Loading...
HomeMy Public PortalAbout20121120minutes.pdfApproved: 12/19/12 Page 1 of 3 BETTER HOMETOWN BOARD OF DIRECTORS Meeting Minutes: November 20, 2012 Directors Present: Katie Addis, Bill Garbett, Jim Glass, Amy Kagan, Vicki Hammons, Ted Lynch, Monty Parks, John Yarbrough, Directors Absent: Peggy Stone, Dicky Trotter Guest(s): N/A CALL TO ORDER Monty called the meeting to order at 6:05pm. WELCOME NEW DIRECTOR(S) Monty and Chantel welcomed Katie Addis with Salt Artisan and Ted Lynch with Accountants on Tybee to the Better Hometown Board of Directors. BETTER HOMETOWN BOARD OF DIRECTORS MINUTES: OCTOBER 17, 2012 John made a motion to approve the Better Hometown Board of Directors October 17, 2012 minutes. Amy seconded the motion. The minutes were approved unanimously. BUDGET REVIEW Chantel reported that the Better Hometown 2012-13 budget remains in good standing. To date the following has been spent: $616 for Travel and Related; $786 for Dues and Fees; $163 for Education and Travel; $1,794 for Supplies and Materials (the Tourism Council provided $2,000 for ad assistance with Third Thursdays on Tybee and is providing $4,000 for ad assistance towards Tybee for the Holidays – Lights on / Parade); and the donation line item includes one memorial bench plaque. She received a statement through October 31 from the Finance Department today and will compare figures to ensure accuracy. COMMITTEE REVIEWS Design Chantel updated the Directors that the bid opening for the Sidewalk Improvement Project along Butler between 14th Street and Tybrisa Street took place November 1. Council approved A. D. Williams Construction as the contractor. Once she receives confirmation from the City Manager regarding the start date and timeline of the phases for the project she will contact the merchants in that area again. Bill confirmed the bid came in $10,000 under budget. Chantel shared the site plan as requested by John. She will provide John with a smaller version. The Directors were invited to attend the recycling informational meetings for Downtown compactor users on December 4 at 9am and / or 6pm at the Rock House. Jim asked John his opinion of feasibility associated with using the city compactor. John explained it is not cost effective for his business to use the city compactors considering logistics during the busy season and events. Jim stated he will continue to serve as the Design Committee Liaison if he reapplies and is reappointed to serve on the board. Approved: 12/19/12 Page 2 of 3 Economic Restructuring Chantel asked Directors for input regarding the recognition for the following milestone anniversaries coming up in 2013: TS Chus Department Store for 80 years, Spanky’s Beachside for 25 years and Atlantic Beacon Gallery (original location on Butler) for 15 years. She confirmed members are needed for this committee and Ted attended the last meeting. Ted confirmed he will serve as the Board Liaison for the Economic Restructuring Committee. Organization Monty confirmed Katie would fill the Director vacancy for Judy and Ted would fill the Director vacancy for Stephen. Chantel reviewed the current terms of Directors. Four seats expire in 2013 and appointments are to be made at the second City Council meeting in January according to the by-laws. Bill confirmed there is not a second City Council meeting in January. Therefore, appointments would be made at the first meeting in February. Director’s terms expiring are Dicky, Jim, John, and Katie. Although Katie is new to the board, the by-laws state that an elected director filling a vacancy shall be elected for the unexpired term of said predecessor. Therefore, Katie would resubmit her interest in serving. Directors reviewed the Tybee Community Day event. Monty expressed his appreciation to all that participated and helped make the first Community Day a success. There were different groups of people enjoying themselves throughout the day with the face painting, food, music, information from local organizations, photo booth, and games. John reported that John and he served 280 hotdogs / hamburgers and next year he may do BBQ instead. He expressed that more people turned out than he expected and he has only heard positive feedback. They enjoyed the “backyard” picnic environment. Chantel provided a summary of the survey results, which was sent to all participating Non Profit Organizations, as follows: 1) The main objective was to meet more people in the community followed by informing people about their organization, obtaining new members and obtaining volunteers. 2) Their main objective was achieved. 3) Most organizations had two or five volunteers at their booth. Others had three or four. 4) All organizations confirmed Memorial Park was a suitable location. 5) All organizations confirmed 9am – 11am was a suitable time for set up. 6) Organizations had either 16 – 30, 31 – 45 or 46+ individuals visit their booth. 7) The length of the event (12p – 5p) was suitable for the organizations, except the 4-H Center. They had animals that could only stay for part of the day. 8) All organizations confirmed they would participate in Community Day 2013. Jim made a motion for the Better Hometown Board of Directors to have Community Day again in 2013. Vicki seconded the motion. The vote passed unanimously. Jim suggested the Coast Guard, Police Department and Fire Department be involved with displays next year. Chantel reported Gina with the YMCA wants to help and have areas defined for games next time. Amy suggested having a bouncy house. Discussion about charging for booth space next year was discussed. Jim commented that one point of Community Day was to have the event be free for everyone. Approved: 12/19/12 Page 3 of 3 Promotions Tybee for the Holidays was discussed by the Coordinator and Directors. Chantel reported that Charissa with DeVivo Marketing gave www.tybeefortheholidays.com a facelift. The Tourism Council requested she make changes to make it more Tybee and more holiday looking and presented the changes to Chantel. The budget for Better Hometown allowed for these revisions to the website. Chantel reviewed the advertising outlets and ad designs being used to promote Tybee for the Holidays: Lights on for Tybee / Christmas Parade. Chantel requested assistance from Directors with the stage, music and lighting for Lights on for Tybee. With turnover in volunteers, items need to be confirmed and coordinated. She has been working with the dance instructor, updating the website information, social media, handling marketing, and gathering restaurant and church information. Gina from the YMCA will be coordinating the “Season of Giving” at Lights on for Tybee and during Parade day. At the last Promotions Committee meeting Gina asked if the location of donation drop off could be at the YMCA instead of at the tree. Vicki suggested the drop off remain at the tree to avoid confusion and there will be more visibility. Directors agreed. Chantel will convey this to Gina. Amy has talked with Richard regarding the stage. Monty will also contact Richard. Monty agreed to also confirm Sam is still ready with the lights and sound. He will also confirm he has the sound and lights Billy needs for the choir performance at the Carbo House. Ted agreed to assist Chantel with contacting those that have not yet submitted their parade application. Amy agreed to continue to serve as the temporary Board Liaison for the Promotions Committee. OTHER BUSINESS Chantel reminded Directors that the Ribbon Cutting Ceremony at the new location of Tybee Art Works will be November 29 at 4:00pm. ADJOURN The meeting adjourned at 7:05pm.