May 2020 Board Video Conference Meeting Minutes

May 25

Written By Gary Toribio

Wednesday, May 20, 2020

Meeting was a video conference conducted on Zoom

Time called to order: 7:35 p.m. on 5/20/2020

(At the start of the meeting a quorum existed with 9 of 10 Board members present.)

(Presence indicated by ☑ - Absence indicated by ⦸)

SRG BOARD OFFICERS:

DIRECTORS / SRG BOARD MEMBERS

☑

Neil Putz (Pres./ Mtg Chair)

☑

Taylor Bodine

☑

Scott Plackemeier (Past President)

☑

John Durnell

☑

Jeff Roberts (Treasurer)

☑

Beth Hoops

☑

Gary Toribio (Secretary)

☑

Marilyn Morris

☑

Billy Tomber (Exec. Editor SRG Communications)

⦸

Dave Perry

SPEAKERS/OTHER ATTENDEES:

⦸

“Soulard Blaster weekly email newsletter” is referred to as the Blaster in these minutes.

Old Business:
1. Previous Board Meeting Minutes - Gary Toribio
  1. The Secretary apologized for the minutes from the last Board meeting not being available at the time of the meeting.
  2. Per the April 2020 Board Meeting Minutes, the Secretary included in this month’s minutes the President’s Letter No. 1 that was published in the April 22, 2020 SRG Blaster. The details contained in this letter were discussed and concurred with during the April 15, 2020 Board meeting.
2. SRG Resolution concerning COVID-19
  1. As discussed at the April 15, 2020 Board Meeting, the Secretary prepared and emailed copies to the Board of the May 20, 2020 Resolution that is attached at the end of these minutes.

MOTION: Approval of the attached May 20, 2020 Resolution regarding COVID-19 and actions taken in response to its operational effects on SRG.

Motion by Scott Plackemeier, 2nd by Beth Hoops

Those present voted in favor of this motion. No votes opposed it.

Motion passed unanimouslyPresident’s report and discussion - Neil Putz
1. General
  1. Neil became aware of some issues between neighbors at 11th and Victor. He will call the City’s Citizens Service Bureau to address the problems.
  2. Neil attended Molly’s soft reopening on May 18th.
2. Elections for President Elect
  1. Prior to the meeting, Neil emailed out brief bio’s for all 3 members that volunteered to be candidates for this position. The bio’s are intended to be emailed to the General Membership in conjunction with the e-voting process.
  2. Candidates were:

Jim Dallas
Chrystal Derkach
Laura Grace

Neil asked the Board’s opinions on anything that might need to be included in the bio’s.
The Board was interested in each candidate’s recent involvement with SRG events and committees. Neil was to follow-up with the candidates to obtain this information.
Neil is to work with the Communications Committee on the e-voting process with a goal to vote between May 27-29.

Updates to SRG Webpage Content
1. Neil received some questions from Julie Price on the Membership Committee on our SRG webpage and forwarded them to the Communications Committee, Beth Hoops and Billy Tomber.
2. Some updates were made by Jeremy Mehrle on the Communications Committee.
3. Neil wanted more input from SRG Committees with assistance from the Board Liaisons.
Soulard Station Repairs
1. Neil had contacted Tracy Laxton, Station Committee chair, on the status of repairs and associated expenditures. Neil is to also coordinate continued progress with Marilyn Morris, Board Liaison for the Station Committee.
2. The roof leak(s) were repaired as well as the subsequent ceiling drywall repairs.
3. Repainting bids are still be received now that the other repairs were completed.
4. The Smart Alarm System is still being evaluated by the committee.
5. Billy Tomber have an update for the Board at the June meeting on the status of the Solar Panel program at the Station
Controls on Committing the SRG (Contracts)
1. Neil feels that the budget process normally used by SRG in should be followed regardless of our situation with COVID-19 limitations, and that the Budget could be done in June. The Board concurred with this.
2. Best Financial Practices will be used for committing SRG to obligations and contracts. Although budgets will be approved, Committees do not have the authority to obligate or contract for anything costing more than $500.
3. Neil to work with our Committees during the budget process to ensure they are aware of what they can obligate without specific Board approval.
4. Billy Tomber mentioned that in the past SRG had a Finance Committee that helped with these types of issues.
5. John Durnell, Billy Tomber and Jeff Roberts to work on developing our best financial practices.
6. Neil was to prepare a summary of the budget process which corresponds to the current bylaws.

