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HomeMy WebLinkAbout1997 11-04 EBDM Earle Brown Days Meeting Minute November 4, 1997 PRESENT: Graham, Bergeland, Slupske, Ubelhoer, Zastrow, Ditty, Cohen, Dorff, Roen, Kuefler, Youngberg, Campbell and LaCrosse. The meeting was called to order at 7:35 a.m. by Dorff. APPROVAL OF MINUTES: The minutes of October 7, 1997 were approved. The committee decided we would approve each part of the working guide separately. There was a motion by Kuefler, seconded by Ditty to approve the internal and external mission statements. Motion carried. There was a motion by Cohen, seconded by Bergeland to approve the objectives of the working guide. Motion carried.  There was a motion by Graham, seconded by Youngberg to approve the Who do we consider our  primary celebration audience? Motion carried. There was a motion by Roen, seconded by Ditty to approve the financial support portion of the working guide. Motion carried. During discussion of the criteria used to evaluate a request for a new event, Kuefler asked if February 1 would give us enough time. He said it does not address committee approval. Bergeland said we could add board approval to Criteria #1. LaCrosse said the February 1 deadline is for the City Newsletter, but we would have a little more time before the tabloid deadline. She suggested we leave the deadline date at February 1 for this coming year and see how it goes. It can always be revised. Slupske asked if a really great event came in later than the deadline dates, could they be part of the festival. LaCrosse said it  would not be advantageous to have an event if there isnt time to promote it. Bergeland agreed. There  was a motion by Ditty, seconded by Zastrow to approve the criteria with an addition which states, All  events are subject to budget approval at March meeting. Motion carried. LaCrosse will revise the working guide and send out to members. FINANCIAL REPORT: Zastrow reported a balance of $1,603.73 in checking, $7,500 in a CD, and $2,000 in another CD. Total is $11,103.73. There was a motion by Cohen, seconded by Youngberg to accept the financial report. Motion carried. DISCUSSION OF PROJECT PROPOSAL FORM : There was a motion by Cohen, seconded by Youngberg to grandfather in current events. Slupske said he disagrees. He said this is done quite often in organizations and is a major criticism of favoritism. For example, the good old boys. Kuefler said  generally speaking grandfathering in is considered acceptable. Its been going okay. Ubelhoer said he is 1 opposed because the person doing the event knows it well. For the continuation of events, an outline would be nice as people move on. Graham asked if current events are accepted. In other words, they do not have to go through the same format as new events. Ubelhoer said yes. Documentation is for continuation of events. Campbell said there are really two issues. The grandfathering in of current events and documentation for clarification. There was a motion by Cohen, seconded by Campbell to adopt grandfathering in of current events without a written project proposal form but these events are still subject to go through the budget process. Board members in favor of this motion are Graham, Bergeland, Zastrow, Ditty, Cohen, Dorff, Roen, Kuefler, Youngberg and Campbell. Board members against this motion are Slupske and Ubelhoer. Motion carried. ADOPT POLICY REGULATIONS REGARDING NEW EVENTS: LaCrosse asked for a clarification on what procedures she should follow when someone calls and wants to add an event. Kuefler and LaCrosse will meet to come up with procedures. ADOPT OFFICIAL DATES FOR 1998: There was a motion by Cohen, seconded by Bergeland to approve the 1998 dates as June 25-28 with no events to start earlier than June 21. Motion carried. ADOPT ANNUAL BOARD MEETING DATE: Dorff said he would like to propose that board member terms expire September 30 of each year instead of December. This would tie in with the end of one year and the beginning of another. He would also like to propose we schedule our annual board meeting in September of each year. This year our annual board meeting is in November. RE-ELECT BOARD MEMBERS: Dorff said we have five members whose terms expire at the end of this year. He would like to have the board approve the renewal of their terms. They are Henry Dorff, Pat Holcomb, Tony Kuefler, Tom Slupske and Joelien Zastrow. He said he would like to have Pat  Holcombs term renewed pending her approval. Tom Slupske said he wishes to withdraw his name. There was a motion by Ditty, seconded by Bergeland to re-elect Henry Dorff, Pat Holcomb, Tony Kuefler and Joelien Zastrow for a three year term to expire September 30, 2000. Motion carried. NEW BOARD MEMBERS: Dorff said he has talked to four people who would be interested in becoming board members. They are Sue LaCrosse, Karen Youngberg, Colleen LaFond and Kent Campbell. There was a motion by Cohen, seconded by Kuefler to elect these board members as follows: Sue LaCrosse and Karen Youngberg to a one year term to expire September 30, 1998 and Colleen LaFond and Kent Campbell to a two year term to expire September 30, 1999. Motion carried. ELECT OFFICERS: There was a motion by Ditty, seconded by Roen to elect for the 1998 festival, Chairman, Henry Dorff; Vice-Chairman, Phil Cohen; Secretary, Sue LaCrosse; Treasurer, Joelien Zastrow. Motion carried. FINANCE COMMITTEE: Dorff suggested we adopt a formal finance committee. The current committee is made up of Cohen and Dorff but is not formal. There was a motion by Ditty, seconded by Roen to adopt a formal finance committee made up of Phil Cohen, Henry Dorff and Joelien Zastrow. Motion carried. PARADE UPDATE: Ditty said he has looked at documents making parade suggestions and he thinks  the chairman should decide how the committee is set up. He said many units, like the scouts, cant afford to pay and if we charge for units, we would lose them. He added we cannot afford the big units, 2  like some of the Shriners groups. Ditty said the financial support from the Lions Club is still up in the  air. It will depend on what happens with the pull tabs at Earle Brown Bowl. Cohen said the Lions Club has run a successful parade. Campbell said maybe you could charge for profit groups and not charge for non-profits. LaCrosse said we would hate to charge Brooklyn Center businesses when we are trying to  get their support. Cohen made a motion, seconded by Youngberg to have the Lions Club conduct the parade as in previous years and keep the committee apprised of financial issues. Motion carried. OLD BUSINESS: Dorff raised the issue of board member insurance. LaCrosse said we had a representative from our insurance company come to one of our meetings a couple of years ago and they said board members are covered by their individual insurance companies. The representative also said you can get a little supplemental insurance for very little cost. Youngberg said they had a situation in  their family that addressed this issue and their home owners insurance covered it. Cohen suggested everyone on the board check with their individual insurance companies. PAYMENT OF BILLS: (Name to be filled in later) $200.00 Float storage - November - April Jackie Graham 67.57 Group sitting fee, Halloween Party. There was a motion by Youngberg, seconded by Roen to approve payment of these bills. Motion carried. NEXT MEETING: Tuesday, January 20, 7:30 a.m., Conference room B, City Hall. ADJOURN: The meeting was adjourned at 8:50 a.m.. Respectfully Submitted, Sue LaCrosse City Liaison 3