Board Duties - President

  1. Sending out e-mails through G-mail Account
  • Tom – paste powerpoint slide info (or create a new one since gmail has updated their GUI).
  1. Updating Blog Posts and Calendar on the Website
  1. Neighborhood Meetings
  • Meetings are held April and October at 1600 East Ave Apartments in the basement conference room.

Example for quarterly meetings: Tom invites NSC Director Nancy Johns-Price to speak at all of our meetings. Council Members Matt Haag and Elaine Spaull are invited to give updates on city council activities. We meet at 1600 East Ave Apartments. John Martello and George Hubbard are the POCs for us and book the room on our behalf (we can’t book the room since we don’t live there). John is available in the summer and George handles our meetings during the winter when John is in Florida though if you can’t reach John in the summer, George is a good back up. John’s number is X. George’s number is X. I provide John and George with “honorary” (i.e. complimentary) memberships in the NA as a thank you and also ensure that they receive invites to our summer picnic and holiday party. I also write a post to Property Manager on John Kennedy on the 1600 East Ave Facebook page during the holidays wishing him a happy holiday and thanking him for allowing us to host our meetings there. Also starting in 2011, I sent him a “snail mail” holiday card.

  1. Assigning Routes for Newsletter and Flyer Delivery
  • Tom – paste route info from Marianne for door-to-door
  • Tom – write out route info for dropping
  1. Clean Sweep
  2. Coordinate clean sweep for neighborhood. Request RSVPs via e-mail. Communicate to NSC Nancy Johns-Price total number of RSVPs. Request that all equipment (rakes, shovels, garbage bags, gloves, etc.) be delivered directly to MorrisonPark. I have them deliver around 8:00-8:30 am. Event starts at 9:00 am. We provide coffee, orange juice and donuts for volunteers. If you ask Nancy about clean sweep t-shirts, she will include them in the delivery of the equipment.
  1. Social Events (summer picnic, holiday party, Halloween parade, etc.)
  • I will include a “save the date” announcement in my e-mail blasts (about a month or so out when possible).
  • As event draws closer, I will ask for RSVPs (about 10-12 days out). I will then follow up and ask for RSVPs every 3 or so days. I will note “final RSVP reminder” in the subject line for the last RSVP which I send out 1-2 days before the event.
  • I track RSVPs in our member database Excel spreadsheet. I add a column and add the event to the header. I will then track all RSVPs by family. For events with kids, I will create two columns – one for adults and one for kids. Keeping track of kids RSVPs separately helps when buying Easter eggs, donuts/candy for Halloween parade and toy prizes for the summer picnic.
  • How much food should you buy? For the Easter Egg Hunt, I buy donuts and some juice (fruit punch and apple) for the kids and for the Halloween parade, I buy donuts and cider. I get the donuts from Tim Hortons on University Ave and the cider or juice from Wegmans. In the past, Tim Hortons has said that I can call the order in the morning of (about 7:00-8:00 am) but I usually call it in the night before so I don’t have to worry about it in the AM. I schedule a 12 noon pickup based on a 3 pm party start time. For the adults, I have been using a formula of one donut per adult and then adding a few extra though I ended up having a lot of donuts left over. I have ordered 2-3 “bite sized” donuts (call “Tim bits”) for each kid which tend to go fast as adults eat them too so you may want to increase the Tim Bits and cut back on the larger donuts. For example, if you have 30 adults RSVP for the party and 25 kids, I would recommend the following:
  • Two dozen (24 donuts) = assumes that not all adults will even eat one donut. I know this defies logic but I cut back significantly for the Halloween parade in 2012 (ordering about 1.2 donuts per person) and we still had over two dozen donuts left over.

Key People I Contact Often

  1. City Council Members Elaine Spaull (East District Representative)
  1. City Council Member Matt Haag (At Large Council Member)
  1. SoutheastQuadrantNeighborhoodServiceCenter (NSC)

Nancy Johns-Price, Administrator, (585) 428-7640

846 S. Clinton Ave

Rochester, NY 14620

  1. Gary Kirkmire – leads code enforcement for the city.
  1. Crime Prevention Officer Michelle Velez. Sometimes comes to our neighborhood meetings. She is our POC for PAC-TAC. Officer Brian Bannerman is another crime prevention officer that we talk to. He sends out the crime reports, crime bulletins, scam alerts, etc. on behalf of the Rochester Police Department.
  1. Peter Siegriest – City POC for neighborhood preservation and new development in our district.

Open Items

  1. In the past, there has been discussions about creating an ABC St. Member Directory: include name, address, phone numbers, e-mail for members who wish to “opt in.”
  2. Charlene Vish (12 Audubon St.) has offered to host the 2013 summer picnic in her back yard. Tom Hasman can help the President get in touch with her if the board is interested in pursuing this option.
  3. We have been working with the city (through city engineer Jim McIntosh) about adding electric hookup in MorrisonPark for Christmas tree, Menorah display, etc.
  4. Speed bumps