DECEMBER 2020 MONTHLY BOARD MEETING MINUTES
Soulard Restoration Group, Inc.
DECEMBER 2020 BOARD MEETING MINUTES
Meeting Date: Wednesday, December 16, 2020
Time called to order by President Elect Jim Dallas: 7:05 p.m.
(Quorum with 9 of 11 Board members present.)
Meeting was a video conference conducted on Zoom.
Date Minutes Approved by Board: January 21, 2021
SRG BOARD MEMBERS PRESENT: Neil Putz joined meeting at approx. 7:15 p.m. (Pres./ Mtg Chair), Jim Dallas (President Elect), Jeff Roberts (Treasurer), Gary Toribio (Secretary), Scott Plackemeier (Past President), Taylor Bodine, John Durnell, Marilyn Morris; Nancy Lambert, Billy Tomber (Editor, Renaissance)
(Absent: Beth Hoops)
SPEAKERS/OTHER ATTENDEES: Officer Sherdon Douglas, SLMPD
1. CALL TO ORDER: President Elect
2. SLMPD LIAISON REPORT: Officer Douglas
· Reviewed the Soulard crime statistics for the month of November 2020.
o A copy of the report will be emailed to the President for distribution in the next Blaster.
o Officer Douglas left the Zoom videoconference after her report.
3. OPENING REMARKS: President (Neil Putz joined the meeting at approximately 7:15 p.m.)
· Continued SLMPD Liaison and Safety discussion
o Billy Tomber suggested that SRG sends a sympathy card to Officer Douglas due to the loss of her Father.
o Taylor Bodine suggested that SRG gives its customary Christmas present to Officer Douglas.
.- The SRG Budget has funds for this and it will be taken care of by Neil.
· Meeting Duration: 90 min.
4. MINUTES OF PREVIOUS MONTHLY BOARD MEETING: Secretary
· Gary Toribio presented the final draft of the November 18, 2020, Board Meeting Minutes with all received Board review comments incorporated for approval.
Motion to approve the minutes for the SRG Monthly Board Meeting on November 18, 2020, as presented by the Secretary.
Motion by Billy Tomber, 2nd Nancy Lambert
Those present voted in favor of this motion. No votes opposed it.
Motion passed unanimously.
5. FINANCIAL REPORT: Treasurer
· Jeff Roberts reported the Current Balance, cash on hand: $77,915.
o FY 2020 Income to date: $6,405
o FY 2020 Expenditures to date: $21,933
o FY 2020 Net Loss: $15,528
o Approved budget is on track with the net losses projected for the FY.
o Parlour Tour Income:
.- Anticipate additional $1,500 of income from donations from the Parlour Tour as well as an additional $2,000 from sponsorships.
.- 2020 Parlour Tour estimated total income is $10,000 with $7,000 received to date.
· All accounts payable appear current including the Star Awards plaques engraving costs of $210 to Precision Engraving.
6. OLD BUSINESS
· Appointment of Nominating Committee (President)
o Bylaw ARTICLE IX (H). Nominating Committee. “The Nominating Committee shall be composed of at least five (5) voting members. The Nominating Committee shall be appointed no later than December 1st.“
o President’s Nominating Committee Appointments:
.- Mike Ziemann (tentative Chair), Nancy Kelly, Veronica Putz, Terry Hoffman, Bill Clendenin. Margi Koors would be an alternate member if anyone needs to resign from the committee to run for a position.
.- Neil Putz will address the Nominating Committee but will not be a member.
Motion to approve the Presidents proposed appointments to the Nominating Committee with the addition of Margi Koors and Jim Dallas, the President Elect.
Motion by Gary Toribio, 2nd Scott Plackemeier
Those present voted in favor of this motion. No votes opposed it.
Motion passed unanimously.
· April Annual Meeting (i.e., Elections).
o Consider Electronic Election Resolution (Board)
o Neil Putz confirmed that the electronic voting can start the day after the April 7, 2021, Annual General Membership meeting and the votes tallied, and successful candidates determined by April 20,2021. This will allow the new Officers and Board members to take office and attend the April Board meeting on Wednesday April 21, 2021, with the outgoing Board members.
o Vacant Positions Discussion.
.- The elections will be for 8 positions which is the entire Board with the exception of the new President (Jim Dallas, the current President Elect), Immediate Past President (Neil Putz) and the Editor of the newspaper who is appointed by majority vote of the Board per the SRG Bylaws.
Motion to adopt the SRG Board RESOLUTION, “Voting Procedures for April 2021 Election” dated 12/16/2020, and the actions described therein.
(Copy attached at the end of these minutes.)
Motion by: Jim Dallas, Seconded by: Gary Toribio
Votes in favor: 9 (President/Meeting Chair did not vote)
Votes against: None (One Board Member not present for the vote.)
