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Meeting Minutes – 10/6/2016

October 6, 2016 by Board Meeting No Comments

hOur Exchange Ypsilanti Board Meeting 10/06/16

 

  • In attendance: Jeff Yoder, Elizabeth Warren, Emerson Delacroix, Karen Coleman, Julianne Bonta, Sue Coles
  • Absences include: Bethany Hayden

 

Agenda/Minutes

Note comments from last meeting in italics.

Followed up on previous meetings tasks shown in blue.

 

  • Approved 8 September 2016 board meeting minutes. YES!
  • Tasks to be completed and by whom from 9/8/16:
  • Bethany

 

        • Update brochure

 

  • Elizabeth

 

        • Continuing business registration of the non-profit for the renewal.
          • Ask Chris Sevick if 501c4 can receive grant money
          • Liz finished her draft.  Eliz needs to read Jeff’s blog and then finish the application.  Also speak with Chris S about this and taxes

 

  • Emerson

 

        • Clarify tasks under the new donation regime.
          • Accept new hEY fb friend requests. Send them a personalized message and asking them to join if they haven’t already.
          • Still not sure if I should be contacting folks at all at their anniversary or if we feel the software reminder is sufficient. I still want to f/u with each member to ensure they’re getting max benefit from hEY
            • It’s your anniversary! We’re so glad you’re here! Is there anything we can help you with ? Are you benefiting from your membership with hEY b/c we’d love to hear about that. At this time we normally ask for a donation, you understand we have a new policy no longer mandates membership fees but we welcome them. If you’d like to publicly speak for hEY or donate we would appreciate that (include donation link)! Thanks again for being a member for another year.

 

  • Jeff

 

        • Update Orientation slideshow to ask that members remove their offers/request after they’ve been filled. Was awaiting for language on donation to be approved move to next month
        • Link gDrive documents to public move to next month
        • Disable report of accounts receivable in order to facilitate the whole donation/evangelism thing move to next month
        • Draft updated bylaws move to next month
        • Email Bryan and board with new lang – done

 

  • Julianne

 

        • Update handbook with new donation changes move to next month b/c it depends on Jeff
        • Update other documentation, materials, application, annual donation by auditing our documentation and where materials are located move to next month b/c it depends on Jeff
          • Jeff said the handbook is in About section on hEY website, Member Files

 

  • Karen

 

        • Show up

 

  • Sue

 

      • Assist Elizabeth with the Tax Return
      • Got to Sept MAoTB meeting DONE!! Was really cool! We’re all welcome anytime!
        • NOTES:

Notes From Sue’s visit to MI Alliance of Timebanks monthly meeting on October 1, 2016

Notes about What Makes a Great Event

  • Music
    • Singing, karaoke
  • Food
  • Being Organized
    • Plan, assign tasks
    • Start small like testing an event the first year with plans to grow
    • Keep costs low
  • Games
  • Publicity
    • Get the word out:  local paper, website, facebook,
  • Incentives
    • Speaker
      • Share story
      • inspiring
    • Prizes or raffle
      • Gas card
      • Gift
      • Hours
      • Cash
  • Purpose
    • What is good for someone else
  • Finding “the Thing” or the fun for the intended audience
    • Who wants to do this
    • What do people want to do
  • Engaging People
    • Interactive, get people talking
    • Focus on a demographic to draw people in (ie mom events)
  • Timing
    • Member availability.  Keep in mind older members may want earlier events while working folks don’t have day time hours
    • Are you competing with other events (check before you schedule)
    • Know what is going on such as weather or an event to piggyback on
  • Create an event around a member offer

Examples

  • Ladies Night Out:  focused on adult women, made scarves for homeless, low cost materials,
  • Cook off (mom’s night):  commercial kitchen was donated, chefs volunteered, participants paid a nominal fee which covered all of the costs, it was more of a social event than a fundraiser, incorporated other vendors at the entrance, capacity preset at 30 guests
  • Spa Night:  had hair and nail services maybe chair massage and pedicures which were all donated. The guests donated for the services

http://www.mitimebanks.org/

 

  • Board Education: What organizations and resources exists for time banks

 

      • Michigan Alliance of Time Banks
      • Books
      • Grants available

 

  • Carry-over topic: Insurance – Elizabeth needs to file 501(c)4.  
  • Not done yet.
  • New Topic: Points tallys from our “How” board at the hEY Board Retreat 9.18.16

 

        • 1st – communication/newsletter
          • Board thinks a member could do this. Emerson will ask.
          • Feature: News from the board where we get some content
          • Adrienne Pass could design the newsletter
        • 2nd – More face-to-face events
          • Ask members if anyone is willing to host – Emerson
          • Sue is willing to host but doesn’t want to organize
          • Is there a member that’s willing to organize who hosts when?
          • Elizabeth willing to host but not organize

 

  • Rules for the parties

 

            • You get an hour by going
            • No organized stuff swap, except as a theme of the party.  A swap is OK, but no exchange of hours for stuff.
            • Any time of day is great; whatever works for the host & organizer
        • 3rd – Connect to orgs – outreach committee?  See if mbrs can connect with the other groups they belong to.
          • Give Bethany this task? Ask at next meeting.