Treasurer’s Report: Jeff Roberts
1. Current Total Account Balances are approx. $95,000.
2. Jeff has received all remaining historical files from the former Secretary.
3. A couple of misplaced checks were found in turning over the records which were not previously deposited. Jeff is resolving this with the President.
4. Jeff confirmed that SRG’s taxes are current
5. SRG was charged $3,500 by our accountant for tax preparation not including an audit. Jeff will investigate this.
6. The Soulard Summer Concert Series has expended approximately $1,400 to date, but this will be discussed further under Committee Liaison reports.
7. Jeff continues to work on setting up auto-bill pay for Soulard Station monthly costs.

Liaison reports
1. Beautification: John Durnell
  1. Street containers have been planted.
  2. The assistance from Riley Florist is greatly appreciated.
2. Plan Review Team (PRT) / Code & Zoning: John Durnell
  1. No update on Llywelyn’s front garage doors or the signs painted on the brick exterior of Twisted Ranch.
  2. Issue with PRT Committee Member
    1. An individual member of the Code & Zoning/Plan Review Team Committee sent an email regarding internal SRG discussions. This email was sent to the other PRT Committee members, a St. Louis City Alderman, and to an external private business representative of a developer. The SRG Board views the email as inappropriate and offensive. The Board also is concerned that the email can be misconstrued as an official SRG Communication although it was not endorsed by the PRT or the SRG Board, and it put SRG in a precarious situation especially due to its tone and negativity.

MOTION: To suspend the above referenced individual from membership in the SRG Code and Zoning Committee for one (1) year effective July 1, 2020.

Motion by Billy Tomber, 2nd by John Durnell.

Discussion: The President is to send a letter to this individual explaining the background and rationale for this suspension, its duration, and the option to appeal the Board’s decision.

Those present voted in favor of this motion. No votes opposed it.

Motion passed unanimously

Communications: Billy Tomber
1. The Renaissance, printed with color, was delivered on May 19th.
2. Some website changes were being made on the day of the meeting, 5/20.
3. To include a donate link for SBA’s “Soulard Strong” fundraiser to assist the service industry in Soulard.
Fundraising: Billy Tomber
1. Commitments for the 2020 Soulard Summer Concert Series and potential cancellations
  1. The costs associated with the Concerts we already in the previously approved budget and the committee was well along in the arrangements for the concerts before the COVID-19 Stay At Home order was issued by the City.
  2. No contracts were signed with Bands.
  3. Approximately $1,400 in fees were already paid to the City for reserving Market Park for each concert.
  4. An $1,280 invoice was received from the booking/marketing agent for services rendered to the Committee earlier in the year for the concerts. The Treasurer will issue him a check.
Residential Promotion: Taylor Bodine
1. Historic Signage Program
  1. The project has been progressing and only 5 signs are remaining to be made and installed.
2. Bastille Day event is dependent on the status of COVID-19 over the next few months.
Safety
1. Dave Perry is the Board Liaison for this committee; but after last year’s resignation of the Committee Chair, we might pursue a new chairperson this year.
2. An email from Officer Sherdon Douglas, SLMPD, sent an email to SRG requesting some printer supplies and repairs. It was clarified that the Police Substation on Barton has been the responsibility of the Soulard Special Business District for several years. There for the SSBD took care of the request.

6. Safety (Continued)

Officer Douglas provided the President a copy of the Soulard Police Report and it will be included in the next Blaster.

