Board Contract for East Phillips Improvement Coalition
Printed Name__________________________________
Address______________________________________
Date_________________________________________
I do fully swear to uphold the mission statement and bylaws of the East Phillips Improvement Coalition.
I have read, signed and agreed to the Qualifications, Duties and Responsibilities, Standards of Conduct, and Pointers for Participation for being a Board member of the East Phillips Improvement Coalition.
I agree to either carry the motions of the board or respectfully dissent, and to assist in assigning a spokesperson to advocate for each motion.
If dissenting, I am obligated to state the board and/or general membership position in any public forum.
I will treat community members and Board members with respect and vow to take the rule of the majority and protection of the minority seriously.
I support the right of members to have notice of all meetings; to know by previous notice when there is a proposal to rescind or amend something previously adopted; and to be informed of the work of the organization including reports of board action, committee work, and officers.
I will read and discuss with Board peers the content of documents published by NRP and the Minnesota Council of Nonprofits about Board governance, roles and responsibilities as well as MN state law regarding nonprofit boards during the first three months of my term.
I am committed to the growth of the community as measured in numbers of active general members; EPIC’s financial stability; the success of programs and projects; and the increase of community good-will.
I consent to taking the grievances of the community seriously and to resolving conflict quickly.
I will affirm other Board members and seek to promote unity.
I will advocate relentlessly for the good of others and will choose to resign if personal interests or life’s situations make it unreasonably difficult to fulfill my responsibilities and duties toward this community.
Signed______________________________________________
As Witnessed By______________________________________
Tuesday, June 7, 2005
Board Contract for East Phillips Improvement Coalition
Board Contract for East Phillips Improvement Coalition
Printed Name__________________________________
Address______________________________________
Date_________________________________________
I do fully swear to uphold the mission statement and bylaws of the East Phillips Improvement Coalition.
I have read, signed and agreed to the Qualifications, Duties and Responsibilities, Standards of Conduct, and Pointers for Participation for being a Board member of the East Phillips Improvement Coalition.
I agree to either carry the motions of the board or respectfully dissent, and to assist in assigning a spokesperson to advocate for each motion.
If dissenting, I am obligated to state the board and/or general membership position in any public forum.
I will treat community members and Board members with respect and vow to take the rule of the majority and protection of the minority seriously.
I support the right of members to have notice of all meetings; to know by previous notice when there is a proposal to rescind or amend something previously adopted; and to be informed of the work of the organization including reports of board action, committee work, and officers.
I will read and discuss with Board peers the content of documents published by NRP and the Minnesota Council of Nonprofits about Board governance, roles and responsibilities as well as MN state law regarding nonprofit boards during the first three months of my term.
I am committed to the growth of the community as measured in numbers of active general members; EPIC’s financial stability; the success of programs and projects; and the increase of community good-will.
I consent to taking the grievances of the community seriously and to resolving conflict quickly.
I will affirm other Board members and seek to promote unity.
I will advocate relentlessly for the good of others and will choose to resign if personal interests or life’s situations make it unreasonably difficult to fulfill my responsibilities and duties toward this community.
Signed______________________________________________
As Witnessed By______________________________________
Printed Name__________________________________
Address______________________________________
Date_________________________________________
I do fully swear to uphold the mission statement and bylaws of the East Phillips Improvement Coalition.
I have read, signed and agreed to the Qualifications, Duties and Responsibilities, Standards of Conduct, and Pointers for Participation for being a Board member of the East Phillips Improvement Coalition.
I agree to either carry the motions of the board or respectfully dissent, and to assist in assigning a spokesperson to advocate for each motion.
If dissenting, I am obligated to state the board and/or general membership position in any public forum.
I will treat community members and Board members with respect and vow to take the rule of the majority and protection of the minority seriously.
I support the right of members to have notice of all meetings; to know by previous notice when there is a proposal to rescind or amend something previously adopted; and to be informed of the work of the organization including reports of board action, committee work, and officers.
I will read and discuss with Board peers the content of documents published by NRP and the Minnesota Council of Nonprofits about Board governance, roles and responsibilities as well as MN state law regarding nonprofit boards during the first three months of my term.
I am committed to the growth of the community as measured in numbers of active general members; EPIC’s financial stability; the success of programs and projects; and the increase of community good-will.
I consent to taking the grievances of the community seriously and to resolving conflict quickly.
I will affirm other Board members and seek to promote unity.
I will advocate relentlessly for the good of others and will choose to resign if personal interests or life’s situations make it unreasonably difficult to fulfill my responsibilities and duties toward this community.
Signed______________________________________________
As Witnessed By______________________________________
Saturday, June 4, 2005
EPIC Board Meeting - June 2005
CDBG = Community Development Block Grant
EBM = EPIC Board Meeting
EPIC = East Phillips Improvement Coalition
GMM = General Membership Meeting
NRP = Neighborhood Revitalization Program
PRESENT
Mary Gonsior (MG), Hannah Lieder (HL), Linda Leonard (LL), Carol Pass (CP), Albin Dittli (AD), Rosie Cruz (RC)
Directors Present for a part of the meeting: Rosie Cruz (son’s graduation; attended executive session of the meeting.)
Directors not Present: Andy Engebretson (out of town), Cynthia Aguirre (family matter), and Earl (job interview)
Observers: None
Meeting was called to order at 9:13 by CP. Agenda was distributed. MG was designated as recording secretary. Quorum was established (5 directors present.)
CP read EPIC’s Mission Statement at the outset of the board meeting.
Announcements
MG announced that her daughter, Amber, gave birth to a healthy baby girl on May 27th; Chlöe Lynn Keller.
EPIC was instrumental in accessing the following grants for the Hispanic Baseball League: Weed & Seed, $3,150.00; MN Twins grant for youth, $1,000.00.
EPIC was instrumental in accessing the following grants for the Phillips Cedar Corridor: Weed & Seed, approx. $1,500.00; Ryan Brueske, is looking into the purchase of a surveillance camera.
EBM Meeting place
RC has offered her garage for a meeting place for EPIC board meetings in July and August. The Hispanic Baseball League currently holds their meetings there and there is sufficient space and equipment. The board accepted this offer. A discussion regarding opening the board meeting to the public and the costs associated with publishing minutes, motions and meeting dates and locations in local papers resulted in the following action item: AD will investigate the cost and feasibility of publishing EPIC motions in Southside Pride and/or The Alley.
Minutes
The minutes from the last Board Meeting (5/7/2005) were read and approved. Updates were reported on the following action items from the May Board meeting.
Treasurer’s report
CA has obtained the financial records and checkbook for EPIC from Margaret Kirkpatrick. LL will work with CA to ensure that the paperwork required to update the signatures for the checking account are obtained by Thursday’s GMM. LL will inquire whether Margaret Kirkpatrick’s signature is required to update the signatures on the checking account.
Policy adopted for signing checks.
Three signers will be designated on the checking account. All checks $100.00 and more require two signatures. AD asked how the bank would know that two signatures were required on certain checks. LL and CA will investigate and report back.
Fiscal Agent
In May, CP contacted Seward neighborhood. We haven’t received a response yet from Seward. In May, CP contacted Mount Olive Church. Mount Olive Church declined EPIC’s request to serve as fiscal agent.
CDBG grant for future funding of organizing activities of EPIC
(No report. From May EBM: CP will write a CDBG grant for future funding of organizing activities of EPIC.)
EPIC Mail
The annual fee for the PO Box was paid by Brad Pass and mail continues to go to the PO Box. CP has been picking up the mail, but will cancel the PO Box and request a refund. The official address for EPIC will be changed to EPIC, c/o Carol Pass, President. CP will update the address with the MN Secretary of State.
Nonprofit Status Application
CP and AD are working on transferring our previous 501(c)(3) application data to the new IRS application format. The board will meet for one hour on June 18th to determine whether it is feasible to complete our reapplication ourselves. If not feasible, Charlie Ravine, attorney with MAPS will assist EPIC for a fee of $350.00.
Losses and Insurance
In May, CP reported that EPIC is working with the State Auditor to file a claim for losses including records, equipment, services, and costs to recover data from EPIC’s computer. LL was working with a private attorney to try to recover lost records and property. Minneapolis police assisted EPIC in recovering records from David Fisher, however, records from 2004 have not been found. Additional updates were reported during executive session, later in the meeting.
Policies/Procedures
In May, AE and AD reported being asked separately by a resident why Robert Thompson, EPIC’s NRP liaison was “asked not to attend” the April GMM. Robert contacted EPIC and offered to attend the April meeting, as do other funding organizations such as Weed & Seed and Abbot. EPIC felt the April agenda was already full and invited Robert to attend the GMM at a later date.
