MAY 2021 Monthly Board Meeting
SRG MONTHLY BOARD MEETING
May 26, 2021 Approved Minutes
1. Call to Order + Opening Remarks
Jim called the meeting to order at 7:11 p.m.
Officers and Board Members in Attendance: Jim Dallas (President), Michael Pastore (President-Elect), Neil Putz (Past-President), Debby Brown (Treasurer), Christopher Currington (Secretary); Directors: Nancy Kelly, Nancy Lambert, Margi Koors and Gary Toribio. Billy Tomber arrived at 8:09 p.m. Karen Moske arrived at 8:47 p.m. Debby left the meeting at 9:28 p.m.
John Haas, General Member, requested attendance and observed the May 26 Board Meeting.
The meeting was held at the Soulard Station. Jim thanked everyone for attending the first face-to-face board meeting in over a year, with the last being in March 2020.
2. Minutes of the Previous Monthly Board Meeting
Chris Currington, Secretary, reported that he’d changed the April 21, 2021 Board Meeting minutes regarding the Soulard Concert Series, per emailed suggestions by Gary Toribio and Michael Pastore. Neil also emailed a small edit that had been changed. There were no other suggested changes.
Neil Putz moved to accept the minutes. Margi seconded the motion.
Those present voted in favor of this motion. No votes opposed it.
Motion passed unanimously.
3. Financial Report:
a. Current balance
Debby Brown reported that she does not have the total account balance to share at the meeting, but said she would follow up with the Board via email with the balance soon after the meeting. She did so, and reported a balance of $64,600.05 in the SRG checking account and $10,059.99 in the SRG savings account (total of $74,660.04). She also said that she has received several check requests (i.e., Soulard Station and Beautification Committee expenses), but none have been processed, so the balance does not reflect those payments that will soon be disbursed.
Gary Toribio said that SRG is starting to receive dues through Square Space and wanted to know how the money gets to the bank account. Debby said this happens through Quick Books, and that she has the login information from the previous treasurer.
Michael Pastore asked if Debby gets any notifications when money comes in, such as membership renewals. Gary explained that the Membership Committee gets notifications, and because he’s a member, Gary gets the notification. Debby is to ask Billy Tomber about how she can get the notifications so she can process contributions. Neil Putz acknowledged that there’s some sort of notification because Veronica Putz saw a recent $1 (senior membership renewal) contribution.
b. Development of financial statements (Balance sheet and P/L) as we approach the end of the fiscal year
Debby Brown reported that she thinks getting a profit and loss (P&L) statement for the website will be easy, but she wanted to talk to other Board Members about how they want to achieve this. Neil Putz said that he supports the P&L on the website because it provides transparency for members, and that once we get it set up, it should be a simple routine to achieve this.
Jim Dallas said both the balance sheet and P&L should be on the website, and we need to work on getting that produced by June, especially if we’re bringing the budget to the General Membership at the July meeting. By then, he’d like everything flowing and working together as we ask them to approve the budget.
Debby said the P&L will be simpler to accomplish, but the balance sheet won’t be as easy. Michael Pastore said that all of the financial information is there; it’s tracking the funds to and from the committees. Debby said the balance sheet has all the assets and liabilities, but then there are balance sheet items carried over from years ago and previous Treasurers that she needs to understand and reconcile. That may take time.
Nancy Lambert asked if this will be figured out by an audit. Debby said this is a possibility.
Neil Putz asked what a reasonable milestone would be for Debby. Debby said that she’s not sure what the best option is right now because she hasn’t had the opportunity to figure it all out. Michael offered to help Debby. Jim then asked if Debby needs the assistance of Linda Howdeshell (auditor). Debby said that she needs to process the check requests this weekend, and then she’ll turn her attention to resolving the financial statements. Michael said that he would start looking at the accounts and financial information, and then he’ll get with Debby to compare notes.
Nancy Lambert pointed out that when a Treasurer changes every year, this is what happens, and consideration should be given to having the Treasurer serve longer than a 1-year term. Debby said that she can only work on SRG financial and accounting responsibilities on the weekends; SRG is a 501(c)(3) and needs to follow certain processes.
