Board of Directors Meeting

August 9, 2016

Shared Harvest Downtown Neighborhood Association Offices,

10 N. Spring Street, Elgin, IL 60120

Minutes

Require follow-up

Motions

Time / Director / Agenda Item / Notes
6:30 P / Heather / Acknowledge Guests &
Inform that they may only observe / List names: Teryl Teeter, Sandy Skulski, Thomas Lesiewicz
Heather / 5-10 minutes of Board Training Tips / Super Volunteer Teryl Teeter provided a 10 minute presentation on “Cold Calling” Telephone Tips. Important tips: Be friendly, say person’s name… Written “tips” were submitted for future reference.
Heather / Call Meeting To Order & Jo Ann Roll Call
ü indicates present / ü Heather, ü Donna, ü Jo Ann, □ Pam excused, □ Elida excused, ü Christine, ü Mark, ü Brigitte, ü Jennifer arrived at 6:45 p.m.
(5 for quorum) Time: 6:36 p.m.
Jo Ann / Approval of Minutes of July 26, 2916 Meeting l / Motion to Approve minutes as presented: Christine, Second Donna
Approved: Unanimous
Elida / Treasurer Report, Aug 9th report tabled due to illness / Tabled: Treasure’s Report for August 9th, as well as the Treasurer’s report for July 26th, both tabled due to Treasurer’s illness.
Elida / Monthly Financial Report and Request to Prep a Financial Report for the Annual Meeting / *Tabled *
Jennifer / Membership Committee / Total Members 960 Households 643
Heather / 3 New Committee clarification and appointments
Review Hanna recommendations, attachment / The new committees were consolidated into O&O (Owner & Outreach) Events and Volunteer Coordinator.
Motion to adopt name changes to new committees made by Jennifer; Seconded by Jo Ann.
Vote carries, Brigitte abstained. See attached Committee draft v3.
(Duties for each of the committees will be drafted by each committee chairperson by Sept 1st)
Heather appointed herself as chair of the O&O/Vol Coordinator
Heather appointed: Diversity Committee Chair, Jennifer Soule
Heather explained the letter submitted via e-mail regarding the advice offered by Jacqueline Hannah.
Pam / Annual Meeting Report / Jennifer read an email on behalf of Pam, who was not able to attend. The email outlined actions to date and that all tasks are on track for completion.
Jo Ann / Policy/ By-Laws, Nomination Policy
Election Policy (both required for Annual Meeting/Elections) / Brief discussion about the 2 submitted policies.
Motion to adopt the proposed policies by Jo Ann; Seconded Heather.
Approved: with Jennifer abstaining
Donna/Pam / GM Hire
Committee Status Report / No new applicants
Jo Ann / EHN Presentation / Reported that 36 EHN members, 6 guests attended our presentation to the Elgin Hispanic Network on Wednesday, July 27th, held at Art Space. Excellent food/drink provided by our own Pam! 2 new shares were purchased by EHN member, Victor Amparo, from that meeting. Five or 6 more potential prospects, as well.
Donna / Events (Future)
-St. Joe Hospital & Advocate Sherman Pop-up Markets
-Festivals, etc. / Heather discussed the joint Harvest Market events to be held at Sherman Hospital. The DNA will organize the Oct, Nov and Dec events and SH will organize Jan, Feb and March. There are 5 spots for each of the 2 groups.
Heather will send a sign-up sheet for anyone interested in volunteering at I-Fest and a Fun Run for Cancer, requested by Elida.
Heritage Fest and Streamwood event, to be determined at a later date.
Christine / Marketing
Committee Report &
-Member Mini Campaign Report
- Update, Outreach Coordinator/Marketing Position / Report of Member Mini-Campaign 15/15, phase 1 (juicer machine) only 10 new members, phase 2 (Sitka Salmon) ends 8/17, phase 3 will be $7 gift card for Bike shop.
Outreach Coordinator hire. The first choice declined the position. New rounds of interviews will be arranged to select one of the qualified applicants for the position.
Brigitte / Any Reports / Nothing to report
Mark / Any Reports / Nothing to report. He did, however, reiterated his regret for not having more time to devote to shared Harvest due to his current work situation. He is still devoted to SH and will do what he can.
Heather / Any Old Business / Report of Grand Victoria’s Food Truck event. 1.5 pages of names/email were secured at the event. Follow-up pending.
Heather / Any New Business
-Radio
-Outreach Efforts to churches, fire/police, credit union / -Outreach efforts: Donna contacted WCPT Radio 820 AM and 92.4 FM, and will do a segment on Aug 27th. Donna also contacted a pastor who said to try to schedule after September 11th. Jo Ann received permission for the President of the Kane County Teachers Credit Union to leave literature in staff break room. She has also reached out to the Elgin Police and Fire Departments to encourage officers to become shareholders—efforts ongoing. Jo Ann also “cold-called” St. Joe Catholic Church, no results thus far.
-New item: Heather reported that a large printer has been offered, but must be moved ASAP.
Christine will be revamping language for Marketing Strategy.
8:00 p / Adjourn / Motion: Jo Ann moved to adjourn, Second Mark: Unanimous
Declared by: The meeting was called adjourned by Heather
Time: 8:13 p.m.

Respectfully Submitted,

Jo Ann Armenta /S/

Recording Secretary

Page | 1 Minutes for August 9, 20116, Submitted August 23, 2016