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Board Meeting Minutes – October 2020

Nov 16, 2020 | Meeting Minutes

Download a PDF of the October Board Meeting Minutes here.

Call to Order

  • Anita called the meeting to order at 8:07am

Additions to or deletions from the agenda

  • No additions to or deletions from the agenda

Conflicts of interest

  • No conflicts were brought forward

Board and Staff Attendance

  • Kallie Cooper, Anita Hardy, Megan Larson, John Jerome, Brian Graves, Bryan Thomas, Gary Green, Curtis Smelker and Tracey Jensen

 

  1. Guest Introductions
    1. Representatives from DOLA on the call: Gail Langley, Traci Stoffel and Chris La May
    2. Other guests in attendance: Nic Redavid, Sarah Braun, Erin Ramler and Emma Hanson. All have applied to join the Main Streets board.

 

  1. Consent Agenda (seeking motion to approve)
    1. Approval of Minutes from last meeting (September, 2020) (see attached)
    2. Financial Report (see attached)
    3. Committee reports and Director’s report (see attached)
  • Bryan moves to approve Consent Agenda; John seconds
    • Motion carries unanimously

 

  1. Committee Updates
    1. Promotions
      1. Promotions Committee Chair, Megan Larson, outlines some of the accomplishments of the committee this past year, including:
        1. Launch and pivot to virtual of the Front Porch Friday Happy Hours
        2. More virtually engaging initiatives including the Show Your Mask Challenge and Window Decorating Contest
        3. Currently hosting a food drive and working on cleaning up the logo
        4. Looking forward to creating more fundraising events and potentially a Farmers’ Market next year
      2. Design
        1. Design Committee Chair, Erin Ramler, outlines some of the accomplishments of the committee this past year, including:
          1. The flower planters and turning those over from summer to fall
          2. New banners
          3. Registering for a national mural registry
          4. Working on a tour of lights for the holidays
        2. Organization
          1. Organization Committee Chair, Bryan Thomas, outlines some of the accomplishments of the committee this past year, including:
            1. Graduate status application work and assistance
            2. Filling vacancies on the board
            3. Working through a new office location
          2. Financial Sustainability
            1. Financial Sustainability Chair, Gary Green, outlines some of the accomplishments of the committee this past year, including:
              1. Working through COVID and the reduction in revenue
              2. Balancing the budget with some expense reductions
            2. In addition to committee updates, DOLA representatives Gail, Traci and Chris presented to the board. Please see the full presentation for all details. Here are some highlights:
              1. Congratulations to Wellington Main Streets on earning Graduate status and the successful Tastemade video.
              2. Kudos, also, on being the clear lead for the Wellington business community, especially during COVID.
  • Outline of different ways DOLA can help our program, including a Coronavirus Relief Fund, consulting services, placemaking opportunities and a staff architect to help, as needed.

 

  1. COVID Update
    1. Kallie outlined that we have about 1.5 weeks left on a deadline imposed by the county to get our COVID-19 numbers down. Should we not see a reduction in numbers before then, we’ll likely be moving back to a Level 2: Safer at Home designation. This will impact our local businesses, so we need to do what we can to minimize numbers.
    2. Kallie has applied for the Energize Colorado Gap Fund on behalf of Main Streets. The application closes on October 26th.

 

  1. Directors Update and Events Discussion
    1. Annual Meeting
      1. We are proceeding as normal with plans. If things change with the County’s order, we may need to talk about plan B.
    2. Trick or Treat
      1. We are proceeding as normal with plans. If things change with the County’s order, we do have a plan B in place that involves pre-stuffing the bags with candy and doing a drive-through hand out. If all else fails, the bags are not dated, so we could use next year, too.
    3. Well-o-Rama
      1. In order to plan effectively, we need to go through the process of applying for a waiver through Larimer County to host these events, even though they aren’t until next summer.
      2. Kallie and the promotions committee will explore options for being able to host events in accordance with the current county orders.
    4. Farmers Market
      1. In order to plan effectively, we need to go through the process of applying for a waiver through Larimer County to host these events, even though they aren’t until next summer.
      2. Kallie and the promotions committee will explore options for being able to host events in accordance with the current county orders.

 

  1. Board of Directors Elections
    1. Erin, Nic and Emma each gave brief introductions.
    2. Currently, we have 3 positions on the board open. Per our bylaws we can have up to 15 seats. Right now, we have 7 applicants for the board.
    3. The nomination committee (Tracey, Anita and Megan**) recommend expand the board from 9 seats to 11 seats. That would allow us to bring 5 of the 7 applicants onto the board.
      1. Tracey mentions her history with the board and how she was in favor of having a smaller board, just a few years ago. But she now thinks an 11-person board would be beneficial for this season of the board. Right now, we’re very much in a “do” phase and it would be nice to have some additional help.
      2. Curtis questions whether there would be issues with reaching a quorum after expanding to 11 seats. He also mentions concerns about communicating openings.
  • Bryan wonders if we, instead of adding to the board, bring people onto committees instead and look at expanding our board next year.
  1. Megan moves to expand the Main Streets Board from 9 seats to 11 seats; Tracey seconds. Roll call is taken:
    1. Yeas: Curtis, Megan, John, Brian G, Tracey, Anita
    2. Nays: None
  • No-vote: Bryan T (technology issue?) and Gary (had to leave meeting)
  1. The nomination committee to work on the best way to manage ballots**It was discovered, after the meeting, that Megan’s term was actually up for re-election, as she is the 2nd replacement for a seat that had been vacated mid-term. Megan is recusing herself from the nomination committee moving forward and Bryan Thomas has agreed to replace her.

 

  1. Adjourn
    1. Anita adjourns meeting at 9:28am.

 

The board may call an executive session if needed to discuss personnel or other private matters.

Next Meeting: November 13, 2020 6pm – Annual Meeting and Dinner