There was also discussion about the possibility of having someone who’s paid to manage the accounts for SRG. Jim agreed that this should be a topic of conversation for the Board, and consider a paid resource. Jim said that in the draft of the new SRG bylaws, the proposed changes include having the Treasurer serve a 2-year term.
Michael expressed that he feels strongly that no one should have access to Quick Books other than the Treasurer and the Liaison to the Treasurer. Jim then said that he will leave it to Michael and Debby to make a recommendation. Jim said that Linda Howdeshell sent a Letter of Engagement to SRG, and he’ll follow up with the questions posed above.
4. To consider: Re-appointment of Nancy Lambert to the MGI Board for June 2021 - June 2024
Jim Dallas said that SRG has three representatives on the Mardi Gras Inc (MGI) Board of Directors, and each serves a 3-year term and terms are staggered annually. The SRG Board has appointed SRG Representatives for MGI, and the president has brought those candidates before the Board.
Gary Toribio’s term on the MGI Board was renewed in 2020, and this is his fourth term. Gary is also the MGI Board President.
Billy Tomber is on his fourth term on the MGI Board, and Gary confirmed that Billy’s term lasts through June 2022.
Nancy Lambert is currently on her first term, which expires in June 2021. Jim expressed that, on a personal level, he served with Nancy on an SRG working group to create a resolution concerning the SRGs stance for 2021 Mardi Gras events. This resolution was shared with MGI to ensure a successful, healthy and safe 2021 Mardi Gras. Jim was impressed by Nancy’s dedication on the working group and making sure that MGI considered the views of Soulard neighbors and SRG. Overall, Jim believes Nancy represents the SRG and Soulard honorably and diligently.
Nancy said it’s been a pleasure to work on SRG with the MGI Board, and she’s done her best to support SRG goals and objectives, along with her two SRG Board representative (Gary and Billy). The first year, Nancy asked to be on the music committee as several felt we needed to bring back the traditional Mardi Gras music, and she was on a committee to bring back this traditional music to Twelfth Night, and also a stage dedicated to Blues music on parade day.
Nancy also said that for all three years of her term on the MGI Board, she’s been very involved in working on children’s activities related to Mardi Gras, which is a family carnival. Nancy worked one summer on a curriculum for elementary-age children to get them excited about the traditions of Mardi Gras. She went to SRG and asked for money for a printed booklet that was delivered to 6 schools. Every year since, she has gotten more involved. Even during 2020/Covid-19, we were able to put together a YoutTube virtual shoebox float competition. Children at 6 schools created floats out of shoeboxes, and those floats were centered around a question (i.e., something about the St. Louis Zoo, Missouri Botanical Garden, The Magic House, etc.), and then the question was sent to an expert. Nancy said she’s really excited about how many people have viewed this on YouTube.
This year, Nancy said she’s going to work on bringing more diversity to MGI’s Board. Nancy expressed that she would appreciate the Board’s vote of confidence.
Nancy and John Haas then left the meeting. There was a brief discussion about supporting Nancy’s reappointment to the MGI Board for the term June 2021 to June 2024.
Jim asked for the motion to reappoint Nancy to the MGI Board for the term of June 2021 to June 2024.
Nancy Kelly made the motion. Michael Pastore seconded the motion.
Those present voted in favor of this motion. No votes opposed it.
Motion passed unanimously.
5. Pressing Committee Reports/Issues
a. Star Awards
Gary Toribio (Board Liaison to the Membership Committee) said that the Membership Committee received a number of submissions for the Star Award (for volunteer service). Of those, the Membership Committee is recommending three people receive the award this year. Margi Koors (also on the Membership Committee) said these individuals were vetted thoroughly.
There will also be a fourth award for lifetime achievement.
Neil Putz pointed out that the Membership Committee must always make sure any candidates for the Star Awards are members of SRG in good-standing.
Margi made the motion to accept the candidates for the Star Awards. Gary Toribio seconded.
