some question for Patrick. They plan to have the application completed by the end of the month.
Quarterly Reports on the Strategic Action Plan are due to Horizons by Friday, July 9th. Paul is currently working on the reports.
Battle Days:
The donut, t-shirt, and hot dog sales were a success. The profit was roughly $375. Attendance and participation at the softball game was great. Around thirty people participated and there was a crowd of about 20 spectators. Everyone had a great time in spite of the rain.
A “thank you” will be sent to Donut Parade for donating three dozen additional donuts.
Beauty and the Beast Dance:
The committee met today. Plans are moving along well. Paul suggested that a budget proposal needs to be submitted to the board for approval. Chelsey and Amanda will have one prepared for the next meeting. Patrick suggested “rewarding committees for a job well done” by allowing them to keep their proceeds out of the general fund so the money can be used for each committee’s future events.
Movie Night:
There was a $17 profit for the evening. The Rosalia High School Class of 2011 will be organizing the community movie nights for the rest of the summer. They plan to use the Rosalia Community Center and have their own projector and other equipment.
Community Garden:
Amanda reported that Faith Terrell has donated her personal land to R.A.C.E. for the purposes of a community garden. The water bill will need to be supplemented in some way. There was discussion about how to appropriate R.A.C.E. funds correctly. We will need to get copies of her water bill in order to write the checks to her. Payments can also be made to the Town of Rosalia on her behalf. A receipt will still be needed. The legal accounting procedure will be addressed when the time comes.
Amanda suggested that high school students needing volunteer hours should be encouraged to assist with the garden. They could be mentored by Ms. Terrell, learning valuable gardening skills while earning hours toward their graduation requirements. Amanda will contact the advisors for the incoming high school freshman class. Planning for the community garden can begin now. Implementation will begin next spring.
It was also mentioned that the local food bank will accept all foods from any source. Local residents with a surplus of garden vegetables and fruits are more than welcome to donate them at any time.
Financially Savvy Workshop:
Amanda needs a head count by July 21st for Julie so she can be prepared for the correct number of participants. Participants are encouraged to bring snacks and finger foods to share. Lunch will be potluck.
Mind Mapping: We set a date for August 18th at 7PM.
Community Celebration: We set a date for September 25th. Time TBA
Membership Drive/Thank you program: Paul, Amanda, and Jessica will work together.
Meal: Nan and Chelsey will work together on a soup supper. They will try to collaborate with Co-Ag on a recipe contest. Dry legumes and spices could then be sold as soup mixes, using the winning recipe.
Flea Market:
A flea market will be held twice a month in Rosalia, beginning on July 17th. It would be good for us to rent booth space ($10) and promote R.A.C.E. and our upcoming events. We will need members to volunteer to run the table from 9AM to 4PM each time. A signup sheet will be available at our August 4 meeting. Summer flea market dates are: August 7 & 21 and September 4 & 18
Tourist Group Day Trip Package:
Tours will be promoted to retirement centers, car clubs, senior citizen organizations, etc. Local businesses are being asked to participate by donating coupons and informational supplies. There was a general consensus that R.A.C.E. will participate in a manner that will support this new endeavor. Anyone interested should contact Nan Konishi.
The meeting was adjourned at 9:24 PM
