CITY OF SOCIAL CIRCLE

Transcription

1 CITY OF SOCIAL CIRCLE JULY 18, :00 Welcome Center 129 E Hightower Trail Social Main Street Regular Minutes I. CALL TO ORDER Attendee Name Vacant Position 2 Vacant Position 1 Taylor Morris Lisa Callahan Nathan Boyd Amber McKibben Cathy Henry David Allen Sara Lynn Holbert Telisa Womack Erika Williams Bruce Verge Alison Brown Signora Jackson Tom Brown Adele Schirmer Hal Dally Velinda Hardy Organization Title Status Arrived Departed Chair Present 8:21 Vice Chair Present 8:21 Present 8:21 Present 8:21 Present 8:21 Ex-Officio, SCDDA Present 8:21 Ex-Officio, Planning Commission Ex-Officio, HPC Present 8:21 Ex-Officio, Manager Present Ex-Officio, Mayor Director Present Present 9:30 9:30 9:30 9:30 9:30 9:30 9:30 Persons with hearing or speech disabilities who need to contact the may place their call through

2 Minutes Draft Social Main Street July 18, 2017 The meeting was called to order at 8:21 am. s present included Chair Taylor Morris, Allison Brown (DDA Representative), Lisa Callahan, Tom Brown (HPC Representative), Amber McKibbon, Nathan Boyd, and Bruce Verge. With 7 members present and 5 members absent (Telisa Womack, Erika Williams-Shire, Cathy Henry, Sara Lynn Holbert, and Signora Jackson (PC)), a quorum was declared. Mayor Dally, Downtown Director Hardy and City Manager Schirmer were present. The Rockdale Baptist Church Campus Pastor, Dwayne Jones was also present. The Chair asked for the status of the Board. Ms. Hardy responded that the Ordinance allowed for the Board to request Mayor and Council act to declare a position vacant if three meetings in a row were missed without approval by the Main Street Commission. The current Appendix B appointments were adopted by Council until April Thus, three meetings have now occurred since then. Chair Morris expressed her desire for Shire involvement, and suggested some follow up with a request for a representative to participate. Ms. Mckibbon offered to pursue contact acquaintances. Ms. Hardy noted that Ms. Womack was very involved in getting her Coffee Shop open and this may have affected her ability to attend. She agreed to contact Ms. Womack. Ms. Jackson is the PC representative, she has been out of town for several weeks. Ms. Schirmer agreed to follow up with Ms. Jackson and the PC to determine if they would like to designate another representative. II. APPROVAL OF THE AGENDA 1. Motion to approve the agenda as presented. Mr. Boyd moved approval of the agenda. Ms. Mckibbon seconded. All voted aye. Nathan Boyd, Amber McKibben, Chair Morris, Vice Chair Callahan, Boyd, McKibben, Verge, Ex-Officio, SCDDA Brown, Ex-Officio, HPC Brown Position 2, Position 1, Henry, Allen, Holbert, Womack, Williams III. APPROVAL OF MINUTES 1. Social Main Street Commission - Regular - Jun 13, :00 Ms. Hardy noted that Ms. Holbert had ed prior to the meeting and requested the deletion of matching as relates to grant funds which the Main Street Commission discussed requesting from the Main Street Foundation. With this deletion, Mr. Boyd moved approval of the June, 2017 minutes. Ms. Morris seconded. There was no further discussion. All voted aye. Nathan Boyd, Taylor Morris, Chair Chair Morris, Vice Chair Callahan, Boyd, McKibben, Verge, Ex-Officio, SCDDA Brown, Ex-Officio, HPC Brown Position 2, Position 1, Henry, Allen, Holbert, Womack, Williams IV. APPROVAL OF FINANCIALS 1. June 2017 Financial Report Persons with hearing or speech disabilities who need to contact the may place their call through