Those present voted in favor of this motion. No votes opposed it.
Motion passed unanimously.
Jim Dallas reminded those in attendance that past recipients of the Star award could not be considered again, and that no one serving on the Board is eligible.
Nancy Kelly then asked who is making the awards. Margi said there’s a company that she’s working with to have the awards made.
Gary then asked why the Lifetime Achievement Award is a big secret. Margi explained that they don’t want the person to find out beforehand. Margi also explained that the Membership Committee and previous Lifetime Achievement Award recipients determine who gets the Award. Jim also said that, as President, he knows who the recipient will be. Margi also said that they had confirmed that those being considered were members of SRG for 30 years or longer, and there may be years when no one receives this Award.
There was additional discussion about informing the SRG President beforehand about the recipient of the Lifetime Achievement Award.
Neil Putz made the motion that the SRG Board of Directors accepts that in the case of the Lifetime Achievement Award, the Membership Committee shall share the name of the recipient with only the President. The President then has the option to review and accept the award for Lifetime Achievement. If the President makes no objection, the Board will accept the nomination of that name. Nancy Kelly seconded this motion.
The vote was taken.
Those present voted in favor of this motion. No votes opposed it.
Motion passed unanimously.
b. Bastille Day and SBA
Jim Dallas reported that he’d spoken to Cathy Weldon and Beth Hoops about Bastille day and they are looking at the weekend of July 17-18 for this event. The request of SRG is to: 1) solicit volunteers to help; and 2) promote the event via Facebook and other outlets using SRG’s budget. Jim also noted that SBA is organizing the event this year, but SBA is not necessarily taking it on indefinitely.
SBA did ask SRG to move the first concert to that same weekend, but the Fundraising Committee considered that and decided it’s not a viable option. For now, the first concert will be July 10, then Bastille Day July 17-18. A couple Board members expressed that they’re glad everything is not being crammed into the same weekend.
Gary Toribio asked how much the spend would be for advertising. Jim said around a hundred dollars. There was also a question about the guillotine for the “beheading,” and Gary knows where it is stored.
Margi asked if SBA would come up with a digital poster that can be posted on Facebook and NextDoor, and if they’re going to pick the King and Queen. Jim said he would ask and get clarification.
6. Budget
Jim Dallas said that he hopes the Board can vote to approve the budget at the June 16 meeting. There was also a brief discussion about how the Board gets consensus on the budget (i.e., via email; next meeting) to avoid any extra meetings.
Jim explained his goal is to get the budget to Board approval by June 16, and then post it a week before the July 7 General Membership meeting, then open it for discussion at the July 7 meeting.
Nancy Kelly said she liked the idea of any discussions via email, and then dedicate the first hour of the June 16 meeting to finalizing the budget. Then, if we need another meeting after June 16, we can determine it then.
Jim then talked over the new purchasing procedure, making note of big-ticket items and the need to go through the approval process. Jim also talked over the amounts and approvals needed.
Nancy Kelly then asked if the committees are aware of these procedures. Jim explained that he wants the Board to know the process to make sure we keep an eye out (as Liaisons) when the committees want to use their budget.
Margi Koors then asked if the procedures have been sent to the committee chairs. Jim said they were.
Jim then said it’s up to each Committee Chair to keep track of their own budgets by line item. Jim also reiterated that Committee Chairs and Liaisons need to be working together to eliminate any confusion.
Michael Pastore asked for additional clarity. Debby Brown asked if we can also include instructions for check requests to the Committee Chairs. Jim then asked if we should have a an “all-hands-on-deck” meeting with Committee Chairs and Liaisons to walk through the purchase process. Nancy Kelly agreed. Gary said an important piece of the instructions to Committee Chairs and Liaisons is that there are also procedures for special circumstances and that there’s flexibility with the Board.
