BOD Meeting Minutes – Oct 29 2017

BOD Meeting Minutes – Oct 29 2017

 Arbella Independent Minutes

October 29, 2017

9:30

Hastings House, Beverly Farms

 

 

PRESENT:  President, Lauren Poussard, Vice President Joel Dube, Treasurer Sue Prideaux, Secretary  Kim McCoy, Linda O’Connor  Member at Large and Chief Motivator, Medley Long Member at Large 

 

REGRETS: None  All Present

ABSENT:  None All Present

I. CALL TO ORDER/OPENING REMARKS

9:30 a.m. President Lauren Poussard Call to Order

 

 

II Motion to approve minutes of September 24, 2017 as circulated

   Motion By: Joel Dube

   Seconded By:  Sue Prideaux

   Carried 

 

 

III PRESIDENT REPORT-Lauren

 

a. Website Update:

 

i. Discussed Issue with Website loading on cell phone. Joel and Medley reported when using cell phone blog post on website the page does not load completely; can access full website on computer.

 

Task/Due Date

Lauren- Check on mobile site access for blog Due 11/18

ii   Discussed Contact form on website is unprotected, may discourage potential members from registering  and raises security concerns.   Lauren presented securing SLL for 2018 for cost of $69.99/year which will protect the website.

 

Motions Made on Purchase of SSl

        Motion – Linda made motion to purchase SSL for  2017 for $ 69.99 valid for 1 year from 

        date  of purchase.

        Second Motion : Joel second the motion.

        Motion: Lauren made motion to add SLL as a standing cost to the yearly budget.

       Motion Amended to add cost of SLL to yearly budget moving forward accepted by Linda. 

 

Task/Due date:

 

-Lauren -Purchase SSL certificate $69.99   Due By: 11/18

            –

iii Discussed need to streamline Website for efficiency to collect dues, fundraising monies, market fundraisers and communicate with  Arbella members.

 

Task/Due Date

-Lauren-  Create a member area on website  Due By 11/18-

-Lauren Create a link for online members    Due by: ASAP

-Lauren- add a link for fundraising on website Due by: 11/5

-Lauren-Change website password login/ email board members new passed word  Due by 11/5  

              

b. Social Media Update-

 

i. Discussed using Instagram, Twitter and FB to  promote Arbella show 2018 Silence. One source to communicate info to members  on closed FB group. 

 

Task/Due Date:

Joel-  Update FB member group list       Due By:11/18 (DONE)  

Sue-  Will let cast members know about fundraisers, important info on FB (DONE)

 

c. Arbella participation  in Beverly Holiday Parade on Sunday November 26th

 

i. Discussions as to benefits of participating with or without payment in parade are exposure, marketing vs. concerns unknown who can participate and no reimbursement. Joel, Lauren, Sue, Medley agreed if have 8 cast members who can commit to participating will Partake in the parade.

 

Task/Due date:

Lauren- speak to Beverly Parade Board to get an answer as to whether or not Arbella will be paid or not for participating in the parade Due by 10/31

Sue-  get emails for current cast members  Due by:10/29 DONE

Joel- get commitment for members for parade  Due by: 10/29

 

         

d. Beverly/Danvers/Marblehead Rotary update.

-Discussed Lauren and any other board member speaking at local rotary to seek support/sponsorship.

 

Tasks/Due date

-Lauren-For Rotary in Beverly Lauren will request to be a guest speaker Due by: ASAP.

 

 

IV. TREASURER REPORT-  Sue and Joel

a.      Updated financials 2016/Money Owed 2016

i. Discussed outstanding balances for 2016 include Chocolate Fundraiser-owed $700 and Essex Tech practice facility owed $6,400.  Total 2016 outstanding balance owed $7,100.. Discussed Need to identify payment plan to pay off debt to both vendors.

–   2016 fees for  WGI and Hasting house (?) paid in full

-Taxes for 2016 filing needs to be completed and Lauren is working with tax accountant to file. Possible no fee for accountant filing taxes.

