CA Minutes – August 24, 2011

Clarendon Alliance

Board of Directors Meeting

August 24, 2011

 Present:  Board members Bill Anhut, Kathy Dalby, Bill Gearhart, Debbie Kaplan, Tom Petty, Dale Roberts, Sue Pyatt, Adam Thocher, and Julie Zalkind; and Matt Hussmann, Executive Director.

Absent:  Board members Greg Cahill, Mark Fedorchak, Jon Kinney.

The Board met at 6:30 p.m. at the new Alliance office on North 11th Street for the first time.

The minutes of the July 20, 2011, Alliance Board meeting were approved.

President’s report.  Alliance president Tom Petty noted that the County was working on a new sign ordinance and that draft currently being considered would permit, among other things, sandwich board signs as well as exempt signage on umbrellas from the signage measurements.  He said that he will circulate the wording to the Alliance Board and possibly a draft letter of support for the process and the additional options that might be available to Clarendon businesses.  He also said the Alliance’s work plan has been filed with the County and that the Alliance has received its first draw on County funding for fiscal 2012.

Executive Director’s report.  Matt Hussmann circulated a proposed FY 2012 budget.  He proposed that the Board make several changes of an earlier version of the FY budget, including to note an offsetting County contribution for the cost of police support for events.  He suggested several other changes, including a change in the furniture/fixtures line item to $2000, changed the insurance line item to include E&O insurance, and adjusted the Clarendon Day expenses line items to better reflect FY 2011 costs.  He also noted that the proposed budget showed no projected receipts for several membership dues categories because none were reported in the FY 2011 budget year. In discussion, Bill Anhut expressed concern that the budget shows a $15,000 shortfall, and he suggested that the Board adjust the numbers to show a balanced budget.  It was agreed that this would be done.

Check signing authority.  Mr. Hussmann proposed that the Board authorize the executive director to sign checks and that the Board also authorize him to obtain a debit card.  After discussion, Mr. Anhut made a motion to authorize the executive director to sign checks in amounts up to $1000, with appropriate documentation and provided that the expenses were included in the budget, and also to obtain a debit card in an amount up to $1000.  The motion was seconded and approved unanimously.  It was agreed that Mr. Hussmann should provide a recap of the most recent check and debit card expenditures at each Board meeting.

Clarendon Day.  Mr. Hussmann noted a need to obtain additional sponsors and asked for Board member help in identifying and signing up such sponsors.  He described the sponsorship rates and said that he would set up a Clarendon Alliance Google account to record contacts with sponsors.  He said that our event sponsors to date include Virginia Hospital Center, First Commonwealth, and Car-Free Diet.  Mr. Hussmann also reported that he would be meeting the next day with Susan Anderson, his predecessor, to further discuss event logistics.  He noted that the largest variable cost for the event is music and entertainment, and said that he would be contacting Jane Inge of Iota and Board member Greg Cahill for help in hiring bands for the event.

The meeting was adjourned at 8:15 p.m.

Respectfully submitted,

Bill Gearhart