Citizens for Fairfax Community: March meeting minutes

Citizens for Fairfax Community (CFC) Minutes: 6:30-8:15 PM, 3/16/09

HEADLINES:
▪ The submission/approval process leading to non-profit legal status is under way and should be completed in April or May.
▪ No liability insurance is needed until we apply for grants.
▪ Responses to the informational brochure distributed at Town Meeting and the polls were overwhelmingly (though not quite 100%) positive; and the contact info gathered more than doubled our membership list.
▪ Our list of local organizations keeps expanding (email Mark, if you want to see it). The organizations will be contacted in the next few weeks to gather information and document support. Your help in adding to or correcting this list would be greatly appreciated.
▪ A committee was formed to put together a business plan; and it will begin its work in the next couple of weeks. We really need a couple more volunteers for this committee to help with the info-gathering, analysis, and writing. We particularly could use someone with experience in creating business plans.

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In attendance: Ann Lemieux, Pam Jumper*, Susie Jones*, Melissa Beerworth, Mary Taylor*, Elizabeth Griffin*, Katrina Antonovich, Barb Duval*, Mike Cady, and Mark Hunziker* (* indicates Board-members.)

Reports:
▪ The minutes of the January meeting were approved. (moved by Barb, seconded by Mike)
▪ The minutes of the February meeting were approved (moved by Mary, seconded by Liz)
▪ Treasurer: Barb reported that she looked into opening a checking account and found that we will need to wait until we have an IRS ID number. The President, Vice-president, and Treasurer will all be signors on the account.
▪ Non-profit status: Mark has submitted articles of incorporation to the VT Secretary of State, and expects approval within days. As soon as we have that, Mark will submit the IRS form requesting 501(c) 3 status. That process should take 3 to 5 weeks.
▪ Liability insurance: None of the government agencies involved in attaining non-profit status require us to be carrying liability insurance. This means that we will be able to solicit donations before we need the funds for the insurance. Grant sources generally do require insurance.
▪ Brochure: The bullet-point “brochure” was handed out at Town Meeting and at the polls. About 30 new folks expressed interest and have been added to our email list. In answer to our question “would you like to have a Fairfax Community Center?” twenty-two said yes and three said no. The most common objection (misconception) was that there are ample facilities available at BFA and the churches. See below for follow-up actions.
▪ Info-gathering on local organizations that might use community center space:
o   Peggy was not in attendance to report on her effort to collect names and contact info from the local public bulletin boards.
o   Katrina brought a list of organizations currently using BFA’s facilities
o   Katrina may have more organizations to add from those that have contacted the Rec. Dept. looking for venues.
o   Mark spoke to Peg Stewart and learned that BFA currently lacks space for theater and band activities.
o   Mark has consolidated previously mentioned organizations onto one master list. All newly discovered organizations will be added to this list.
o   See below for follow-up actions
▪ Business plan: Mike brought his outline of the issues and questions we will need to address, the information we need to gather, and the analysis we will need to do in order to put together a business plan. See below for follow-up actions
▪ Economic Stimulus Package: Bernie Sanders is reported to feel strongly that funds should be made available for community centers for small towns.
o   Homework: Susie will contact his office to find out more.

Discussions, Actions, & Homework:
▪ Info-gathering on local organizations:
o   Please continue to funnel new organizations and contact info to me (Mark) so I can keep the master list updated. I’ve attached the current list and appreciate any additions or corrections you can give me (many of the contact names and info are guesses at this point).
o   Homework: In the next week or so Katrina, with Mary’s help, will create a questionnaire to aid us in gathering information and documenting support from local organizations. (Katrina: you may want to get hold of David Lounsbury’s original draft, either from Dave or from Trevor. It probably already has much of the verbiage you’ll need.) She will then send it to Mark to email to everyone. The people listed on the organizations list under “our liaison” will then talk to the organizations, using the questionnaire.
▪ Business plan:
o   Homework: Mike, Mark, and Mary volunteered to be the business plan committee and will begin to pull it together. We could really use a couple more volunteers for this project both to help with the work of info-gathering, analysis, and writing; and also to lend more business plan expertise than the three M s have to offer.
o    Homework: Katrina will solicit business plans from similar non-profit organizations, for us to use as templates.
o    Homework: The information that our people will be gathering from local organizations will be vital to the business plan; so getting to work on collecting reliable and specific information is clearly a next-step in the process.

Meeting adjourned: 8:15 pm (moved by Liz, seconded by Mary)

Next Meeting: April 20, 6:30-8:30 pm at the Hunzikers’ home

Agenda in brief:
▪   Local organizations info/support initiative
▪   Business plan progress and needs

Respectfully submitted,
Mark Hunziker, Secretary