CALL TO ORDER: Darlene Hendrickson called the meeting to order at 4:00 p.m. at Quarterdeck Resort.
Board Members present were: Darlene Hendrickson, Mary Barthel, Donna Benson, Jill Evans, Dr. Randy Cousins, Dave Anderson, Lee Seipp, Nancy Cross, Judy Sorenson and Executive Director Jody Allen Crowe.
Board Members excused were: Lisa Walters
Others in attendance were: Lilah Crowe, Gina Hill, Josephine Crowe, Gina and Katy Nelson, Naomi Anderson, Larry Sorenson, Tom Barthel
CONSENT AGENDA:
Agenda: Randy moved and Donna seconded to approve the agenda with the addition of Website update and Leave of Absence and appointment of new officers. Motion passed
Secretary’s Report: Mary moved to approve the minutes from 12/14, seconded by Judy, motion carried.
Treasurer’s Report: Randy moved to approve the Treasurer’s Report seconded by Lee , motion carried. Lee, Darlene and Donna will contact the area Lion’s clubs for follow-up.
Report on Blandin response: Indicated they will be the last dollars into the project. This was not a negative response. Still looking for the three factors, sustainability, economic impact, and community support.
Ice Fishing volunteers: Darlene is looking for help, email will be sent. Mary Barthel, Lee Seipp and son and friends are volunteering.
Wetlands issue: Jody met with Corp of Engineers over jurisdiction of wetlands and should have determination in a week. Crow Wing County Soil and Water has determined the land has incidental wetlands that were created by acts of public entities and therefore is exempt from wetlands ordinances.
Facilities committee
Report : The Stage Design Committee met last Saturday and determined new stage layout. Dave Anderson tendered his resignation as Chairman of the Facilities Committee.
Report attached
Judy moved that Jody input financial data and Donna write and sign the checks, Mary seconded, motion passed.
Judy moved that any money received from donations be used first for current monthly expenses, second to set aside money for future monthly expenses, and third to pay a portion of the contract to the Executive Director. Randy seconded, discussion, motion passed
Judy Sorenson moved to create a Fundraising Committee for Phase 1 and Phase 2. Seconded by Dave. Discussion followed. Motion carried.
Fundraising Committee members are Nancy Cross, Jody Crowe, Lee Seipp, Donna Benson, Katie Nelson. Committee will meet February 7th at 5:30 p.m. at the office.
Report: Report attached. Darlene moved acceptance of the Report, Mary seconded, motion passed.
Mary Barthel moved to approve the appointment of Nancy Cross to the Rhythm of the Rails Board of Directors. Judy second. Motion carried.
Lisa Walters has requested a leave of absence from the Board for three
months. Mary Barthel moved approval of
leave of absence for three months, with absence being re-visited after 3 months
if needed, Randy seconded, motion passed
Randy Cousins moved we accept Ray Gildow as a new board member pending
his acceptance of the position, Mary Barthel seconded, motion passed.
Terms of service: Email will be sent listing terms of board members, please review and reply.
Donna moved to accept the Initiative Foundation HOPs grant. Jill seconded. Motion carried.
Mary moved to amend the budget adding the HOPs grant. Donna seconded. Motion carried.
Website: Tammy has designed some changes, but they haven’t been entered yet. We own Rhythm of the Rails.com.org, and net. Plans to have sign up for updates, email is available through it for board members. Instruction sheet will be sent for email.
Next Meeting Tues February 8th at 6:30 p.m. at the office.
Adjournment: Mary moved to adjourn the meeting. Meeting adjourned
Respectfully Submitted, Jill Evans, Secretary
Rhythm of the Rails
Finance Committee Meeting
January 3, 2005
Members
Present:
Judy
Sorenson
John
Gunstad
Jody
Crowe, Executive Director
The
Finance committee met at the office on January 3rd. Jody gave an update on outstanding bills and
our account balance. Due to the change in the Treasurer position, it is the
recommendation of the Finance Committee that Jody installs accounting software
on his computer and inputs the data for paying bills. The Treasurer will cut and sign the checks.
We requested that Jody provide a financial report for every board meeting.
We
discussed potential sources of funding to get us through the next few months. Jody has submitted a request for $10,000 from
the Jaycees that we will receive in March if they approve it. He has also applied for a $5,000 grant from
the Initiative Foundation, which we could receive in late January. This is unrelated to the $5,000 we could
receive over 2 years for taking part in their HOP (Healthy Organizations
Partnership) program. We also expect to
receive $1,000 or more from the Lions Club.
It
is the recommendation of the Finance Committee that any money we receive be
used first for current month expenses, second to set aside money for future
monthly expenses, and third to pay a portion of the contract to the Executive
Director. For the Initiative Foundation
money used, Jody will need to show by line item what contracting services he
has provided.
We discussed the kick-off of the fundraising project in the spring. It is our recommendation that we have a Fundraising Committee separate from the Finance Committee. This committee would be made up of influential people in the community who could not give a long-term commitment but would be willing to help in this capacity.
The next Finance meeting will be February 7 at 5:30.
Judy
Sorenson,
Finance
Committee Chairman