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HomeMy WebLinkAbout2005 ecc 3 Enfield Corrmuni#y Council October 3,2005 Minutes Attendance: Carolyn T-schanz;_Ann Rider;-Carol Givihi Beth annister4 Karen Coleman, Suzy Finnefrock, Vera Howe-Strait Ann approved September minutes as.amended(add Roberta's last name,Frost; Suzy spelling correction from.Suvie;-Old Business shouldhave the date Sept. 29 and eliminate the 3^ Carol seconded it. All in favor.. F Teen Program:Presented by Beth o Monday Makers.- 20 youth have participated since-the beginn nwof the school year. During the program the youth have done projects for the Harvest Festival such as bake cookies,paint furniture for the-silent an-ttion, and paint-the--dart andbeanbag toss boards. o Primitive Pursuits: 7 youth have participated. .f-new youth. -During the program the youths had to do,a="survival seenat= o" e� to think about shills necessary to survive a p ane crash:; Th6youth-also leered how to make fire with-what was, ound,m-the envir ner using ha .drills and using a fire piston. o High School Jobs: 'There are no strdents currently workig.in mouth Employment. _ 0 1VIirr.0 Painting- l0._ at par cipate� During tins pr-ogra n the•yauth put finishing touches on the mural and baked cookies for the Har t.Festival o . O-ardeuing 9= outh participate.7 1wse youth were fifth gradgrs_- ho are still interested in taping care,ofthe garden.and-the-Memorial,rial.Garden.sign: o Harvest Festival: 15 youth participated on the,day by volunteering before, during and after. Treasurer Report: Presented by Carol_ " o CPA has completed the taxes and mailed. o The vouchers for the Town:of Enfield and United Way have been completed.- mailed. o The voucher to the Town of Enfield for the Harvest Festival grant of$1 3 00.00 is going to be submitted. o The ECC needs to decide if they want to purchase additional insurance coverage called non-owned/hired car liability. This applies to employees their own vehicles. The cost is an additional $214 Oa o The Elementary school*U'9- basketbaffsucn. Will check to see if adult volleyball and basketball�i _continiie:. o Prior to the harvest festival there:were a minor accident involving a tent not staked down and a vehicle getting scratched: The owner of the vehicle was contacted-=andjust-waiting..fora response about-=repairs, etc Harvest Festival:Presented by Carol �o The income, as of October 3. vvas-$7692M plus-the_grantu�-$1300.00_equals . $8992:72: 'The expe cts, o dates are$6867:�9. This-leaves a net of$2725.23 with $600.00 from silent auction stiff-due in: o The Quilt Raffle collected $935.32 with$467.66 sent to the Senior Citizens. -� Harvest Fes ival� r=up ee m is on-NN ov.:7th at 6r0Q x New.Busi ° - o The Energy Conservation-workshop will be held October-18 during the food. . pantry hours--School:haurs!still-1have to-b -decided upon. Twficipants need to chl-Cooperative extension for registratibm :Bethwili provrde-�structured activity for children ages 3-5 years at the.-October I workshop.-_.For the school workshop Beth: prtrvde:a struetured.actity for 13 yeathc . o On all flyers, ads,and radio announcements the ECG-Ml be named as the cosponsor of-the Energy Cms&v;=ation-,workshops: o The transportation survey went out to the teens. Results-will.follow. o> The County budget v -ent:through another,meeting/di &but further requests: o The ECC hasiiot-found a new editor;to.date.Kiml Albrecht:will -asked to .print.the.Deeemberne let er as.her find jobfior the ECLU Meeting adjourned at 7;15 p.m. November K- 2005 meeting &00 44 7:30 . Enfield Community Council November 14, 2005 Minutes Attending: Carolyn Tschanz, Carol Givin, Ann Rider, Beth Bannister, Karen Colenlan, Suzy and Shira. Meeting called to order by Carolyn at 6:15 pm. Carolyn read the current By Laws for the ECC. Print copies will be made available to anyone interested. Carolyn did not attend the last Town Board meeting due to unforeseen circumstances. October 3 Minutes distributed and read.Ann moved that the minutes be accepted as corrected Carol seconded. Vote—minutes passed Youth report-Beth distributed written report (see for specific details) :During the week of November 7"'began working with a 6th grade'group, this is a great group of youth. Currently they are working on outdoor activities, building a debris hut, "primitive experiences"..Beth is working on the final DWI grant guidelines but hope to use some of