In June, AD reported that he had responded to the resident regarding the Robert Thompson matter. The resident was very appreciative of his response.
NEW BUSINESS
NRP’s Relationship to EPIC
We know that individuals are communicating directly with NRP regarding EPIC activities. The previous EPIC board mistakenly communicated to the community that NRP is the “administrator” for EPIC and NRP has reinforced this mistaken notion through their past actions and statements.
This misunderstanding regarding EPIC’s relationship with NRP has trickled down into the thinking of other neighborhood organizations including PPNA.
While members are free to initiate inquiries and make suggestions regarding EPIC activities and actions, NRP (or other organizations) should initiate communication with EPIC when receiving these inquiries. In addition, NRP has a duty to direct EPIC community members to the EPIC organization for the purpose of addressing their concerns and suggestions.
CP proposed that EPIC board send a letter to NRP and other organizations who have received inquiries from EPIC community members. This letter would call attention to NRP’s professional responsibility to allow EPIC to conduct its own business and operations, and direct NRP to respond to the public regarding NRP policies, procedures and business only. The letter would direct NRP to communicate with EPIC about these inquiries, and direct the public to EPIC for a response. NRP should not respond to the public regarding EPIC policies, procedures and business.
MG proposed an additional general letter, introducing EPIC board members. The letter would address the same issues. This letter would be sent to organizations with which EPIC desires a partnership or working relationship.
CP and MG will each draft a letter and present to board members by email.
Greenway Land Use Overlay Plan
HL proposed that EPIC ask Margaret Kirkpatrick to represent EPIC on this committee. They hold one meeting per month.
Board Training
CP requested that Directors read again the articles that were distributed at the May EBM.
Financial Malfeasance and Nonfeasance: Ten Pitfalls Boards Should Avoid.
Off the Shelf 1: How to Ensure that Your Strategic Plan Becomes a Valued Tool.
Executive Session – December resignation letter from former Board Directors
Minutes of this report and subsequent discussion are restricted due to privacy and confidentiality requirements and will not be made available to the public.
Task Force/Survey
CP will speak with Corcoran neighborhood and find out which office provides training for survey protocols. LL proposed that EPIC conduct a test survey to evaluate the efficacy of the survey. The survey still needs to be translated into Spanish and Somali.
Franklin Station Town homes
MG will contact David Berg, President of the Association and invite residents to send a resident to EPIC meetings. MG will ask for a copy of their meeting minutes that discuss residents request to the City of Minneapolis to remove parking restrictions on 24th Street.
Commodore Bar
EPIC residents, Midtown residents and Minneapolis police are concerned about safety issues related to the burned-out Commodore Bar. EPIC will write a letter to Dean Zimmerman and Gary Schiff asking for immediate action in taking down the building. A copy of the letter will be sent to Inspections, 3rd Precinct, Midtown Phillips Neighborhood, and the owner.
Crime and Safety
Court Watch, Weed & Seed, and Tech Team have all reported problems with properties on the 2400 block of 16th Avenue. In addition, police are trying to address problems related to the bushes surrounding 2447 16th Avenue.
Condominiums on Bloomington Avenue
Efforts to acquire one last property on the east side of the 2900 block of Bloomington Avenue are not going well. The developer has requested a letter of support from EPIC for public condemnation of the property.
Townhouses on Bloomington Avenue
Sherman Associates is scheduled to start soon on the additional townhouses being built on the east side of the 2800 block of Bloomington Avenue.
Condominiums on Cedar
Private developers plan to break ground on 20 condos at 29th and Cedar Avenue. The development includes underground parking, balconies on the greenway and units are already selling.
The meeting was adjourned at 12:15 pm.
Respectfully submitted by Mary Gonsior, Secretary
EPIC BOARD MEETING
June 4, 2005
2526 18th Avenue S, Apt. #5
EBM = EPIC Board Meeting
EPIC = East Phillips Improvement Coalition
GMM = General Membership Meeting
NRP = Neighborhood Revitalization Program
PRESENT
Mary Gonsior (MG), Hannah Lieder (HL), Linda Leonard (LL), Carol Pass (CP), Albin Dittli (AD), Rosie Cruz (RC)
Directors Present for a part of the meeting: Rosie Cruz (son’s graduation; attended executive session of the meeting.)
Directors not Present: Andy Engebretson (out of town), Cynthia Aguirre (family matter), and Earl (job interview)
Observers: None
Meeting was called to order at 9:13 by CP. Agenda was distributed. MG was designated as recording secretary. Quorum was established (5 directors present.)
CP read EPIC’s Mission Statement at the outset of the board meeting.
Announcements
MG announced that her daughter, Amber, gave birth to a healthy baby girl on May 27th; Chlöe Lynn Keller.
EPIC was instrumental in accessing the following grants for the Hispanic Baseball League: Weed & Seed, $3,150.00; MN Twins grant for youth, $1,000.00.
EPIC was instrumental in accessing the following grants for the Phillips Cedar Corridor: Weed & Seed, approx. $1,500.00; Ryan Brueske, is looking into the purchase of a surveillance camera.
EBM Meeting place
RC has offered her garage for a meeting place for EPIC board meetings in July and August. The Hispanic Baseball League currently holds their meetings there and there is sufficient space and equipment. The board accepted this offer. A discussion regarding opening the board meeting to the public and the costs associated with publishing minutes, motions and meeting dates and locations in local papers resulted in the following action item: AD will investigate the cost and feasibility of publishing EPIC motions in Southside Pride and/or The Alley.
Minutes
The minutes from the last Board Meeting (5/7/2005) were read and approved. Updates were reported on the following action items from the May Board meeting.
Treasurer’s report
CA has obtained the financial records and checkbook for EPIC from Margaret Kirkpatrick. LL will work with CA to ensure that the paperwork required to update the signatures for the checking account are obtained by Thursday’s GMM. LL will inquire whether Margaret Kirkpatrick’s signature is required to update the signatures on the checking account.
Policy adopted for signing checks.
Three signers will be designated on the checking account. All checks $100.00 and more require two signatures. AD asked how the bank would know that two signatures were required on certain checks. LL and CA will investigate and report back.
Fiscal Agent
In May, CP contacted Seward neighborhood. We haven’t received a response yet from Seward. In May, CP contacted Mount Olive Church. Mount Olive Church declined EPIC’s request to serve as fiscal agent.
CDBG grant for future funding of organizing activities of EPIC
(No report. From May EBM: CP will write a CDBG grant for future funding of organizing activities of EPIC.)
EPIC Mail
The annual fee for the PO Box was paid by Brad Pass and mail continues to go to the PO Box. CP has been picking up the mail, but will cancel the PO Box and request a refund. The official address for EPIC will be changed to EPIC, c/o Carol Pass, President. CP will update the address with the MN Secretary of State.
Nonprofit Status Application
CP and AD are working on transferring our previous 501(c)(3) application data to the new IRS application format. The board will meet for one hour on June 18th to determine whether it is feasible to complete our reapplication ourselves. If not feasible, Charlie Ravine, attorney with MAPS will assist EPIC for a fee of $350.00.
Losses and Insurance
In May, CP reported that EPIC is working with the State Auditor to file a claim for losses including records, equipment, services, and costs to recover data from EPIC’s computer. LL was working with a private attorney to try to recover lost records and property. Minneapolis police assisted EPIC in recovering records from David Fisher, however, records from 2004 have not been found. Additional updates were reported during executive session, later in the meeting.
Policies/Procedures
In May, AE and AD reported being asked separately by a resident why Robert Thompson, EPIC’s NRP liaison was “asked not to attend” the April GMM. Robert contacted EPIC and offered to attend the April meeting, as do other funding organizations such as Weed & Seed and Abbot. EPIC felt the April agenda was already full and invited Robert to attend the GMM at a later date.
In June, AD reported that he had responded to the resident regarding the Robert Thompson matter. The resident was very appreciative of his response.
NEW BUSINESS
NRP’s Relationship to EPIC
We know that individuals are communicating directly with NRP regarding EPIC activities. The previous EPIC board mistakenly communicated to the community that NRP is the “administrator” for EPIC and NRP has reinforced this mistaken notion through their past actions and statements.
This misunderstanding regarding EPIC’s relationship with NRP has trickled down into the thinking of other neighborhood organizations including PPNA.
While members are free to initiate inquiries and make suggestions regarding EPIC activities and actions, NRP (or other organizations) should initiate communication with EPIC when receiving these inquiries. In addition, NRP has a duty to direct EPIC community members to the EPIC organization for the purpose of addressing their concerns and suggestions.
