WHCCA Board Meeting Minutes

Wed, July 16, 2014, 7:00 pm

Welcome/Introductions

Attendees:

__Clayton Tredway, __Lawrence McCrone, __Katie Ford, __Julie Freeman, __Gayle Frisch Brown, __Thomas Uphill, __Scott Johnson, __Cathy Falanga

Minutes

• Review/Approval

Katie will resend minutes for everyone to approve by email

Treasurer’s Report – Lawrence

• Membership update about 160 members this year, down from last year

• Financial Statement YTD (see attachment)

Additional costs for year-Landscaping, Clayton contacted company recently to take out tree and plant new.

Save on Annual meeting, not renting facility.

Whispers and Landscaping biggest expenditures. Save on printing and mailing if we switch to email.

Print online, send reminder flyer and/or email

Website - WHCCA /drupal

• Thomas has updated, added photos. Pay extra for database if wanted, site would be faster.

• Need more member emails

• Posting budget and minutes

• Change newsletter format, online only possibility. Write blurbs about upcoming events, one page flyers once or twice a year with cut off for dues, website address.

• Scott and Thomas to be administrators for website. Set up google group for correspondence.

President’s Report – Cathy

• New members- Many people at parade not from neighborhood. Need outside help, not just board members doing everything.

• Board’s interests/goals for 2014? Suggestion: get organized e.g. paper/file collection, binders, create “1 pagers/how tos” for each event/role etc.? Good idea, will address more in future

Continuing Business

• Liability insurance quote (premium $4,623): Cathy- Too expensive, not feasible. Decision not to have fire engine parade. Change ice cream social to Collingwood, and 4^th picnic to Lattawood. Unanimous vote.

• Report on 4^th of July Parade and Picnic: Julie/All

• Need new event lead for next year.

• Still debating actual existence of Shaloch

New Business

• Ice Cream Social Planning: Katie, Cathy – Solicit more volunteers, donations, residents only sign? Cathy to print out WHCCA resident event sign, bring in sandwich boards right before event.

• Whispering Heights Collingwood Residents Event- board. To clarify that events are paid by and hosted for residents

Next Meeting

• Need to set new regular meeting schedule to start in Sept., what days of week work best?

Second Tuesday of month meetings, but 17^th Wednesday for September.

Follow up items for next meeting:

Review bylaws, amend and clean up what we need or don’t do. Go section by section to review. Also shred outdated and old documents.

Annual meeting, hosting at board members house.