3 Minutes Draft Social Main Street July 18, 2017 Ms. Morris moved approval of the financial reports. Mr. Boyd seconded. There was no further discussion. All voted aye. Taylor Morris, Chair Nathan Boyd, Chair Morris, Vice Chair Callahan, Boyd, McKibben, Verge, Ex-Officio, SCDDA Brown, Ex-Officio, HPC Brown Position 2, Position 1, Henry, Allen, Holbert, Womack, Williams V. OLD BUSINESS 1. Independence Day Celebration Ms. Hardy reported on the event. She noted more entertainment, vendors, and activities occurred than in prior years. She also advised that the fundraising had been successful in fully covering the anticipated expenses of the event with funds available for the next year s deposits. In addition, this Committee had agreed to fund half the cost of the postcard mailers, and to advance the remaining half of the funds so the mailers could go out in advance of the Independence Day event. The event was well attended, and the fireworks appreciated. The main disappointment was that rain caused the main band entertainment to curtail their appearance after 30 minutes instead of the 2.5 hours planned. Ms. Hardy noted that an ice cream social was planned to thank the sponsors and obtain suggestions for next year s event. She reported that the social was fully sponsored by a business, thus there was no impact on Main Street funds. 2. Main Street 101 Training - Tybee Island - October 5th, Decatur - November 28th Main Street 101 Training - Tybee Island- October 5 th, Decatur - November 28 th. Ms. Hardy reminded members that attendance at a Main Street training was a requirement of all Board members by Georgia Department of Community Affairs for program accreditation. The next training dates were noted (above). Mr. Boyd attended the Macon training. Mr. Brown advised that he will attend the Decatur training. Mayor Dally suggested that Ms. Hardy contact DCA and see if a training could be hosted in Social, or if an online option could be made available. VI. NEW BUSINESS 1. New Business Update New Business Update: Ms. Hardy reported on the opening of the Coffee Shop. She stated that although Bellas is closing, the stylists that work at that salon are staying in Town, moving to the Southern Way, and also to a new Salon called the Willow in Blue Willow Village. The White Rabbit will be adding a massage therapist, and will be hosting a grand opening on August 18 th at 2 pm. The new restaurant GoodFellas is moving toward their opening. There is some action on the old gas station adjacent to the Welcome Center, which will become a barbeque and bakery with outside seating. Ms. Schirmer advised that Code Enforcement was continuing with the Downtown buildings as a focus in response to community and merchant concerns and requests. 2. Independence Day Sponsor "Thank You" Ice Cream Social July 25th Independence Day Sponsor Thank You Ice Cream Social July 25 th. Ms. Hardy invited all to attend this event, which was discussed above. Persons with hearing or speech disabilities who need to contact the may place their call through

4 Minutes Draft Social Main Street July 18, July 31st Back 2 School Bash Back to School Bash: Ms. Brown reported on the preparations for this event scheduled for July 31 st. She stated that there were 125 backpacks remaining from last year s event and that 500 addition were needed. Last year, Victory Way Church was the main backpack sponsor, and since they were no longer in existence that support was not available. The committee reviewed the funding that was already received, totaling about $5500. A Walmart grant was received in response to the Commission s request. Ms. Schirmer noted that last year the entire amount of funds raised were $3500 including the Walmart Grant. Committee members voiced concern that there were more supply donations in the prior year than had thus far been received. ISONOVA was currently taking donations from each shift for the event, and there were neighborhoods also collecting supplies. The Rotary Club had agreed to match member donations to this event up to $500, and Ms. Hardy noted that members had already exceed that amount. The Back to School Bash Committee anticipated needed to serve approximately 700 students. It was estimated that about 375 students had participated the prior year based upon the number of backpacks distributed. Ms. Brown briefed the Commission on the schedule and layout of the event, and other activities such as a DJ, hotdogs, haircuts and nail painting that would be happening during the event. Volunteers were encouraged, and thus far High School Football and Softball teams had volunteered to set up and participate, in addition to local Churches and the Rotary Club members. Mr. Verge offered for IMMEC to sponsor the backpacks for this year s event. He also offered to get a dunking booth provided for the event. Commission members were very appreciative and enthusiastic about the event. 4. August 17th Merchants Coffee Call Merchants Coffee Call: Ms. Hardy reported that these will begin in August, with the first at Rustic Home on August 17 th at 9 am. This will be a monthly coffee opportunity for merchant networking. The following coffee call will be on September 21 st at 9 am at the White Rabbit. 5. Friendship Festival Update Friendship Festival Update: Mr. Boyd reported that committee meetings had begun and one was held the previous evening. Vendor applications are already being received, with 40 in hand thus far. Ms. McKibbon is the vendor coordinator. Clearview Medical has committed to a $3000 sponsorship. Current plans are to keep Hightower Trail open this year, and block Cherokee from Hightower to Memorial Street, and Sycamore Street between Cherokee and the Alley, and use the Alley more than in prior years. 6. Social Schools and Industry Partnership Social Schools and Industry Partnership In the last meeting Ms. Holbert had shared that Social City Schools would like to reach out to the Business and Industry Community for partner companies for each grade, in Math and English. Ms. Schirmer offered to set up an Industrial Leadership Luncheon in July, and expand the invitations to Businesses, to bring the group together to hear this request. Efforts were made to arrange an industry luncheon at a school to roll out this program, and encourage partnerships- and participation in the Back to School Bash. However, due to the School preparations for the beginning of the Fall semester, it was not possible to schedule the luncheon in July. An effort will be made to schedule this luncheon later in the year. 7. Main Street Sponsorship Program Main Street Sponsorship Program Commission members discussed the need to develop an annual sponsorship drive, so that industries and supporters could make a one time commitment and reduce the need for event by event fundraising. It was suggested that the best time for this sponsorship request to be made was November. Mr. Verge suggested Persons with hearing or speech disabilities who need to contact the may place their call through