-Members owing dues in the amount of $500 from 2016 season will not be able to participate in 2017 until dues are paid or a payment schedule is arranged with Sue.

 

Tasks/DueDate

-Lauren– Confirm meeting Appt with tax accountant/identify filing date/file Due by;    ASAP

-Lauren -Complete 2016 Choc. fundraiser report and prac, facility report     Due  by; 11/18

-Lauren– Complete 2016 financial reports P&L and I&E   Due by; 11/18

-Sue –  identify payment plan to pay off debt owed to Essex and Choc Co. Due by; 12/31

Lauren-complete outstanding practice site costs 2016; 2017 Due by: 11/18

 

 

b. 2017 year to date financials

 

i. Donations/Sponsorships/fundraising

-Discussed 2017 donations todate: Cardinals $1,000; Igive for one quarter $70.80, Cate’s dad via FB $60 but after fees $56.55. Jewelry and Cds donated by Lisa Arsenault to use to fundraise.

-Continue to reach out for sponsorships

 

Tasks/Due date:

-Kim–  take cast pics. for  Thank you card to Cardinal, Lisa and Cate’s dad Due by: 11/19

-Sue– write letters to potential sponsors   Due by: ASAP

 

ii.Banking/Membership Dues

-For transparency and to protect members personal information Arbella needs separate bank account; Sue needs access to bank account as Treasurer going forward.

-Cost for 2017season is $750/per member. Each member signs contract and given payment schedule. Joel spoke to members about if Arbella providing fundraising opportunities to raise money for dues. Sue will collect dues and follow up with members/parents on dues owed.

 

Tasks/Due date

-Lauren– meet with the Banker; create separate account  Due by: ASAP

Lauren-obtain signature card for Sue/change bank info  Due by: 11/5

 

iii  Projected 2017 Costs as follows to date;

 

-Discussed Pros/cons of purchasing new floor $1200 vs appliques $77.60/per square x 4; new floor less heavy. Decision made all parties in agreement to use appliques with current floor and   to secure St. Johns to apply them

-Cost for props 4 benches, lamp post need Mike and dad are building/donating benches-savings $500-comp. Mike $250 for dues.

-Cost for computer software $75/months discussion of pros/cons of this software to QuickBooks as low/no monthly fee. Outcome ??

-Joel able to secure discount for vendors from 4lmprint, discount if order uniforms by 11/19 uniforms.

iv.  2017 Itemized Projected cost to date

 

Practice Facilities:

·        Hasting House/ Spin Camps  Total Cost= $480.

For 4-3 hour spins camps at $30/hr.   Due by:

 

·        St. John’s Prep Total cost $1237.50

             For 4 Practice dates between 12/9- 12/17.Cost  $75.00/hr x 16hrs.  Due by- 12/9 (does this

include 12/9 hours for floor??)

Show:

·        -Uniforms (13) Total Cost=$2,000

$150 per uniform plus $50 for 2 men uniforms; shipping $30.00l $2000 for 13/$2166 for 14.

Due by:      Half of balance$1,000

 

·        Floor-  Total Cost  =$685.40.  approx. $310.40 for 4 square appliques/plus facility use St.  John’s  to apply at $75 hr/ 5 hrs= $375(** tentative date 12/9 to do appliques) .

Due by:    

   

·       -Flags–  Total cost= $1000. 2 sets of 14 Flags Due By:

·        WGI 2017 Fee- Total cost = $325. One time fee. Due By: ASAP

Staff Salary:  

·        TBD

 

Misc. Costs

·        Computer software–  Total cost $75/month  Due by:

 

Task/Due by

Joel-Confirm date with St. John’s to do floor.  Due by: DONE

Sue-Confirm what is any balance is owed to Hastings House for 2017 Due by: 12/31

Joel-Confirm if current cost owed  to St. John’s includes time needed to do floor and if not what is additional cost.   Due by:ASAP

Lauren/Sue-Confirm if move forward with Quickbooks Due by: 11/19

 

 

B, Fundraising Update:

 

i.                 In place to date:

 

-Yankee candle

will yield 40% profit and can order on line. There is app. for phone and can add link to website, Orders need to be done online by 11/17. Sue has packets today and will distribute at end of practice today. 

