ScSEED Agenda
January 14, 2013
DRG Office 9am
Minutes
Present – Mark Swart, Hew Hallock, Liza Marron, Julie Mach. Lynne Thompson is absent – proxied to Liza.
Review minutes from last meeting – no written minutes available – Mark reviewed most recent experience with Liza and Kim going over the books of ScSEED. Julie has a draft of the Balance Sheet, Profit and Loss Statement, 2012 Budget, 2013 draft Budget. Julie has spent time training with Kim to create QuickBooks reports for ScSeed going forward. Julie Mach – question regarding new accountant – old accountant has not been up to par. Julie wants to know if we might hire a new person? Hew Question –can Julie do this? Mark has done 990 before. Accountant was late and makes mistakes. Hew –Julie please review reporting requirements and next meeting let us know if you think you can do it. 1099’s out by 2 15 13. 990 due March or April 15 to IRS.Beginning balance of 2012 was about $12,000 more than the beginning balance of 2013.
Telephone – Google Voice – Mark and Julie will look into it. Not a big loss to change it?
Program Coordination/Development Coordination – Julie will define these two roles and will continue to break out in the budget reporting. Julie will define budget categories. Would like to number accounts – Hew believes this is up to Julie what works best for her.
Open Grants = Pending $5,000 annual request for operating from Commissioners and pending $1,000 O’Dell small grant program. Letter of intent to Hunter Trust in March 2012 never heard back.
2013 Draft Budget – Quite a bit smaller than previous years. From $93,000 to $21,000 for income.Will only use $6,500 of $14,496 carry over for this year’s use to ensure a carry over for 2014 and to account for $6,400 that must be held for the pocket park.
Site Selector – would we like to support Julie doing this or have Mark Talbot continue. Bring Mark Talbot to February Meeting to showcase his work.
Kim will continue with Akia as the project managers of the Crestone Redevelopment project – Julie can assist them. We can cut out ties or we can continue to have a presence with the $608 c/o that we have. Hew – if ScSEED was the grantee originally – why aren’t we now? Liza - PR on behald of ScSEEDneeds to be more visible. All agreed we would like to stay involved. $6,420 needs to be recognized as a 2013 expense. Income for Crestone Pancake Breakfast should be $1,500. Liza made a motion, Mark seconded. All in favor of accepting 2013 budget;Unanimous.Julie – Aventa stuff to add Julie Mach on as a check signor. Hew moves that ScSEED account signators be LizaMarron, Mark Swart and Julie Mach. With one signature per check. With Chair and Treasurer as signators. Marks seconds – all in favor. Julie will email Mark the documents to become a signator. Liza already is. Julie will pursue a debit card from Aventa. Hew suggests Julie shows monthly Aventa statements to the board. Checks – especially Julie’s will be done by one of the signors. Liza will write Julie’s checks. Purchase request form? However new board policy – any request over $250 will be approved by the board in person or via email. Purchase request form not needed.
Agreement for contracted services – Kim has provided hers as a template; Reviewed with minor changes. Congratulations – we are excited to have you on board! Julie has enjoyed learning and coming on board.
Met Christy Culp – with DOLA.
Julie will update contract to include changes to Consultant services. Travel time and expense reimbursement and Mark Swart as Chair. Julie will also update grant authorization form. Liza made the motion, Mark seconds. Unanimous. Mark motions, Liza seconds to give Julie authorization to submit grants on ScSEED’s behalf. Unanimous.
1099s for 2012 contractors – Kim has agreed to help Julie work through this process and get a handle on Quickbooks once the final financials come in
Kim informed Julie of some bills that may be coming through and of some upcoming grants/reporting deadlines.
Ranching Celebration – Partnership between Saguache County museum and ScSEED – February 10th noon to 4pm. Decorating the day before.
ScSEED in charge of drinks and plasticware.
Mark would like to get an award/plaque for Kim, as a thank-you for the years of work she has put in.
Liza and Julie updated everyone on the Kerber Creek partnership. Julie has spoken with Trevor – board members edit the document. Invite Trevor Klein to our next meeting.
Julie agreed to meet with Liza to go through ScSEED files for throwing away or storage.
Relationship with the SLVDRG – Executive Board meets third Monday of the month. Hewwill let Julie when important items are on the agenda. Meetings are lots of talking to board, not a lot of opportunity to share. CEDS document every five years with Economic Development Group. Valley Demographics.State and Federal data on Valley’s base economies.2007 CEDS 589-6099.
Liza thinks it would be nice to have an introduction of Julie Mach with the new County Commissioners. Julie will suggest a date – come with a ScSEED board member – perhaps Liza.
Also we could talk about holding community forums at February meeting.
Seed Exchange – February 16 - 10 to 3pm. ScSEED is $25 sponsor.
Quickbooks purchased by Julie for $99. Reimbursed her. LFC will pay 50% for a copy.
ScSEED Dollars – Liza will present at February’s meeting.
Email system – confusing and public – need to reformat or create a new website. Not that hard – right now it is very nested. People used to be able to subscribe to an information feed.
Center– Forest Newberger Town administrator and others – to support economic development in Center – February agenda. Lynne would like to see ScSEED support Center economic development projects.
Victoria - Meeting with Valley Community Fund this afternoon.
Polar Express support letter approved.
Burt Wadman invoice approved for $1,260. Hew moves, Mark seconds – Unanimous.
Adjourn 11:45 Liza motions, Hew seconds. Unanimous.
Chair will set the agenda – with input from board and staff. Mark will set agenda for February.
Next meeting – Monday February 25th 10am Liza’s house. Mark will bring a projector.