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DPRunners'
& DPWalkers' Meeting Minutes Attendees Absentees Minutes from previous meeting was read and approved without corrections. Meeting started at 1:30pm at Thai Blue on Division. Organization Reports Chairperson: Tim discussed the DPW/DPR upcoming proposed fundraisers submitted by Teresa to be voted on in New Business. Any proposals submitted need to have all information checked out before being submitted to eliminate any errors or misinformation. They also must be sent to the Chair for review and approval before being submitted to the crew. Also some changes in policy on registration fees and refunds suggested by Patrick to be discussed during New Business. Assistant Chair: Katybeth has no report. Secretary: Linda called the Charities Registrar and asked about DPR/DPW organization’s status. She was told DPR/DPW is not registered any longer. If DPR/DPW wanted to register he would send out some forms. He said a Mutual organization is not required to register. Linda will call again and verify this information and ask detailed questions as to what or if any fees are needed to be paid, is a list of membership required, are there fundraising limits or guidelines, limits to public fundraising, i.e. Lottery tickets, raffles etc? Also will DPR/DPW be an I.R.S. certified non-profit organization? She handed the forms to Tim. She will report her findings at next meeting. Treasurer: Howard handed out copies of the financial report showing the current checkbook balance at $506.71 after two expenses were paid one for $23.40 for web host fees and one for $888.00 for the walking team registration fee. Rita had some more checks to be deposited; also a check for the running team so the checking account balance will increase accordingly. Committee Reports Running Team Captain: Patrick announced Katybeth would be his assistant. Seven people have paid so far. Patrick will keep urging the rest to pay before May 1st. He is also keeping out-of-state team members informed of team trainings and other information so they can be kept abreast with the team. Katybeth suggests keeping previous team members also informed. Walking Team Captain: Rita has had some problems with the new electronic evites to the team members. This year the Hood To Coast has changed their registration forms from paper forms to strictly electronic forms. She will work to resolve these issues. Some team members have insisted on picking which leg they would like to walk she is wondering how to accommodate these requests. Patrick suggested having everyone choose three options then accepting what gets passed out. It will be a lot of work for Rita. Sandra said sometimes people can’t get what he or she would like to get but need to be willing for the team’s sake. She had such an experience last year with a very difficult leg but she did not complain about it. Design Team: Patrick had no report as it was too early will have some news later. Fundraiser Grant & Donation Chair: Teresa has been busy raising money for the team. She had gathered $2000 in donations so far. Precious Metals donated $1500.00 to the team. She also got a $500 donation from the Deaf Catholic Community Church. She also has some fundraising proposals for New Business. Public Relations: Mark was absent. Tim reported in his place. There have been some difficulties in forwarding the emails to crew and team members. Tim passed around a list of emails to be verified and corrected if wrong. Patrick’s list of his running team’s individual email addresses has been given to Mark three times but for some reason there are still problems. Three of the runner’s email addresses are still wrong, two of the runners have resigned and one runner has a new email address. Patrick sent updated changes twice to Mark after the first initial list. They need to be updated and changed so the runners can receive the emails. Post Race Party (camp) Chair: Too early for a report except one Joe DeCamp offered to provide another crab feast at the campsite after the race. Safety Chair: Rita said we need more lights for the vans. Tim will give her two sets of Christmas lights. He will also build two more devices that alternately flashes the lights. Sandra suggests not putting them on the bottom of the windshield as they make it hard for the driver to focus with blinking lights reflecting in their eyes. She suggests only having them on the top of the windshield. Supply Chair: Sandra bought fabric to make new flags as the old ones were too heavy and the poles drooped. She bought a pretty, bright yellow, lightweight fabric to be bordered with a bright, red, lightweight fabric. Transportation: Tim said; no report yet except that the Enterprise rental office moved to a bigger and better building. Volunteers Coordinator: Howard said he has about 6 volunteers. He has not contacted them recently but when he gets more information he will. Webmaster: KatyBeth has been working hard on the DPR/DPW website, updating and correcting some of the information. The current data was lost to due to misunderstanding/closing of our account with routhost when transferring contact info from Rita to KatyBeth. Patrick had old data and helped bring it back and cleared up the confusion with routhost. Some of the history that is on it has no dates so it is hard to organize it according to which year the events happened. Tim will double-check to make sure she has all the previous minutes so she can put them on the website. Some of the minutes she has are duplicates according to the dates on them. Teresa and Patrick will supply photos to be put on the website. KatyBeth will change Rita’s email address to ying-69-yang@hotmail.com. KatyBeth will add the flyer about wine tasting and seafood dinner fundraiser when Teresa gives it to her. New Business Two proposals were submitted to be voted on; one from Teresa and one from Patrick. Meeting adjourned 3:37pm Submitted respectively by Linda Schimel |