Minutes – Nov 13, 2015

November 13, 2015, Big Sandy Mush Community Center Board Minutes (Attendance sheet attached) Terri Wells presiding; Keith Wells called the meeting to order. Sue Garrett would like to resign as Secretary and asked that someone be appointed. Peggy Baldwin introduced and nominated. Keith calls for a second and Dave Everett seconds the nomination. Peggy is elected. Tammy Brown wishes to resign as Treasurer. Cathy Phillips agreed to be nominated for Treasurer. Cathy has long years experience with bookkeeping. Cathy is nominated and elected. Charles Brown and Keith Wells will stay in their roles as President and Vice President as needed for now. There are four vacant Board positions. Dave Everett submits three nominees for consideration: Christopher Jayne is nominated and elected to the Board. Vanessa Campbell is nominated and elected to the Board. Terri Wells is nominated and elected to the Board. Terri Wells nominated Dave Everett and he is elected to the Board.

Terri Wells will be sure that four Board member have one of the four sets of keys to the building. The county leases the building to BSMCC for $1 a year and provides the keys. Future meetings will be the first Friday of the month at 7:00 p.m. beginning in December. January will be the exception with the meeting on January 8th due to the holiday on the first Friday.

Treasurer Report: Tammy Brown is not present. Terri Wells has a partial report. The account is at $0 but there are some donations to be deposited. There is a petty cash fund of an unknown amount at this time. Officers and others have been paying the bills out of their personal pockets.

Expenses are averaging $130 per month for electric. Propane has been about $500 a year in the past. Total expenses are in the $2,000 range for bare minimum operating expenses for the year. Fundraisers have also helped with the treasury. Rental of the building has been $100: $75 charge for rental and $25 deposit that is refundable if left clean.

Terri Wells proposes the idea of asking 25 families to each donate $100 for the year to provide the basic expenses and be a supporting family. The size of the donation and number of families could exceed the plan. Keith Wells says that some fundraisers have been good moneymakers in the past. Terri Wells suggests that fundraisers can help fund future activities. Vanessa Campbell asks whether a letter would go out to everyone in the community or would a select few be asked. Keith Wells feels there would be quite a bit of interest in being a supporting family. George Phillips suggested possibly outlining different levels of support. Kathy Phillips voices her support for the idea. Christopher Jayne suggests that it will help people to be engaged and commit their time and effort if they are willing to be a supporting family. Terri Wells passes around a possible sample letter for revisions and suggestions. Voice vote taken with unanimous support in favor of the supporting families program.

Steve Duckett is here to represent the Buncombe County Extension Service. Steve and his family are from Sandy Mush. Steve reports that the BSMCC has the state nonprofit designation but not the IRS 501 C3 designation. Steve suggests that we may want to pursue the 501 C3 status. Extension Service has some small grants available to community clubs for things such as building repairs and improvements. Buncombe County also offers community recreation grants for up to $6,000. These must be recreation related activities. Keith Wells said that, in the past, Buncombe County Parks and Recreation helped provide BSMCC with propane heaters. Steve says that the community clubs and centers are seen as the main source of recreation in the rural areas. Angie at Parks and Recreation will help us decide if a grant will fit with their guidelines if we decide to write a grant for their next cycle.

Keith Wells reports that we are low on propane and need to add to the tank. BSMCC has checks to deposit from this evening that will cover this expense.

Peggy Baldwin reports on the November 28th Contra and Square dance (see written report attached). The expenses of the dance are covered by donations. The evening fundraising events will include admission fees, bake sale, beverages, cakewalk and cake sale. Gladys Garrett suggests that there is a larger square dance community that would come on Friday evenings for future dances. Christopher Jayne asked if there is a need for a paid officer at the event and will follow with the Sheriff’s Department to check on the cost. Steve Duckett asked if there is a liability policy for events. Steve is willing to ask the county attorney what may be recommended. Terri Wells noted that the insurance has been $1,000 for the year in the past. BSMCC asked Steve Duckett to check into the insurance.

Terri Wells asks if we want to do a holiday potluck for the broader community and ask for community input for programming. Dave Everett suggests having a larger community wide potluck in January with an input session. Discussion follows and the group decides to have the event on January 23rd (changed via email from January 22 due to the possibility of larger attendance on a Saturday eve).

December Board meeting will be December 4th. January Board meeting will be January 8th.

Keith Wells adjourns the meeting.

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Summary

Summary

The minutes document a board meeting at the Big Sandy Mush Community Center. The meeting discussed various topics, including board member appointments, treasurer report, fundraising ideas, obtaining nonprofit designation, grants, propane supply, upcoming events, liability insurance, and community potluck.

Action Plan

• Appoint Peggy Baldwin as Secretary
• Nominate Cathy Phillips for Treasurer
• Maintain Charles Brown and Keith Wells as President and Vice President respectively
• Elect Christopher Jayne, Vanessa Campbell, Terri Wells, and Dave Everett to the Board
• Ensure four Board members have access to building keys
• Schedule future meetings on the first Friday of each month, except in January when it will be held on January 8th
• Consider asking 25 families to donate $100 per year for basic expenses
• Explore fundraising opportunities for future activities
• Investigate the possibility of obtaining IRS 501 C3 designation for the organization
• Research community recreation grants and potential building repairs or improvements
• Contact Angie at Buncombe County Parks and Recreation for grant guidance
• Refill the propane tank for the center
• Review liability policy for events and consult the county attorney if needed
• Plan a community potluck event in January for programming input

List of Agreements

1. Peggy Baldwin appointed as Secretary
2. Cathy Phillips nominated and elected as Treasurer
3. Christopher Jayne, Vanessa Campbell, Terri Wells, and Dave Everett elected to the Board
4. Four Board members to have access to building keys
5. Meetings to be held on the first Friday of each month, except in January when it will be on January 8th
6. Consideration of asking 25 families to donate $100 per year for basic expenses
7. Exploration of fundraising opportunities for future activities
8. Investigation of obtaining IRS 501 C3 designation for the organization
9. Research on community recreation grants and potential building repairs or improvements
10. Contact Angie at Buncombe County Parks and Recreation for grant guidance
11. Refilling the propane tank for the center
12. Reviewing liability policy for events and consulting the county attorney if needed
13. Planning a community potluck event in January for programming input

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