APRIL BOARD MEETING MINUTES
April Board Meeting
April 20, 2022
Approved Minutes
1. Call to Order + Opening Remarks
Michael Pastore called the meeting or order at 7:03 p.m.
Board Members present included: Michael Pastore, President; Abbey Bethel, President-Elect; Debby Brown, Treasurer; Chris Currington, Secretary; Margi Koors; Nancy Lambert; Craig Markham; Karen Moske; Stephen Shuman; and Gary Toribio.
Board Members absent included: Jim Dallas, Past President
General Member present included John Haas, who asked to attend and was in attendance.
Michael thanked everyone for coming to the meeting. He said that he encouraged everyone to read the premeeting reading materials, and if anyone has questions about the materials and has questions that can’t be answered right away, then send them to Michael, Jim Dallas, or Chris Currington to add to the agenda. Margi Koors welcomed the new president.
2. Introduction of New and Existing Board Members
Michael Pastore asked the returning Board members and the three new Board members to give a brief overview about themselves.
* Michael Pastore: grew up in Connecticut and has lived in St. Louis for 16 years. He’s been married for 33 years and spent his career in the food and beverage industry.
* Abbey Bethel calls herself “10th Street Abbey.” She’s from Florida and this is her second time living in St. Louis. Abbey works at Anheuser Busch and has a French Bull Dog.
* Nancy Lambert was born and raised in Hayworth, Ill. She taught high school business education and she’s married to Mark. They’ve lived here for nine years and have two adult children. Nancy has coached basketball and is a huge St. Louis Blues fan.
* Gary Toribio is a retired civil engineer who lives on 8th Street. He’s originally from New Orleans, and after Hurricane Katrina, he and his wife moved up to St. Louis. He also serves on the Mardi Gras Inc. (MGI) Board…through June of 2023. He now plays pickle ball in his free time.
* Margi Koors grew up in Central Illinois and has lived all over – Chicago, Houston, St. Louis, etc. She spent 40 years as an executive in retail fashion. She’s been with SRG for 18 years, but she hasn’t lived here until two years ago. She loves it here and now has a golf cart.
* Craig Markham has lived in Soulard since 2011. He considers Soulard its own Disneyland – it’s like being on vacation all the time. He is an executive (22 years experience) and currently works with an investment firm based in California. He’s thrilled to be part of SRG and he’s passionate; there’s so much good that can happen.
* Stephen Shuman is happy to come back to the SRG Board for a second run. He moved to SRG as a renter in 2010, and eventually bought on 12th Street. He was hooked on SRG after one of the holiday Parlour Tours.
* Debby Brown is originally from Michigan. She started on the SRG Board last year (second term as Treasurer) and has lived in Soulard for six years.
* Chris Currington said he’s lived in Soulard since 2017 and currently resides on S. 11th Street. He works at RGA as an executive director. This is his second term is Secretary.
John Haas is a long-term Soulard resident and comes to meetings frequently. He moved to the neighborhood in 1982. He bought a house on 10th Street 25 years ago and plans to be there until they can no longer.
Margi mentioned the rules about SRG members attending Board Meetings. Michael said the Board will allow members if they want to attend, but they can’t voice an opinion or weigh in on the conversation unless asked.
3. Previous Board Meeting Minutes and Approval
Michael Pastore said there were a couple of glitches with the March Board Meeting minutes, so there wouldn’t be a motion to accept them as final at this meeting. Michael discussed the use of acronyms at meetings and a misinterpretation with the meaning and confusion from the previous Board Meeting. Chris Currington will consider a disclaimer (that Gary previously used) when putting together future meeting minutes.
Chris will revisit the minutes and put updates on the SRG cloud. Michael said the vote will be taken at the next Board Meeting to approve the March meeting minutes as final.
4. Treasurer’s Report
Debby Brown said that for some reason, she can’t log into the SRG bank account, so she’s not sure where the accounts stand. Usually, before the Board meetings, Debby logs in, reconciles the books, and then gives an up-to-date picture of the numbers.
Since the last Board meeting, SRG Development Committee has gotten five tables for the Smarty Gras event. That is another $1,400. The fiscal year starts July 1 and lasts until June 30, and there is currently ~$60,000 with expenses ~$48,000. Net income is ~$12,000.
Debby also cut a check for the Membership Drive coming up in a couple weeks. Margi Koors said there will be a check request ($2,500) for food. Margi also said the Membership Committee will be spending $400 for the South Broadway Athletic Club; $600 on the gift for the members; next they’ll be looking at the bar expenses. The Membership Drive should be within budget. Debby said the budget for the drive is $7,000, but there will hopefully be a profit. Craig Markham asked how much is typically raised. Margi said it depends on how many attend, but typically $4,000-5,000. After the pandemic, the years were hit or miss and rainy. This year, the event is indoors with plenty of room to spread out. The flyers are going out all over the neighborhood. The committee is trying to be conservative, but wants people to have a good time. The Star Awards will also be handed it out.