CP proposed that EPIC board send a letter to NRP and other organizations who have received inquiries from EPIC community members. This letter would call attention to NRP’s professional responsibility to allow EPIC to conduct its own business and operations, and direct NRP to respond to the public regarding NRP policies, procedures and business only. The letter would direct NRP to communicate with EPIC about these inquiries, and direct the public to EPIC for a response. NRP should not respond to the public regarding EPIC policies, procedures and business.
MG proposed an additional general letter, introducing EPIC board members. The letter would address the same issues. This letter would be sent to organizations with which EPIC desires a partnership or working relationship.
CP and MG will each draft a letter and present to board members by email.
Greenway Land Use Overlay Plan
HL proposed that EPIC ask Margaret Kirkpatrick to represent EPIC on this committee. They hold one meeting per month.
Board Training
CP requested that Directors read again the articles that were distributed at the May EBM.
Financial Malfeasance and Nonfeasance: Ten Pitfalls Boards Should Avoid.
Off the Shelf 1: How to Ensure that Your Strategic Plan Becomes a Valued Tool.
Executive Session – December resignation letter from former Board Directors
Minutes of this report and subsequent discussion are restricted due to privacy and confidentiality requirements and will not be made available to the public.
Task Force/Survey
CP will speak with Corcoran neighborhood and find out which office provides training for survey protocols. LL proposed that EPIC conduct a test survey to evaluate the efficacy of the survey. The survey still needs to be translated into Spanish and Somali.
Franklin Station Town homes
MG will contact David Berg, President of the Association and invite residents to send a resident to EPIC meetings. MG will ask for a copy of their meeting minutes that discuss residents request to the City of Minneapolis to remove parking restrictions on 24th Street.
Commodore Bar
EPIC residents, Midtown residents and Minneapolis police are concerned about safety issues related to the burned-out Commodore Bar. EPIC will write a letter to Dean Zimmerman and Gary Schiff asking for immediate action in taking down the building. A copy of the letter will be sent to Inspections, 3rd Precinct, Midtown Phillips Neighborhood, and the owner.
Crime and Safety
Court Watch, Weed & Seed, and Tech Team have all reported problems with properties on the 2400 block of 16th Avenue. In addition, police are trying to address problems related to the bushes surrounding 2447 16th Avenue.
Condominiums on Bloomington Avenue
Efforts to acquire one last property on the east side of the 2900 block of Bloomington Avenue are not going well. The developer has requested a letter of support from EPIC for public condemnation of the property.
Townhouses on Bloomington Avenue
Sherman Associates is scheduled to start soon on the additional townhouses being built on the east side of the 2800 block of Bloomington Avenue.
Condominiums on Cedar
Private developers plan to break ground on 20 condos at 29th and Cedar Avenue. The development includes underground parking, balconies on the greenway and units are already selling.
The meeting was adjourned at 12:15 pm.
Respectfully submitted by Mary Gonsior, Secretary
EPIC BOARD MEETING
June 4, 2005
2526 18th Avenue S, Apt. #5
Thursday, May 12, 2005
EPIC General Membership Meeting - May 2005
Holy Rosary Church, 6:40-9:15 pm
Quorum: Carol Pass, Andy Engebretson, Hanna Lieder,
Albin Dittli, Rosie Cruz, Linda Leonard, Earl Simms
Attendance: The above-named directors and Brad Pass,
Lynn Mayo, Aden Awil, Jane Thompson, Darlene Flugge,
Alfonso Cruz, Margaret Kirkpatrick, Rachel Dittli, Lea
Berg, Ryan Brueske, Stephanie Allen, Dan Ward (Metro
Hope), Amy Brock (Corcoran Neighborhood Ass’n)
6:40 Carol Pass, president, convened the meeting and
asked people to introduce themselves.
.
Corrections to the Agenda:
1. Give 15 minutes to Jane Thompson in the reports
section.
2. Give Dan Ward from, Metro Hope Ministries, time in
the reports section.
3. Lynn wanted a correction to page 2 of the last GMM
minutes regarding her concerns about Allina’s
administrative salary/benefit provisions.
Motion 1: Albin to approve the agenda; second Jane.
Motion carried.
Carol read the EPIC statement of Purpose
Announcements:
1. Third Grand opening at the new building, Plaza
Verde on Lake St. .
2. There is a grant writing class in Saint Paul and
some board members are planning to go to it.
3. Membership communication can be facilitated on a
website Ryan has created:
groups.yahoo.com/eastphilips.
4. National Night Out requires requests for planning
events. The city will not be sending out information
to everyone. Block club leaders have to ask for it.
Lynn would like the information for this out on the
website.
Reports:
1. Neighborhood Funding conference at Harrison
Community Center on May 4th. Carol went. There are
efforts being made to diminish the funding to
neighborhoods. Carol made the point that EPIC needs to
join with other neighborhoods to continue to reinforce
the need and preference for local neighborhood
funding.
2. The Hispanic Baseball team received a $3150 grant
from Weed and Seed. Carol wrote the grant proposal.
3. NRP home tour, Carol went and was encouraged to see
people with a wide range of incomes doing great
restorations of ordinary housing.
4. Ryan is interested in receiving funding for a
research project for a model implementation of
security lighting.
5. Motion 2: Jane asked for approval to have Margaret
replace her as the Greenway Coalition Board
representative to EPIC. Margaret asked if anyone else
would be interested in the position, but no one
volunteered. Ryan seconded Jane’s Motion. Motion
carried. Compliments were given to Jane for a job
well done. Margaret does not want to be on the agenda
automatically, but will ask to be included on it.
6. Jane report that the Chicago bridge construction
keeps the greenway from opening early this spring.
7. Brad gave a brief description of the suspension
bridge design that is to be built across Hiawatha.
8. Brad announced that a public works committee, CLIC,
wants to put an asphalt heating plant on the corner of
26th and Hiawatha. The neighborhood needs to be aware
of this so that the people who have to live near it
can have a say in whether or not it should be built.
9. Ryan will include information about the
construction proposal on the website as well as other
current information.
Metro Hope Ministries (MHP)-Dan Ward:
MHP is a faith-based ministry for men on 28th and
Cedar. MHP is interested in starting a long-term
recovery ministry for women and children and they
would like EPIC to write a letter to NERC (the
neighborhood organization where the new women’s
ministry will be established) saying that they have
been good neighbors in East Philips. They are not
looking for affirmation of the new program, just a
letter saying they have been good neighbors. Several
people in the meeting gave positive feedback on MHP
based on their interaction with them.
Motion 3:
Jane made the motion to have this letter written for
Metro Hope Ministries; Seconded by Linda. Motion
carried.
Projects and Possibilities:
Robert Thompson, NRP neighborhood specialist, was
invited but could not attend.
EPIC Survey Report:
Albin described the purpose of the neighborhood survey
as being a means to find out more about the interests
of the community. The survey results will guide the
strategic plan for EPIC’s remaining NRP phase 1
funding of $200,000.00. EPIC will then be able to
write a budget that dedicates money toward the things
the survey shows the people of the community want to
see improved. Everyone will have some input regarding
the way the budget is written, The survey will be in
Engflish, Spanish and Somali, and board members will
individually go house to house to carry out the
survey. It will also form the basis for EPIC’a phase
one evaluation and phase 2 NRP plan.
Corcoran Neighborhood Executive Director:
Amy Brock gave an overview of the survey that was done
in their neighborhood. The survey was similar to the
EPIC survey and they found it very useful when
planning their year-long goals and budgeting. The
survey was also useful information for donors. Some
ideas she offered from their experience were:
1. Select 3 households on each block randomly to give
the survey to.
2. Make sure the survey distributors have had some
training so they are all consistent in how they
conduct the survey.
3. Put a time limit on when the results should be in.
4. Have the person who answered the door or an adult
living in the building fill out the survey.
5. Go in the evenings and on weekends when people are
home.
Amy also discussed methods for how to start looking
for and obtaining funding. Corcoran found that donors
were most interested in programming and sustainable
projects.
Treasurer’s Report:
1. Cynthia was not in attendance, but Carol said that
Cynthia was still looking through the things she
received from Margaret.
2. Action Item: A review should be done at each GMM
of EPIC’s expenses and income from the previous month.
3. Action Item: EPIC’s reimbursement financial
policies should be documented and presented at the
next GMM.
4. Reimbursement from EPIC rules:
a) The original receipt needs to be turned in to the
board before 30 days after the purchase
b) Pres, Vice Pres, and Treasurer need to sign on any
amount over $100.
Community Garden:
1. Cynthia will be the EPIC board representative to
the garden committee.
2. EPIC needs to figure out how to pay insurance and
property taxes for the garden.
3. Action Item: The EPIC board needs to figure out
what fees it should be paying for the garden and put
it in writing.
4. Lynn said that there are currently 21 adults on the
17th Ave. garden and 4 on the 16th Ave garden.