There was a discussion about when and where to have this meeting to explain the procedures to Committee Chairs and Liaisons. Gary said it should be after budget approval, and Michael agreed. Neil Putz also volunteered to create a taskforce to determine the date for the meeting, but will need the assistance of two other Board Members. There was also a suggestion that a notebook be created to share with Committee Chairs. Margi and Nancy Lambert offered to help create the notebook.
a. Liquor liability insurance
Jim Dallas explained that SRG does not currently have liquor liability insurance in place. This issue came up as SRG was selling beer at the concert series that we’re now planning. Jim asked the insurance broker, John Shadley, a lot of questions about when we have to have insurance in place, trying to get a recommendation about spending money for insurance when not raising a lot at the beer booth. John Shadley explained that we need it even if holding meetings and serving liquor.
Jim said that he wants to recommend that SRG spend the $460 now, as an amendment to the current budget. There was a question about the length of time the $460 covers events, and Jim confirmed it’s for the year, and this is in addition to the General Liability Insurance. Neil Putz explained that it became apparent that we weren’t having any events in 2020 because of the pandemic, so this insurance was dropped.
Billy Tomber made the motion to spend the money to cover the Liquor Liability Insurance. Margi seconded.
Those present voted in favor of this motion. No votes opposed it.
Motion passed unanimously.
b. General Budget Discussion
Jim Dallas explained that per the May 18 budget meeting, he promised to develop a rough estimate of what the Board’s fixed costs are. From the slide (shown) a reasonable estimate of fixed costs might be around $30,000. Gary asked if Jim was being conservative in the estimate. Jim said he was by keeping it conservative.
Fundraising Budget: Jim explained that Margi Koors has been stellar in working with him and Christopher Schwarz in figuring out their budget and getting them excited. Jim also said he wanted to give credit to Chris for immediately pulling together his committee for a fast meeting about the budget. The result is that the Fundraising budget now has a positive balance. The budget now reflects the Soulard Concert Series—two in 2021—but does not reflect 2022; those discussions will happen later. Chris wants to present at the June Board Meeting. For now, Chris is getting the permits for the July 10 and Sept. 5, 2021 concerts. Jim also pointed out that the Concert Series went from a projected $2,250 loss to breaking even.
Because of the Soulard Concert Series, Jim then discussed insurance. In previous years. John Shadley would put event riders into the insurance, and SRG would buy 4 per year. With the pandemic, SRG did not buy those riders. Now, as SRG is having events again, SRG is purchasing the event insurance at a rate of $316 per event. Jim also pointed out that SRG saved some money because these weren’t purchased in December because of the pandemic.
Jim explained that Chris’s revised budget assumes that there will be donations to offset the cost of the Concert Series.
Jim said that specific to the Soulard Concert Series, SRG needs to spend up to $2,000 right now, with $500 of that refundable, for the two concerts.
Margi Koors moved that the Board approve up to $2,000 for the Soulard Concert Series. Billy Tomber seconded the motion.
Those present voted in favor of this motion. No votes opposed it.
Motion passed unanimously.
Jim then explained that during the conversations with Chris, the Fundraising Committee is committing to hold fundraising events specific to the repairs for Soulard Station, and conservatively have estimate raising $12,625.
Overview of the revisions since the “roll-up” discussion on May 18: Jim explained with all proposed budgets consolidate we’re faced with $44,000 of deficit spending. This reflects the amount to create the Star Awards, and the Communications Committee has asked the Board to consider equipment to hold hybrid versions (Zoom and face-to-face) for General Membership meetings.
The budget for Soulard Station hadn’t changed, but the benefits from fundraising are now reflected. Jim also explained that he increased the Board’s charitable contributions to reflect the $500 for buying a table at a trivia night that is hosted by the St Louis Metropolitan Police Department Central Patrol Business Association (SRG typically buys a table at that event).
Michael Pastore said that, because the traditional Mardi Gras celebration was canceled, SRG usually gets some form of donation from Mardi Gras Inc. Gary explained that traditionally MGI gives a grant for $15,000 to nonprofits in the neighborhood who make proposals. This money is more for special projects outside of the SRG budget, and they’d need to be applied for. That grant is dependent on the Mayor’s Ball—50% of the profit goes to a special project the mayor wants and the other half comes back to the Soulard neighborhood. Billy said that, since there was no Ball, there are no grants and they’re not required to give any, so there are no Requests for Proposals at this point. Nancy Lambert and Gary will follow up with MGI.
