September 20, 2007 Meeting Minutes

September 20, 2007 Meeting Minutes

Greater Gladstone Civic Association (GGCA) Meeting Minutes

Date: Thursday, September 20, 7:00 PM • Location: 20th Century Club

Attendance: 11

MEETING NOTES

Welcome and Introduction by the President (Hanne Weedon)

Review of Meeting’s Agenda by the President (Hanne Weedon)

Minutes of June 21, 2007 meeting we reviewed and approved

Treasurer’s Update (Kathy Kauffman)

The checking account contains $505.16.  Donations and raffle proceeds in the amount of $230.00 were deposited since the June meeting.  Withdrawals of $56.71 have been made to pay for items related to the July 4th event.

Dues/Membership Update

The membership drive is scheduled to be held beginning October 19 and ending on November 2.

Block captains will be invited to training sessions in mid-October.  Packets will be provided to each block captain including instructions, membership forms, and return envelopes.

It was agreed that magnets for the GGCA should be purchased at an expected cost of $55 plus shipping for 500.  Magnets will be distributed during the membership drive and will include the Association name, founding date, and email address.

Election Update

By unanimous vote the bylaws were amended to permanently move the elections to October.

Also by unanimous vote the bylaws were amended to divide the office of Vice President into two positions: one for membership and fundraising, the other for block captains.

Elections are scheduled for Thursday, October 18.  Nominations will be solicited until October 8.

Events Update

The July 4th event was a success.  A summary of the events of the day were included in the September newsletter.

A Halloween parade is planned for Saturday, October 27 at 1pm.  Sunday, October 28 is being held as a rain date.

Volunteers will be needed to help set up at the island and staff candy distribution sites along the parade route.  Refreshments will be served at the island prior to the start of the parade.  The parade route is currently being developed.

The committee will submit an announcement for inclusion in the October newsletter.

Initial plans are being developed for the traditional December tree lighting and expected budget needs will be presented at the October meeting for discussion.

Beautification Update

A number of volunteers assisted with planting, watering and weeding during the 2007 season.  Neighbors near the train have been expanding the plantings in that area as well.

Communications Update

The October newsletter will be distributed the 2nd week in October.

This newsletter will feature 3 items: Halloween parade, elections, and the membership drive.

Election information will include short biographies for the candidates and an absentee ballot to be used by anyone who cannot attend the October 18 election meeting.

General Business Update

The entire group discussed how to handle requests for reimbursement of expenses that were not approved by the group in advance.  Expenses for beautification including additional plantings (some approved) and weed killer total approximately $225.  Only $75 was approved in advance.

Although the group would like to reimburse for expenses, careful consideration needs to be made based on the projects we agreed to support and the available amount of funds.

At the October meeting, budgets for upcoming projects including the Halloween parade, tree lighting, and future beautification will be presented so that a final decision can be reached.

Following a vote, it was approved that future expenses must be approved in advance and receipts provided to the Treasurer for reimbursement.  Unapproved expenses may not be reimbursed.

OUTSTANDING ITEMS/UNFINISHED BUSINESS

Budgeting for 2008 committee work.

Changing the borders of Gladstone Manor.

ITEMS TO BE ADDED TO FUTURE NEWSLETTERS

OCTOBER 2007:

Halloween parade

Ballot for election of officers

October membership drive

NOVEMBER 2007:

Tree lighting

Election results

Membership drive results

ITEMS TO BE ADDED TO FUTURE MEETING AGENDAS

OCTOBER 2007:

Election of officers

Membership Drive

Committee Budgets

ITEMS ARISING SINCE LAST MEETING

n/a

CHANGES/UPDATES TO PREVIOUS MINUTES

n/a

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