04.04.11 Executive Committee Meeting Minutes

Financial Report
+$60 (memberships)
+$522 (ads)
-$412 (newsletter printing)
Total: $11,558
About $2K/year of accrued income

We discussed the particulars of the candidate forum on 4/11/11. Kat would post a flier at the IGA, Don would publicize on the web site.

Emily will look up the price for mutt mitt replacements for our neighborhood’s dispenser.

Susan will ask someone about board insurance, since one stated reason to hold a reserve is to defend against a potential law suit.

Funding policy
$7K limit to avoid bank service fees.
Target $10K reserve. $3K always in the bank. We can go below $10K for big things to support the neighborhood plan. If we are below $10K, we can still spend money on CNA activities (ice cream social, etc.), we just won’t be donating to external projects (Violet Crown Festival, Arroyo Seco Luminarias, etc.). We also discussed increasing the reserve amount by 4% each year to counter inflation, but decided against this for now.

We discussed having separate criteria for spending of funds to go below $10K (i.e. “big things to support the neighborhood plan”), and for spending funds in excess of $10K (i.e. “external projects”). Skipped defining these until the next special meeting. We also tabled the specifics on Method for Education (formerly Method for Soliciting Requests).

Kat’s revised document:
Newsletter Profit Guidelines for Neighborhood Projects
Recommendation:
1. When the CAN account balance is greater than $10,000, all amounts will be allocated for neighborhood projects.
2. When the CNA account balance is less than $10,000, newsletter profit will be allocated at 75% for CNA, and 25% for the neighborhood.
3. Review the newsletter profitability on a periodic basis to ensure viability.
Requirements to Receive CNA Funds:
1. Person/project seeking funds should allow at least a 6‐week window before funds are needed, or at least one month after presentation at a general meeting. This timing allows for a presentation to the neighborhood and discussion by the executive committee.
2. Person must live in the neighborhood, and the project should take place within the neighborhood boundaries or be of benefit for the whole neighborhood.
3. Project leader should provide details on the project timeline, committed volunteers, estimated costs, and explain how the project will benefit the neighborhood and its residents.
4. The person/group should present their plan to the executive committee and the neighborhood, and address questions or concerns.
5. If the amount requested is over $250, a neighborhood vote is required.
6. If a project is approved for funds, the person/project leader will provide periodic updates to the executive committee, at NA meetings, as well as to the newsletter, to inform the neighborhood about the project and use of funds.
7. People seeking funds should support the NA in various ways, such as with membership, meeting attendance, volunteering for events, leading or assisting committees, etc.
8. CNA may also decide to make an unsolicited donation to a neighborhood group or project.
9. Only in select cases will CNA issue a check without requiring receipts for reimbursement.
Neighborhood Education & Outreach:
1. CNA will inform residents via the newsletter and website that there are funds available for neighborhood enhancement projects.
2. Information given will include guidelines for requesting and receiving funding.
Method for Distributing Funds to Approved Groups:
1. After a project has been approved to receive funding, they should submit all receipts at once to the President or committee leader.
2. Receipts will be reviewed and compiled, then given to the Treasurer. The treasurer will then issue a check for the total amount of submitted receipts.
3. The amount distributed will not exceed the original amount agreed upon.

Discussion on this policy will continue at another ex comm meeting in May.