Motion passed unanimously.
· Board Discussion: Purchasing Procedures Resolution
o Board discussed that the current draft of the Purchasing Procedures should be shared by Liaisons with their Committee Chairs to ensure the policy helps address the needs of our Committees and are a good fit.
o The motion and vote on the resolution adopting the procedures will be considered in a subsequent Board meeting.
o Jim Dallas asked for the Treasurer’s review and comment on the Purchasing Procedures.
o John Durnell recommended that binders be developed for committees that includes applicable info such as Bylaws, Budget, and other Board policies/procedures so that every committee know what is necessary.
· General Membership Meetings (Zoom)
o Spreading the word on next meeting scheduled for January 13, 2021.
.- The temporary yard signs will perhaps be able to be out the week of the meeting to inform everyone about the General Membership Zoom meeting in addition to Facebook and the Blaster emails.
o Political Candidates at General Membership Meetings (e.g., Cara Spencer).
.- Neil will inform candidates that they can participate in our General Membership Zoom meetings and the videoconference will continue after the meeting is adjourned so that they can make their presentations for 20 minutes each to which ever members stay on Zoom.
· 2021 Mardi Gras Update (Gary Toribio)
o SLMPD and City Street Dept are inclined to not have a restricted parking program on 2/13/2021 since it might give the perception that crowds will actually be in Soulard. So, if nothing will be going on in Soulard on 2/13, there will not be a need for parking restrictions. This is the same approach they feel is appropriate for not having street closures and public porta-potties.
o There will be Police presence in Soulard on 2/13 as well as additional Police response on standby.
o Drive Thru Taste of Soulard plans and details have been prepared by MGI Staff for drive thru vehicle queuing, barricades, traffic flow/control, MGI manning and Police traffic control with the City still giving it favorable consideration with approvals soon.
o Scavenger Hut will only have the completed packet drop off in a drive thru location on Lafayette at the plaza to Soulard Farmers Market.
o SBA proposed that participating establishments have an all-inclusive package on 2/13 for their COVID occupancy limits with all tickets sold in advance. MGI will publicize this and that there will be no purpose for visitors to come to Soulard that Saturday unless they bought tickets before 2/13 and this will limit bars/restaurants to occupancies per the current COVID restrictions in place at that time.
· President Elect Actions (President Elect)
o By-Laws Revision
.- The working group has met on Zoom 3 times and have gotten through 2/3 of the issues raised by Luann Denten and Wade Weistreich with the hope to finish with these issues by 12/28/2020 before considering other potential revisions.
.- Then actual Bylaw changes will need to be drafted before being presented to the Board for consideration.
o Soulard Station Future
.- The working group for this issue includes 5 Board members.
.- It has been hard to define purposes/uses for the Station Building since it is limited.
.- Entertaining alternates for the neighborhood in other buildings or spaces.
7. NEW BUSINESS
· Appointment of Committee Chairs (Safety and Soulard Station)
o Bylaws ARTICLE IX: Committees. The head of (committees) shall be appointed by the President, with the approval of the Board of Directors. The head of each committee, and all members of a committee with the power to vote on committee business, shall be SRG voting members.
o Appointment of Safety Committee Chair: Andrea Maddox-Dallas
Motion to approve the Presidents proposed appointment of Andrea Maddox-Dallas as the Safety Committee Chair.
Motion by Marilyn Morris, 2nd Billy Tomber
Those present voted in favor of this motion. No votes opposed it.
Motion passed unanimously.
o Appointment of Soulard Station Committee Co-Chairs: Laura Grace & Bonita Leiber
Motion to approve the Presidents proposed appointment of Laura Grace & Bonita Leiber as Co-Chairs of the Soulard Station Committee.
Motion by Nancy Lambert, 2nd Jim Dallas
Those present voted in favor of this motion. No votes opposed it.
Motion passed unanimously.
· Amendment to SRG Approved Annual Budget: Fundraising Committee Initiatives (Chris Schwarz/Billy Tomber)
Motion to approve the budget amendment associated with the Fundraising Committee’s Request for Allocation of Funds for Smarty Gras Event.
Motion by Billy Tomber, 2nd Scott Plackemeier
(Copy of this request is attached at the end of these minutes.)
Those present voted in favor of this motion. No votes opposed it.
Motion passed unanimously.
· Amendment to SRG Approved Annual Budget: Res Promo Committee Initiatives (Taylor Bodine)
o $500 budget for the 2020 V&V Volunteer ‘Thank you’
Motion to approve the Residential Promotions request that the FY 2020 budget be amended to include a $500 amount for a gift of appreciation and thank you to the 24 volunteers of the 2020 Vices & Virtues Ball.