the grant money to support a youth employee at the afterschool program. There will be a focus of this project.to promote youth making healthy choices- diet, exercise, friendships etc. Gary has approached Beth about tho usa of the Community'guilding. He has suggested.thatthe youth activities take place downstairs and that the kitchen be remodeled into a storage room. This isn't riecessarily a positive move for the;program since the basement is currently full of food pantry items, storage-etc. After the elections there will be conversations about this. Beth will move her"messiest" projects to the basement and try to create neater storage..The community building will soon be the site for the Town Court. This will be discussed in more detail at the December.meeting. Vistas — Suzy and Shira . Suzy shared that this would be her last meeting and thanked the ECC for their warm welcome. She felt like the ECC was open to the VISTA volunteers and they felt like they could bring ideas to the council that would be listened to. The Harvest Festival was a great,opportunity for her to get a sense of the community and-how many great things that a few people do for all. Suzy hopes that the ECC success in building the volunteer base for all activities so that the:current members don't get burned out. Shira will be taking on Suzy's role within the community and to be sure to call on her for assistance. Harvest Festival —Carolyn distributed flyers from the meeting last week. She is still in the process of getting and compiling all feedback from the festival. We have a pretty good sense of the successes and an equally good sense of what we would like to focus on next year. We still need a festival Chairperson and folks to step forward to chair different activity areas. More on this in January and February as we begin to gear up for the 2006 festival. ECC goals - Carolyn presented a draft of goals for the ECC for 2006 The following goals have been adopted for 2006. : 1. Access current programming, determine if it is meeting the needs of the community and begin to develop existing/new programs to meet these needs 2. Reach out to and collaborate with different service organizations in Enfield and the local area to our mutual benefits. 3. Develop a wider volunteer base. Our focus for 2006 will continue to be youth. The ECC will continue co-sponsoring appropriate community wide activities and be aware of emerging needs. There was a brief discussion about the need for a logo that would readily identify ECC new and activities. Beth will consider doing this with the Monday Makers. 2006 Budget Discussion --Carolyn, Carol and Karen have worked on a budget which is currently in Draft form. Once the Town Budget is set the ECC can return to this discussion. Of primary concern is the insurance expenditure required in 2006. Some of the camp fees have not yet been paid and there was a brief discussion about how to get these delinquent fees in before the end of the fiscal year. Total outstanding $775. The ECC will need to set policy about this prior to next summer." New Business- Carol G discussed the issue of Auto Insurance. This insurance would cover ECC Board , members and staff of the ECC (summer camp only since CCE carries insurance on their staff) Ann moved that we not purchase this insurance Seconded by Carol discussion. Since.this insurance would be in addition to the own auto insurance and our Staff does not routinely transport youth this insurance seems to be an unnecessary expense. Vote : all in favor of motion not to purchase the insurance at this time. Carol will be sure to let Camp employees know this and to let them know that all youth should travel in approved vehicles. Carol also noted that we did have an inquiry about a CIT (youth under 16)who broke his arm this summer riding his bike home after camp and wages. This youth would receive a stipend--if he met specific criteria-he was paid the full stipend. And notedby B-e r`rhe-was-a-"great-asset"to-the rp.