Raffle

is major fund raiser. Each member will be required to sell $10 tickets or pay $100. Need to ask local vendors for donations, gift cards etc. Provide letter to give to vendors on 11/19 practice.

Friends and Family Night

Request donations at doors. Tentatively schedule for 1/26 at St. John’s.

 

 

Tasks/Due by:

Sue to distribute Yankee Candle packets to members Due by 10/29 (DONE)

Joel to provide vendor letter to solicit donations to cast members Due by: 11/19

Joel to confirm date for Friend’s and Family  Due by: ?

Joel Follow up  on local Danvers /Salem council  Due by: 11/18

V. VICE PRESIDENT REPORT-Joel

 

i Staffing/cast members update

-Joel has staffing identified for season; need staff for movement. Recruiting at least 2 more members for show; have commitment for ??. 

 

ii Shirt orders/Warm up suits

Warm up suits will be ordered and cost will be paid by cast member needing a warm up suit.Last year practice shirts were provided without cost to member.  Discussed that Shirts for 2017 will be a cost of  $12 to members wanting one. **Mike is owed a shirt for 2016 season

 

MOTION:

Joel- Made Motion to Approve new 2017 members incur cost of $12 for t-shirt

Lauren–  Second MOTION to Approve.

 

Tasks/Due by

Kim-Update current number of staff committed to 2017 season.  Due by: 11/19

Lauren-Order  12 razor back shirts Due by:11/18

 

 

VI.  ADDITIONS TO THE AGENDA

 

Motion-Sue made a motion  for board members to communicate via emails in between board meetings to  communicate through emails as needed  in order to complete tasks on time.

Motion Second -Joel

VIII. New Buisness

 

IX. ADJOURNMENT 11:30 a.m

 

X. NEXT MEETING 11/19 at 9:30 a.m. at Hasting House.

Kimberly McCoy, LICSW

DCF Supervisor

 

Malden DCF

22 Pleasant Street

MAlden, MA 02148

(781) 388-7119

kimberly.mccoy@ state. ma.usArbella Independent Minutes

October 29, 2017

9:30

Hastings House, Beverly Farms

 

 

PRESENT:  President, Lauren Poussard, Vice President Joel Dube, Treasurer Sue Prideaux, Secretary  Kim McCoy, Linda O’Connor  Member at Large and Chief Motivator, Medley Long Member at Large 

 

REGRETS: None  All Present

ABSENT:  None All Present

I. CALL TO ORDER/OPENING REMARKS

9:30 a.m. President Lauren Poussard Call to Order

 

 

II Motion to approve minutes of September 24, 2017 as circulated

   Motion By: Joel Dube

   Seconded By:  Sue Prideaux

   Carried 

 

 

III PRESIDENT REPORT-Lauren

 

a. Website Update:

 

i. Discussed Issue with Website loading on cell phone. Joel and Medley reported when using cell phone blog post on website the page does not load completely; can access full website on computer.

 

Task/Due Date

Lauren- Check on mobile site access for blog Due 11/18

ii   Discussed Contact form on website is unprotected, may discourage potential members from registering  and raises security concerns.   Lauren presented securing SLL for 2018 for cost of $69.99/year which will protect the website.

 

Motions Made on Purchase of SSl

        Motion – Linda made motion to purchase SSL for  2017 for $ 69.99 valid for 1 year from 

        date  of purchase.

        Second Motion : Joel second the motion.

        Motion: Lauren made motion to add SLL as a standing cost to the yearly budget.

       Motion Amended to add cost of SLL to yearly budget moving forward accepted by Linda. 

 

Task/Due date:

 

-Lauren -Purchase SSL certificate $69.99   Due By: 11/18

            –

iii Discussed need to streamline Website for efficiency to collect dues, fundraising monies, market fundraisers and communicate with  Arbella members.