5. Carol asked for garden minutes in general,
especially those showing when it was decided that the
garden would have membership fees.
Status of EPIC:
1. Carol explained that EPIC still does not have its
501©(3) status. She is working with Charlie Ravine, a
lawyer from Management Assistance Project for
Nonprofits, to reclaim the 501©(3) status. This would
not allow us to use NRP money, but it would allow us
to write grants.
Darleen said she would like to see coffee and a drug
patrol again on Bloomington in the mornings.
Motion 4:
Linda made a motion to adjourn, second by Albin.
Meeting adjourned at 9:15pm.
Minutes respectfully submitted by Andy Engebretson
Quorum: Carol Pass, Andy Engebretson, Hanna Lieder,
Albin Dittli, Rosie Cruz, Linda Leonard, Earl Simms
Attendance: The above-named directors and Brad Pass,
Lynn Mayo, Aden Awil, Jane Thompson, Darlene Flugge,
Alfonso Cruz, Margaret Kirkpatrick, Rachel Dittli, Lea
Berg, Ryan Brueske, Stephanie Allen, Dan Ward (Metro
Hope), Amy Brock (Corcoran Neighborhood Ass’n)
6:40 Carol Pass, president, convened the meeting and
asked people to introduce themselves.
.
Corrections to the Agenda:
1. Give 15 minutes to Jane Thompson in the reports
section.
2. Give Dan Ward from, Metro Hope Ministries, time in
the reports section.
3. Lynn wanted a correction to page 2 of the last GMM
minutes regarding her concerns about Allina’s
administrative salary/benefit provisions.
Motion 1: Albin to approve the agenda; second Jane.
Motion carried.
Carol read the EPIC statement of Purpose
Announcements:
1. Third Grand opening at the new building, Plaza
Verde on Lake St. .
2. There is a grant writing class in Saint Paul and
some board members are planning to go to it.
3. Membership communication can be facilitated on a
website Ryan has created:
groups.yahoo.com/eastphilips.
4. National Night Out requires requests for planning
events. The city will not be sending out information
to everyone. Block club leaders have to ask for it.
Lynn would like the information for this out on the
website.
Reports:
1. Neighborhood Funding conference at Harrison
Community Center on May 4th. Carol went. There are
efforts being made to diminish the funding to
neighborhoods. Carol made the point that EPIC needs to
join with other neighborhoods to continue to reinforce
the need and preference for local neighborhood
funding.
2. The Hispanic Baseball team received a $3150 grant
from Weed and Seed. Carol wrote the grant proposal.
3. NRP home tour, Carol went and was encouraged to see
people with a wide range of incomes doing great
restorations of ordinary housing.
4. Ryan is interested in receiving funding for a
research project for a model implementation of
security lighting.
5. Motion 2: Jane asked for approval to have Margaret
replace her as the Greenway Coalition Board
representative to EPIC. Margaret asked if anyone else
would be interested in the position, but no one
volunteered. Ryan seconded Jane’s Motion. Motion
carried. Compliments were given to Jane for a job
well done. Margaret does not want to be on the agenda
automatically, but will ask to be included on it.
6. Jane report that the Chicago bridge construction
keeps the greenway from opening early this spring.
7. Brad gave a brief description of the suspension
bridge design that is to be built across Hiawatha.
8. Brad announced that a public works committee, CLIC,
wants to put an asphalt heating plant on the corner of
26th and Hiawatha. The neighborhood needs to be aware
of this so that the people who have to live near it
can have a say in whether or not it should be built.
9. Ryan will include information about the
construction proposal on the website as well as other
current information.
Metro Hope Ministries (MHP)-Dan Ward:
MHP is a faith-based ministry for men on 28th and
Cedar. MHP is interested in starting a long-term
recovery ministry for women and children and they
would like EPIC to write a letter to NERC (the
neighborhood organization where the new women’s
ministry will be established) saying that they have
been good neighbors in East Philips. They are not
looking for affirmation of the new program, just a
letter saying they have been good neighbors. Several
people in the meeting gave positive feedback on MHP
based on their interaction with them.
Motion 3:
Jane made the motion to have this letter written for
Metro Hope Ministries; Seconded by Linda. Motion
carried.
Projects and Possibilities:
Robert Thompson, NRP neighborhood specialist, was
invited but could not attend.
EPIC Survey Report:
Albin described the purpose of the neighborhood survey
as being a means to find out more about the interests
of the community. The survey results will guide the
strategic plan for EPIC’s remaining NRP phase 1
funding of $200,000.00. EPIC will then be able to
write a budget that dedicates money toward the things
the survey shows the people of the community want to
see improved. Everyone will have some input regarding
the way the budget is written, The survey will be in
Engflish, Spanish and Somali, and board members will
individually go house to house to carry out the
survey. It will also form the basis for EPIC’a phase
one evaluation and phase 2 NRP plan.
Corcoran Neighborhood Executive Director:
Amy Brock gave an overview of the survey that was done
in their neighborhood. The survey was similar to the
EPIC survey and they found it very useful when
planning their year-long goals and budgeting. The
survey was also useful information for donors. Some
ideas she offered from their experience were:
1. Select 3 households on each block randomly to give
the survey to.
2. Make sure the survey distributors have had some
training so they are all consistent in how they
conduct the survey.
3. Put a time limit on when the results should be in.
4. Have the person who answered the door or an adult
living in the building fill out the survey.
5. Go in the evenings and on weekends when people are
home.
Amy also discussed methods for how to start looking
for and obtaining funding. Corcoran found that donors
were most interested in programming and sustainable
projects.
Treasurer’s Report:
1. Cynthia was not in attendance, but Carol said that
Cynthia was still looking through the things she
received from Margaret.
2. Action Item: A review should be done at each GMM
of EPIC’s expenses and income from the previous month.
3. Action Item: EPIC’s reimbursement financial
policies should be documented and presented at the
next GMM.
4. Reimbursement from EPIC rules:
a) The original receipt needs to be turned in to the
board before 30 days after the purchase
b) Pres, Vice Pres, and Treasurer need to sign on any
amount over $100.
Community Garden:
1. Cynthia will be the EPIC board representative to
the garden committee.
2. EPIC needs to figure out how to pay insurance and
property taxes for the garden.
3. Action Item: The EPIC board needs to figure out
what fees it should be paying for the garden and put
it in writing.
4. Lynn said that there are currently 21 adults on the
17th Ave. garden and 4 on the 16th Ave garden.
5. Carol asked for garden minutes in general,
especially those showing when it was decided that the
garden would have membership fees.
Status of EPIC:
1. Carol explained that EPIC still does not have its
501©(3) status. She is working with Charlie Ravine, a
lawyer from Management Assistance Project for
Nonprofits, to reclaim the 501©(3) status. This would
not allow us to use NRP money, but it would allow us
to write grants.
Darleen said she would like to see coffee and a drug
patrol again on Bloomington in the mornings.
Motion 4:
Linda made a motion to adjourn, second by Albin.
Meeting adjourned at 9:15pm.
Minutes respectfully submitted by Andy Engebretson
Saturday, May 7, 2005
EPIC Board Meeting - May 2005
CDBG = Community Development Block Grant
EBM = EPIC Board Meeting
EPIC = East Phillips Improvement Coalition
GMM = General Membership Meeting
Quorum Present: Mary Gonsior (MG), Andrew Engebretson (AE), Hannah Lieder (HL), Linda Leonard (LL), Carol Pass (CP), Albin Dittli (AD), Cynthia Aquirre (CA)
Residents Present: LaVerne Turner (LT)
Meeting called to order at 9:16 am.
Mission Statement
Copies were not available. Stated intent is to read the Mission Statement at the outset of each board meeting.
Announcements
Foundation Center Proposal Writing Seminar, May 25, 2005, $195 per person. Linda Leonard is looking into attending.
EBM Meeting place
The board is continuing to search for a public venue in which to hold EBM.
Asked: Banyan House/Center School said no; Oliver, Hope churches said no; Salvation Army not open; Hi-Lake under construction.
Will ask: Little Earth, Green Institute, Peacemakers, Welna’s, Good Templars.
The Midtown Market and the renovated Franklin Library are celebrating opening day on 5/7/2005. Epic assisted both organizations financially. Directors are encouraged to stop by and introduce themselves as part of EPIC and say that we’re pleased about the success of the market and the library renovation.
Home Tour
Minneapolis NRP is a sponsor of the 2005 Minneapolis & Saint Paul Home Tour May 7-8; directors were encouraged to go on the tour.
Policies/Procedures
AE and AD were asked separately by a resident why Robert Thompson, EPIC’s NRP liaison was “asked not to attend” the April GMM. Robert contacted EPIC and offered to attend the April meeting, as do other funding organizations such as Weed & Seed and Abbot. EPIC felt the April agenda was already full and invited Robert to attend the GMM at a later date.