Turning back to the charitable contributions, Jim noted that Gene Slay Boys and Girls club wants to buy a new golf cart, and Jim is bringing this to the Board’s attention because previously, SRG contributed to the playground there. Karen Moske said that this is a good organization, and they have aftercare for families who can’t afford it. Michael Pastore asked if CID should also be involved in purchasing the golf cart. Billy Tomber said this should be moved to a new agenda item for future discussion. Karen said that as a matter of courtesy, we should acknowledge it’s been a hard year, and determine if we can or can’t provide the funds, because in a normal year, we would. Jim will send the requestor a letter.
Jim then pointed out Neil Putz has reminded him of the $500 line-item for memorials (i.e., tree planting) for key SRG members who may pass away during the year.
Jim explained that meals and entertainment were now zero. Billy pointed out that in a normal year, there would be an April transition dinner. Michael said that in years past, a Board member would have $100 to spend on a meal for the Board Meeting (for a total of 11 Board Meetings and then one Board Transition dinner). Gary also pointed out it was up to each Board member to determine if they wanted to be reimbursed or not. Neil Putz then said that last year we had a committee that requested a similar amount--$100 for meals at each meeting for a total of $1,200 for the year. Last year’s Board thought the volunteers should bring their own food, and that the Board of Directors should lead from the front. Michael then said that as a Board, we’re giving a lot more hours and spending a lot of time emailing—more so than the committees. Margi said she’d be willing to forego this expenditure to set a good example for the rest of SRG, with the exception of the April Transition Dinner as a recognition for the work we’ve done. Billy said he sided with Michael Pastore, noting that in addition to the Board and General Membership meetings, there are also emergency meetings that require attendance. Karen Moske also noted per-diems allowed by other businesses and non-profits. Neil Putz said he thinks there’s a middle ground for including something in the budget. Debby said that she’s happy to make an in-kind donation. Jim said he will add something to the budget for meals and entertainment. Karen agreed with entering $1,000 and see where it goes. Nancy Lambert said she’d like to think her neighbors are supportive of the Board’s hard work, and that other boards of similar organizations have something for meals.
Taxes and Licenses: Debby said this was mainly for tax returns. Karen Moske asked if any of this was for permits. Debby said not that she’s aware.
Margi said she’d like to see this under a $25,000 deficit for the year. Debby said that if we take that down, it should be in smaller increments since we didn’t sink a lot in reserves.
Jim said that for the Board Budget, we also have the $5,000 for the study for Soulard Station to help assess what can be done with the building. Jim said that could be zero and can be revisited in the future.
Legal expenses: Jim said that we spend some money last term—around $3,000—for an attorney on an ad-hoc basis, and there’s no annual retainer for this now. Gary asked if last year was the first time we needed an attorney. Neil confirmed this, but that the Board should always have an attorney available. This number could be reduced from $5,000, but it’s important for membership to realize the scenarios where this may need to be used. Karen Moske also recommended that something should be included in this line item, but understanding that insurance will cover some expenses (i.e., we don’t need to engage an attorney for bylaws reviews).
Back to the Soulard Study, Karen also said that we should deal with the repairs first, and then in the future study, determine what to do with the building. Debby agreed with this. Gary then asked about hiring somebody to write a grant. That money could also be a study and a grant. There was a brief discussion about who may be able to write such a grant.
Trash Receptacles: Jim said his best guess right now is $8,000, and this is a program that he feels positively about as President. He offered to remove the amount because of uncertainty. There was a discussion about responsibilities (CID, SBA, SRG) with the trash receptacles. Gary suggested this be brought up at the retreat so we have time to get more information. Jim said that Terry Hoffman (CID) doesn’t need an immediate answer and he’s good with us taking our time to consider this. Jim is going to zero out this item for now and bring it up in discussions later.