 

Task/Due Date

-Lauren-  Create a member area on website  Due By 11/18-

-Lauren Create a link for online members    Due by: ASAP

-Lauren- add a link for fundraising on website Due by: 11/5

-Lauren-Change website password login/ email board members new passed word  Due by 11/5  

              

b. Social Media Update-

 

i. Discussed using Instagram, Twitter and FB to  promote Arbella show 2018 Silence. One source to communicate info to members  on closed FB group. 

 

Task/Due Date:

Joel-  Update FB member group list       Due By:11/18 (DONE)  

Sue-  Will let cast members know about fundraisers, important info on FB (DONE)

 

c. Arbella participation  in Beverly Holiday Parade on Sunday November 26th

 

i. Discussions as to benefits of participating with or without payment in parade are exposure, marketing vs. concerns unknown who can participate and no reimbursement. Joel, Lauren, Sue, Medley agreed if have 8 cast members who can commit to participating will Partake in the parade.

 

Task/Due date:

Lauren- speak to Beverly Parade Board to get an answer as to whether or not Arbella will be paid or not for participating in the parade Due by 10/31

Sue-  get emails for current cast members  Due by:10/29 DONE

Joel- get commitment for members for parade  Due by: 10/29

 

         

d. Beverly/Danvers/Marblehead Rotary update.

-Discussed Lauren and any other board member speaking at local rotary to seek support/sponsorship.

 

Tasks/Due date

-Lauren-For Rotary in Beverly Lauren will request to be a guest speaker Due by: ASAP.

 

 

IV. TREASURER REPORT-  Sue and Joel

a.      Updated financials 2016/Money Owed 2016

i. Discussed outstanding balances for 2016 include Chocolate Fundraiser-owed $700 and Essex Tech practice facility owed $6,400.  Total 2016 outstanding balance owed $7,100.. Discussed Need to identify payment plan to pay off debt to both vendors.

–   2016 fees for  WGI and Hasting house (?) paid in full

-Taxes for 2016 filing needs to be completed and Lauren is working with tax accountant to file. Possible no fee for accountant filing taxes.

-Members owing dues in the amount of $500 from 2016 season will not be able to participate in 2017 until dues are paid or a payment schedule is arranged with Sue.

 

Tasks/DueDate

-Lauren– Confirm meeting Appt with tax accountant/identify filing date/file Due by;    ASAP

-Lauren -Complete 2016 Choc. fundraiser report and prac, facility report     Due  by; 11/18

-Lauren– Complete 2016 financial reports P&L and I&E   Due by; 11/18

-Sue –  identify payment plan to pay off debt owed to Essex and Choc Co. Due by; 12/31

Lauren-complete outstanding practice site costs 2016; 2017 Due by: 11/18

 

 

b. 2017 year to date financials

 

i. Donations/Sponsorships/fundraising

-Discussed 2017 donations todate: Cardinals $1,000; Igive for one quarter $70.80, Cate’s dad via FB $60 but after fees $56.55. Jewelry and Cds donated by Lisa Arsenault to use to fundraise.

-Continue to reach out for sponsorships

 

Tasks/Due date:

-Kim–  take cast pics. for  Thank you card to Cardinal, Lisa and Cate’s dad Due by: 11/19

-Sue– write letters to potential sponsors   Due by: ASAP

 

ii.Banking/Membership Dues

-For transparency and to protect members personal information Arbella needs separate bank account; Sue needs access to bank account as Treasurer going forward.

-Cost for 2017season is $750/per member. Each member signs contract and given payment schedule. Joel spoke to members about if Arbella providing fundraising opportunities to raise money for dues. Sue will collect dues and follow up with members/parents on dues owed.

 

Tasks/Due date

-Lauren– meet with the Banker; create separate account  Due by: ASAP

Lauren-obtain signature card for Sue/change bank info  Due by: 11/5

 

iii  Projected 2017 Costs as follows to date;

 

-Discussed Pros/cons of purchasing new floor $1200 vs appliques $77.60/per square x 4; new floor less heavy. Decision made all parties in agreement to use appliques with current floor and   to secure St. Johns to apply them

-Cost for props 4 benches, lamp post need Mike and dad are building/donating benches-savings $500-comp. Mike $250 for dues.