Membership: Scott Plackemeier
1. Nothing to report at this meeting., but the President is working closely with the Committee for the membership rolls that are being used in the e-voting for President Elect.

Other

The President will be contacting each Committee on their budget requests.

Adjournment

Motion to Adjourn the Video Conferencing Meeting.

Motion by Taylor Bodine, 2nd by Billy Tomber.

Those present voted in favor of this motion. No votes opposed it.

Motion passed unanimously

Meeting Adjourned at approximately 10:08p.m.

______________________________________________________________________

These minutes summarizing this meeting were prepared by SRG Secretary, Gary Toribio.

Minutes Approved by SRG Board subsequent to their meeting on July 15, 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.

LETTER FROM THE SRG PRESIDENT

April 22, 2020

Greetings to every member of the Soulard Restoration Group (SRG). When you elected me as your future President one year ago, none of us knew that by the time I would transition into the office (April 2020) we would be in a nationwide (and global) health crisis. Nevertheless, on April 15 the SRG conducted our monthly Board meeting (via Zoom). After the opening of our Board meeting, the outgoing President, Scott Plackemeier, formally transferred to me the office and duties of the President. Scott is now our Past President.

As your new President, I have coordinated with the Board on several actions to ensure the SRG is positioned to perform our role and meet our responsibilities to our membership and neighborhood during this health crisis where social distancing is an imperative. Here is a summary of these actions:

Board Membership. I asked the Board members with expiring terms (Taylor Bodine and John Durnell) to remain in their positions until the April 2021 elections. Taylor and John have both agreed to do so. The remainder of the Board has agreed to this arrangement. As a result, all our Director positions and our officer positions (President, Past President, Secretary and Treasurer) are covered. Our only vacancy is President Elect. I am asking you to consider joining the SRG leadership team.
1. I invite any SRG member who would like to be considered for service as President Elect to identify herself/himself to me (send email to: President@soulard.org). The candidates who step forward are willing to help lead our community. This service will be: (1) one year as President Elect, followed by (2) one year as President, and finally (3) one year as Past President.
2. Since our community is unable to hold General Meetings, the SRG will conduct a virtual election as soon as feasible to formally select our next President Elect. The goal is to promptly complete our SRG leadership team.
3. If conditions change and the SRG can hold General Meetings before next April, we will be able to hold elections to replace the extended-term Board members, and to vote on any other matters of concern to our membership.
SRG General Membership. Based on the unemployment and social disruption caused by this health crisis, the Board has passed the motion to set our SRG membership dues for the next 12 months at $0. Therefore, I have asked our Membership Committee to automatically ‘extend’ membership of all current members until May 2021. If you are not currently an SRG member, this would be an ideal time to join your community organization!

(membership@soulard.org)SRG Committees. Our committees are vital to the community. Each of them focuses on specific aspects of Soulard life: Beautification, Code & Zoning, Communication, Fundraising, Membership, Parlour Tour, Residential Promotion, Safety, and Soulard Station. Right now, all committees are challenged, and those focused on social activities are challenged most of all. Social distancing is slowing the rate of infection, but risk of infection will continue until no one is sick (or until we have a vaccine). This has already impacted near-term SRG social events in May (our annual Membership Party is cancelled; the first concert of our Concert Series is postponed); and June (our Garden Tour is postponed). Your SRG leadership team and the corresponding committees are continually assessing the situation. I have personally asked each of our Committee Chairs to ‘think outside the box’ and consider alternative activities within the committee scope.
President’s Letter to SRG Members. I believe it is extremely important for the President to communicate to our membership. This letter is just the beginning. Although we are unable to hold General Meetings, I intend to periodically reach out to our membership through a series of ‘President’s Letters’ as we all get through this crisis together.

Editorial Comments. As I prepare to close this letter, here are some personal thoughts on how I believe we can best get through the current health crisis.