5 Minutes Draft Social Main Street July 18, 2017 offering industries an opportunity to make a 5 year commitment. That would facilitate their budgeting and enable the Commission to simply invoice payment periodically. Commission members agreed that it would be ideal to focus on revenue raising from November through March, and events and activities from April through October. Ms. Hardy will work with Ms. McKibbon and Mr. Verge offered one of his employees to assist in the development of the fundraising strategy. A goal was set for the sponsorship packet to be prepared for approval at the October Main Street Commission meeting to be sent out in November. Ms. Hardy reported briefly on ideas for a reverse raffle event in the winter, and Friends of Social Main Street Commission banner and website, and a membership program. VII. ADJOURN 1. Motion to adjourn. Adjourn Mr. Boyd moved to adjourn the meeting at 9:30 am. Ms. Brown seconded. There was no further discussion. All voted aye. The next meeting is scheduled for Tuesday August 8, 2017 at 8:00 am, location to be determined. Nathan Boyd, Alison Brown, Ex-Officio, SCDDA Chair Morris, Vice Chair Callahan, Boyd, McKibben, Verge, Ex-Officio, SCDDA Brown, Ex-Officio, HPC Brown Position 2, Position 1, Henry, Allen, Holbert, Womack, Williams Persons with hearing or speech disabilities who need to contact the may place their call through

6 CITY OF SOCIAL CIRCLE JUNE 13, :00 Welcome Center 129 E Hightower Trail Social Main Street Regular Minutes 3.1 I. CALL TO ORDER Attendee Name Taylor Morris Lisa Callahan Nathan Boyd Amber McKibben Cathy Henry David Allen Sara Lynn Holbert Telisa Womack Erika Williams Bruce Verge Signora Jackson Alison Brown Adele Schirmer Hal Dally Tom Brown Velinda Hardy Organization Title Status Arrived Departed Chair Present 8:15 Vice Chair Present 8:15 Present 8:15 Present 8:15 Present 8:15 Ex-Officio, Planning Commission Ex-Officio, SCDDA Present 8:15 Ex-Officio, Manager Present 8:15 Ex-Officio, Mayor Ex-Officio, HPC Present 8:15 Director Present 8:15 9:30 9:30 9:30 9:30 9:30 9:30 9:30 9:30 9:30 The meeting was called to order at 8:15 am. s present included Chair Taylor Morris, Allison Brown (DDA Representative), Lisa Callahan, Sara Lynn Holbert, Tom Brown (HPC Representative), Amber McKibbon, and Cathy Henry. With 7 members present and 5 members absent (Telisa Womack, Erika Williams-Shire, Bruce Verge- IMMEC, and Nathan Boyd), a quorum was declared. Downtown Director Hardy and City Manager Schirmer were also present. Council David Keener was also present. Minutes Acceptance: Minutes of Jun 13, :00 (Approval of Minutes) Persons with hearing or speech disabilities who need to contact the may place their call through Packet Pg. 6

