4.2. SR 08-18-2003MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
Mayor and City Council
Patrick Klaers, City A~c~ministrator
August 18, 2003 ~/
YMCA update
Item 4.2.
The most recent meeting of the Elk River YMCA Founder's Committee was held on
August 14, 2003, at Lions Park Center. Attached for your review are the August 14, 2003,
meeting agenda and the July 17, 2003, YMCA Committee meeting minutes. Mayor K2inzmg
will provide an update on YMCA activities.
S / Coundl/ Pad Update/ YMC~
NORTHSTAR YMCA
FOUNDER'S COMMITTEE
AGENDA
August 14, 2003 7:00am
LIONS PARK CENTER
Informational Items [] Welcome
[] Opening thought
Sherbume County Fair
[] Approve Minutes and Agenda
Report Items
[21 Committee Updates
· Program Committee
· Communication Committee
· Strategic Planning Task Group
· Finance Committee
Board Chair Report & Discussion Items
[21 Future Direction
[] Events
[] Programs
[] Publicity
UI Communications
[] Finance
Bill Helliwell
Thanks for supporting the
Bill Helliwell
Ken Ebel/Todd Schoffelman
Ed Stoutenburg
Ron Touchette
Nick Haidos
Bill Helliwell/Group
UPCOMING EVENTS MATERIALS INCLUDED
[] Community Board Meetings
August 14, 2003
Committee Meetings
[] Communication - 7:00am - NRG
August 21, 2003
[] Program - 8:00am - Senior Center
August 27, 2003
[] Founders' Campaign
To be determined
~ Special Events
Family Night August 27
UI July Minutes
[] Letter to Robie Wayne
NORTHSTAR YMCA
FOUNDER'S COMMITTEE
MINUTES FOR MEETING OF JULY
17, 2003
MEMBERS ATTENDING: Ken Ebel, Pat Klaers, Rhonda Magnussen, Wendy Simonson, Ed Stoutenburg,
Bill Helliwell, Nick Haidos, Ron Touchette, Keith Rosdahl, Joni Lawrence, New Member from Great River
Energy - Winnie Klick, & Mary Eberley
Meeting was called to order by Chair Helliwell at 7:10 AM. Agenda & Minutes for meeting of June 12,
2003 approved by motion - M. Eberley & 2nd -- P. Klaers. There was no Opening Thought as Tom
McKinney not able to attend.
COMMITTEE REPORTS:
1) Program Committee - Ken Ebel reported that Camp & Bike programs are proceeding well &
attendance is good. Also discussed possible unpaid position for "Volunteer Coordinator" - Ken
offered tentative Job Description. Will seek some guidance & comment from Mpls. Y staff to proceed
with establishing this position.
2) Communications Committee - Ed Stoutenburg reported we are very short on volunteers for the Sherb.
Co. Fair booth. Joni Lawrence has been making calls, but not many volunteers available or willing.
Will contact Kathy & Chad to see if more support can be secured from Mpls. Staff. Also expressed
need for small funding source or budget for promotions and communications.
3) Strategic Planning Task Group - Ron Touchette discussed need to postpone further recruitment until
fall. So far, we have only two commitments for the "Blue Ribbon" group, summer is difficult time to
recruit, and we may need some additional clarification from Robie Wayne or other Y staff as to roles,
plans, etc. More local support is necessary, may have to re-think the list of possible candidates, and
will surely have to expand the list of candidates. Also noted need for possible budget for meeting
expenses.
Facility & Finance Committees have not met.
4)
BOARD CHAIR REPORT & DISCUSSION ITEMS:
1) Family Night - scheduled for 8/27/03 from 6-8PM ~ Lion's Park. Parmering with ER Park & Rec,
YMCA to serve meal. Volunteers needed for this event - excellent venue to promote YMCA & plans
to community.
2) Senior involvement - advocated the addition of coordinator to help include seniors in YMCA support
& involvement.
3) Founders' Campaign - recommends active recruitment of additional members. In general, many more
volunteers needed to be successful at campaign as well as other programs.
4) Finance - Discussed need for "petty cash" fund &/or budgets for various committee activities.
Considerable discussion followed regarding finances, budgets, how funds would be handled or
managed, by whom, etc. The methods of handling funds for committee activities, receipt of solicited
funds, is not clear. Chair Helliwell will write a letter to Mpls. Y for clarification of reporting
structure, separation of funds from other Y facilities, checking accounts, non-profit status, etc.
It was agreed that we must know and understand this prior to soliciting funds from the
community.
Also discussed the need for Budgets & operating funds for committee work. It was determined that at
least a tentative operating budget is required, to provide some structure and direction. Nick Haidos
will make contact with members to get input & will prepare tentative operating budget for
discussion at the next meeting.
After additional diseussion, Rhonda Magnussen made a motion to challenge each committee member
to either solicit or donate $100 each, to help fund planning, committee & other small needs. Mary
Eberley seconded the motion. Each member should come to the next meeting prepared to provide
the $100 donations to our preliminary budget and operating funds. The funds can be deposited at
one of the local banks in an account for non-profits, unless we have more clarification prior to the next
meeting from the Mpls. Y.
5)
Communications & Executive Committee Discussions - More discussion and work is needed to better
determine or organize these activities. Speakers Bureau, Public Relations or Publicity plan is needed,
presentation materials will be needed, and more volunteers are needed in all areas. There seems to be
some slow-down in activities since the Community Development position Chad held is not being
filled, but this should not impair our efforts. Local momentum is key and it will be necessary for us to
re-group and step up our efforts.
6)
Next Meeting: Large group meeting scheduled for August 14, 2003, 7 AM ~ Lions Park Center.
Chair Helliwell has scheduled this site for the remainder of this year. Meeting dates are: August 14,
September 18, October 9, November 13, and December 11. Members should mark their calendars.
Meeting was adjourned at 8:25AM.
Mary Eberley
Acting Recorder