Policy adopted to address general questions from general members.
If a director is asked about a decision and can’t give an answer based on personal knowledge, the director will bring the question before the board for clarification. The director will then respond to the general member in a timely manner.
Harrison Neighborhood report – Web site
This is an organization/group working to pressure the City for more funding. Go to their Web site, HYPERLINK "http://groups.yahoo.com/group/twincitiesneighborhoods/" http://groups.yahoo.com/group/twincitiesneighborhoods/ to join, or send your email address to HYPERLINK "mailto:carrie@lyndale.org" carrie@lyndale.org. CP will attend their meetings on behalf of EPIC.
Youth Summit
Sponsored by Weed & Seed, 5/21/2005 at Stewart Park, 2700 12th Avenue S. 9:30 am – 3:30 pm. Discover opportunities for this summer, including camp, summer youth employment, and neighborhood activities. EPIC assisted the Liga Hispana Biesball in gaining funding for participating in the Youth Summit.
Garden Documents
Some directors asked questions about the community garden in the 2400 block of 17th Avenue. EPIC’s motion to purchase the land was passed on Jan. 14, 2002 and on May 9, 2002 EPIC paid $7,300.00 for the property and startup insurance. The Green Institute holds the land in trust for EPIC and the garden is open to all gardeners in East Phillips Neighborhood. There is a garden committee which must execute an annual working agreement with the Green Institute and a director from EPIC must sit on that committee. CA agreed to be on that committee as an EPIC representative.
Robert’s Rules
Excerpts from Robert’s Rules discussing committees and informal meetings were distributed to directors. A Fact Sheet from the internet, Effective Committees, was also distributed to directors.
In boards of less than 12 members, the directors may opt to use a less formal set of procedures for recognizing speakers, and may use consensus to make decisions.
There are two types of Committees.
Standing Committees - listed in organization bylaws
Special Committees
To investigate – these committees should include a diverse range of members
To carry out – these committees should include only those members that are in favor of the motion they are assigned to carry out.
Banyon House
The response from the Banyon house to EPIC’s request for meeting space included the reason that the members of Banyon House didn’t think EPIC was a “credible” organization. Directors carried on a discussion of the complaints and/or suspicions that might be communicated from members to directors.
Policy adopted for addressing complaints, and responding to criticism regarding EPIC’s actions and/or credibility.
If a complaint or criticism regarding EPIC’s actions and/or credibility is brought to the attention of a director, there is a duty of board loyalty which applies. If the director is able to provide clarification and defend the appropriate actions of the board, s/he should do so. If the director can’t give an answer based on personal knowledge, the director will document the complaint or criticism, obtain appropriate details and bring the matter before the board. The board will respond to the general member or the public in a timely manner.
Treasurer’s Report
CA will meet with Margaret Kirkpatrick and transfer the checking account signatures. The last statement available showed a balance of around $1,000.00. An audit will be conducted to determine how these funds may be spent. EPIC will develop a procedure for paying reimbursements.
Policy adopted for signing checks.
Three signers will be designated on the checking account. All checks $100.00 and more require two signatures
Fiscal Agency
CP contacted Corcoran and Seward neighborhoods. Corcoran declined and we haven’t received a response yet from Seward. CP will write a CDGB grant for future funding of organizing activities of EPIC.
Reimbursements
Original receipts are required for reimbursements. LL will prepare a process and documentation policy.
EPIC Mail
EPIC will close the PO Box and pay a penalty for failure to return the key. The official address for EPIC will be changed to EPIC, c/o Carol Pass, President. CP will update the address with the MN Secretary of State.
Nonprofit Status
Charlie Ravine, attorney with MAPS will assist EPIC by tracking down our previous 501(c)(3) application with the IRS. Charlie is also available to assist in reapplying for 501(c)(3) status, if necessary.
Losses and Insurance
On March 11, 2005, several EPIC members went to pick up the EPIC computer from NRP offices. By telephone Rebekah refused to provide a password to log on to the computer. David Fisher, former President of EPIC, failed to keep an appointment with NRP to return records and property removed from the EPIC office. CP is working with the State Auditor to file a claim for losses including records, equipment, services, and costs to recover data from EPIC’s computer. LL is working with a private attorney to try to recover lost records and property from David.
Closed Session - records recovered from EPIC computer.
Minutes of this report and subsequent discussion are restricted due to privacy and confidentiality requirements and will not be made available to the public.
Task Force/Survey
After review a second draft of a community survey will be presented by email to directors for final approval. The final survey will be presented at the GMM for adoption.
Board Training
Handout article: Financial Malfeasance and Nonfeasance: Ten Pitfalls Boards Should Avoid.
Handout article: Off the Shelf 1: How to Ensure that Your Strategic Plan Becomes a Valued Tool.
Agenda for GMM
Survey
EPIC status update
EPIC property update
EPIC policies
Standing committees
Housing and Economic Development (Ryan Brueske)
Garden Report
The meeting was adjourned at 12:24 pm.
Respectfully submitted by Mary Gonsior, Secretary
EBM = EPIC Board Meeting
EPIC = East Phillips Improvement Coalition
GMM = General Membership Meeting
Quorum Present: Mary Gonsior (MG), Andrew Engebretson (AE), Hannah Lieder (HL), Linda Leonard (LL), Carol Pass (CP), Albin Dittli (AD), Cynthia Aquirre (CA)
Residents Present: LaVerne Turner (LT)
Meeting called to order at 9:16 am.
Mission Statement
Copies were not available. Stated intent is to read the Mission Statement at the outset of each board meeting.
Announcements
Foundation Center Proposal Writing Seminar, May 25, 2005, $195 per person. Linda Leonard is looking into attending.
EBM Meeting place
The board is continuing to search for a public venue in which to hold EBM.
Asked: Banyan House/Center School said no; Oliver, Hope churches said no; Salvation Army not open; Hi-Lake under construction.
Will ask: Little Earth, Green Institute, Peacemakers, Welna’s, Good Templars.
The Midtown Market and the renovated Franklin Library are celebrating opening day on 5/7/2005. Epic assisted both organizations financially. Directors are encouraged to stop by and introduce themselves as part of EPIC and say that we’re pleased about the success of the market and the library renovation.
Home Tour
Minneapolis NRP is a sponsor of the 2005 Minneapolis & Saint Paul Home Tour May 7-8; directors were encouraged to go on the tour.
Policies/Procedures
AE and AD were asked separately by a resident why Robert Thompson, EPIC’s NRP liaison was “asked not to attend” the April GMM. Robert contacted EPIC and offered to attend the April meeting, as do other funding organizations such as Weed & Seed and Abbot. EPIC felt the April agenda was already full and invited Robert to attend the GMM at a later date.
Policy adopted to address general questions from general members.
If a director is asked about a decision and can’t give an answer based on personal knowledge, the director will bring the question before the board for clarification. The director will then respond to the general member in a timely manner.
Harrison Neighborhood report – Web site
This is an organization/group working to pressure the City for more funding. Go to their Web site, HYPERLINK "http://groups.yahoo.com/group/twincitiesneighborhoods/" http://groups.yahoo.com/group/twincitiesneighborhoods/ to join, or send your email address to HYPERLINK "mailto:carrie@lyndale.org" carrie@lyndale.org. CP will attend their meetings on behalf of EPIC.
Youth Summit
Sponsored by Weed & Seed, 5/21/2005 at Stewart Park, 2700 12th Avenue S. 9:30 am – 3:30 pm. Discover opportunities for this summer, including camp, summer youth employment, and neighborhood activities. EPIC assisted the Liga Hispana Biesball in gaining funding for participating in the Youth Summit.
Garden Documents
Some directors asked questions about the community garden in the 2400 block of 17th Avenue. EPIC’s motion to purchase the land was passed on Jan. 14, 2002 and on May 9, 2002 EPIC paid $7,300.00 for the property and startup insurance. The Green Institute holds the land in trust for EPIC and the garden is open to all gardeners in East Phillips Neighborhood. There is a garden committee which must execute an annual working agreement with the Green Institute and a director from EPIC must sit on that committee. CA agreed to be on that committee as an EPIC representative.
Robert’s Rules
Excerpts from Robert’s Rules discussing committees and informal meetings were distributed to directors. A Fact Sheet from the internet, Effective Committees, was also distributed to directors.
In boards of less than 12 members, the directors may opt to use a less formal set of procedures for recognizing speakers, and may use consensus to make decisions.
There are two types of Committees.
Standing Committees - listed in organization bylaws
Special Committees
To investigate – these committees should include a diverse range of members
To carry out – these committees should include only those members that are in favor of the motion they are assigned to carry out.
