OCTOBER 8, 2020 SPECIAL BOARD MEETING MINUTES
Soulard Restoration Group, Inc.
OCTOBER 8, 2020 SPECIAL BOARD MEETING MINUTES
Meeting Date: Thursday, October 8, 2020
Time called to order: 7:10 p.m. (Quorum with 7 of 11 Board members present.) Meeting was a video conference conducted on Zoom
Date Minutes Approved by Board for release: October 21,2020
SRG BOARD MEMBERS PRESENT: Neil Putz (Pres./ Mtg Chair), Jim Dallas (President Elect), Jeff Roberts (Treasurer), Gary Toribio (Secretary), Scott Plackemeier (Past President), Billy Tomber (Editor, Renaissance - Joined late at 7:25 pm), John Durnell, Marilyn Morris; ABSENT: Taylor Bodine, Beth Hoops, Dave Perry. No other Speakers or Attendees
1. PRESIDENT’S REMARKS: Neil Putz
· Primary Meeting Purpose
o Third stage of the SRG FY 2020 (7/1/2020 – 6/30/2021) Budget process with the goal of finalizing a fiscally responsible budget for the organization during continued COVID restrictions for the pandemic.
· General Director attendance/participation in Board Meetings.
o Some Board members asked Neil about the status regarding a General Director that has not participated in any Board Meetings for quite a few months.
o Neil reported that he has sent this Director emails and called him leaving him messages, but there has been no response.
o Neil will send one final letter/email to this Director informing him of his noncompliance with the bylaw requirements on attending Board meetings.
o If this member of the Board does not reply to the President with a satisfactory excuse for the absences, there shall be grounds for dismissal from the Board by a majority vote of the Board at the October 21, 2020, meeting.
2. FY 2020 Budget Discussions: Neil Putz & Jeff Roberts
· All SRG Committees provided their goals and budget requests to the Board on the September 8th and 9th videoconferences via Zoom.
· The SRG Officers consisting of the Treasurer, President, President-Elect and Secretary worked over the month of September to develop PowerPoint slides, spreadsheets combining all of the requested budgets and comparing SRG website description as prepared by each committee with the purpose of each standing committee per SRG Bylaw ARTICLE IX: Committees.
o The overall budget totals and final budget slides for each committee were shared on everyone’s screen via Zoom during the videoconferencing discussions.
· Neil started the discussion by reviewing the Budget Planning Guidance and Assumptions that were provided to each committee to use as a basis for their requests and goals.
o Neil explained that during the consolidation of the committee’s’ budget requests, it was learned that SRG already had 5 separate Square accounts and several iPads. To minimize overall budget expenses that greatly exceeded anticipated revenue, it was decided that IT capabilities would not be expanded in FY 2020-2021. All iPads and Square accounts will be held by the Treasurer and could be checked out by committees on an as needed basis only for the timeframe of the associated event for their use.
· Neil proceeded to review the overall budget totals for two alternatives
o Budget with all income and expenses as originally requested by committees.
Starting Cash Assets: $ 90,600 (on 7/1/2020 start of FY)
Proposed Income: $ 83,325
Proposed Expenses ($140,655)
End of FY Cash Assets $ 33,270
Loss of reserve Cash Asset ($ 57,330)
o Adjusted Budget during COVID as developed by Officers and proposed for Board Approval.
Starting Cash Assets: $ 90,600 (on 7/1/2020 start of FY)
Proposed Income: $ 22,475
Proposed Expenses ($ 57,310)
End of FY Cash Assets $ 55,765
Loss of reserve Cash Assets ($ 34,835)
Does not overspend by more than 40% of SRG’s Starting Cash Assets.
· Neil and Jeff talked through the final budget slides for each committee and answered Board Member questions.
o For informational purposes, reviewed the website description with the purpose of each standing committee per the Bylaws as well as the Nominating Committee that does not need or have a budget. No action taken to make any changes.
o Explained the table/spreadsheet for each committee’s FY 2020 Annual Budget Request.
o Each table included:
o FY 19 Budget Request, FY 19 Actuals, FY 20 Budget Request, and recommended FY 20 Board Approved Budget.
o All committee budgets were reviewed including:
Beautification
Communications
Fundraising
Parlour Tour
Membership
Code & Zoning/Planning Review
Residential Promotion
Safety
Soulard Station
Board Specific income and expenses for general items not solely attributable to one committee.
· The SRG Overall Budget tables were presented including:
o Income
o Expenses
o Profit and Loss
o The tables contained the overall FY 19 Budget Request, FY 19 Actuals, FY 20 Budget Request, and recommended FY 20 Board Approved Budget.
Motion to approve and adopt the “FY 20 Board Approved Budget” as presented for SRG’s Fiscal Year 2020 (7/1/2020 – 6/30/2021) and recommend it for approval by the General Membership at the next meeting.
Discussion: This “FY 20 Board Approved Budget” was also referred to in the slide presentation as “BUDGET ADJUSTMENT: COVID-Smart” and, for the most part, is not the budget originally requested by each committee in September 2020.
Motion by Jeff Roberts, 2nd by Scott Plackemeier.
Those present voted in favor of this motion. No votes opposed it.
Motion passed unanimously
· Additional Budget Considerations:
o If any committee wants to add an event not included in their original September Budget request, then they will be more than welcome to submit a detailed written request with details and proposed income and expenses for the new event(s) via their Board Liaison.
o Committees will be provided instructions on the execution of their “FY 20 Board Approved Budget” and additional approvals needed prior to taking any procurement actions. (Action: Neil Putz)
o The Fundraising Committee should proceed with fundraising initiatives that the committee asked the Board to identify for them based on expenditures of other committees.
o The slide deck from this meeting’s budget presentation with any revisions made during the discussion and approved by the associated motion will be finalized and become the official document for the FY 2020 Budget.
· Membership approval of the “FY 20 Board Approved Budget” at the upcoming General Membership Meeting (Late October/Early November).
o The Treasurer will prepare summary sheets of the Overall Budget Income, Expenses, and Profit & Loss as well as the income, expenses, and balance sheets for FY 2019.
o These summary sheets will be presented at the membership meeting for approval.
3. Adjournment
Motion to Adjourn the Video Conferencing Meeting.
Motion by Jeff Roberts, 2nd by John Durnell.
Those present voted in favor of this motion. No votes opposed it.
Motion passed unanimously
· Meeting Adjourned at 9:00 p.m.
_________________________________________________________________________________________________________________________
These minutes summarizing this meeting were prepared by SRG Secretary, Gary Toribio.
Minutes Approved by SRG Board at their meeting on October 21, 2020
Note: The above information is the Board Secretary’s understanding of the motions, votes and general issues that were discussed but are not intended to be a verbatim transcript of the meeting.
_________________________________________________________________________________________________________________________