-Cost for computer software $75/months discussion of pros/cons of this software to QuickBooks as low/no monthly fee. Outcome ??

-Joel able to secure discount for vendors from 4lmprint, discount if order uniforms by 11/19 uniforms.

iv.  2017 Itemized Projected cost to date

 

Practice Facilities:

·        Hasting House/ Spin Camps  Total Cost= $480.

For 4-3 hour spins camps at $30/hr.   Due by:

 

·        St. John’s Prep Total cost $1237.50

             For 4 Practice dates between 12/9- 12/17.Cost  $75.00/hr x 16hrs.  Due by- 12/9 (does this

include 12/9 hours for floor??)

Show:

·        -Uniforms (13) Total Cost=$2,000

$150 per uniform plus $50 for 2 men uniforms; shipping $30.00l $2000 for 13/$2166 for 14.

Due by:      Half of balance$1,000

 

·        Floor-  Total Cost  =$685.40.  approx. $310.40 for 4 square appliques/plus facility use St.  John’s  to apply at $75 hr/ 5 hrs= $375(** tentative date 12/9 to do appliques) .

Due by:    

   

·       -Flags–  Total cost= $1000. 2 sets of 14 Flags Due By:

·        WGI 2017 Fee- Total cost = $325. One time fee. Due By: ASAP

Staff Salary:  

·        TBD

 

Misc. Costs

·        Computer software–  Total cost $75/month  Due by:

 

Task/Due by

Joel-Confirm date with St. John’s to do floor.  Due by: DONE

Sue-Confirm what is any balance is owed to Hastings House for 2017 Due by: 12/31

Joel-Confirm if current cost owed  to St. John’s includes time needed to do floor and if not what is additional cost.   Due by:ASAP

Lauren/Sue-Confirm if move forward with Quickbooks Due by: 11/19

 

 

B, Fundraising Update:

 

i.                 In place to date:

 

-Yankee candle

will yield 40% profit and can order on line. There is app. for phone and can add link to website, Orders need to be done online by 11/17. Sue has packets today and will distribute at end of practice today. 

Raffle

is major fund raiser. Each member will be required to sell $10 tickets or pay $100. Need to ask local vendors for donations, gift cards etc. Provide letter to give to vendors on 11/19 practice.

Friends and Family Night

Request donations at doors. Tentatively schedule for 1/26 at St. John’s.

 

 

Tasks/Due by:

Sue to distribute Yankee Candle packets to members Due by 10/29 (DONE)

Joel to provide vendor letter to solicit donations to cast members Due by: 11/19

Joel to confirm date for Friend’s and Family  Due by: ?

Joel Follow up  on local Danvers /Salem council  Due by: 11/18

V. VICE PRESIDENT REPORT-Joel

 

i Staffing/cast members update

-Joel has staffing identified for season; need staff for movement. Recruiting at least 2 more members for show; have commitment for ??. 

 

ii Shirt orders/Warm up suits

Warm up suits will be ordered and cost will be paid by cast member needing a warm up suit.Last year practice shirts were provided without cost to member.  Discussed that Shirts for 2017 will be a cost of  $12 to members wanting one. **Mike is owed a shirt for 2016 season

 

MOTION:

Joel- Made Motion to Approve new 2017 members incur cost of $12 for t-shirt

Lauren–  Second MOTION to Approve.

 

Tasks/Due by

Kim-Update current number of staff committed to 2017 season.  Due by: 11/19

Lauren-Order  12 razor back shirts Due by:11/18

 

 

VI.  ADDITIONS TO THE AGENDA

 

Motion-Sue made a motion  for board members to communicate via emails in between board meetings to  communicate through emails as needed  in order to complete tasks on time.

Motion Second -Joel

VIII. New Buisness

 

IX. ADJOURNMENT 11:30 a.m

 

X. NEXT MEETING 11/19 at 9:30 a.m. at Hasting House.

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