Banyon House
The response from the Banyon house to EPIC’s request for meeting space included the reason that the members of Banyon House didn’t think EPIC was a “credible” organization. Directors carried on a discussion of the complaints and/or suspicions that might be communicated from members to directors.
Policy adopted for addressing complaints, and responding to criticism regarding EPIC’s actions and/or credibility.
If a complaint or criticism regarding EPIC’s actions and/or credibility is brought to the attention of a director, there is a duty of board loyalty which applies. If the director is able to provide clarification and defend the appropriate actions of the board, s/he should do so. If the director can’t give an answer based on personal knowledge, the director will document the complaint or criticism, obtain appropriate details and bring the matter before the board. The board will respond to the general member or the public in a timely manner.
Treasurer’s Report
CA will meet with Margaret Kirkpatrick and transfer the checking account signatures. The last statement available showed a balance of around $1,000.00. An audit will be conducted to determine how these funds may be spent. EPIC will develop a procedure for paying reimbursements.
Policy adopted for signing checks.
Three signers will be designated on the checking account. All checks $100.00 and more require two signatures
Fiscal Agency
CP contacted Corcoran and Seward neighborhoods. Corcoran declined and we haven’t received a response yet from Seward. CP will write a CDGB grant for future funding of organizing activities of EPIC.
Reimbursements
Original receipts are required for reimbursements. LL will prepare a process and documentation policy.
EPIC Mail
EPIC will close the PO Box and pay a penalty for failure to return the key. The official address for EPIC will be changed to EPIC, c/o Carol Pass, President. CP will update the address with the MN Secretary of State.
Nonprofit Status
Charlie Ravine, attorney with MAPS will assist EPIC by tracking down our previous 501(c)(3) application with the IRS. Charlie is also available to assist in reapplying for 501(c)(3) status, if necessary.
Losses and Insurance
On March 11, 2005, several EPIC members went to pick up the EPIC computer from NRP offices. By telephone Rebekah refused to provide a password to log on to the computer. David Fisher, former President of EPIC, failed to keep an appointment with NRP to return records and property removed from the EPIC office. CP is working with the State Auditor to file a claim for losses including records, equipment, services, and costs to recover data from EPIC’s computer. LL is working with a private attorney to try to recover lost records and property from David.
Closed Session - records recovered from EPIC computer.
Minutes of this report and subsequent discussion are restricted due to privacy and confidentiality requirements and will not be made available to the public.
Task Force/Survey
After review a second draft of a community survey will be presented by email to directors for final approval. The final survey will be presented at the GMM for adoption.
Board Training
Handout article: Financial Malfeasance and Nonfeasance: Ten Pitfalls Boards Should Avoid.
Handout article: Off the Shelf 1: How to Ensure that Your Strategic Plan Becomes a Valued Tool.
Agenda for GMM
Survey
EPIC status update
EPIC property update
EPIC policies
Standing committees
Housing and Economic Development (Ryan Brueske)
Garden Report
The meeting was adjourned at 12:24 pm.
Respectfully submitted by Mary Gonsior, Secretary
Thursday, April 14, 2005
EPIC Membership Meeting - April 2005
Holy Rosary Church, 6:30 pm
Minutes of the EPIC General Membership Meeting April 14, 2005 at Holy Rosary Church on 24th and 18th Ave. S. 6:30-9pm
Quorum: Carol Pass, Andy Engebretson, Hanna Lieder, Cynthia Aguirre, Albin Dittli, Rosie Cruz, Linda Leonard, Mary Gonsior [later], Earl Simms [later].
Attendance: The above-named directors and Brad Pass, Karen Clark, Lynn Mayo, Aden Awil,......,
6:30 Carol Pass, president, convened the meeting and asked people to introduce themselves. New board directors were identified: Carol Pass, president; Andy Engebretson, vp; Mary Gonsior, secretary; Cynthia Aguirre, treasurer; Earl Simms; Albin Dittli; Hannah Lieder; Rosie Cruz; Linda Leonard
Motion 1: Brad Pass to accept the agenda; second Hannah. Motion carried.
Discussion by Lynn about requests for protocol, citizen participation in the agenda process, and committee lists. Carol and others responded that the Board’s first meeting recognized these topics, but that directors have not yet been able to meet to establish policy, procedures, committee roles, etc. Ryan Brueske has the committee lists from the annual meeting sign up. Carol noted that one person signed for the garden and introduced Lynn to that person.
Motion 2: Approval of the minutes of the annual meeting. Motion by Albin, second by Linda. Motion carried.
Minutes of the April Board meeting were distributed in draft form for GM information.
Announcements:
1. The by-law change made at the annual meeting was inserted into new copies of the by-laws and distributed.
2. Jane reported on the Greenway: will ask Earl Simms to take her place as representative; May 7 is Arbor day, planting of quaking aspens; the switchback on 18th was approved; she and Andy described the bike bridge proposed over Hiawatha; Midtown Market opens May 7.
3. Membership communication will be facilitated by signing up on the web site Ryan maintains:
groups.yahoo.com/eastphillips
4 National Night Out requires requests for planning projects. Because some blocks have few permanent residents, mention was made of planning an EPIC event for people who do not have block events.
5. Everyone was urged to attend the Neighborhood Funding conference at Harrison Community Center; 503 Irving Ave. N, May 4th; 6-9 o’clock to reinforce need and preference for local neighborhood funding.
Report & Discussion: Allina Jobs Project
Carol reported that several proposals by NRP have not been accepted by Allina. They are requesting neighborhood funding to assist in the cost of building space at the Sears project which would provide $20/hr jobs for non-college graduates. It seems they want to stay in Mpls. rather than move to St. Paul and our letter of support was helpful although we provided no funding.
Lynn pointed out concerns about Allina’s administrative salary/benefit provisions in regard to asking impoverished neighborhoods to fund this project. Carol suggested that in terms of practicality members passed the motion of support because jobs would help the neighborhood and that as a neighborhood we have no vote in changing a company’s compensation structure.
Motion 3: That a copy of the letter of support be read into the next GMM minutes and that a copy of the minutes with the original motion of support be provided. Motion by Lynn, second by Linda, Motion carried.
Treasure’s report: Cynthia has not seen all the records yet. We probably have close to $3000 in a bank account and about $200,000 in funds frozen by NRP.
Midtown request: Carol provided a brief history of Phillips and the current four neighborhood divisions. The NRP funds from 95-99 included 13 million dollars, five additional went to the Native American NRP. Little of this funding went directly to East Phillips, except for acquiring and demolishing vacant and boarded buildings. After the big neighborhood broke up, East Phillips and Midtown Phillips were able to obtain funding to directly assist the residents here. Now smaller neighborhoods are able to receive apportioned funding for their own areas. We will receive independent status by default because the other three neighborhood organizations will be recognized. We do not have a school or community center as "required", but our boundaries will be defined by default because of the choices of the other three regions of “old Phillips” to become independent of one another.
Motion 4: To support Mid-town Phillips Neighborhood Association, Inc.’s motion to gain independent status to be granted by the city council. Motion by Cynthia, second by Jane
Motion carried.
Annual Report for 2004: Carol distributed the report with the correction that under "Future Goals for Epic" the “70% of Phase 1 NRP funds for housing” is an error. 52% NRP funds for housing from Phase 1 was actually mandated by the state legislature for housing. The greater Phillips Neighborhood under People of Phillips (POP), the old neighborhood organization successfully lobbied to spend only 18% for housing. When that organization broke up, the neighborhood was far behind in its mandated requirement. EPIC began its own project to try to correct that and respond to neighbors stated desire for housing improvement and development. The neighborhood elected to spend about 60% of the NRP funding left from POP for housing. This leveraged about 20 million dollars in construction and housing plus additional help for low income home ownership and needed rehab for low income families. None of EPIC’s NRP funding contributed to the 26 new family homes built throughout the neighborhood on the many empty lots. These were funded by money raised elsewhere. The 70% is actually what is mandated for housing by the state legislature for Phase II.
Our new NRP community liaison is Robert Thompson whose name was inadvertently omitted from the report.
President’s Informational Presentation about EPIC Funding and current situation:
Carol presented broad as well as very specific information about EPIC history, unique diversity, NRP funding requirements, remaining funds, plan modifications, various kinds of grants, our current financial situation in regard to non-profit, yet state corporation status, etc. The previous budgets were put on overhead. She explained the former board’s proposed budget in light of plan modifications, NRP policy [10%] for administrative "caps" for phase 1 monies, and our by-law requirements for community notice and votes on sums over $1,000. She pointed out the need to redo the 501©(3) application that was withdrawn by the former president so that we can get back to the business of providing for the funding needs of the neighborhood.
