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Advisory Board Minutes for November 20, 2017

December 20, 2017

Walnut Creek Seniors Club
Advisory Board Meeting
November 20, 2017

 

The meeting was called to order at 9:30 am by President Annette Hammond.

 

Present: Cindy Mohler, Bob Mohler, Barbara Bacon, Jody Johnson, Fred Rentschler, Rolando Salazar, Kent Clancy, Donn Sipes, Linda Ausplund, Annette Hammond, Jeanne Wolf.  Also in attendance were Vanessa Rodriquez and Preston Jones (10 am) (staff), and Fred Weston (PROS).

  1. Agenda – approved

Minutes – no corrections

Treasurer’s Report – Bob reports that the unrestricted funds have gone down since December 31, 2016 when they were $223,022. As of October 31, 2017 unrestricted funds are $210,481.  The amount in the checking account is currently -$962 but he will take out money from the CD rollover to add to the checking account. Also, dues are starting to come in.  He does not have all the numbers from the Holiday Boutique and will get the final numbers from Alexandra. He will also encourage her to report her expenses monthly. At this time about $4900 was taken in at the Holiday Boutique and expenses are being tabulated. The pancake breakfast has significantly reduced their costs and they are not as much in the hole (-$571). Upcoming expenses are the Crab Feed, Valentine Luncheon and the Holiday Luncheon.

 

Correspondence – none.

 

  1. Manager/Coordinator Report
    1. Adriane Lee Bird – absent
    2. Vannessa Rodriques – The Mini Harvest Preschool Carnival event was a success. Annette and Barbara participated (15 volunteers total). The children seemed to enjoy it.

There will be changes to the newsletter due to the new computer software program. The birthday section will not list the birthday dates and will be in alphabetical order. The names of those over 90 years old will not be able to be bolded.

Affordable housing – the program has been moved to February, 2018.

The County is working on a room share program.

Upcoming events: The Winter Mixer on December 1 has 22 people signed up and the Holiday Luncheon on December 7 has 27 people signed up. Vannessa will send an email blast to remind members of both events.

The WCSC will be closed November 23 and 24 and December 22 to January 2.

Parking – Vannessa noted that having the building attendant in the parking lot for the Friday Social seemed to help quite a bit.

 

  • Unfinished Business
    1. Bazaar wrap- up: Fred felt that the Holiday Boutique went well. The bakery made a lot of money (and they did run out.) One problem was the lack of volunteers, especially to move the items to Heather Farm. They also took 6 truck loads back which were more than Alexandra anticipated. Annette talked to Alexandra and they want to continue to have the event for two days. Annette stated that the bazaar group needs to supply more volunteers. There was $4876 (est.) in revenue including the raffle but that was less than last year.  Alexandra made the lunch for the volunteers and all thought it was excellent. It was noted that time ran short just before it opened and there should have been more time spent on pricing. Also, that Saturday afternoon sales were about $800. Alexandra will have a report for the next Board meeting. Also discussed by Fred with Alexandra was donating the older items and perhaps selling at the skating rink. Preston joined the meeting and added that he felt the event went ok. Alexandra has good ideas and will have better planning for next year. Preston said they talked about location and the bazaar group is most concerned about parking. Preston thinks having the boutique in Civic Park at the Assembly Hall is better despite parking. Hopefully there will be further sales at the Shadelands event next week.
    2. Crab Feed – Fred will meet with Melanie Aguilara about the event. It has

been moved to January 27th (from the 13th) and the cost will be $45 including wine and beer. This is a combined Creaker and WCSC Crab Feed. A question was asked about how the proceeds are to be split. Per Bob Mohler it isn’t split per precedent.  More to be reported next month. Vannessa added that there needs to be a contract for the facility signed with the City and a liquor license is needed. Staff will prep the contract and Annette will sign it. Melanie will get the liquor license.

  1. Waivers – Kent stated that each WCSC activity needs a separate waiver. He needs a list of all the groups that will need a waiver. Waivers must be done each year. There is a standard waiver in the application. Annette will work with Adriane to get the list to Kent.
  2. Winter Mixer Dec 1st – It will be from 4-6 pm in the Social Hall. Fred Jody, Barbara, Jeanne volunteered to work at it. Annette will go to Costco for supplies. Some wine that was left over from another event will be used also.
  3. Election Make Up for 2018 Board – The vote count can be done the first business day of December. Fred, Barbara and Adriane will count the ballots. Positions on the Board not included in the election will be: Fred – Volunteers, Donn – Outdoor Activities, Kent – Drop In Activities, Cindy – Web, Barbara – Special Events and Fred will check to see who the Creaker representative will be.

 

 

 

 

  1. New Business
    1. Alexandra’s new contract for the Bazaar Group – Her contract is up at the end of 2017. The Board agreed that the salary will remain at $650 a month. Jody moved that the contract be renewed at the same salary and Barbara seconded it. The motion passed unanimously.
    2. Insurance Renewal – Bob reported that he asked the agent (Ron Garcia of Diablo Valley Insurance) to shop around for coverage. We currently have Philadelphia Insurance Company. Bob looked at the non-profit insurance company but we do not qualify. He has decided on Great American Insurance Company which is about $700 cheaper for the two policies (liability and D & O). Bob moved that the Board go with Great American for both policies and Jody seconded it. The motion passed unanimously.
    3. Friday social entertainment for 2018 – Jody doesn’t have anyone signed up yet and is concerned about the lack of attendance at the Friday Socials. Jody will do a survey at the Friday Social as to how important entertainment is to the attendees. Fred said that there are a few bands in the Creakers and maybe they could play. Jody will get someone for January.
    4. Ambassadors Reports – Donn said the Creakers are in a slow time as the season has wound up. The will be having a Winterball.

Cindy reported that the number of people visiting the website remains at    about 300 a month.

 

  1. Announcements
    1. Trips – Jody states that the trip to Calistoga had to be cancelled due to the fire but was rescheduled for last Tuesday. The Valentine lunch is scheduled for Salute y Vita at the Richmond yacht harbor. Upcoming is a trip to Italy – Rome, Sorrento, Capri.
    2. PROS – Fred reported that Clark swim center has been closed but should open next week. Heather Farm is putting in a greenhouse and community garden. There has been much interest in it. Sand volleyball is very popular and is at both Heather Farm and Larkey Park.

 

The meeting was adjourned at 11:04 am.

 

Respectfully submitted,

 

Jeanne Wolf

 

Next meeting is December 11, 2017 and will be a Potluck.

 

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