This is an appeal to common sense. The root problem is self-discipline and perseverance. Have you ever asked yourself, “Why is our society changing?” My theory is that people no longer want to be accountable to anyone. Decay of family structure and pursuit of pleasure at the expense of responsibility have slowly changed American culture.
Consequently, to get through the current health crisis each of us needs to recognize the accountability we have to our neighbors. If not for ourselves, then for our community, we need to exercise the self-discipline to temporarily accept the ‘inconvenience’ of wearing a mask, maintaining social distance, and increasing our personal hygiene. Each of us needs the perseverance to stick with this approach until no one is sick or dying from the COVID-19 virus.

In closing, I am now in place as your President. I always welcome direct communication, either to myself or any of our Board members. None of us has all the answers, but the power of many can enable us to overcome even the most difficult challenges.

Neil Putz

President, Soulard Restoration Group

Your SRG Leadership Team:

President

Neil Putz

President@soulard.org

President Elect

VACANT

Past President (+ Membership Liaison)

Scott Plackemeier

slplackemeier@gmail.com

Secretary

Gary Toribio

garystlmo@gmail.com

Treasurer

Jeff Roberts

jeffmroberts15@gmail.com

Director (+ Residential Promotions Liaison)

Taylor Bodine

bodinetaylor@gmail.com

Director (+ Beautification; Coding &Zoning Liaison)

John Durnell

johnlynndurnell@yahoo.com

Director (+ Parlour Tour Liaison)

Beth Hoops

beth.hoops@gmail.com

Director (+ Soulard Station Liaison)

Marilyn Morris

marilynmorris2622@gmail.com

Director (+Safety Liaison)

Dave Perry

soulardave@gmail.com

Director (+ Fundraising; Communications Liaison)

Billy Tomber

billy@soulard.org

SRG Board RESOLUTION for COVID-19 5/20/2020

This resolution by the SRG Board is in response to the current coronavirus (COVID-19) pandemic, the City’s Stay at Home Order and social distancing requirements that are in effect.

SRG recognizes the Federal, State and City of St Louis emergency declarations and orders for the COVID-19 pandemic that have been issued up to this date, and that a response to this type of emergency situation is not addressed in the SRG By-Laws.
Therefore, in accordance with By-Law Article V, “Board of Directors”, Section 2. “Powers and Duties”, the following actions will be taken with the approval of the motion adopting this resolution. Associated information and explanations will be provided in the President’s letter(s) to the general membership.
1. a.At the start of the April 15, 2020, Board meeting (via Zoom), the President Elect, Neil Putz, became the current SRG President and shall serve in this position for the 2020-2021 term. Scott Plackemeier became the Past President.
2. b.Board of Directors for the 2020-2021 Term:
  1. Board members with expiring terms (Taylor Bodine and John Durnell) as well as the Treasurer (Jeff Roberts) and Secretary (Gary Toribio) are to remain in their positions until the April 2021 elections. Therefore, the only vacancy is President Elect.
  2. Any SRG members who would like to be considered for service as President Elect are invited to identify themselves by emailing Neil Putz at: President@soulard.org.
  3. Since attending General Membership Meetings is not possible at this time, the SRG will conduct a virtual election as soon as feasible to formally select our next President Elect.
  4. If conditions change and the SRG can hold General Meetings before April 2021, we will be able to have elections to replace the extended-term Board members, and to vote on any other matters of concern to our membership.
3. c.Set the amount of our SRG membership dues for the next 12 months at $0, and have the Membership Committee automatically ‘extend’ membership of all current members until May 2021.
4. d.In compliance with the current state and city Stay at Home Orders for COVID-19, the April 2020 SRG Annual Membership meeting and elections, the May 2020 Membership Party, in person meetings of the Board, General Membership and Committee Meetings and other previously scheduled SRG events in the Spring and Summer are cancelled or postponed until: (1) orders and recommendations allow and (2) the SRG Board decides otherwise and issues appropriate announcements.