Building Community One Hour at a Time

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Meeting Minutes from 2/11/16

March 10, 2016 by Board Meeting No Comments

Meeting Minutes for February 11,  2016 meeting at Emerson’s

In Attendance: Emerson Delacroix, Karen Coleman, Julianne Bonta,

Absences include: Jeff Yoder,  Liz Dahl MacGregor

Note comments from last meeting in italics.


  1. Approved 14 Jan 2016 board meeting minutes.
  2. Approve Membership Application Rejection Form Letter
  3. Followed up on previous meetings tasks shown in blue.

Tasks to be completed and by whom from 12/10/15:

  • Emerson will research an application rejection form letter by the next meeting.
    • Completed. Saved to hEY gDrive.
  • Emerson will look into household payment set-up.
    • Completed for the households I know include more than one member.
  • Emerson will secure the Sr. Center for 5.28.16
    • Submitted application
  • Jeff will do/give report from what he learned from other tb’s about negative references
    • No responses from the admin to admin section of Time and Talents
  • Liz and Jeff will meet for Jeff to hand off treasury stuff to Liz by next meeting.
  • Liz will do budget pending meeting Jeff
  • Liz will file 501C4
  • Jeff will screen membership handbook.
  • Jeff will figure out how to disseminate changes to membership. Website? Fb?
  • Julianne will add a sentence to the application.
    • “A reference should be someone who knows you and will vouch for your character or reliability. It would be considerate to let the people you’re listing as references know they’ll be hearing from us.”
      • Completed as of 2-11-16 (JB)
    • “We have to get two good references in order to accept the applicant.”
      • Completed as of 2-11-16 (JB)
    • “If at any time you or the board sees that you no longer adhere to our values your membership can be withdrawn.”
      • Completed as of 2-11-16 (JB)
    • “Have you ever been involved in a time bank before? If no, why not?”
      • Completed as of 2-11-16 (JB)
  • Karen will deposit $210 in our bank account.
  • Karen will come up with ideas on how business can join hEY.
    • ***An hour is an hour.
    • Lawyers, acupuncturist, baby sitters, Spanish teachers, plumbers, chauffeurs, dog walkers … all need their hours to be counted equally.
    • ***There is NO OBLIGATION to get or receive anything.
    • If I have 40 hours and want someone to help trash my house, there is no way to make anyone do that, or anything, for me ever. If I shovel snow for someone week after week through a snowy winter, there is no way I can insist on receiving hEY time bank credit for any of the hours I donated.
    • Sure, this last one sounds wrong to the way our time bank is supposed to or believed to operate, but the IRS made its ruling for a similar organization. Should it come to a legal level we, all heY members, need to accept this no obligation condition. I believe once someone is talked about as not giving time bank hours for services received, they will have trouble finding heY people willing to continually do something for nothing. Yes, we can all give a little, but taking advantage of our community promoting group feels wrong to me. I would avoid a non-hEY-hour-paying member like the plague. Should I never get anything for my heY hours, likely I am being too picky. Everyone needs to acknowledge that our government does have more pull than any of us in this category.
  • Karen will create a scholarship application form.
    • Saved to hEY gDrive “Membership Fee Reduction Form”
  • Karen will speak with her tax person about what we need to do about filing taxes.

Membership Reduction Request

In order to participate in our (or your) local hOur Exchange Ypsilanti  (heY) we request each member donate $25 (twenty five dollars) or more to subsidize the costs of keeping this non-profit organization afloat. If this minimum, amounting to less than $2.09 per month, is unattainable the board of directors will take your specific situation into consideration. Please fill out this form to request your membership dues be less than the aforementioned amount.




City ____________________ State____

Zip code__________



Preferred contact method _______________

and time of day _______________a.m./ p.m.

Annual adjusted gross income (AGI is at the bottom of the primary page of your federal income tax form) $____________________

Do you currently receive:

(check all that apply)

_____Food assistance benefits

_____Cash assistance benefits

_____Disability benefits

_____Medicaid or Medicare health insurance

Are you paying for more than 50% of the bills related to any other individual(s)?

_____Yes.          _____No.

If yes, how many people are you supporting seperate from yourself?

____1,  ____2,  ____3,  ____4,  ____5,  

____6,  ____7,  ____8,  ____9,  ____10,  

_______(give other number of dependants)


The hEY uses its membership dues for running heY and it is impossible for us to operate on nothing. Your time bank hours help you get things done you desire, and the tiny membership dues help get the things done that our heY board of directors have to deal with month after month.


Please state the amount you can willingly pay to be another (an) active heY member at this time. $__________ toward one year hEY membership.

Your available contribution WILL influence whether you can be a heY member for one calendar year. Our contributions to supporting other’s membership dues tends to be very small. Partial reductions are far more easily attainable than any free memberships. Every little bit that is paid helps cover necessary heY bills.


Thank you for your time. You will be contacted concerning your membership dues within one month in the contact style you selected above.



  • Carry-over topic: Insurance – Liz needs to file 501(c)4. In order to do this she needs to wrap head around budget. Needs to get treasury stuff from Jeff.
  • New Topic: hEY 3rd Anniversary Party Prep! (+ elections)
  • New Topic:  Growing Hope Growing Gardens Fair.


      1. Julianne offered to attend.


  • New Topic: Karen questioned physical items exchanging for hours.


      1. Board voted that we will allow physical items to be exchanged for hours.


  • New Topic: Julianne offered to take over the treasury duties from Liz. Emerson texted Liz to see if that would be OK. Liz said that would be great. Board approved!
  • Outreach Report –
  • As of today we have 99 members
  • As of today we have 3,314 hours exchanged which is  more than last month!
  • As of today we have 9 members who are currently outstanding.
  • The New Member Orientation and Tea Time at Cultivate on Jan 29th was quite successful. Four new members filled out applications and about 15 were in attendance. Bryan, Patricia and I decided a sign-in sheet is needed at the next one as these are quite popular and Patricia and I are having a hard time remembering who all are  in attendance.
  • The next New Member Orientation & Stuff Swap will be Feb 20th @the Basherts.
  • Treasury Report – not done in Jeff and Liz’s absence.


    1. Emerson gave Karen $25 to deposit in the bank from last orientation.


Tasks to be completed and by whom:

  • Emerson
    • Come up with tasks that I need help with for the anniversary party.
      • musicians, face painting, Shane’s circus games
  • Jeff
    • old items
  • Julianne
    • Will look over Karen’s Membership Reduction Form.
    • Will look over what Karen said about businesses joining.
  • Liz
    • old items
  • Karen
    • Find out why other time banks don’t exchange physical items.


Next meeting will be Mar 10, 2016 at Emerson’s.



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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