Motion by Jeff Roberts, 2nd Billy Tomber
(Copy of this request is attached at the end of these minutes.)
During the discussion Gary Toribio made a motion to table acting on this request that was not provided to Board members until the day of the Board meeting on December 16th, but it failed to be seconded.
Votes in favor: 7 (President/Meeting Chair did not vote)
Votes against: None
Abstentions: 2
Motion passed.
o No details were provided for a potential proposal for a 2021 Vices & Virtues virtual event in Feb 2021.
8. COMMITTEE LIAISON REPORTS
- SOULARD STATION: Marilyn Morris
· The newly appointed Co-Chairs will proceed with committee work.
· Nothing else to mention in addition to the President Elect’s report on the Future of Soulard Station Working Group.
- SAFETY: Nancy Lambert
· With the new Chair, they are working on volunteers to staff the committee.
- RESIDENTIAL PROMOTION: Taylor Bodine
· Some plans under development for a Virtual Vices &Virtues in 2021.
- PARLOUR TOUR: Billy Tomber
· Virtual Parlour Tour was successful with approx. $1,700 in donations and several thousands of dollars in sponsorship.
· Special thanks to Beth Hoops, Stephen Shuman, Jeremy Mehrle, and everyone else involved with creating the Virtual Parlour Tour.
- FUNDRAISING: Billy Tomber
· Appreciates the Board’s approval of Smarty Gras.
· There will be a meeting on Sunday 12/20 at p.m. to work on the trivia event.
- COMMUNICATIONS: Billy Tomber
· The next issue of the Renaissance will be out in the latter half of January 2021.
- MEMBERSHIP: Scott Plackemeier
· The committee apologized for some glitches with the Star Award presentations at the 11/1/2020 General Membership meeting.
· SRG face masks sales continue.
· Additional members have volunteered to be on the committee.
· The last committee meeting was held 12/15.
· To recruit for new members at the large apartment complexes.
· Marybeth Wallace and her Realty Executives of St Louis are assisting with getting new homeowners to join SRG and are encouraging other realtors to do the same.
- CODE & ZONING: John Durnell
· Proposed apartment complex at 7th and Shenandoah.
o The developer has decided to not proceed with the project since they will neither be allowed to tear down the existing building on the property nor build with their desired density.
- BEAUTIFICATION: John Durnell
· Nothing to report during the dormant Winter months.
9. ADJOURNMENT
Motion to Adjourn the Video Conferencing Meeting.
Motion by Jeff Roberts, 2nd by Nancy Lambert
Those present voted in favor of this motion. No votes opposed it.
Motion passed unanimously
· Meeting Adjourned at 9:11 p.m.
______________________________________________________________________
These minutes summarizing this meeting were prepared by SRG Secretary, Gary Toribio.
Minutes Approved by SRG Board at their meeting on January 21, 2021.
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.
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SRG Board RESOLUTION
Voting Procedures for April 2021 Election
12/16/2020
This resolution by the SRG Board (the “Board”) is in response to the current coronavirus (COVID-19) pandemic and the likelihood that social distancing requirements will still be in effect in April of 2021 such that SRG will not be holding in-person General Membership meetings at that time.
WHEREAS:
1) SRG recognizes the Federal, State and City of St Louis emergency declarations, orders, and restrictions for the COVID-19 pandemic that have been issued up to the date of this resolution, and that a response to this type of emergency situation is not addressed in the SRG By-Laws.
2) SRG By-Laws Article IV, “Meetings”, Section 2, “Annual Membership Meeting”, states, “An annual meeting of the membership shall be held in April of each year, at which time elections shall be held.”
3) Beginning in December of 2020, SRG began holding its General Membership meetings via a web-based platform (“Zoom”) rather than in-person, and likely will continue to hold General Membership meetings via Zoom for the foreseeable future.
4) Earlier in 2020, SRG conducted a virtual election for the President-Elect position and implemented protocols at that time to allow SRG Members to vote electronically (“Electronic Voting Protocols”).
NOW, THEREFORE:
5) In accordance with By-Laws Article V, “Board of Directors”, Section 2. “Powers and Duties”, SRG will take the following actions with the approval of the motion adopting this resolution.
a) For the “April 2021 Election”, SRG will conduct a virtual election to fill the positions of any expiring Board members (anticipated to be President-Elect, Secretary, Treasurer, and certain Directors).
b) SRG will use similar or same protocols and procedures as the Electronic Voting Protocols.
c) SRG will implement electronic voting procedures and will complete the tabulation and announcement of the results by April 21, 2021, if not sooner. This will allow the newly elected individuals to participate in the April 2021 Board meeting (which is scheduled to occur on April 21, 2021).
d) A President’s letter(s) will be issued by March 1, 2021, to the General Membership providing information and explanations regarding these electronic voting protocols for the April 2021 Election.
