August 10, 2014
Monthly Board Meeting of MoRivCC

The meeting, held in the Stephens Building conference room, began at 1:03 and ended at 3:00 p.m.

Board Members (a quorum was present):  Michael Stacy, Gary Hildebrandt, John Clark, Mike Cooper, Madeleine Lightfoot.  Absent:  Jim Robertson and Joy Rushing.

Volunteers Present:  Mike Robertson, who administers our website, and Vanessa Leitza, who is coordinating the EcoArtfest.

EcoArtfest.  Vanessa reported that the musical lineup has all been scheduled, from 1:00 to 10:00 pm on Saturday and 1:00 to 9:00 pm on Sunday.  All artists have agreed to perform for free.  A more secluded area has been established for musicians, and there are volunteers to help there with playlists, etc.  Musicians will perform on the new stage at Cooper's Landing.  Mike Robertson will do the audio track from the same set-up on the platform. Mike Cooper will schedule camera operators, and he and Vanessa will confirm stage management. 

Mike Robertson suggested that there be checklists for the various facets of the event.  Vanessa said she will do this as well as compile a folder to use next year.

Vendors will be charged $25 for the weekend.  Informational booths will be free. Mike Robertson will change registration forms on the website.  Vanessa will ask Katy Trail, DNR, MRDC and other groups involved with ecology to be represented.  Second Chance will be there with adoptable pets.  

Vanessa's interview by Channel 13 TV will be aired on Thursday, September 4th on the 6:00 and 10:00 pm newscasts.  She will contact Joy Rushing and Kevin Walsh of KOPN and Darren Hellwege of KBIA regarding PSA's for radio.  She will also find a contact for 102.3 FM.

Merchandising was discussed.  Mike Cooper moved to authorize up to $300 to order coffee mugs that Rhonda Cleeton and Mike Robertson had suggested several months ago.  Gary seconded, and the motion passed.  Mike Cooper will contact Rhonda about placing the order and will buy $50 in mugs for Cooper's Landing.

Previous Meeting Minutes.  Madeleine read minutes of the July 13th meeting.  Mike Cooper moved to approve, Gary seconded, and minutes were approved unanimously.

Financial.  John finally  received tax exemption certificate, and gave copies to Michael Stacy to give to appropriate people.  Staples and Office Depot already have us on record as being tax exempt.

Bank balance as of August 7th was $3,382.12.  We now have two regular payments each month – for rent and internet service.  Tranquility is accepting two and a half months payment to release us from their internet contract.  CenturyLink will be our new internet provider and will rectify wiring issues.

John said that with sponsorships, we are not giving anything of substantial value.  We acknowledge their support but do not compare their business with others.  Our process for thanking sponsors should be the same as with other donors, including legal language regarding non-profit status that he will share with the board by email.  Madeleine will revise the form thank you letter to include this language.

Website.  Mike Robertson has made some changes and will do more as needed.  He posted our new sponsorship documents on the “partners” page and added instructions for others to do this under “tutorials” on the main admin page.  The selection list of subjects on the blog had become so long that he has set a subject drop-out period of 90 days.  He created a short list  of donors that displays only those who have actually donated.  At Madeleine's request, he will review the “add donor” feature for amount and date fields.

Action Items from Previous Meeting. Sponsorship packages have been revised.  Tranquility internet service has released us from contract, and CenturyLink will resolve technical problems with internet service when we sign up with them.  A meeting of potential video producers has not yet taken place. 

New Business.  Procedures for income that Madeleine had presented to the board via email were briefly discussed.  John moved to approve them, Gary seconded, and the procedures passed unanimously by all board members in attendance.

Mike Robertson needs someone to take over as audio engineer.  Pete Szkolka, Milly Lovett and Ted Paletta were mentioned as contacts who might know someone.  Mike said he will call Pete.

Mike Robertson reported that Amazon has a new program, Amazon Smiles.  If one purchases certain items online, a percentage can go to a charity of their choice, and MoRivCC is on their list.  He encouraged everyone to spread the word and choose MoRivCC when they purchase from Amazon.

Michael Stacy is getting talent releases from Tanner Bechtel and Ruth Acuff for DVD's.  He is going to man a MoRivCC booth at Boonville's Isle of Capri for an event on September 20th.

John suggested that attendance at EcoArtfest might be greater if we schedule the date further in advance.  Madeleine suggested getting the event on facebook earlier.

Next Meeting.  September 14th at 1:00 p.m. In the Stephens Building conference room.

 
8-11-14 ml
9-14-14 board approved