JULY 2022 BOARD MEETING MINUTES
July Board Meeting
July 20, 2022
Approved Minutes
1. Call to Order + Opening Remarks
The meeting was called to order at 7:02 p.m. and was conducted via Zoom call.
Board Members present included: Michael Pastore, President; Abbey Bethel, President-Elect; Debby Brown, Treasurer; Chris Currington, Secretary; Jim Dallas, Past President; Margi Koors, Nancy Lambert, Craig Markham, Karen Moske, Stephen Shuman, and Gary Toribio.
General Member John Haas previously asked and attended the meeting.
Michael started the meeting with some quick remarks and said he wasn’t able to attend the previous General Membership Meeting. He wants the record to show that Abbey Bethel stepped up, and she and Jim Dallas worked well together to chair the General Membership Meeting. Michael thanked them both.
2. Secretary’s Report
Chris Currington, Secretary, said that he’d emailed the Google drive links with the draft of the May and June Board Meeting minutes to the Board Members. He hadn’t received any comments or changes. Chris asked for a motion to accept the minutes as final.
Craig Markham made the motion to accept the drafts of the May and June Board Meeting minutes as final. Nancy Lambert seconded the motion.
The vote was taken.
All voted in favor of accepting the drafts of the May and June Board Meeting minutes as final.
3. Treasurer’s Report
Debby Brown, Treasurer, was not at the July General Membership Meeting, and she thanked Abbey for giving the Treasurer’s Report.
Debby said she ran the numbers for the previous fiscal year, and the current cash balance was ~$72,000. She’s still wrapping up the expenses from the previous fiscal year. There have been some check requests for mowing at Pontiac Park and the Soulard Station.
There was then a brief discussion about speaking with Linda Howdeshell and filing tax statements. There was also a discussion about doing a full audit again in the new fiscal year. Michael Pastore said that it’s his understanding that there are three options for Linda’s services: 1) full audit; 2) mid-level review; and 3) taxes only. Jim said, with the new budget, we need to think through whether there will be enough to cover the mid-level review. Debby said she didn’t know how much that is and said she’d ask Linda. Jim said that if the money in the budget will only cover taxes, then the Board will need to approve the mid-level audit. Debby said the Board could vote at this meeting to increase the budget line item (the previous year, the full audit, and taxes cost $5,000). It should not be more than a couple thousand for taxes and the mid-level review. It was decided that for this year, Linda will only do the taxes, but the next Board will discuss another audit and at what level.
The discussion turned to the $50 request to lease The Rose Room at Sts. Peter & Paul Parish for the next General Membership Meeting and the Board’s approval. This came up because the budget hadn’t been approved by General Membership yet, and the bylaws say the Board needs to approve the payment. Jim Dallas said that, after the August General Membership Meeting, this won’t be an issue because the budget should be approved.
Abbey Bethel asked if someone would make the motion to approve the $50 to rent The Rose Room for the next General Membership Meeting.
There was a discussion about approving all the blanket checks that Debby had written but not distributed in this motion. It was decided those checks had been covered by expenses in the previous fiscal year’s budget and didn’t apply to this motion.
Craig Markham made the motion to approve the $50 to rent The Rose Room for the next General Membership Meeting. Margi Koors seconded the motion.
Hearing no more discussion, the vote was taken.
All voted in favor to approve the $50 for The Rose Room.
4. Patrick Webster – Hi-Hat Restaurant on Russell
Michael Pastore introduced Patrick Webster, who recently purchased the former Harpos building on Russell Blvd.
Patrick said he’s from St. Louis and has been working in the restaurant business in New York (Manhattan and Brooklyn) for the last 14 years. The bar/restaurant will be called Hi Hat. The second floor will have a music area and full bar. Patrick hopes to have full shows seven nights a week. He’s currently working with a New York chef but will hire a St. Louis chef when it gets closer to opening. Operations are planned to be from 11 a.m. to 1:30 a.m. There may be a little outdoor space with two tables, but he’s not planning to change anything on the outside. Patrick will be living on the third floor of the building. Patrick said he plans to start small (9-12 employees), and open only evenings for the first month. Patrick said if anyone is walking by and the door is open, they’re encouraged to stop in and say hello.
Jim Dallas asked about a wheelchair lift and how that will affect the exterior. Patrick said he’d like the place to be wheelchair accessible. Jim reminded Patrick of the historical code, and Patrick said he was aware of it. There will also need to be some changes to the restrooms to meet other codes as well. There’s also an awning company that Patrick said he’ll work with, and they know the Soulard historic codes. Jim said that PRT will need to make sure the awnings pass code. Jim then asked Patrick if he had approvals for inside. Patrick said he did. Michael asked Patrick – if he’ll be open until 1:30 a.m. – if he’d consider armed security. Patrick said he will.