6) Even if the City’s COVID restrictions at that time allows SRG to hold in-person, indoor General Membership meetings as of April 2021, some members may be concerned about remaining COVID risks and not attend said meeting in person; therefore, SRG will hold the April 2021 Election in the manner described in item 5 above. Absent new resolutions concerning future elections by the Board, procedures for elections that occur after April 2021 will follow those as detailed in the SRG By-Laws.
Motion: Adoption of this resolution and the actions described herein.
Motion by: Jim Dallas, Seconded by: Gary Toribio
Votes in favor: 9 (President/Meeting Chair did not vote.)
Votes against: None (One Board Member not present for the vote.)
Motion passed unanimously at the SRG Board Meeting on December 16, 2020
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SOULARD RESTORATION GROUP (SRG) MEMORANDUM
TO: Board of Directors
FROM: Fundraising Committee
DATE: 14 December 2020 (With corrections per Billy Tomber on 12/16/2020)
SUBJECT: Request for Allocation of Funds for Smarty Gras Event
1. The SRG Fundraising Committee requests the Board authorize a one-time expenditure of $300 to cover projected expenses for the 2021 Smarty Gras event.
2. The proposed event will be conducted virtually on Saturday, January 16 at 7:00 PM CST. The committee has already done its initial planning and projects that we can get 20 teams to participate in the event with projected revenues of $900.
3. While the current SRG budget does not allow for any monies to cover fundraising events, the Committee believes that the Smarty Gras event allows for a safe and fun way to raise money for the SRG’s general expenses at a minimum cost to the organization.
4. The estimated breakdown of cost is described below:
Estimated Expenses:
$50 Zoom pro account upgrade for one month
$50 Promotions (FB, etc.)
$100 Prizes
$100 Volunteers
$300 Total Expenses
Estimated Revenue :
$700 20 teams x $50/team
$200 Mulligans & in-game add-ons
$900 Total Revenue
5. The expenses are projected but also represent a maximum cost.
a. The Zoom account is a month upgrade of the existing SRG package.
b. Cost for promotions for the event will be used as needed to augment the current SRG Communications Committee’s organic ability to draw participants, which include the Renaissance Newsletter, the Soulard Blaster, and the SRG’s web and Facebook pages.
c. Prizes and volunteer costs are included but the committee will try to find merchants willing to donate items.
6. Please direct any questions regarding this request to Billy Tomber, Fundraising Committee Liaison, or Christopher Schwarz, Fundraising Committee Chairperson.
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Proposal for $500 line item for Residential Promotions: 2020 V&V Committee Appreciation Party
12/14/20
Chairwoman: Luann Denten
Board Liaison: Taylor Bodine
During the planning phase for each Vices and Virtue Ball, the V&V committee has multiple preparation meetings/workdays prior to the event. The committee does everything from preparing decorations & centerpieces, to making charcuterie boards, assembling sponsor bags, working to vet talent, and research entertainment options. The committee barters, the committee make things instead of just buying them, and the committee members pay for things themselves. Sometimes, the committee orders dinner, such as ordering pizza.
The 2020 V&V Ball occurred in February of 2020, but due to the pandemic, we were never able to follow through on the “appreciation” aspect for the V&V committee for that event. Therefore, the budget that was initially submitted for FY 2020 for Residential Promotions included an amount for 2020 Vices and Virtue to cover the appreciation aspect of that event, i.e. that budget included an amount to cover the appreciation aspect of an event that had already occurred and that committee members had put in effort.
Therefore, Residential Promotions requests that the FY 2020 budget be amended to include a $500 amount for the 2020 V&V Ball Volunteer Thank you. This amount will go toward a gift of appreciation and thank you to the 24 volunteers of the 2020 Vices & Virtues Ball.
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CHAT from the Zoom videoconference for the December SRG Board Meeting on 12/16/2020.
From Billy Tomber to Everyone: 07:21 PM (Regarding Anne Mc Donnell, owner of BSB Development Company, and a problem with a rental property.)
Safety issue w BSB tenant - please loop in SSBD. We have been in touch w Officers who work in 3rd District primary and for The City's Finest in secondary who have named some extremely troublesome tenants. This may be one in the same. I will follow w SSBD contacts next.
From Neil Putz to Everyone: 07:22 PM
Yes it is a tenant. I will share the details with SSBD thru Nancy Lambert.
From Billy Tomber to Everyone: 07:28 PM
Luke Reynolds - chairman@soulard-sbd.org;
Terry Hoffman - treasurer@soulard-sbd.org
Det Sgt Tom Kitchell, SLMPD & TCF - tpkitchell@tcf-llc.com