5. Liaison Reports
Michael Pastore said he’s asking Craig Markham and Stephen Shuman to serve as liaisons to SRG committees. They’ll be asked to attend meetings and report back to the Board about anything significant that needs to be discussed.
Michael also said that the General Membership meeting was held two weeks previously. If there was a committee meeting between then and now, and there’s an update to give, the Board liaison can give an update. If nothing has changed since the General Membership meeting, then an update isn’t necessary.
Michael said the committees are there to do good and the liaison interacts with them as the eyes and ears of the Board. It’s important that liaisons share information with the Board. Nancy Lambert reminded everyone that one of the most important aspects of being the liaison is the budgeting process and watching the budget over the fiscal year. The budgeting process will be coming up soon.
6. Repositioning Liaisons
Michael Pastore went over the liaisons for the Board members:
* Beautification: Karen Moske
* Communications: Jim Dallas
* Community Involvement & Events: Stephen Shuman
* Development: open
* Historical: Craig Markham
* Membership: Margi Koors
* Parlour Tour: Nancy Lambert
* Safety Committee: Nancy Lambert
* Properties Development (formerly Soulard Station): Gary Toribio
* Plan Review Team: Jim Dallas
Nancy Lambert said there was a discussion during the by-laws revisions (undertaken by the Board in the 2021-2022 term) that many committees have a fundraising component. Michael said that fundraising is no longer its own committee because there were too many events under it that weren’t fundraisers; they were community events. Not every event is a fundraiser; the Concert Series is an expense for SRG and something it gives back to the community. Gary Toribio said there are two sentences in the new by-laws that describe the Development Committee (replaced the Fundraising Committee), so there needs to be a Development Committee Liaison.
There was then a discussion about the Development Committee and responsibilities, including grant writing.
There was then a question of Debby Brown, Treasurer, if she needs a liaison. She said she doesn’t think the position needs one, but for the last year, the President Elect helped out. There was an offer asking Abbey Bethel, President Elect, if she’d like to help the treasurer. Abbey agreed to help Debby. Gary said the President Elect gets to sign checks, too. Debby also offered to go over the books. Michael said that he’d be happy for Abbey to do that with Debby, but he’d still like to see everything related to budget and expenses.
7. Concert Budget Explanations & Approvals (contracts, bands, sound and lighting)
Michael Pastore said he’d hoped everyone had time to read the materials that were emailed and he wanted to clarify a few things. The budget is a little exaggerated for the money that SRG will lose. Fiscal year (FY) 2022 ends June 30, 2022, and the FY 2023 starts July 1. There will be one concert on June 25 (FY 2022) but then SRG will carry over expenses to FY 2023. (The second concert will be in 2023.) So, both concerts will hit the FY2023 budget. The books will be cleaned up in 2023. There have been conversations with Linda Howdeshell (SRG auditor/accountant) and this isn’t uncommon, won’t cost more money, and is easier than going back and forth between the fiscal years.
There was then a discussion (concerts, banners, etc.) about what hits which FY on a cash basis and accrual accounting. Michael said SRG will be in good shape for the concert budgets.
Michael asked if everyone had read the contracts for the sound and band for the concert series. There was a discussion about the contracts (language) specific to bands from the previous Board. When SRG has to pay an individual for music, we’ll send a 1099 for tax purposes. Craig Markham suggested adding this “as page 4” to the contract. Karen Moske, Michael, and Debby agreed.
Michael said he’d accept a motion with the addition of Page 4, the 1099, to a band/concert contract.
Craig Markham made the motion to add a Page 4 – form 1099 – to the band contract. Stephen Shuman seconded.
The vote was taken.
All voted in favor. No votes opposed it.
The motion to add a Page 4 – form 1099 – to the band contract, passed.
8. 2023 Budget Timeline & Explanation
Michael Pastore said there would be a quick timeline of how the budget will be done this year, which is different than last year. There was a discussion about the dates and deadlines.
There was a discussion about preparing FY 23 budgets based on FY 22 budgets. Debby Brown offered to resend previous budgets, and if any committee wants additional reports, they can ask Debby.
The previous year, committees made presentations, and the Board discussed the proposed budgets. Then, they were approved in July. Michael said that committees can take the previous year’s budget, which is completed, look at FY 22 expenses, and match them up for FY 23.
Nancy Lambert said she’s learned from the Parlour Tour budget and the Membership Budget lessons for FY 23 – create an overall budget rather than a line-by-line budget. Debby said she encouraged all committees do the same thing. Debby also reminded the Board about the process to request additional funds – from the Board – over certain amounts.
Michael said that committees can start from the previous year’s budget and discuss changes. Debby said she’d be happy to email liaisons/committees the previous year’s budget, in an Excel spreadsheet. They can delete the information or create a new form.