Craig Markham asked Patrick if he’s considered a valet service. Patrick said he wouldn’t know where to park the cars. Craig suggested that there may be places that work, and Patrick said he’d look into it.
Gary Toribio asked if Patrick was going to work with an architect on the wheelchair lift and present plans to the city. Patrick said this was a year out before he’d be looking at that, but he has spoken to an architect. There was then a question about street parking. Patrick said he has no plans on taking over parking spots. Gary then asked about the types of shows Patrick was planning. Patrick said he wants as much art (poetry readings, storytelling, etc.) as he can arrange. Gary said that there are some things that SRG can help promote.
Michael then asked if Patrick would be joining SRG as a business member. Patrick said he would.
After the discussion, Patrick dropped off the Zoom call.
5. FY 2023 Budget Discussion
Michael Pastore said that he hoped everyone had the chance to review the budget information that Abbey and Jim sent via email.
Margi Koors asked about the Beautification Committee budget and a negative red number. Jim said the number is actually positive but will change the font so the number does not appear in red. Margi then asked if anyone was concerned about the net-negative of ~$50,000 in the budget. Debby Brown said that was the goal from what the budget presentations were – to spend down the cash reserves. We tried to do that last year, but we ended up with ~$72,000 net cash at the end of the fiscal year.
Margi said it’s the second budget year and there’s no major expense included for the Station. Jim said the general sense is to be conservative on revenue and expenses, and this is why the previous year turned out much better than budgeted. Even with big expenses like the Station, they still have to go through the budget process. Nancy Lambert said she appreciated this (Soulard Station) being brought up. Gary asked that, with improvements (i.e., gazebo, covering on back patio) at the Station, does the Board really support it before having committees spend time on quotes and contracts, or should these even be considered for the budget at this point. Gary said perhaps it would be better not to include these large expenditures in the budget, coordinate with the appropriate committee(s), and then do a budget amendment. Margi said that with a gazebo or covering, we could potentially be attracting people to stay overnight, and that’s not what we want to project. Stephen Shuman said it wasn’t actually a full roof structure; it’s more of a pergola to provide shade. Gary said this all hasn’t been thought out and is loose at this point. Jim asked if there was any idea what is built in the budget for the structure. Gary initially said the whole was $9,500, but later clarified that only $5,000 of the amount was meant for the proposed structure. Jim asked if this is approved, does that mean we go forward with the structure or should it be backed out and ask them to come back later. Michael said he agrees now that we’re having this discussion – we don’t want a gazebo. A pergola or sails may be better, but they’d still need approval. Debby said a check over $1,000 can’t be written without Board approval, so it’s not a firm plan at this point. Margi said the drafting, concept, and bids should be received before these expenses hit the budget; the committee should present what it wants to do, and then put money in the budget the next year. Stephen said he generally agreed, but Board Liaisons have been asking committees how to spend down the cash balance, and perhaps they should provide more details. Michael said he agreed with Margi, and that nothing will be done until the next year anyway. Jim said the whole $9,500 would be removed from the spreadsheet/budgets, but we’ll encourage the committee to pursue other alternatives over the next year and put something in the FY24 budget. Debby suggested that Jim speak with Bonita Leiber (Soulard Station Committee Co-chair) before removing the $9,500 because there may be some other projects. Gary said he found his notes from the Station’s budget presentation. $5,000 would be for the pergola, so that should be taken out of the budget. Once the pergola is defined more, they can explain it to Gary, and he can come back to the Board with what they have in mind. Gary asked if everyone could just agree to reduce project and improvement at the Soulard Station to a new amount of $4,500. Gary made the motion to approve the budget for membership approval with the caveat that the Soulard Station budget be reduced by $5,000.
Debby said that the utilities at the Station are on autopay for month-to-month, and she asked for a motion to pay the utilities until the budget is passed.
Gary Toribio made the motion to pay the utilities until the budget is passed. Debby Brown seconded.
All voted in favor of the motion.
The motion to pay the utilities until the budget is passed, passed.
Abbey Bethel had a couple of updates to the budget. The first was for the Beautification Committee. Richard Eaton, Beautification Committee chair, wants to increase his proposed budget because of the heat and watering the planters/pots. He would like to increase this line in the budget from $2,000 to $3,000.