Back to the Soulard Station budget, Margi brought up the $28,000 for the station and capital improvements. Nancy Kelly pointed out that the amount includes supplies and utilities. Margi suggested reducing to $10,000 this year to make the necessary repairs, and the rest of the amount move to next year. Nancy Kelly said she thinks we can make some cuts to the Soulard Station budget, but she doesn’t think it can go below $20,000. There was then some discussion about amounts for the repairs to the roof and effectiveness of the solar panels.
Jim said he would update the spreadsheets to reflect these discussions and send to the Board.
7. Retreat (President)
The Board retreat is set for June 12 at the Soulard Station. Generally, Jim Dallas sees this meeting as a combination of team building, setting the agenda for the upcoming 10 months (the end of the current term), and setting up a focus/strategy over the ensuing 2 to 3 years after this term ends.
Jim said the Board should get in the right mode for retreat, and that Michael Pastore will do it again next April with remaining board members. Jim has interviewed Bob Grace, who lives in Benton Park, and has an office at 716 Geyer. The name of his firm is Leadership Effect. Jim believes Bob would help the Board focus its day and make it more productive. The cost is $1,500 for him to do some pre-meetings over the next couple of weeks, then meet with the full Board at the Board retreat on June 12 from 9 a.m. to 2 p.m.
Michael Pastore agreed with having a facilitator, because without one, it’s not a retreat, but rather just another board meeting. Margi Koors said that if we’re going to have a retreat, then a professional person will help us reach our goals and what we want to project out for the next years. Neil Putz agreed with Margi and Michael; the Board needs to let go of our own agendas and get to a space that’s neutral to all of us. Chris Currington added that since we are considering not having meals for the Board paid for, then this could serve as some sort of concession and investment in the Board’s future.
Margi moved to spend the $1,500 on a professional to facilitate the Board retreat June 12. Michael Pastore seconded.
Those present voted in favor of this motion. No votes opposed it.
Motion passed unanimously.
8. Additional Committee Reports
a. Communications
Billy Tomber reported that the Google Workspace is being set up by Megan Mehrle for each committee to use. We are set up as a nonprofit, and each committee will be instructed on how to use it. There will be a full presentation at the June 16 Board Meeting, then it will be rolled out to the committees.
Margi Koors suggested this also be included in the check-request training (see notes above).
Jim asked about the equipment for the hybrid versions of the General Membership meetings (see notes above). He will add $750 to the budget to be considered for this item.
b. Beautification
Karen Moske reported that Richard Eaton is moving forward with the art and architecture event.
c. Historical
Neil Putz handed out preprinted materials to explain some of the things that the Historical Committee is discussing and researching. He explained different types of historical signs (neighborhood signs, banners, ghost signs, etc.) and the new cast-iron post covers. Neil also discussed what other area neighborhoods are doing.
Billy then reminded the Board (and anyone in Soulard) that if they’d like to contact the Historical Committee, they can email historic@soulard.org.
9. Executive Session
Margi Koors made the motion to move to Executive Session. Neil Putz seconded. John Haas, General Member observing the meeting, then left.
Executive Session lasted for approximately 45 minutes.
Billy Tomber made the motion to leave Executive Session. Margi Seconded. All voted in favor of leaving Executive Session.
10. Resuming Face-to-Face General Membership Meetings
Jim Dallas then discussed having the next General Membership meeting—July 7—face-to-face. Margi thinks that July 7 is the right time for resuming face-to-face General Membership meetings. Billy reiterated that we still need the equipment for hybrid meetings (see notes above). There was also discussion about where to resume face-to-face meetings since there are a few alternatives to consider. The American legion has tables outside, and the June 27 Membership Drive could serve as a dry run (depending on the availability of sound equipment, stage placement, etc.). There could also be opportunities with the Rose Room at Sts. Peter & Paul or the Franklin Room. Jim will research the possible venues further.
11. Adjourn (President)
Gary Toribio made the motion to adjourn the meeting. Karen Moske seconded.
Those present voted in favor of this motion. No votes opposed it.
Motion passed unanimously.
The meeting adjourned at 11:04 p.m.