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Advisory Board Minutes for March 19, 2018

June 27, 2018

Walnut Creek Seniors Club
Advisory Board Meeting
March 19, 2018

 

The meeting was called to order at 9:35 am by President Annette Hammond.

 

Present: Rolando Salazar, Fred Rentschler, Jody Johnson, Barbara Bacon, Bob Mohler, Cindy Mohler, Wayne Slater, Linda Ausplund, Annette Hammond, Jeanne Wolf.  Also in attendance were Adriane Lee Bird and Preston Jones (staff). Fred Weston from PROS attended.

  1. Approval of Agenda – approved.

Approval of Minutes – approved

Treasurer’s Report – Treasurer Bob Mohler supplied the monthly summary. Total funds as of 2-28-18 are $260,098 which includes restricted funds of $22,131. The loss shown for the Crab Feed is not accurate as ticket sales were also in November and December.  The Valentine Tea showed a loss of $254. He has filed the State and Federal tax returns and the regulatory report with the Attorney General. A CD rolls over tomorrow and he will keep out $25,000 and roll the rest into another CD of 11 months.  We pay a motion picture licensing yearly fee of $265 to have our monthly movies. The drop in fee for the movies is $1.00 and there are 30-50 people there depending on the movie which offsets the cost.

Correspondence – none

 

  1. Manager/Coordinator Update
    1. Adriane Lee Bird – The front patio construction Phase I is almost complete and Phase II is underway. She believes it should be done by mid-April. She is working with the Ruth Bancroft Gardens for some of the landscaping.

She is still working on the transportation grant – answering more questions. She has the tally of average mini-bus riders of about $3000 rides a year and is working with Jody in getting Jody’s replacement for WCSC trips.

She is also continuing to work on the parking situation. Perhaps make the back lot a permitted lot for Seniors between 10 am to 2 pm?  Employee parking is being moved to the Broadway garage.

Further improvements at the WCSC building are probably on hold as there is currently no City architect. The internal remodel has been postponed as has the new metal roof that is planned.  The conference room may receive new paint.

We are expecting the new outdoor furniture by mid-April. This is from the recycle fund.

Front Desk volunteer training is scheduled April 4 and 5 while the Center is closed.

The first Giving in Gratitude event was very successful with the full 15 people attending and staying for the get together afterward. The next event will be at the Bay Area Crisis Nursery. Also coming up is the Food Bank and the Monument Crisis Center. Attendees pay $10-15 and receive a T-shirt and the appetizer party afterward. Attendees are bused from the WCSC. The purpose is to attract more active seniors.

The Holiday Social will be December 14 in the Lakeside Room or Shadelands auditorium.

Lunch and Learn will be on Wednesday and will be on Fall Prevention. Next Lunch and Learn will be a presentation by the California Highway Patrol.

April 16-20th is Volunteer Appreciation week. Adriane is looking at mugs for the volunteers. Cost is $179 on color or $226 two colors.

The Crab Feed will be January 26, 2019 in the Assembly Hall and will be combined with the Creakers.

MaryAnn Sams inquired about the City van for day trips. Unfortunately this runs into insurance problems and is not doable. She has been informed.

 

B     Preston Jones – The bingo machine is not being used to its full potential.  However, the Bingo callers are slowly moving forward in using it. We will need to buy more paper cards to make it more useful. Adriane will assist in pushing the players to get used to it.  Attendance is staying constant.

III.  Unfinished Business

  1. Bazaar – Jody and Wayne have been looking into it. The Holiday Boutique is still scheduled. They want the two days still. They also are considering having about 5 vendors who will pay a flat fee (about $50) and sell their own items. Alexandra will choose the vendors. Starting in October we need to see how it is going. Perhaps recruit volunteers to work at the Bazaar in the Newsletter.
  2. Friday Social – This is now quarterly. Fred, Barbara and Jody are working on it for June 20th. It will be in the May newsletter. It was decided to celebrate the new patio in front with a garden party theme and a one man band..
  3. Holiday Party – will be held December 14 at Heather Farm or Shadelands. Probably Heather Farm.
  4. Newsletter – it contains the first article on volunteers. The volunteers are Mary Draeger (CC Café for 16 years) and Dave Lopez (involved in several activities – pancake breakfast, crab feed, etc). We need names of others for the upcoming newsletters.
  5. Memorandum of Understanding – Adriane is continuing to work on this. The processing of membership can be by the front desk volunteers or payment to an outside contractor of about $1000/year estimate. The newsletter expense will be shared depending of the percentage of the pages for City or WCSC information included. Adriane will be researching how to best pay the Netflix monthly charge of $5.40 (for movies shown). As to the use of the City facilities, there will be no change. WCSC currently pays only for the building attendant for after hours. It could come up on future events and should be discussed beforehand.  The indemnity clause in the MOU is the standard one the city uses for all its contracts. Adriane will ask about auto liability and she still needs to look into fundraising and workers compensation insurance. Fred is concerned about new programs that don’t require WCSC membership. Would the City start them then turn them over the WCSC?  He would like “the approval of the Board” in the MOU to drop or accept these programs.  Bob thinks section VI should be looked at again and Adriane will rework the language and send out a draft before the next Board meeting.
  6. Jody’s Replacement.- this is still being looked into. Adriane will advertise for a coordinator (job description to be done by Jody). Looking into American Stage. Wayne will look into a travel agent. The committee to interview will be Annette, Fred, Jody and Bob.
  7. Cinco de Mayo Bingo- will be held May 4th and tickets for $10 are on sale the end of March.

 

IV –  New Business

  1. Speaker Series – Bill Hammond will speak on the Cloud on April 27th.
  2. Ambassadors – The Creakers season starts in April and membership is at max and there is a waiting list. Barbara is working on publicity and will try posting on Nextdoor.
  3. Announcements
  4. Trips – June 5th is the Vallejo Ferry to SF with lunch at Delancy Street restaurant. April 12 is the Italy trip. The Petaluma trip will be in May.
  5. PROS – Fred reported that they are working on the 10 year capital budget. They are also looking at Civic Park, Heather Farm and Clark Pool and what to do there in the next two years. A consultant has been hired to analyze what will be needed going forward. The next PROS is April 9th.

 

The meeting was adjourned at 11:35 am.

 

Respectfully submitted,

Jeanne Wolf

Secretary

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