Abbey said that Julie Price, Membership Committee chair, had two changes to the committee’s budget. For the Soulard “Off-the-Island” event, it needs to call out income, and bump up expenses to cover bus costs and food they’ll buy. Margi said the estimate for the bus came in and it’s doubled to over $2,000. Abbey said her concern is making sure the line item for the expenses cover the bus costs plus the food. Margi said it should if the committee is charging right for participation. Michael asked who would be providing the food. Margi said they weren’t sure yet. Stephen Shuman reminded everyone that the committees need to start making expenditures, and we’re getting caught up in the small details. Jim said that last year (FY22) when Julie was planning this event, she has $1,000 in the budget for this particular line item, and he asked her to attempt to set up the bus trip with a net cost closer to $0 or $500; but now she’s requested a net $1,500 (i.e., it’s moving in the opposite direction from what he requested when he was president).
Abbey expressed that she wants the numbers right; if we told people to get creative, she doesn’t see an issue, but she wants the entries to be correct. Debby said she wasn’t opposed to the Off-the-Island event if people sign up and want to go. Craig asked how many have typically attended in the past. Margi said 40 is the number the bus holds, but attendees have to be SRG members. Nancy asked if there was a plan if the committee can’t get 40 to attend. There wasn’t one. Margi said they’d make it work and come in under budget, and $300 would be returned when the bus cleaning deposit was returned. Abbey said she wanted to keep the budget at $2,100 but wanted to know what would be spent on food. Margi said that still needs to be researched. Michael said that a guarantee has to be given to whomever provides the food.
There was then a discussion about backing down the revenues for dues from $7,000 to $6,000. Margi asked if it could be met half way at $6,500. Gary said he disagreed with this; what’s in the budget is the full dues amount for families, seniors, friends of Soulard, or businesses. He said that what Abbey was proposing was fine.
Abbey had one last item – the tablets that the Communications Committee included. Abbey suggested that be removed and bring down to $8,000.
Gary asked about the Membership Party and why the budget was increasing. Margi said the wine was donated and the committee needs to plan if there are no donations. Margi agreed to reduce the Membership Party to $7,000. Karen Moske said that prices have gone up on everything, and she agreed with Margi (to increase the budget). Margi said put the budget for the Membership Party at $7,500.
There was then a discussion about the current Concert Series and the ones budgeted for in FY23. Jim said the numbers in the budget are conservative. Gary asked what events the Community Involvement & Events Committee has in mind. Stephen said the estimates now aren’t great because they need to build the committee from the ground up.
It was agreed that the meeting would move on with the agenda, Jim and Abbey would adjust the spreadsheets, and the Board would vote on the budget via email.
6. Board Retreat
Michael Pastore said that if there’s a Board retreat on July 30 or Aug. 6, there won’t be full attendance.
There was then a discussion about when members would be available. Debby Brown asked if we could do the retreat later in the year. Karen Moske agreed with this, and it would be good for new members to be at a retreat rather than those rotating off. Jim asked what the vision for the retreat would be (the previous one was to set goals for the upcoming year). The later in the year we do a retreat, the less the goals become relevant. Michael said he would take a different approach, such as focusing on business that needs to be done, and some team building or something personal. Craig agreed with two sessions (perhaps on two different dates): one to build camaraderie, and the other to strategically plan. Margi agreed with this idea. Stephen Shuman made a comment about commitments and requirements of the Board members.
Gary asked who would facilitate the retreat. Abbey said she’d prefer someone external to the SRG organization. She also agreed that having two dates would be difficult to coordinate. Michael suggested the first weekend in September. Margi said she agreed with Jim and would like the retreat sooner rather than later. Jim said it would be nearly impossible to find an outside facilitator in seven or 14 days ahead of the actual retreat.
Gary suggested tabling the discussion for the evening, and Craig said he’d give some thought and provide guidance. Karen said she wanted to reiterate the importance of the retreat for new Board members and their attendance.
7. CID Traffic Calming Feedback from SRG
a. Does SRG submit feedback as a board and what does that look like
Michael Pastore asked if, as a Board, we should provide feedback on the CID Traffic Calming proposals by July 31. Chris Currington suggested that people do this as individuals rather than as a board. Michael asked if everyone could look through the proposals, send him feedback, and he would compile. Gary said he finds it hard to believe that CID and SSBD wouldn’t accept feedback after July 31. Michael asked Gary if he could find out on timing so we’re not trying to get this done in 10 days. Gary said if we’re a week or two late, then CID can incorporate the feedback later.
Karen said that it would be important for the Board to give feedback rather than not to. Margi said it’s also good to acknowledge the amount of work that’s been done.
8. Historic Code Review Update
Jim Dallas said the Historic Code working group is getting close to a document that they’re happy with. Next, it will be sent to the Cultural Resource Office (CRO) for consistency with other neighborhoods. After their review, it will go to the SRG Board. After the Board reviews it, then it will be shared with SRG General Membership.