 

  • New Topic: amend bylaws re: fees

 

      • Will make the information available to the public and vote at the next board meeting which will be the special meeting.
      • Jeff will notify the membership.
      • Emerson will create voting google form

 

  • New Topic: Start members will more hours.

 

      • For senior citizens? If you need it? To inactive people?
      • Recognizes it’s not part of currency (good stick!)
      • Julianne 12, Sue 10, Karen 5, Jeff 10, Emme 10
      • 10 passes
      • Jeff updated the system

 

  • New Topic: Anniversary memo will say you’re getting 2 hours or monthly hours

 

      • Jeff emailed hOur World admin: Can the system give/provide hours each month. This could include an annual allotment.
      • Em is proposing that we give any member who signed up in 2016, 8 additional hours (b/c they already got 2).
        • Karen thinks everyone should get hours. Board agree, passes.
          • Emme will go through and give everyone 8 additional hours.
      • Em is proposing to credit mbrs for the dues-related hours payment she took.
        • Board Agrees, passes.

 

  • New Topic: Update Officer Titles:
  • President, Treasurer, Secretary → are now all just DirectorOutreach Report – Emerson

 

        • As of today we have 122 members
          • 2 new members
          • 2 renewed with hours
        • As of today we have 4247 hours exchanged

 

  • Treasury Report – Sue

 

        • Received $ in September

 

  • Next meeting at Sue’s at 6:30 on 11/10/16.  Potluck snacks
  • Bethany

 

        • absent

 

  • Elizabeth

 

          • Finish 501c4 application and consult with Chris Sevick on that and taxes.
          • Submit the Annual report – can finish at October meeting
          • Enter her hours

 

  • Emerson

 

        • Ask members if anyone is willing to host
        • Find volunteer for writing and designing quarterly newsletter.
        • Ask if someone is willing to organize at Sue and Eliz’s houses
        • Update Anniversary message in software.
        • Create google form for voting on bylands re: hEY Bylaws, Article III, Section 3.1 states that membership responsibilities include payment of annual dues.  Do you approve the amendment of this bylaw to eliminate the payment of dues? Votes may be mailed to Jeff Yoder 1625 Prospect Rd., Ypsilanti, MI 48198
        • Go through and give everyone 8 additional hours.
        • Credit mbrs for the dues-related hours payment

 

  • Jeff
  • NOT DONE Notify the membership that we’re having a special meeting. Voting will be a google form. Include a notice that we will be giving hours to all of our members to the effect of
  • “hEY recognizes that our members are more likely to participate in the Time Bank if they have hours. With this in mind we are going to increase the amount of starting hours from 2 to 10. We will be retroactively giving all of our members 8 hours to account for this increase.”

 

          • “hEY is going to hold a vote at our next board meeting to alter the bylaws regarding our membership fee. In the past we have required that our members pay an annual fee to remain active. The board has recently proposed that hOur Exchange Ypsilanti no longer require an annual membership fee. While we will continue to welcome donations from our members we think that not requiring a fee will enable more individuals to join. This change requires a vote of those present at the meeting. Members can also vote via the following form either by mail or using the online form”
          • “The board would also like to change the language of board leaders from President, Treasurer, and Secretary to simply ‘Director’ for all board members. We believe that these titles belittle other members and are prohibitive. This change also requires a vote by our membership.”

 

  • DONE Update Orientation slideshow to ask that members remove their offers/request after they’ve been filled. Was awaiting for language on donation to be approved
  • DONE Link gDrive documents to public
  • Disable report of accounts receivable in order to facilitate the whole donation/evangelism thing
  • DONE Draft updated bylaws

 

        • DONE Ask Steve (admin of Time and Talents software)
          • Can the system provide (give) hours to our members on a monthly or annual basis? Ideally we’d like to give our members 1-2 hours per month. This would or could also include an annual allotment. Thanks!

 

  • Julianne

 

        • Enter all her hours
        • Update handbook with new donation changes move to next month b/c it depends on Jeff
        • Update other documentation, materials, application, annual donation by auditing our documentation and where materials are located move to next month b/c it depends on Jeff
          • Jeff said the handbook is in About section on hEY website, Member Files

 

  • Karen

 

        • Research board education topic: what organizations and resources exists to support time banks using Sue’s notes from the last MAoTB meeting.

 

  • Sue

 

      • Create a sign for the yard for the next meeting that it is open to the public
      • Get logon for credit union account, download statements and update spreadsheet
      • Work with Elizabeth on the 501c4 application and then the tax return
      • Deposit money

Jeff

Jeff, president and co-founder of hOur Exchange Ypsilanti, strives to bring community together through shared experience. He loves the city of Ypsilanti and wants to see it thrive.

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