7 Minutes Draft Social Main Street June 13, The Chair asked for the status of the Board. Ms. Hardy replied that three board positions are vacant, Dr. Allen had resigned the past month due to demands of his Board commitments. Ms. Brown asked what the process was for Board positions to be considered vacated when a Board member does not attend a meeting. Ms. Hardy responded that the Ordinance allowed for the Board to request Mayor and Council act to declare a position vacant if three meetings in a row were missed without approval by the Main Street Commission. Mr. Keener noted that the current Appendix B appointments were not adopted by Council until April Thus, from that point, three meetings had not yet occurred. Chair Morris expressed her desire for Shire involvement, and asked Manager Schirmer to follow up with a request for a representative to participate. Ms. Hardy noted that Ms. Womack was very involved in getting her Coffee Shop open and this may have affected her ability to attend. She agreed to contact Ms. Womack. II. III. IV. APPROVAL OF AGENDA 1. Motion to approve the agenda as presented. Ms. Brown moved approval of the agenda. Mr. Brown seconded. All voted aye. APPROVAL OF MINUTES Alison Brown, Ex-Officio, SCDDA Tom Brown, Ex-Officio, HPC Chair Morris, Vice Chair Callahan, McKibben, Henry, Holbert, Ex-Officio, SCDDA Brown, Ex-Officio, HPC Brown Boyd, Allen, Womack, Williams, Verge 1. Social Main Street Commission - Regular - May 9, :00 Ms. Brown moved approval of the May 9, 2017 minutes. Ms. Callahan seconded. There was no further discussion. All voted aye. ADOPTED [7 TO 0] Alison Brown, Ex-Officio, SCDDA Lisa Callahan, Vice Chair Chair Morris, Vice Chair Callahan, McKibben, Henry, Holbert, Ex-Officio, SCDDA Brown, Ex-Officio, HPC Brown ABSTAIN: Boyd Allen, Womack, Williams, Verge APPROVAL OF FINANCIALS 1. May 2017 Financial Report Ms. Callahan moved approval of the financial reports. Ms. Morris seconded. There was no further discussion. All voted aye. Minutes Acceptance: Minutes of Jun 13, :00 (Approval of Minutes) Persons with hearing or speech disabilities who need to contact the may place their call through Packet Pg. 7

8 Minutes Draft Social Main Street June 13, Lisa Callahan, Vice Chair Taylor Morris, Chair Chair Morris, Vice Chair Callahan, McKibben, Henry, Holbert, Ex-Officio, SCDDA Brown, Ex-Officio, HPC Brown Boyd, Allen, Womack, Williams, Verge 2. Motion to approve the purchase of a large tent with side flaps for shade for special events for $100. Ms. Hardy reported that she had an opportunity to purchase a large tent with side flaps for shade for special events for $100. She noted that excess funds were raised from the Taste of Social that were sufficient to fund this expense. Ms. McKibben moved approval of the purchase of the tent for $100. Ms. Henry seconded. There was no further discussion. All voted aye. V. OLD BUSINESS Amber McKibben, Cathy Henry, Chair Morris, Vice Chair Callahan, McKibben, Henry, Holbert, Ex-Officio, SCDDA Brown, Ex-Officio, HPC Brown Boyd, Allen, Womack, Williams, Verge 1. Wrap Up Comments - Taste of Social Taste of Social : Ms. Hardy gave a brief summary of the event. She advised that a profit of $443 had been made. The comments from the committee were that more restaurants were needed, and the event should be in late April or early May. It was noted that two restaurants canceled the day of the event, without notice. The Beer Garden was very popular. For future, a prettier setting with more lights and a common design theme was desired. A summary was distributed. Ms. Henry made a suggestion that next year perhaps the vendors should be required to make a deposit to reserve space, to prevent last minute pull outs. She stated that the deposit could be fully refundable at the event, but that approach would assure the vendors have some financial commitment to show up. Ms. McKibben also suggested that catering companies be encouraged to attend. COMPLETED 2. Final Details - Independence Day Celebration Ms. Hardy reported on the preparations for this event. She noted more entertainment, vendors, and activities than had occurred in prior years. She also advised that the fundraising had been successful in fully covering the anticipated expenses of the event with funds available for the next year s deposits. Ms. Brown shared her concern about fundraising for one event may prevent sufficient funds being raised for another event. There was consensus about preparing an annual fund raising request in which local businesses can consider all the options for the year and select where they wish their funds to be allocated. Discussion ensued on a postcard to advertise for the upcoming fall events. There was concern voiced by Chair Morris that the funds did not exist to pay the costs of postage for a post card at this time. Following discussion, it was agreed that a postcard would be designed to list the Fall events by Ms. Brown. Ms. Minutes Acceptance: Minutes of Jun 13, :00 (Approval of Minutes) Persons with hearing or speech disabilities who need to contact the may place their call through Packet Pg. 8