— Newsletter—Ellen Cole has agreed to take on the newsletter for us. Gnoman will deliver the printed newsletter to Challenge where staff will fold and label them. Carol will be ` working out the details and Vera is willing to create a data base which will facilitate this process. Kim has agreed to do the December newsletter—the deadline for topics is December 1, 2005.The ECC has to create'a job description for Ellen and decide on payment for her. It was suggested that $125.00 per issue be the amount. Those present; agreed to this amount. Members will be sure to get the information to Ellen well in advance of the springriewsletter so that she Gan become familiar with it. Meeting adjourned Next meeting December 12,2005 Enfield Community Council December 12, 2005 Minutes Attending: Carolyn Schantz,Vera'Howe Strait, Carol Givin, Karen Coleman, Megan Tift and Beth Bannister_ Meeting called to order at.6:10 PM November Minutes approved as written:. Treasurers Report- Carol-Carol`distributed a copy of the current profit/loss report. Month of November looks good. The camp revenue and expenses are-nearly complete., It is time to put existing funds into a bank CD, will put$40,000 into a C.b for 6 months. The officers and directors Insurance premium has come in it will be$1015/rear plus an additional $100 in dues. Carol received notification.that the United.Way packets for.new proposals will b6,mailed: soon and is due in March. This will be a It, year proposal. The Workers Comp insurance bill has arnved and there is an 11%.increase nextyear($1660.3.1:This i an increase in what the Town has budgeted,'Carol;proposes that the`Town paythe"bill directly since they've agree to do this anyway and take this line item out of our budget and allocation. This will.reduce the need for changes to the yearly contract;especially since this is year two of a three year contract. Carolyn will follow up,.with this.requests. Carol.and Pat are meeting to wrap up the.Harvest Festival, the thank you notes need to be finished as only.the ones for the Sllen#Auction have been.mailed: They will also work on some of the lob descdp#ions mentioned during the Harvest Festival meeting. The goal is to have this information In place by early Feb. when the ECC beg in to<mee�# to plan the 06 Harvest Festival. Newsletter discuss ilon-Vera completed putting the addresses (900 plus) into the program used by Challenge. The newsletter is getting printed and will be delivered.by' Gnomon to Challenge Industries where they will prepare the newsletter for mailing including taking it to the post office. Carol has paid for the bulk mailing so we'should see soon if this system worked.:Kim has handed over the newsletter materials to Carol who will arrange to get this to Ellen. Carol also agreed to send a letter-officially-offering the editor position to Ellen.,After the ECC has had the opportunity to focus on the newsletters, including dates of issue, topics,deadlines and general format, some from the ECC will meet with her. Ellen will be invited to the regular.ECC.meeting —The annual meeting might be a good one for her to attend as we tend to.do a previous year (05) wrap up. Youth report—Beth reported that the Monday makers were finishing up their hypertufa projects, that the 5th e Primitive Pursuits would continue through next few months and that the other groups would end in January. The Helping Hands group is getting ready for a pizza party which will be held at the Community Ctr. Funky furniture finished Lunch group continuing at Dewitt through the winter semester. Megan distributed the year end budget. Beth did a good job.of spending and used some DWI funds for a specific program which focused on awareness and reduction of substance use. Beth:will spend some additional time this next few months working.:with the 5' grade group as a way:to help transition them into the middle school and the program. This same approach last spring was very positive for the youth and the program. Liaison reports. Carolyn plans to attend the town Board meeting next week to finalize the 2006 allocations. We should. hear tomorrow the 13'n that the new Town Supervisor will be. • 5 h Grade fund.raising account discussion. A representative from this Enfield School PTA stated that the PTA can no longer sponsor this activity since it d©es ` not.meet the national. charter that-all-sponsored p-grams trust be available�to all students. The School administration.is involved so this is moving this ahead very quickly. Carol and the ECC need to set up expectations and systems for the group to consider if they were to formally approach the ECC to ``pass through" the funds. This could be a temporary situation until June.06 when this trip,ends and a new system is created. January meeting—agenda, Review newsletter Finalize budget Revisit old business not discussed