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Meeting Minutes – 8/11/2016

August 12, 2016 by Board Meeting No Comments

hOur Exchange Ypsilanti Board Meeting 8/11/16

 

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

 

Agenda/Minutes

Note comments from last meeting in italics.

Followed up on previous meetings tasks shown in blue.

Tasks to be completed and by whom from 7/14/16:

 

  • Approved 14 July 2016 board meeting minutes.
  • Sue
        • Go to the next MAoTB – Jeff to forward (Sue will attend in Sept because August was a party and she wants to see a more formal meeting)
        • Get caught up with treasury tasks (Sue entered Paypal transactions on the spreadsheet. She wants access to the bank account or bank statements to do a reconciliation.)
  • Emerson
        • Sent a PM to all FB members that were not hEY members. Removed those that didn’t express an interest in joining. Kept those who are willing. Got a couple to fill out their applications!
  • Jeff
        • Email Bryan with Application donation changes to include 2 hrs of service for the time bank – 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
        • Send Bethany the brochure done
        • Send Paypal credentials to Sue done
        • Send board thoughts on language surrounding member donations – by the 21st. Board will have 1 week to reply with changes/suggestions – to have final changes approved
          • hOur Exchange Ypsilanti is committed to our community. We recognize that not everyone can afford our membership fee and that it may prevent people from participating. With this in mind we have changed from a required donation to a suggested donation model. If you cannot afford our donation request that is fine. If at some point you can afford to support hEY financially we will welcome your donation of any amount!
          • If you cannot afford to pay our donation all that we ask is that you spread the word about the Ypsi Time Bank. Let your family and friends know the kinds of services you receive and share your positive experience with your neighbors. If we get more members because of your efforts and those members are able to donate then you will have done your part to financially support this organization. You will have also helped your neighbors receive excellent services and enable them to help their neighbors with their special skills! Word of mouth is truly the best form of spreading the word.
          • Financial member donations are what enable hOur Exchange Ypsilanti to provide brochures and our website. Donations also support our future plan to provide volunteer insurance to our members while they help neighbors. We ask for a suggested donation of $25 per member for these reasons. If you feel that you have saved money using the Time Bank please consider putting some of those savings back into hOur Exchange Ypsilanti.
          • Thank you for your support!
        • Forward copy of email to Bryan with the wording on our annual donation
  • Julianne
        • Update handbook with new donation changes awaiting approval of language
        • Update other documentation, materials, application, annual donation by auditing our documentation and where materials are located  awaiting approval of language, but has auditing all documents.
        • Changed organizational gDrive structure
        • Comb through our Facebook admins and reduce to board, founders, and our coordinators done
  • Bethany
        • Do some businesses outreach work: make materials to send to businesses. Ypsi Ale House
        • Create tiers for businesses and submit ideas to board before the next meeting
        • Absent – moving to next month
  • Karen
        • absent
  • Elizabeth
        • Will help get Liz to finish the 501c4 paperwork Elizabeth called & emailed Liz. They had a brief conversation before the election. (Liz was running.) Sue and Elizabeth will do it.
        • Assist with the Tax Return Elizabeth will get with Liz. Sue will help.
  • Carry-over topic: Insurance – Elizabeth needs to file 501(c)4.
  • New Topic: Emerson created a spreadsheet to track members that belong to households as it’s getting longer and so far it’s only in their head.
        • Saved to the hEY gDrive
  • New Topic: Accepting A2TB members.
        • Email exchange with board.
        • Need to apply. If they apply, then we accept them. But we won’t advertise to them.
        • A2TB doesn’t exist anymore.
  • New Topic: Language for Donations
        • hOur Exchange Ypsilanti is committed to our community. We recognize that not everyone can afford our membership fee and that it may prevent people from participating. With this in mind we have changed from a required donation to a suggested donation model. If you cannot afford our donation request that is fine. If at some point you can afford to support hEY financially we will welcome your donation of any amount!
        • If you cannot afford to pay our donation all that we ask is that you spread the word about the Ypsi Time Bank. Let your family and friends know the kinds of services you receive and share your positive experience with your neighbors. If we get more members because of your efforts and those members are able to donate then you will have done your part to financially support this organization. You will have also helped your neighbors receive excellent services and enable them to help their neighbors with their special skills! Word of mouth is truly the best form of spreading the word.
        • Financial member donations are what enable hOur Exchange Ypsilanti to provide brochures and our website. Donations also support our future plan to provide volunteer insurance to our members while they help neighbors. We ask for a suggested donation of $25 per member for these reasons. If you feel that you have saved money using the Time Bank please consider putting some of those savings back into hOur Exchange Ypsilanti.
        • Thank you for your support!
  • Business Outreach Report – Bethany
        • Bethany absent
  • Outreach Report – Emerson
        • As of today we have 119 members
          • 2 new members
          • 11 renewed with hours
        • As of today we have 3,994 hours exchanged (146 since last month)
        • As of today we have 9 members who are currently outstanding.
  • Treasury Report – Sue
        • Received $53.23 in July but more information may be available once Sue sees a bank statement.
  • Next meeting at Sue’s at 6:30 on 9/8/16
  • To do for next month
  • Elizabeth
  • Will help get Liz to finish the 501c4 paperwork
          • Assist Sue with the Tax Return
          • Business Registration Non-profit annual report
          • New Center do a non-profit training
  • Emerson
  • Jeff
          • Link gDrive documents to public
  • Julianne
          • Finish last month’s tasks
  • Sue
        • Meet with Heather Wysor to be a signer on bank account
        • Get debit cards for bank account
        • Assist Elizabeth with the Tax Return
        • Go to the next MAoTB

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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