9 Minutes Draft Social Main Street June 13, McKibbon would attend the upcoming Independence Day meeting to ask if they would assist in paying for the postcard if included. The post cards would go out to the zip code. VI. NEW BUSINESS 1. New Business Update New Business Update: Ms. Hardy reported on the openings of Southern Way, and White Rabbit downtown. They have done soft openings and will schedule grand openings at a later date. She advised that the Café is nearing their opening, as is GoodFellas. The delay on both of those at this time seemed to be scheduling the Health Department inspection. 2. Friendship Festival Update Friendship Festival Update: Meetings have begun on this event. Vendor applications are already being received. Ms. McKibbon is the vendor coordinator. The committee is considering advertisement and at this time, is not recommending a radio advertisement contract. The cost for FISH last year was $5400. One suggestion that has been made is that the DJ be set up at one end of the event and the band at the other to enable music to be heard throughout the event space. 3. Merchants Coffee Call Merchants Coffee Call: Ms. Hardy reported that these will begin in August, with the first at Rustic Home on August 17 th at 9 am. This will be a monthly coffee opportunity for merchant networking. The following coffee call will be on September 21 st at 9 am at the White Rabbit. 4. Back to School Block Party Back to School Bash: Ms. Brown reported that this committee was also meeting. Chair Morris stated that great plans were underway. She added that the need was great in the community and Ms. Callahan had enabled the Commission to see the extent of the need. This year plans are to include school supplies, and also a food pantry and clothing bank. The Committee will come to an upcoming Council Meeting (July 18, 2017, 6:30 pm) and pitch the event. Council, School Board, Neighborhoods and all of the Community will be invited to participate. Ms. Holbert shared that Social City Schools would like to reach out to the Business and Industry Community for partner companies for each grade, in Math and English. Ms. Schirmer offered to set up an Industrial Leadership Luncheon in July, and expand the invitations to Businesses, to bring the group together to hear this request. Ms. Morris agreed also to attend to pitch support of the Back to School event. Also, Ms. Holbert shared that the Foundation would be accepting matching grant applications. Ms. McKibbon volunteered to prepare a Foundation matching grant application for funds for the Back to School event to match the privately raised funds. (Subsequent to the meeting, Ms. Hardy suggested this event be at the High School cafeteria, with a cost per person for lunch to assist in supporting the Back to School Bash. Efforts are underway to coordinate this date and location.) Minutes Acceptance: Minutes of Jun 13, :00 (Approval of Minutes) VII. ADJOURN 1. Motion to adjourn. Ms. Henry moved to adjourn the meeting at 9:30 am. Ms. Brown seconded. There was no further discussion. All voted aye. The next meeting is scheduled for Tuesday July 11, 2017 at 8:00 am at the Welcome Center. Persons with hearing or speech disabilities who need to contact the may place their call through Packet Pg. 9

10 Minutes Draft Social Main Street June 13, Cathy Henry, Alison Brown, Ex-Officio, SCDDA Chair Morris, Vice Chair Callahan, McKibben, Henry, Holbert, Ex-Officio, SCDDA Brown, Ex-Officio, HPC Brown Boyd, Allen, Womack, Williams, Verge Minutes Acceptance: Minutes of Jun 13, :00 (Approval of Minutes) Persons with hearing or speech disabilities who need to contact the may place their call through Packet Pg. 10

11 4.1.a Attachment: June 2017 Bank Rec (2371 : June 2017 Financial Report) Packet Pg. 11

12 4.1.a Attachment: June 2017 Bank Rec (2371 : June 2017 Financial Report) Packet Pg. 12

13 4.1.a Attachment: June 2017 Bank Rec (2371 : June 2017 Financial Report) Packet Pg. 13

14 5:22 PM Social Main Street Commission 07/14/17 Profit & Loss Accrual Basis June b Jun 17 Ordinary Income/Expense Income Program Income Independence Day Celebration 7, Total Program Income 7, Total Income 7, Expense Other Types of Expenses Independence Day Celebration 6, Taste of Social Total Other Types of Expenses 6, Total Expense 6, Net Ordinary Income 1, Net Income 1, Attachment: June 2017 Financial Report (2371 : June 2017 Financial Report) Page 1 Packet Pg. 14

15 5:21 PM Social Main Street Commission 07/14/17 Profit & Loss Accrual Basis July 2016 through June c Jul '16 - Jun 17 Ordinary Income/Expense Income Other Types of Income Miscellaneous Revenue Total Other Types of Income Program Income Back to School Bash 1, Friendship Festival Independence Day Celebration 22, Lemonade Day Park - Memory J Reid Taste of Social 5, Total Program Income 30, Total Income 30, Expense Operations Promotions Supplies Total Operations Other Types of Expenses Independence Day Celebration 6, Taste of Social 5, Total Other Types of Expenses 11, Total Expense 12, Net Ordinary Income 18, Net Income 18, Attachment: June 2017 YTD Financial Report (2371 : June 2017 Financial Report) Page 1 Packet Pg. 15