9. Station Protocols Update
Michael Pastore said the Station Protocols (for using the station for events) have been out on the Google Drive, and he asked if everyone had a chance to look at them. If not, Board members were encouraged to read over the document, and send Michael, Abbey Bethel, or Jim Dallas questions.
Craig Markham asked who a “responsible party” is. Jim said that the document needs to be reviewed to see the big picture. Craig said that would be an hour discussion. Michael said that’s why everyone needs to do the prep work.
Gary said the Soulard Station Committee hasn’t weighed in on the latest version yet. Jim said there probably wouldn’t be a lot of input from the committee. The first version sent several months ago was approved by Bonita Leiber and Laura Grace (Soulard Station Committee co-chairs). The Board’s duty is to decide on general use of the station, but before the Board votes, the protocols document needs to be sent back to Bonita and Laura for their thoughts. Gary asked if the document was ready to be sent to them with comments included. Jim encouraged the Board to sit down and read the document and address what he’s looking for from the Board. Margi Koors asked if it was ok to discuss this at the next meeting, and Craig asked if everyone could take a shot at responding to it and aggregate responses as a point for future discussion.
Karen Moske asked about a previous, lengthy discussion about third parties and who they would be. Margi said there was no resolution. Karen suggested that this be done by email to get the comments out and then have them in front of us. Michael agreed to do it by email.
10. Policies and Procedures Manual
Michael Pastore turned the discussion about the Policies and Procedures (Ps & Ps) over to Abbey Bethel. Abbey said that, regarding the Ps & Ps, the manual is to be created by the Board in the year following the adoption of the bylaws. The bylaws were adopted Feb. 4, 2022, so it now has until Feb. 4, 2023, to update the Ps & Ps. Jim Dallas said he would like to start moving this forward and creating the manual. Michael asked if Jim was actively working on the Ps & Ps, and if five items had already been updated. Jim said it’s been basically consolidating some Ps & Ps the Board should already be familiar with, the manual can be put on the Google Drive, and we can add to it. He’ll be happy to post the first version of the Ps & Ps prior to the next Board meeting. Gary Toribio said that in the bylaws, there are ~30 references to plans, policies, and procedures, and asked if Jim has a list of everything needing Ps & Ps in the bylaws. Jim said he does, and he’s shared that with the Board and can post them again.
11. Soulard Special Business District (SSBD) Follow-up from June Board Meeting
Michael Pastore turned the discussion about the SSBD June Board Meeting follow up to Abbey Bethel. Abbey said that attendance was small. SSBD plans to publish a map showing the GPS for the patrol cars in Soulard for different days to show the general public where they are/have been and give details. The sergeant at the meeting addressed the increase in car jackings in St. Louis and mentioned the FBI is now getting involved since there have been so many. Soulard will have their involvement for 45 days, and they will offer 10 detectives, and we (STLPD) will offer 10 detectives.
Michael asked if anything about the number of stops recorded, who was talked to, and who was taken away came up. It’s good to have a GPS map, but if the patrols aren’t doing anything, that’s frustrating. Abbey said the Sergeant gave a form with stops and incidents, and they do have a record of what the patrol officers are doing.
12. General
Michael asked John Haas if he had any questions. John said he only had one. A couple of months ago, something was mentioned at a General Membership Meeting, about removing the elm trees (curbside) in the neighborhood. John asked if they would be stumped. The branches and trunks were taken within 48 hours, but John asked if the remaining stumps will be removed. John was told that he could check with the city’s Citizen’s Service Bureau about further action.
As for the Membership Committee, Margi said there were a couple of updates. It is going to replace the SRG signs, placed throughout the neighborhood, which announce upcoming General Membership Meetings. The cost will be $492, but there is $500 in the budget. There was a brief discussion about what colors the signs should be. The second update was that Scott Plackemeier asked, instead of writing checks to the homeowners who provide socials after General Membership Meetings, if the Membership Committee could instead buy $50 gift cards and give those. Debby Brown said this was a great idea. Michael asked what kind of gift card. Margi said Visa, American Express, etc. Margi also mentioned the wine tasting (to recruit new SRG members) at the Soulard Station the following Friday.
13. Executive Session
John Haas was thanked for his participation and then asked to drop from the Zoom meeting.
Jim made the motion to move to Executive Session. Abbey Bethel seconded. The Board entered Executive Session at ~9:15 p.m.
Executive Session ended around 9:30 p.m.
14. Motion to Adjourn
Margi Koors made the motion to adjourn the meeting. Debby Brown seconded.
All voted to adjourn the meeting at 9:31 p.m.