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HomeMy WebLinkAbout2015CITY Ot CAPE GIRARDEAU PARKS & RECREATION DEPARTMENT PARKS & RECREATION FOUNDATION MEMBERSHIP SUB -COMMITTEE MINUTES TUESDAY, SEPTEMBER 29, 2015 OSAGE CENTRE 12:00 P.M. 1. Call to Order 2. Welcome & Introductions— Chairman Percy Huston A. Present: Scott Williams, Percy Huston, Brock Davis, Tom Neumeyer, Pete Poe, Bob Basler, Jordan Seabaugh, Julia Thompson B. Absent: Craig Billmeyer 3. Approval of Meeting Notes: October 30, 2014— Chairman Percy Huston A. Pete Poe motioned to approved. Tom Neumeyer seconded. All approved. Motion passed. 4. Old Business A. 2015 Membership Numbers i. The financial analysis for the 2015 membership program was reviewed. The 2015 membership drive saw 12 individual memberships, 45 family, and 11 corporate memberships sold. There were 40 individual discount cards sold. Total revenue equals $6,165.00. Brochures, printed discount cards, banner, and postage expenses totaled $844.01. The 2015 membership program had a net profit of $5,320.99. ii. The Foundation is still selling discount cards. Parks & Recreation staff will be selling the cards at a discounted price to part-time employees. iii. Board member Pete Poe made a suggestion to set-up tables or informational booths at youth sport sign-ups to sell discount cards and memberships. Pete Poe also suggested adding discount card purchases to league entry fees. New Business A. 2016 Membership Target Goals (Individual/Family/Corporate) i. The subcommittee agreed on a goal of selling 100 discount cards, 20 corporate memberships, 24 individual memberships, and 75 family memberships in 2016. The revenue goal would total $11,375. B. Membership Recruitment Timeline and Strategy i. The public release will be on Spaghetti Day. Board and staff members will confirm discount card sponsors by the end of November. Target letters to potential members will be mailed out at the beginning the third week of December. Staff will send renewal information to current members three weeks prior to 2016 sign up (renewal) date. ii. The subcommittee agreed to send out 2016 information to current members, resend to the 2015 target list, additional new potential members from Board members, email information to Department youth sports leagues, and market at Foundation events. Staff can also add Foundation membership information to online registrations from Active. in. The subcommittee members were asked to submit additional names by October 12. The subcommittee agreed to include personal letters (notes) again to their individual target lists mailings. The brochures will be included in the letter to the target list. C. Review of Membership Benefits i. Parks and Recreation Foundation Newsletter ii. Parks and Recreation Foundation Discount Card iii. Others a. The goal is to confirm businesses for the discount cards, and have cards printed, by November. Scott Williams would like to replace a few of the businesses, but keep most of the businesses on the card. a. For the Corporate members, we provided all the benefits we had advertised. The subcommittee recommended that the sign sponsorship discount would be 10 percent. b. For the Individual and Family memberships, newsletters and discount cards were distributed. The preferred seating and event discounts need to be determined. At the Cardinal Caravan, it was suggested that the Foundation members will get seats in the first two rows and allowed to get in line first for autographs. The Cape Splash night also did not materialize. For 2016, it was suggested to have a week night Splash party in lune or July. If you have any suggestions for benefits, please send with your names for the target list by October 12. D. Review of 2015 brochure/letters/recruitment list i. We will update the brochure for the next full board meeting. 6. Adjourn A. Pete Poe motioned to adjourn. Tom Neumeyer seconded. Meeting adjourned at 12:56 p.m. CAPE GIFLARDr.A P RKS&e RECRENFION CITY u( CAPE GIRARDEAU PARKS 6 RECREATION DEPARTMENT PARKS & RECREATION FOUNDATION FINANCE SUB -COMMITTEE MINUTES Thursday October 8, 2015 Osage Centre 12 Noon 1. Call to Order a. Finance Sub -Committee Chairperson Beverly Evans called the meeting to order. 2. Welcome & Introductions — Chairperson Beverly Evans a. Present: Bari Neff, Beverly Evans, Danny Essner, Percy Hutson, Scott Williams, Julia Thompson, Brock Davis, Penny Williams, Stacey Welter 3. Approval of Minutes a. Finance Sub -committee Chairperson Beverly Evans asked for the approval of the minutes on lune 23, 2015. Bari Neff made a motion, seconded by Danny Essner. Motion passed. 4. New Business a. Review of 2014-15 Fiscal Year End Financial Report i. The Finance Sub -Committee reviewed the report and asked questions if they had them. Recreation Division Manager Scott Williams went through each of the accounts and gave an overview of their balances. He then discussed what could potentially be funded out of these accounts. b. Approval for Transfer of Spaghetti Day Funds to Negative Accounts. ii. Division Manager Scott Williams requested to have Spaghetti Day funds transferred to the Recreation Foundation account to cover the costs of capital equipment purchases over the last couple of years. The amount to be transferred is $15,338.78. President Beverly Evans asked for the approval of the transfer. Danny Essner made a motion seconded by Percy Huston. All approved. c. SEMO Ball Partnership Proposition iii. Division Manager Scott Williams began the discussion by explaining that Lucas Preston with SEMO Ball had asked if Parks and Recreation would want to be a sponsor of their event. There are sponsorship packages that have been proposed but they are somewhat expensive. SEMO Ball is not interested in doing a trade out for some of the Parks and Rec events including the Youth Sports Banquet. They are more interested in a cash donation. After weighing the pros and cons the board was hesitant about the sponsorship. Director Thompson explained that this could be a good opportunity to grow the brand and reach out to the regional area. Board member Huston thinks staff needs to customize the sponsorship package and then bring it back to the sub -committee to reconsider the sponsorship. Beverly Evan asked for a motion to have additional information about the sponsorship from staff presented to the Finance Sub -Committee. Percy Huston made a motion seconded by Danny Essner. Motion approved. They would then ask the full board to give the Finance Sub -Committee permission to make a final decision on this. Discussion about this topic will continue through email. Old Business a. 2015-2016 Friends of the Parks and Recreation Membership Goals i. Board Member Percy Huston reviewed the 2015 Membership Program with the board and said they are gearing up for the 2016 Membership Drive. He then explained that the goals for next year would be to sell 100 discount cards, and they would like to double all other memberships, which would double the revenue. The campaign kickoff would be in November at Spaghetti Day. Board Member Huston reminder the committee to submit their potential customer list in to the Arena Office. Adjourn i. There being no further business, the meeting was adjourned with a motion from Danny Essner and seconded by Bari Neff. Motion passed.