She distributed a sample survey we are to review and comment on in preparation for creating a strategic plan and budget. In brief, we must obtain a fiscal agent or 501c3 status as soon as possible. But we can approve a strategic plan and budget to submit to NRP and then contract with NRP for what remains of our Phase I money. We must have under contract 95% of Phase 1 funds and have spent 85%; then review Phase I, write an Evaluation and create a citizen participation agreement, before we can move on to phase II strategic planning to obtain Phase 2 funding. All of these steps must be approved by the NRP Policy Board, so we must pay attention to the requirements. Detailed outlines were provided and people were urged to take their own notes.
Action Item: members are to review the draft survey and email comments/suggestions to Carol, so we can get the survey out to the community soon.
Community garden: Lynn invited people to the garden to work Saturday at !0 to 12 and 2 to 4pm. Plots are available and she distributed a sign-up list. The insurance, property taxes, etc. are to be reimbursed or paid by EPIC. Her phone is 722-7356. The garden is at 2428 17th Ave. New committee members are needed.
Crime and safety: The Bloomington Avenue Patrol was suspended for a time, but anyone who wants to participate should make that known so it could perhaps start again. Rosie has concerns about speeding vehicles and problems during school bussing hours. Brad offered walkie-talkies. Aden said crime on 17th is also increasing near 25th and 26th. Carol reported that Weed and Seed Meetings and the Problem Property meetings are especially interesting with judges and prosecutors in attendance. Members are urged to attend these meetings.
New Business: Representative Karen Clark reported on the arsenic issue as a major health concern. Soil samples are random and not every yard is tested. She has initiated funding efforts and legislation with the Department of Agriculture, Pollution Control, and Department of Health.
Motion 5: To approve EPIC working with Rep. Karen Clark and the MN Dept. Of Health, MN Pollution Control Agency, and MN Dept of Ag to get funding for arsenic testing, clean-up, and public health assessment and tracking in Phillips. Motion by Linda and second by Mary. Motion carried.
Karen noted that the Health Dept has recommended that neighborhood residents wear masks when raking or turning soil and that hand washing for children as well as adults is imperative. Lynn made remarks about genetically altered seed and made information available.
Motion 6: To adjourn by Linda and second by Hannah
Motion carried and meeting adjourned at 9:05 pm.
Minutes of the EPIC General Membership Meeting April 14, 2005 at Holy Rosary Church on 24th and 18th Ave. S. 6:30-9pm
Quorum: Carol Pass, Andy Engebretson, Hanna Lieder, Cynthia Aguirre, Albin Dittli, Rosie Cruz, Linda Leonard, Mary Gonsior [later], Earl Simms [later].
Attendance: The above-named directors and Brad Pass, Karen Clark, Lynn Mayo, Aden Awil,......,
6:30 Carol Pass, president, convened the meeting and asked people to introduce themselves. New board directors were identified: Carol Pass, president; Andy Engebretson, vp; Mary Gonsior, secretary; Cynthia Aguirre, treasurer; Earl Simms; Albin Dittli; Hannah Lieder; Rosie Cruz; Linda Leonard
Motion 1: Brad Pass to accept the agenda; second Hannah. Motion carried.
Discussion by Lynn about requests for protocol, citizen participation in the agenda process, and committee lists. Carol and others responded that the Board’s first meeting recognized these topics, but that directors have not yet been able to meet to establish policy, procedures, committee roles, etc. Ryan Brueske has the committee lists from the annual meeting sign up. Carol noted that one person signed for the garden and introduced Lynn to that person.
Motion 2: Approval of the minutes of the annual meeting. Motion by Albin, second by Linda. Motion carried.
Minutes of the April Board meeting were distributed in draft form for GM information.
Announcements:
1. The by-law change made at the annual meeting was inserted into new copies of the by-laws and distributed.
2. Jane reported on the Greenway: will ask Earl Simms to take her place as representative; May 7 is Arbor day, planting of quaking aspens; the switchback on 18th was approved; she and Andy described the bike bridge proposed over Hiawatha; Midtown Market opens May 7.
3. Membership communication will be facilitated by signing up on the web site Ryan maintains:
groups.yahoo.com/eastphillips
4 National Night Out requires requests for planning projects. Because some blocks have few permanent residents, mention was made of planning an EPIC event for people who do not have block events.
5. Everyone was urged to attend the Neighborhood Funding conference at Harrison Community Center; 503 Irving Ave. N, May 4th; 6-9 o’clock to reinforce need and preference for local neighborhood funding.
Report & Discussion: Allina Jobs Project
Carol reported that several proposals by NRP have not been accepted by Allina. They are requesting neighborhood funding to assist in the cost of building space at the Sears project which would provide $20/hr jobs for non-college graduates. It seems they want to stay in Mpls. rather than move to St. Paul and our letter of support was helpful although we provided no funding.
Lynn pointed out concerns about Allina’s administrative salary/benefit provisions in regard to asking impoverished neighborhoods to fund this project. Carol suggested that in terms of practicality members passed the motion of support because jobs would help the neighborhood and that as a neighborhood we have no vote in changing a company’s compensation structure.
Motion 3: That a copy of the letter of support be read into the next GMM minutes and that a copy of the minutes with the original motion of support be provided. Motion by Lynn, second by Linda, Motion carried.
Treasure’s report: Cynthia has not seen all the records yet. We probably have close to $3000 in a bank account and about $200,000 in funds frozen by NRP.
Midtown request: Carol provided a brief history of Phillips and the current four neighborhood divisions. The NRP funds from 95-99 included 13 million dollars, five additional went to the Native American NRP. Little of this funding went directly to East Phillips, except for acquiring and demolishing vacant and boarded buildings. After the big neighborhood broke up, East Phillips and Midtown Phillips were able to obtain funding to directly assist the residents here. Now smaller neighborhoods are able to receive apportioned funding for their own areas. We will receive independent status by default because the other three neighborhood organizations will be recognized. We do not have a school or community center as "required", but our boundaries will be defined by default because of the choices of the other three regions of “old Phillips” to become independent of one another.
Motion 4: To support Mid-town Phillips Neighborhood Association, Inc.’s motion to gain independent status to be granted by the city council. Motion by Cynthia, second by Jane
Motion carried.
Annual Report for 2004: Carol distributed the report with the correction that under "Future Goals for Epic" the “70% of Phase 1 NRP funds for housing” is an error. 52% NRP funds for housing from Phase 1 was actually mandated by the state legislature for housing. The greater Phillips Neighborhood under People of Phillips (POP), the old neighborhood organization successfully lobbied to spend only 18% for housing. When that organization broke up, the neighborhood was far behind in its mandated requirement. EPIC began its own project to try to correct that and respond to neighbors stated desire for housing improvement and development. The neighborhood elected to spend about 60% of the NRP funding left from POP for housing. This leveraged about 20 million dollars in construction and housing plus additional help for low income home ownership and needed rehab for low income families. None of EPIC’s NRP funding contributed to the 26 new family homes built throughout the neighborhood on the many empty lots. These were funded by money raised elsewhere. The 70% is actually what is mandated for housing by the state legislature for Phase II.
Our new NRP community liaison is Robert Thompson whose name was inadvertently omitted from the report.
President’s Informational Presentation about EPIC Funding and current situation:
Carol presented broad as well as very specific information about EPIC history, unique diversity, NRP funding requirements, remaining funds, plan modifications, various kinds of grants, our current financial situation in regard to non-profit, yet state corporation status, etc. The previous budgets were put on overhead. She explained the former board’s proposed budget in light of plan modifications, NRP policy [10%] for administrative "caps" for phase 1 monies, and our by-law requirements for community notice and votes on sums over $1,000. She pointed out the need to redo the 501©(3) application that was withdrawn by the former president so that we can get back to the business of providing for the funding needs of the neighborhood.
She distributed a sample survey we are to review and comment on in preparation for creating a strategic plan and budget. In brief, we must obtain a fiscal agent or 501c3 status as soon as possible. But we can approve a strategic plan and budget to submit to NRP and then contract with NRP for what remains of our Phase I money. We must have under contract 95% of Phase 1 funds and have spent 85%; then review Phase I, write an Evaluation and create a citizen participation agreement, before we can move on to phase II strategic planning to obtain Phase 2 funding. All of these steps must be approved by the NRP Policy Board, so we must pay attention to the requirements. Detailed outlines were provided and people were urged to take their own notes.
Action Item: members are to review the draft survey and email comments/suggestions to Carol, so we can get the survey out to the community soon.
Community garden: Lynn invited people to the garden to work Saturday at !0 to 12 and 2 to 4pm. Plots are available and she distributed a sign-up list. The insurance, property taxes, etc. are to be reimbursed or paid by EPIC. Her phone is 722-7356. The garden is at 2428 17th Ave. New committee members are needed.