at this,meeting. �. Review work Carol had done re:the 5 ' grade funds. January meeting on the 9 . Enfieldaiumunity Cognl October 3,2005 Minutes Attendance: Carolyn Tsch= Ann Rider;Carol Givin .Bolt-Bantuster;I eri Coleman, Suzy Finnefrock, Vera Howe-Strait Ann approved.September minutgs>as amended(addgo"e .s last-name,.Frpsti Suzy spelling correction from:Suuie ,Old;Business:should hay-e the date Sept:29-and . eliminate the 3001).Carol seconded it- :All: :fav© Teen Program. Presented by Beth o Monday Makders: 29 youth have.parti pated, ince=the l3i g€of the school year: g the program the youth have done projects for the Harvest Festival such as bake cookies,paint ligpiture for the slit man, and paint the-dart and beanbag tosaboardsol o Printitii*e I�ursui .7 youth have parti pat d ,1 new yo h: -During the programs the-.youtli{had to do a5"stt vral see n'* ' youChad,to think about l ill s necessary to;survive a glom crash:r The. ouch 91so le ad how to rake fire:with4hat was:found in.the eA ent, 4gi�drills and using:a-:fire:piston..: o High school Jobs: There.are:no students cuxrei . biking youth o: :Marat-Painti- 1R.pa;&p t�cipate. During fihis pr�igra n y tla put finishing touches.on the mural and baked cookies for the Hari Pesti-' o . Gar�deni�ngz 9 youth participate: TYse youth:vere fifthradesvho are still interested:din lakimgbm of the garden and the Memorial.:Gam sign. o Harvest Festival 1.5 youth participated on the day by volunteering bet©re during and after. Treasurer Deport: Presented by Carol o CPA has completed the#axes and mailed. = o The vouchers for the Town of Enfield and IJnited,Wayhave been completed and mailed. o The voucher to the Town of Enfield for the Harvest Festival grant of$1300.00 is going to be submitted. o The ECC needs to decide if they want to purchase additional insurance coverage called non-owned/hired car liability. This applies-to employees their own vehicles. The cost is an additional $214.00 o The Elementary school*W� ,basketball:soon. Will check to see if adult volleyball and basketball wi l_continue.; o Prior to the harvest festival there.were a minor accident involving a tent not stared down and a vehicle getting scratched. The_owner of the vehicle was contacted and.-just waiting.fors.response about repait�s, etc _ Harvest Festival:Presented by Carol b The inc©met as of October 3:.was, 7692. -2 plus the t-00 13 00 00 q uals iaes�he es, oaa $687A S8992;72t, - x tdt , 6 - , ev net:of$2��5:23 with$600.00 from silent auction still"due in. o The Quilt Rafe collected$935.32 with$467.66 seatto the Senior Chi ns. l vest festi-Al�up Ming-is on- ov-. 7th Ab :..: ..:_ o The EnergyConservationrWo*s o lF be held-on;October.-1$ � the food P . dung pantry.ho Sehool:hours:.btdU:have to=be-tdecid:e.d upon. Pa p nts need to call:Cooperative Extension for:registration.. Beth&--WAi pto*ide' ctured sEtivity for ch dren ages 3-S.;yom at thaOctober:18eworkshop:-:For the`school workshop.Beth proms�struatu :d.act�vity.fc�8=z� yea Wilds:: " o On all flyers, ads, and radio announcements the ECC.wdH fbeina�m d as the cospo-msor btffie Energy:C+nns ation workshops: o The transportation survey went out to the teens: Results will fo ovs�. o: The Coup bu et went tbrou., _moth r ncetui disoussi€ hoirt ether requests.' ` o The ECC1ias nnt'fo-Sound:a ne w editor3 t�_dates°IUm��Ibr asked to pnnt-the.Oecembe' ne—wsletterEms,her W j 00-fDr., ECG Meeting adjourned at T15 p. ri. November 14, 2005 meeting 6:0030 _ i Enfield Community Council November 14, 2005 Minutes Attending: Carolyn Tschanz, Carol Givin,Ann Rider, Beth Bannister,:Karen Coleman, Suzy and Shira. Meeting called to order by Carolyn at 6.16 pm. Carolyn read the current By Laws for the ECC. Print copies will be made available to. anyone interested. Carolyn did not attend the last Town Board meeting due to unforeseen circumstances. October 3 Minutes distributed and read. Ann moved that the minutes be accepted as corrected Carol seconded. Vote-minutes`passed _ Youth report.