Building Community One Hour at a Time

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Meeting Minutes – April 2017

April 21, 2017 by Board Meeting No Comments

Meeting Minutes for 4/18/17 meeting at Elizabeth’s

In Attendance:, Karen Coleman, Elizabeth Warren, Jeff Yoder, Sue Coles, Julianne Bonta

Absences include:

Old Business:

  • Elizabeth
    • Upload the insurance policy  DONE.  In Legal
  • Jeff
    • Uploaded the new brochure pdf
    • Write blog post with link to announcements:  Tips for successful exchanging.

If you are offering services that ordinarily charge for, we suggest that you limit the timeframes in which you will be available for this service for timebank hours.  Note the various options.

  • Sue  <red added 6/16/17>  Treasurer Report:  Received so far this year total $349.59 from 12 people
    • Work up budget for board review. Projected income, Projected costs: insurance, printing (brochures, yard signs, ), tax accountant, event food, etc.  Shown on a monthly basis. Annual Budget is in the Treasurer folder on the drive.
    • Make financial information available for the tax accountant  Jeff to approach his accountant.  Sue says she will provide any info they need.
    • Start a list of local Ypsilanti non-profit/community organizations to approach.  Then send list to Karen each week. Emailed letters but maybe Karen or others could give me the text for the two blanks: 1. what the other organization promotes and 2. examples of ways their members may earn hours.  Then I can fill in the letters and print/mail.  Also whose name should be on the letters?
      • List:  
        • Washtenaw County Master Gardeners, Bob Bricault 734 997-1678
        • Catholic Social Services, 4925 Packard St Ann Arbor, MI 48108 (734) 971-9781
        • Jewish Family Services, 2245 S State St Ann Arbor, MI 48104 (734) 769-0209
        • Thrift Shop, 14 S Washington St Ypsilanti, MI 48197 (734) 483-1226
        • Salvation Army, 9 S Park St Ypsilanti, MI 48198 (734) 482-4700
        • Growing Hope, 922 W Michigan Ave Ypsilanti, MI 48197 (734) 786-8401
        • Kiwanis, 980646 PO BOX, Ypsilanti, MI 48197 (800) 549-2647
        • Program to Educate Cyclist, 32 N Washington St Ypsilanti, MI 48197 (734) 484-2758
        • Girls Scouts Heart of MI, 444 James L Hart Pkwy Ypsilanti, MI 48197 (734) 714-5140
        • Food Gatherers, 1 Carrot Way Ann Arbor, MI 48113 (734) 761-2796
        • Care Charities, 2189 Glory Ln Ypsilanti, MI 48197 (734) 961-9000
        • Big Brothers Big Sisters, 11 W Michigan Ave Ypsilanti, MI 48197 (734) 975-0933
        • Helping Hands, 2345 Tyler Rd Ypsilanti, MI 48198 (734) 483-2400
        • Hope Clinic, 518 Harriet St Ypsilanti, MI 48197 (734) 484-2989
        • Gathers Foundation, 7090 Fielding St Ypsilanti, MI 48197 (313) 486-3531
        • UNIFIED HIV Health and Beyond 3075 W Clark Rd Ypsilanti, MI 48197 (734) 572-9355
        • POWER, Inc. 103 Arnet St Ypsilanti, MI 48198 (734) 961-1990
        • Shelter Association of Washtenaw County 312 W Huron St Ann Arbor, MI 48103 (734) 662-2829
        • Corner Health Center 47 N Huron St Ypsilanti, MI 48197 (734) 484-3600
        • Friends of Ypsilanti Freighthouse PO Box 970919 Ypsilanti MI 481987
        • Parkridge Community Center 591 Armstrong Dr Ypsilanti MI 48197 (734) 483-7700
        • Riverside Art Center 76 N Huron Ypsilanti MI 48197 (734) 480-2787
        • Ypsilanti Meals on Wheels 1110 W Cross St Ypsilanti MI 48197 (734) 487-9669
        • Ypsilanti Youth Orchestra 2080 Whittaker Rd Pmb 245,Ypsilanti, MI 48197 (734) 483-6079
  • Karen
    • Work through the language and implement personalizations depending on Sue’s research  – Finished last month
  • Julianne



  1. Approve March minutes
    1. approved by the board
  2. 2017 Election Ballots need to go out to our members!
    1. Those running
      1. Karen
      2. Emerson
      3. Blank – write-in
    2. Ballot needs to be created
      1. Jeff can create and submit to Emerson to place on FaceBook
      2. Jeff to post on the software and email membership
    3. Ballot needs to go out  ASAP with the 2 bios.  Solicit write-ins.  Write a sales pitch:

Being a hEY Board member is not hard or overly time-consuming.  The Board meets monthly for about one and a half hours.  Board members typically volunteer for a few discrete tasks between meetings.  Hours are awarded for all time spent for your participation on the Board. Your involvement on the Board will help ensure that the hOur Exchange Ypsilanti is a lasting community organization!

  1. Think about fund-raising.  Must have $1000 by the end of the year to pay for board insurance ($913 for 2017).
    1. This will become more clear once we have a budget
    2. An auction with donations is a good way to raise money and should be included in the 2018 picnic
      1. Propose to have a harvest party and auction
        1. Organization of this to be tabled for now and included in the 2018 picnic
  2. Outreach to local organizations
    1. Sue to produce a list of organizations on Drive and then email the link to the document to Karen
    2. Karen will then contact via paper mail and update the list as she goes starting with Ypsilanti organizations
    3. Elizabeth belongs to a listserv called “Barrier Busters” and will put Jeff’s name on the list of presenters for some month to talk about the Time Bank and how it can benefit local organizations.
      1. Jeff to sum up his elevator speech
  3. Picnic needs – 5/27/2017
    1. Food – Wendy Granville?
      1. Cake, one or two entrees
    2. Jeff to check in with Emerson for other things that are needed
    3. Lawn Signs – 5 signs would cost about $100
      1. Approved by the board – jeff to order – done
    4. Next year’s picnic – arrange for the Sr. Ctr soon.  And start planning for the Auction.  Think about 6/2/18.
  4. Taxes
    1. Jeff to ask accountant for direct help
  5. Outreach update
    2. Idea to get Churches to join as organizations to pay their own volunteers hours
      1. Use the church outreach coordinator
  6. Tabled items
    1. Streamlining the application process
      1. Thoughts?
    2. Someone should attend the monthly meetings at the MAOTB
      1. Could call in instead of going in person
    3. Facebook group – Emerson has been managing this
    4. Fall auction event – harvest fundraiser
  1. Next meeting on 6/21/2017 at 6:30



  1. Jeff
    1. Talk to accountant and get them information
    2. Put together a ballot for the 2017 elections and include a write-in
    3. Sum up a time bank elevator speech in preparation for
  2. Sue
    1. Make a budget
    2. Give letter templates to Karen
    3. Create outreach contact database
  3. Eliz
    1. Ask Barrier Busters about Jeff presenting


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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