to print, press your "control" and "P" keys Sheshequin-Ulster Community Center DRAFT Meeting Minutes February 11, 2003 Attending: Laura Blain, Cathy Cook, RoseMarie Grzincic, Edward Knapp, Donald L.Roach Jr., Pastor Rick Stackhouse, Gene Weisbrod, Shari Whipple; board members absent: Rorry Colon, Cathy Cook; volunteers present: Jeff Harford The meeting was opened at 7:30pm by Laura. Minutes: A Roach/Stackhouse motion was passed to approve the minutes of January 14, 2003 as presented. Treasurer's report: Gene presented the report for January. Prior balance reported, (December) was $6,447.39, income = $884.12, bills paid = $846.47, including the loan payment of 506.64, end of January balance = $6,485.04. The outstanding loan balance is $ 3,458.01, leaving a net available fund balance of $3,0273.03. Gene noted that the loan balance figure is corrected from previous months, where he had been reporting on a one month lag. He also explained the expenses for this month did not include some expected utility bills, including higher than average heating costs. A Knapp/Grzincic motion was passed to accept the treasurer's report as presented. Previous/Unfinished Business: Madeline's plaque: was dedicated on January 24 with a good turnout and good press coverage in the Daily Review. Thanks to RoseMarie for organizing this and speaking. Monday Night Basketball: Laura heard from some participants that currently, this activity is ongoing. Saturday Night Dances: There were problems at the February 1st dance, beginning with inadequate chaperone coverage, and including a fight between two boys. To remedy these and future problems, chaperoning will be increased AND CONFIRMED prior to a dance, candy will NOT be sold (taking chaperone attention away from the kids!), upstairs will be cordoned off, for DJ use only, (or perhaps a "bullpen" if needed), and kids will not be expelled without notifying a parent FIRST. Don will draft a set of rules combining the existing skate rules with these additions. Building maintenance: Laura checked with Andy, he has not plowed the lot, and suggested that it might be Franklin Walker's son, Buddy. Don and Doug think they have located the roof leak, will repair after the snow melts off. Reminder, air filters need changing every two weeks, they will check them this evening. The trailer in the lot belongs to Tom Daugherty, whose truck broke down. Don and Doug will move the trailer off the lot this week, and we will have to wait longer for the arcade machines to be removed. Soda Machine Key: is still missing. By-Laws Revision & Re-organization (Annual) meeting: Discussion and some revisions were done this evening, Laura will distribute updates by email. Rick sent a note to a lawyer friend, is still awaiting response. Don will also solicit advice from Pat Geyer, a paralegal in Sheshequin. It was agreed by consensus that we need legal advice, and if we cannot find pro-bono help, we will pay for it. Don was authorized to contract with Pat if she requires payment, and if Rick does not get a reply within a week. Laura will revise the draft letter prepared by Shari to include a brief explanation about the reasoning for updating the bylaws. Shari gathered addresses for her contact list of non-profits. A news release might be sent at the same time as the letter, to further insure all groups are reached. The annual meeting will be held April 22, allowing time for two more interim board meetings. Press Coverage: No newsworthy events are currently planned. The scouts and church groups were encouraged to submit press releases publicizing any activities they are using the rec center for. It was also pointed out that the Evening Times should be included in any PR outreach. Stage Curtains: no further action, still need to be hung. New Business: Ice Rink: A suggestion came from Ulster supervisor Mr. Chandler that we consider installing an ice rink. This was reportedly tried years ago, but failed for a number of reasons. We will watch to see what kind of participation the new Smithfield rink gets, and will need to check into insurance and other cost considerations before making a decision. Candy: There was a miscommunication about ordering candy, and we now have enough from two sources that will probably cover us for the rest of the skating season. Missed Skate Party: A Knapp/Whipple motion was passed to offer a free skate party to Tracy Seely, to compensate her for a party booked for January 18th, but overlooked on our calendar. Stereo Equipment: As Chris Davis, owner of Kustom Sound DJ Service, is upgrading his own sound equipment, he has older equipment available to loan to the rec center. Laura will contact him to discuss this further. Website: Laura tested posting rec center minutes to a temporary site, and is willing to maintain a site for the center if we get a separate domain not connected to her job. One of the advantages of a website is making information easily available to all community residents to reduce the rumors and misconceptions about how the organization is run. The server Laura contracts with has ad-supported hosting space, with a domain registration fee of $15 per year. A Weisbrod/Roach motion was passed to authorize the expense for registration of www.sheshequinulsterreccenter.org as the domain name for Sheshequin- Ulster Community Center. Next Meeting: Will be TUESDAY, March 11, 2003, at 7:30 pm. A Knapp/Roach motion was passed to adjourn the meeting at 8:50 pm.