—Beth distributed written report (see for spoclfi&details) : During the week of November 7 began working with a e grade group;this is a great group of youth. Currently they are working on outdoor activities, building a debris hut, "primitive experiences". Beth is working on the fiinal DWI grant guidelines but hope to use some of the grant money.to support a youth employee at the afterschooI program. There will be a focus of this project to prornote youth making healthy choices-diet, exercise, friendships etc. Gary has approached Beth about the use of the Cormunity Building. He has suggested that the youth,activities take place downstairs and that the kitchen be remodeled into a storage room.This.isn't necessarily a positive move for the.program since the basement is currently full food pantry items, storage:etc. After the elections there will be conversations about this. Beth will move her 'm.essiest" projects to the basement and try to create neater storage. The community building will soon-be the site for the Town Court. This will be discussed in more detail at the December meeting. Vistas — Suzy and Shira Suzy shared that this would be her last meeting and thanked the ECC for their warm welcome. She felt like the ECC was open to the.VISTA volunteers and they felt like they could bring ideas to the council that would be listened to. The Harvest Festival was a great opportunity for her to get a sense of the:community and haw many great things:that a few people do for all. Suzy hopes that the E.CC has success in building the volunteer base for all activities so that the current members don't get burned out. Shira will be taking on Suzy's role within the community and-to be sure' to call on her for assistance. Harvest Festival—Carolyn distributed flyers from the meeting last week. She is still in the process of getting and compiling all feedback from the festival.We have a pretty good sense of the successes and an equally good sense of what we would like to focus on next year. We still need a festival Chairperson and folks to step forward to chair different activity areas. More on this in January and February as we begin to gear up for the 2006 festival. ECC goals - Carolyn presented a draft of goals for the ECC for 2006 �- The following goals have been adopted for 2006. 1. Access current programming, determine if it is meeting the_needs of the community and begin to develop existing/new programs to meet these needs 2. Reach out to and collaborate with different service organizations in Enfield and the local area to our mutual benefits. 3. Develop a wider volunteer base. Our focus for 2006 will continue to be youth. The ECC will continue co-sponsoring , appropriate community wide activities and be aware of emerging needs. There was a brief discussion about the need for a logo that would readily identify ECC new and activities. Beth will consider doing this with the Monday Makers. 2006 Budget Discussion --Carolyn, Carol and Karen have worked on a budget which is currently in Draft form. Once the Town Budget is set the ECC can return to this discussion. Of primary concern is the insurance expenditure required in 2006 Some of the camp fees have not yet been paid and there was a brief discussion about how to get these delinquent fees in before the end of the fiscal year. Total outstanding $775. The ECC will need to set policy about this prior to next summer. New Business- Carol G discussed the issue of Auto Insurance. This insurance would cover ECC Board r members and staff of the ECC (summer camp only since CCE carries insurance on their staff) Ann moved that-we not purchase this insurance Seconded by Carol discussion. Since.this insurance would be in addition to the own auto insurance and our Staff does not routinely transport youth this insurance seems to be an unnecessary. expense.Vote :all in favor of motion not to purchase the insurance at this time. Carol will be sure to let Camp employees know this and to let them know that all youth should travel in approved vehicles. Carol also noted that we did have an,inquiry about a CIT (youth under.16)who broke his arm this summer riding his bike home after camp and wages. This youth would receive a stipend if he met specific criteria—,:he was paid the full stipend. And noted by Bet�'r,`te was a"great-asset'`-to_the'Camp. - Newsletter— Ellen Cole has agreed to take on the newsletter for us. Gnoman will deliver the printed newsletter to Challenge where staff will fold and label them. Carol wilt be working out the details and Vera is willing to create a data base which will facilitate- this process. Kim has agreed to do the December newsletter—the deadline for to is December 1, 2005. The ECC has to create a job;description.