Community Alerts

Meeting Minutes
The Ichetucknee Partnership
Executive Committee Workshop
March 27, 2012
City Manager’s Conference Room, City Hall
Lake City, FL

Executive Committee Members:

Present: Joel Foreman, Dale Williams, Wendell Johnson, John Wheeler, Jon Dinges

Absent: David Still

Others Present: Cindy Johnson, TIP coordinator; James Montgomery; Dennille Decker,
                           Chamber of Commerce Executive Director

Proceedings:

· Meeting called to order at 9:00 a.m. by Joel Foreman, Chair

· Chairman’s Report:

- Announced that TIP has secured status as a Florida 501(c)(3) nonprofit corporation. Copies of Articles of Incorporation were distributed to executive committee members. The Articles list the following individuals as new Board of Directors (Board) members: Joel Foreman, Dale Williams, Wendell Johnson, David Still, and James Montgomery. Jon Dinges advised that David Still no longer will serve and that the Suwannee River Water Management will name his replacement soon. Mr. Foreman made a motion to appoint John Wheeler to the Board to represent Rotary Club of Lake City. Motion was seconded by Mr. Montgomery and approved unanimously.

At this point the executive committee officially assumed its new role as a Board of Directors, whose decisions now will be determined by vote rather than by consensus.

- Discussions and Actions:

  • The Board will consider future hiring of a part-time employee to assist the TIP Coordinator with administrative tasks and other duties as assigned.
  • The Board agreed that TIP will focus on education, outreach and public awareness activities.
  • The Board agreed that although its nonprofit status limits direct involvement or alignment with groups or activities that may be construed as political in nature, it does not preclude TIP from expressing indirect support for FLOW (Florida Leaders Organized for Water) or other groups whose purposes generally are compatible with those of TIP.
  • The TIP Coordinator presented a draft position description and job posting for the hiring of one or more persons to perform as mascot Bellamy Beaver. The Board approved the draft and directed Coordinator to post it on websites and social media, and authorized spending up to $250 to publish a classified ad. There also was discussion as to whether the performers should be hired as a) contract labor, or b) TIP Foundation employees. No decision was reached, although general sentiment appeared to lean toward b).
  • The Board approved payment in the amount of $50 to Devin Luthi, for performing as mascot at two events, the second which is scheduled for late May.
  • TIP Coordinator recommended the Foundation obtain copyrights to the name and images/likenesses of Bellamy Beaver. Mr. Foreman volunteered to file the necessary applications with the State of Florida.

- Finances:

  • Mr. Foreman reported that a separate bank account has been established for TIP at TD Bank in Lake City.
  • Authorized check signers are Joel Foreman, Dennille Decker, James Montgomery and John Wheeler. Mr. Foreman asked each of them to fill out signature cards at the bank as soon as possible. Checkbook will be kept at the Chamber of Commerce office. Two signatures will be required on all checks.
  • Jenny Drawdy will set up an accounting system for TIP at the Chamber office.
  • Mr. Foreman presented Mr. Williams a letter requesting disbursement of PILT funds in the amount of $112,000 to TIP, as had been approved by the Columbia County Board of Commissioners. Mr. Williams stated he would authorize prompt transfer of the funds.
  • Board also approved a request by Suwannee River Water Management District for reimbursement of funds in the amount of $3,557.84, per contract agreement #10/11-159.
  • TIP Coordinator asked for the Board’s direction regarding spending authorization. TIP Coordinator was asked to draft purchasing procedures, as well as check-request and purchase-order template forms. All parties agreed that the purchasing procedures should emphasize use of local vendors whenever possible. The draft procedures and forms will be circulated to Board members for review/approval.
  • The Board acknowledged the need to develop a formal budget and asked the TIP Coordinator to work on a preliminary draft.
  • It was suggested that fundraising efforts should include seeking sponsorship from FPL, Progress Energy, Nestle and other corporations.
  • Mr. Dinges suggested TIP should consider expanding its reach to include Suwannee County, and proposed requesting PILT funds from the Suwannee County Board of Commissioners. The matter of who should present such request to the Commission, or when, was not addressed.

· Other business:

- It was suggested that the Suwannee Valley Marketing Group and Tourist Development Council might be approached about increasing its involvement with and support for TIP.

- Board voted to schedule workshops on a quarterly basis. Twice yearly, public meetings will follow the Board workshops on same day. No date was set for the next meeting; Coordinator will propose several dates for consideration.

· Meeting adjourned at 11:05 a.m.

· Minutes submitted by Cindy Johnson, TIP Coordinator.

Download Minutes (PDF)

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