Crime and safety: The Bloomington Avenue Patrol was suspended for a time, but anyone who wants to participate should make that known so it could perhaps start again. Rosie has concerns about speeding vehicles and problems during school bussing hours. Brad offered walkie-talkies. Aden said crime on 17th is also increasing near 25th and 26th. Carol reported that Weed and Seed Meetings and the Problem Property meetings are especially interesting with judges and prosecutors in attendance. Members are urged to attend these meetings.
New Business: Representative Karen Clark reported on the arsenic issue as a major health concern. Soil samples are random and not every yard is tested. She has initiated funding efforts and legislation with the Department of Agriculture, Pollution Control, and Department of Health.
Motion 5: To approve EPIC working with Rep. Karen Clark and the MN Dept. Of Health, MN Pollution Control Agency, and MN Dept of Ag to get funding for arsenic testing, clean-up, and public health assessment and tracking in Phillips. Motion by Linda and second by Mary. Motion carried.
Karen noted that the Health Dept has recommended that neighborhood residents wear masks when raking or turning soil and that hand washing for children as well as adults is imperative. Lynn made remarks about genetically altered seed and made information available.
Motion 6: To adjourn by Linda and second by Hannah
Motion carried and meeting adjourned at 9:05 pm.
Saturday, April 2, 2005
EPIC Board Meeting - April 2005
EPIC Board Meeting Minutes
Wolf’s Den Coffee Shop, 10:00 am 4/2/05
PRESENT:
Directors: Linda Leonard, Hannah Lieder, Albin Dittli, Andy Engebretson, Mary Gonsior, Carol Pass, Cynthia Aguirre, Rosie Cruz, Excused Absence Earl Simms
Observers: Stephanie Allen, Brad Pass, Laverne Turner
Meeting was called to order by Carol Pass. Agenda was distributed. Mary Gonsior was designated as recording secretary. Quorum was established (6 directors present.) Attendees introduced themselves.
Carol gave a summary of general policies practiced in the past at Board meetings. The Bylaws (distributed) provide that all official business shall not be transacted apart from the combined decision-making authority of the EPIC monthly membership meetings and a majority (quorum) of the current members of the Board of Directors. EPIC Guidelines for Grant Requests was distributed.
Action Item:
Recordkeeping and files: The organization should maintain backups of all official business including hard copies and digital backups on disk. EPIC will form an ongoing Policy and Procedure committee to propose procedures for maintaining records and backups. The committee will begin assembling information documenting recordkeeping procedures regarding motions, actions, letters sent by EPIC, training of directors, etc. The responsibilities of the committee include: Recordkeeping, archiving (back-ups,) clarification of board meeting participation, procedure process, definition of directors’ attendance, procedures addressing communication by board directors to membership, procedures for e-mail and contact information, clarification of officer functions, and more.
Action Item:
Follow up on 501©3 application. Figure out how to “withdraw” our “withdrawal” or re-submit the application. Obtain a copy of the letter withdrawing our application.
Motion: (LL, AD)
Authorize Ryan, Mary or Kevin, individually or in tandem, to acquire and reconstitute the computer, load software, and secure the computer physically. Motion carried.
Action Item:
Place National Night Out on the agenda for GMM.
Announcements
MN Council of Nonprofits : Philanthropy Leaders Breakfast Series. Cost $35
University of St. Thomas Center for Business Excellence: Look Before You Leap: Visioning and Planning Skills for Community Development. Thursdays, 4/7, 4/28, 5/12, 6-9 p.m. at St. Thomas, 1000 LaSalle Avenue. Cost $45-$60
2005 Nonprofits and Technology Conference. Tuesday, 4/19, 9 a.m. – 4:30 p.m. Cost $150
Action Item:
Place board training on agenda for May board meeting.
Motion: (CP, AE)
Move the election forward on the agenda. Motion carried.
Motion: (AE, LL)
Propose that the executive offices be discussed and candidates self-nominate. AE will lead the process. Motion carried.
Election of Officers
Nominations: Carol Pass, Cynthia Aguirre
President: Carol Pass (by ballot.)
Nominations: Albin Dittli, Andy Engebretson, Cynthia Aguirre
Vice President: Andy Engebretson (by ballot.)
Secretary: Mary Gonsior (by acclamation.)
Treasurer: Cynthia Aguirre (by acclamation.)
Motion: (LL, CA)
The Executive Committee (newly elected officers) will plan the agenda for the GMM for which entries should be obtained by the 7th of April. Suggestions for the agenda should be sent to Executive Committee. Motion carried.
Motion: (LL, CA)
Motion to adopt the Policy and Procedure committee. Motion carried.
Motion to Adjourn: (CA, AE)
Motion carried.
Next Board Meeting:
Suggestions for locations included Salvation Army, Green Institute, Holy Rosary, Center School. Try to arrange for coffee and rolls for board meetings.
Next GMM:
Holy Rosary/Kitchen. Try to arrange for beverages and snacks for GMM.
EPIC BOARD MEETING
April 2, 2005
Wolf Den coffee shop, Franklin Avenue
Wolf’s Den Coffee Shop, 10:00 am 4/2/05
PRESENT:
Directors: Linda Leonard, Hannah Lieder, Albin Dittli, Andy Engebretson, Mary Gonsior, Carol Pass, Cynthia Aguirre, Rosie Cruz, Excused Absence Earl Simms
Observers: Stephanie Allen, Brad Pass, Laverne Turner
Meeting was called to order by Carol Pass. Agenda was distributed. Mary Gonsior was designated as recording secretary. Quorum was established (6 directors present.) Attendees introduced themselves.
Carol gave a summary of general policies practiced in the past at Board meetings. The Bylaws (distributed) provide that all official business shall not be transacted apart from the combined decision-making authority of the EPIC monthly membership meetings and a majority (quorum) of the current members of the Board of Directors. EPIC Guidelines for Grant Requests was distributed.
Action Item:
Recordkeeping and files: The organization should maintain backups of all official business including hard copies and digital backups on disk. EPIC will form an ongoing Policy and Procedure committee to propose procedures for maintaining records and backups. The committee will begin assembling information documenting recordkeeping procedures regarding motions, actions, letters sent by EPIC, training of directors, etc. The responsibilities of the committee include: Recordkeeping, archiving (back-ups,) clarification of board meeting participation, procedure process, definition of directors’ attendance, procedures addressing communication by board directors to membership, procedures for e-mail and contact information, clarification of officer functions, and more.
Action Item:
Follow up on 501©3 application. Figure out how to “withdraw” our “withdrawal” or re-submit the application. Obtain a copy of the letter withdrawing our application.
Motion: (LL, AD)
Authorize Ryan, Mary or Kevin, individually or in tandem, to acquire and reconstitute the computer, load software, and secure the computer physically. Motion carried.
Action Item:
Place National Night Out on the agenda for GMM.
Announcements
MN Council of Nonprofits : Philanthropy Leaders Breakfast Series. Cost $35
University of St. Thomas Center for Business Excellence: Look Before You Leap: Visioning and Planning Skills for Community Development. Thursdays, 4/7, 4/28, 5/12, 6-9 p.m. at St. Thomas, 1000 LaSalle Avenue. Cost $45-$60
2005 Nonprofits and Technology Conference. Tuesday, 4/19, 9 a.m. – 4:30 p.m. Cost $150
Action Item:
Place board training on agenda for May board meeting.
Motion: (CP, AE)
Move the election forward on the agenda. Motion carried.
Motion: (AE, LL)
Propose that the executive offices be discussed and candidates self-nominate. AE will lead the process. Motion carried.
Election of Officers
Nominations: Carol Pass, Cynthia Aguirre
President: Carol Pass (by ballot.)
Nominations: Albin Dittli, Andy Engebretson, Cynthia Aguirre
Vice President: Andy Engebretson (by ballot.)
Secretary: Mary Gonsior (by acclamation.)
Treasurer: Cynthia Aguirre (by acclamation.)
Motion: (LL, CA)
The Executive Committee (newly elected officers) will plan the agenda for the GMM for which entries should be obtained by the 7th of April. Suggestions for the agenda should be sent to Executive Committee. Motion carried.
Motion: (LL, CA)
Motion to adopt the Policy and Procedure committee. Motion carried.
Motion to Adjourn: (CA, AE)
Motion carried.
Next Board Meeting:
Suggestions for locations included Salvation Army, Green Institute, Holy Rosary, Center School. Try to arrange for coffee and rolls for board meetings.
Next GMM:
Holy Rosary/Kitchen. Try to arrange for beverages and snacks for GMM.
EPIC BOARD MEETING
April 2, 2005
Wolf Den coffee shop, Franklin Avenue
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