GRAPEVIEW COMMUNITY ASSOCIATION BOARD

MEETING MINUTES

November 11, 2009

President Linda Fish called the meeting to order at the Horton Community Center at 10:30 AM.  Linda thanked Meg for providing snacks and coffee. 

SECRETARY:

In the absence of the secretary, Sunny Cotey agreed to record the minutes.  Linda Fish asked if there were any corrections to the minutes of the October 7^th meeting, which had previously been distributed.  One correction was noted -- not 120 but 170 individuals will be accommodated on each night of the Crab Feed.  It was moved by Meg Graddon to approve the minutes as corrected; Mernie Cain seconded.  The motion passed.

TREASURER’S REPORT:

Stephanie Paulson reported balances as of November 10, 2009:
Checking:                $  4,423.12
Savings:                      12,392.38
Capital Reserve:        20,000.00
Total:                        $36,815.50

Stephanie explained the amount shown as Capital Reserve was an amount she simply picked “out of the air” and can be revised based on guidance from the Board.  Stephanie moved that a second saving account be established for the Capital Reserve Fund; Teresa Stone seconded it.  It passed unanimously.  It was decided to wait until the new officers are installed in January to establish the new account to simplify establishing signers on the account. 

In addition to the Balance Sheet, Stephanie distributed a Proposed Budget for 2010 for discussion.  It’s in a new format having a separation between “Ordinary Income/Expense” and “Other Income/Expense”.  The “Ordinary” report shows all items of income and expenditure.  The “Other” report shows a subset of those items and includes only those items that pertain to the Association’s financial support of the Grapeview community at large.  The budget will come up for final approval at the December meeting.

Teresa Stone moved the Treasurer’s Report be accepted; seconded by Cliff Cotey.  The motion passed.

PURCHASE OF TABLES:

Linda Fish reported she had taken an inventory of tables and found:  the Association owns 12 tables; the Fire Department owns 10 and the Association has 19 old, heavy tables in storage.  Kim Cimmery said we need one more table for the Crab Feed.  Paula Cimmery suggested a couple of smaller tables would be good to have.  Cliff Cotey moved we buy 4 large tables and 2 small ones; Teresa Stone seconded.  The motion passed unanimously with applause.

FUND RAISING:

Water Festival Steering Committee:  Kim Cimmery wrote an article for the Newsletter and a meeting was held regarding the dilemma surrounding the Silent Auction; so far there has been little progress toward a solution.  All are asked to contact others who might have some experience &/or suggestions that might be helpful.  Sunny Cotey will contact the Grapeview School Parents Club; Linda Hallberg will contact the Children’s Orthopedic Guild.  Kim Cimmery will schedule another Steering Committee meeting sometime after Friday’s Association meeting when all will be invited to get involved.

Crab Feed:  Kim Cimmery has the tickets and volunteers all set to sell them Friday at the Chili Feed.  Reservations can be taken and are especially suggested for large groups.

NEW BUSINESS: (out of order because Louise needs to leave.)

Cleaning of the Hall:  It was generally agreed that we want the Fire Hall to be cleaner for our various events and the best way to make that happen is to hire someone.  Paula Cimmery moved we hire someone to come in and clean for 2 hours before each of our scheduled events at a cost of up to $25 per hour.  Seconded by Teresa Stone.  The motion passed.   Teresa will make the necessary arrangements.

Louise Okonek commented the roof of the Community Center should be hot mopped because it hasn’t been done for four years.

SOCIAL EVENTS:

Meg Graddon reported all is arranged for the Chili Feed.  Martha Robbins has agreed to oversee Snacks with Santa; Sunny Cotey will chair the New Year’s Eve Party.

MEMBERSHIP:

Paula Cimmery reported new members are Leonard & Joyce Eckroth and Millicent E. Poole.  As of 11/11/09, we have 365 members:  151 family, and 41 single memberships; 13 memberships are unpaid.   Membership renewal notices are to go out in December.

PARK:  No report.

DISTRIBUTION OF FUNDS:

Teresa Stone distributed a brief report -- the Board Survey Summary.  It shows four Project Categories and, in a column marked “Even” Numbers, a recommended percentage distribution:  Youth projects - 45%; Community at large projects - 15%; Senior citizen projects - 15%; Large Projects/Dream Fund Capital Reserve Fund- 25%.   (Discussion resulted in revising the category labeled Large Projects/Dream Fund to Capital Reserve Fund.)  Teresa Stone moved the Board accept the categories and the distribution of funds as shown under “Even” Numbers.  Lynn Lenhart seconded.  The motion passed with 2 nays. 

Teresa suggested the Board consider giving $2,000 to the Faith in Action Building Fund.  No action was taken. 

Stephanie Paulson moved we deposit our net remaining funds accumulated from previous years as of 12/31/09 in the Capitol Reserve Fund less the $15,000 to be kept in the Operating Funds.   Seconded by Teresa Stone.  The motion passed.  

A desire was expressed to consider disbursing, perhaps not all, but at least some more of the funds raised in 2009.  Stephanie Paulson agreed to chair a committee to put together a list of possible recipients for funding before the end of this year; the list is to be presented to the Board for consideration and final approval at the December meeting.  Sunny Cotey and Linda Fish volunteered work with Stephanie on the effort. 

NEW BUSINESS:

Yoga Class:  It was moved by Linda Fish that the Association agree to sponsor a weekly Yoga Class to be held at the Community Center.  Seconded by Cliff Cotey. The motion passed. 

Scholarships:  Teresa Stone reported that one of the scholarships that were awarded has not yet been paid out because the recipient has elected to receive it at the start of her second term and so it will be awarded later in the coming months.  Cliff Cotey moved we annually allocate $3000 for scholarships with a limit of $2000 to go to any single student.  Seconded by Stephanie Paulson.  The motion passed.

Schedule for next year:  Linda Fish reported she is preparing to reserve dates for 2010 on the Fire Department’s Community Center calendar.  She asked, “Do we want to continue having Board meetings monthly?”  The consensus was to keep having them monthly but to have those during odd numbered months be designated “study” meetings where no reports (such as Treasurer’s or Membership, etc.) are expected.  There will be no January Board meeting.

NEXT MEETING:  Wednesday, December 9; 2009 at 10:30 a.m.; new Board members will be invited to attend. 

The meeting was adjourned at 12:37 p.m.

Submitted by Sunny Cotey
for Pam Berger, Secretary

Web space provided by Hood Canal Telephone Company, www.hctc.com