There was then a discussion about the timing of the budget submissions, meetings, and approvals. Planned budgets are to be emailed to Michael, Jim Dallas, and Debby by May 9.
Gary asked a question from the previous Board – if committees were given extra money, how would they spend it? Committees can add this as an addendum, it would be presented to the Board, and be discussed.
There was then a discussion about the minimum cash balance that needs to be kept.
Michael reminded everyone about spending down some of the money (surplus). There haven’t been any committees that have told the Board what they want to spend or how they’d spend it. Craig asked Michael if he wants to remind the committees about spending down the surplus when he sends out the budget sheets.
9. Pub Crawls Update
Michael Pastore said that Soulard has had pub crawls with several thousand in attendance. A letter has been sent to Dan Guenther and Jack Coatar, St. Louis City aldermen, co-signed by Jim Lettau, of Soulard Business Association and Jim Dallas, as president of SRG. Pub crawls need to be regulated, licensed, and permitted, with expectations for sanitation. Michael and Travis Howser (special events person for the city) were supposed to have lunch with Dan and Jack the next day. Michael said he wanted the Board to know this was moving forward.
Craig Markham asked if what SRG, SBA, and the aldermen are doing include regulations. Michael said it does; where attendees can go, smaller vehicles, follow traffic laws, etc. Margi Koors asked where pub crawl attendees/transportation will park. Michael said there’s a specific map. He mostly wants the Board to know that a resolution is being pushed and will hopefully be reached.
10. Retreat
Michael Pastore said that, at the previous Board meeting, with the outgoing Board members, there was a discussion about the great job achieving the Board goals set at the June retreat. There was a discussion about having another retreat this year, at the Soulard Station, and who the moderator could be. Everyone agreed that another retreat would be good.
11. MGI Board Updates
Michael Pastore said SRG has three representatives who serve on the MGI board. With Billy Tomber rotating off the MGI Board, Nancy Kelly will now take his position, representing SRG. Other SRG representatives include Nancy Lambert (currently serving first term; expires in 2024) and Gary Toribio (currently serving third term, expires in 2023). Michael said these roles are important and serve to protect the interests of the neighborhood and businesses. Nancy Lambert gave the example of how SRG’s representation was important for Mardi Gras during COVID-19 to prevent a super-spreader event. Michael said that when a vote comes up, MGI doesn’t vote; only the board member do.
Nancy said that most of the money from Mardi Gras goes to the Mardi Gras Foundation that then makes grants available. Those can be applied for, and the money can go back to the Soulard community.
There was then a discussion about MGI, MGF, The Mayor’s Ball, and having coffee with the new Board members to explain how it all works together.
Michael then said he would like to appoint Nancy Kelly to the MGI board, replacing Billy Tomber.
Karen Moske made the motion to appoint Nancy Kelly to MGI’s board. Craig Markham seconded. Michael asked if there was any discussion. There wasn’t any.
The vote was taken.
All voted in favor. No votes opposed it.
The motion to appoint Nancy Kelly to the MGI board passed.
11. New Business
Michael Pastore asked if there was anything new that needed to be addressed. Gary Toribio asked Margi Koors if there were any contracts (for the upcoming Membership Drive) that needed to be approved. Gary reminded Margi that only the SRG Board can enter into contracts. It was determined that there was a contract for the Membership Drive and it would be sent to the Board and voted on via email.
Karen Moske said the Beautification Committee is not planning a Garden Tour this year; they’re going to plan another Art and Floral Auction. They’ve picked the same weekend in September. Chris Currington asked all the committee liaisons keep an eye on September events; last year was overwhelming. Margi asked if there could be one calendar of events when the budgets come in for review. Chris said that ComCom has the ability to create a shared calendar. Nancy Lambert said there were many events in September 2021, and one committee is not aware of what other committees are planning. Stephen Shuman said that we could use the opportunity of budget presentations to discuss dates for events.
12. Old Business
Nancy Lambert (referencing a previous Board discussion about use of the Soulard Station) asked if the Board is allowing use of the Station for events outside of SRG. Michael Pastore said that, at this time, there are no plans in place, but some small gatherings have been allowed. For events outside of SRG, then there should be a Board sponsor. Nancy asked if the event is required to have Board approval. Michael said yes. Margi asked if there have been events at the Station without Board approval. Nancy said there had been. There was a mention of a post-Mardi Gras party at the Station for MGI. Margi said that Gary is the Station Liaison; Gary said he’s wants to pursue and understand more. Michael said that the last Board discussed having a Board sponsor and wanted to leave it at that until Gary comes up with a plan for the Station. Craig Markham asked that, if there is an event at the station, is SRG indemnified. Karen Moske said SRG has premise liability.
13. Adjourn
Margi Koors made the motion to adjourn the meeting. Debby Brown seconded.
The vote was taken.
All voted in favor to adjourn the meeting at 8:54 p.m.