-for Ellen and decide on payment for her. It was suggested that$125.00 per issue be the amount. Those present agreed to this amount. Members will be sure to get the information to Ellen well in advance of the'spring newsletter so that she can become familiar with it. Meeting adjourned Next meeting December 12,2005 Enfield Community Council December 12, 2005 Minutes Attending: Carolyn Schantz, Vera Howe Strait, Carol Givin Karen Coleman, Megan Tift and Beth Bannister. .Meeting called to order.at 610 PM November Minutes approved as written. Treasurers Report-Carol —Carol distributed a copy of the current profittloss.report.; Month of November looks good. The camp revenue and expenses are nearly comp lete. It is time to put existing funds into a bank CD, will put$40,000 into a CD for 6 months. The officers and directors Insurance premium has come in it will.be $10115/mar plus an additional $100 in dues. Carol received notification that the.United Way packets,for new.proposals will be mailed soon and is due in March This wall be a multi year proposal. The Workers.Comp insurance bill.has arrived and:there.is an 11%.increase next year($1660:31.This is an. increase in what the Town has budgeted:;Carol proposes that the Town pay the bill directly since they've agree to do this anyway and take this line item out of our budget. and allocation. This will reduce the need for changes to the yearly contract-especially since this is year two of a three year contract. Carolyn will follow up with:this requests, Carol.and Pat are meeting to wrap`up the Harvest Festival; the thank you notes need to be finished as only the ones for the Silent Auction have been.mailed. They will also work on some of the job descriptions mentioned during the Harvest Festival meeting. The goal is to have this informationin place by early Feb. when the ECC begins to meet to plan the 06 Harvest Festival. Newsletter discussion-Vera,completed putting the addresses;(900 plus) Into the program used byChallenge. The newsletter is getting printed and will be delivered by Gnomon to Challenge industries where they will prepare the newsletter for mailing including taking it to the post office. Carol has paid for the bulk mailing-so we should see soon if this system worked.,Kim has handed over the newsletter materials to Carol who will arrange to get this to Ellen.,Carol also agreed to send a letter officially-offering . the editor position to Ellen.After the ECC has had the opportunity to focus on the newsletters, including dates of issue,,topics, deadlines and general format, someone from the ECC will meet with her. Ellen will be invited to the regular ECC meeting-The annual meeting might be a good one for her to attend as we tend to do a previous year (05)wrap up. Youth report— Beth re�orted that the Monday makers were finishing up their hypertufa projects, that the 5th�`� a Primitive Pursuits would'continue.through next few months and that the other groups would end in January. The Helping Hands group is getting ready for a pizza party which will be held at the Community Ctr. Funky furniture finished Lunch group continuing at Dewitt through the winter semester. Megan distributed the year budget. Beth did a good job of spending and used some DWI funds for a speck program which focused on awareness and reduction of substance use. Beth will spend some additional time this next few months working with the 51h grade group as a`way to help transition them into the middle school and the- program. This same approach last spring was very positive for the youth and the program. Liaison reports. Carolyn plans to attend the town Board meeting next week to finalize the 2006 allocations.We should hear tomorrow the 13th that the new Town Supervisor will be. • 5th Grade fund raising account discussion. A representative from the Enfield School PTA stated that the PTA can no longer sponsor this activity since it does not meet the-national charter that-all--sponsored programs must be available-to all students. The School administration is involved so this is moving this ahead very quickly. Carol andthe ECC need to set up expectations and systems for the group to consider if they were to formally approach the ECC to "pass through" the funds. This could be a temporary situation until June 06 when this trip ends and a new system is created. January meeting—agenda, Review newsletter Finalize budget Revisit old business not discussed at this meeting. Review work Carol had done re: the 5th grade funds. January meeting on the 9th. .