January 14, 2021 – Approved BOD Minutes

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JCI Shakopee BOD Meeting 

Next Meeting:2-11-21
Present:J. Harris, C. Kostelecky, A. Beecher, M. Arnold, A. Weidenhamer, K. Boler, M. Duffy, S. Corder
Call to Order:7:30pm
  1. Call to Order @ 7:30pm
  2. Special Guests
    • Nothing this month.
  3. Approval of Previous Minutes – 1st by Beecher (to approve the special BOD meeting minutes and the December BOD meeting minutes); 2nd by Arnold; Motion carries.
  4. Approval of the Consent Agenda – 1st by Arnold; 2nd by Weidenhamer; Motion carries.
  5. Approval of the Business Agenda – 1st by Beecher; 2nd by Harris; Motion carries.
  6. Consent Agenda


Check/Reimbursement Requests: https://jcishakopee.org/knowledge-base/check-request-form/ 

Road Run URL: http://tinyurl.com/JCIMNRoadRuns

Assistance Requests: https://jcishakopee.org/knowledge-base/hardship-donation-request/ 

  1. General Business and Reports
  • Management:
    • Board Expectations
      • Always be respectful, BOD is a safe space, communication standards (reply to email within 48 hours), as needed department quarterly check-ins, honesty and transparency always, set responsible deadlines, & chat rules (no messages after 10pm, important action items need to be in chat and email, and use private messages with appropriate).
    • Budget
      • We had to cut about $75,000 out of the budget this year due to lack of income from Major Ways and Means projects in 2020.
        • UN budget dropped to $500 then increased back to $1,000.
        • CD bucket and PO box increased as well.
        • Other things went down.
      • Comments on the budget from previous years need to be removed.
      • Duffy proposed to do a positive recommendation for the budget to the general membership; 2nd by Arnold; Motion carries.
    • Incentives Renewal
      • Verbage was changed for a few items.  Everything in red is the changes where they would like it how to be read.
        • Edit for #9 — “proof of member activities towards incentive points must be able to be shown by, and shown to, said member if requested.”
        • Need to Add #13 — records (spreadsheet and sign-in sheets) and proof of attendance must be kept for 2 years.
        • Different Edit for #9 instead of adding #13 — “Records, and proof of attendance, must be kept by the chapter for 2 years.  If a member asks to see an attendance sheet, to confirm they did or did not sign in, it must be able to be shown if requested.
        • New edits
          • #9 – “[???]”
          • #13 – “Record or proof of attendance must be kept by the chapter for 2 years and shown on request of the member.”
        • Verbage happened  for the spreadsheet as well.
          • “Sign a New, of age, Member documented with Membership.”
          • “[Chapter training or JCI certified training]”
          • “SPE wins award [???].”
      • S. Corder made a motion to present to the GM with a positive recommendation as edited; 2nd by Duffy; Motion carries.
    • Major Ways & Means Chairs
      • J. Strom submitted for being Renaissance Festival chair.
      • They reached out to individual members specifically, but hasn’t received many responses.
    • February Lab Night
      • Learning about social media posting and other things involving social media.  A special guest will be helping us learn how to do that.
    • Reimbursement Process
      • If you need to submit expenses you need to go to jcishakopee.org and do the reimbursement request there… fill out a form and submit a receipt to the treasurer (treasurer@jcishakopee.org).
    • Bylaws and Policy Review: Need a Committee
      • There needs to be a committee every year.
      • They need someone to attend a virtual Big Tasty 4pm meeting on the 19th.  Notes need to be taken and things will need to be deferred to the chapter.
    • Introduction of New Attendance Tracker
  • Membership:
    • New member orientation
      • It needs to be held sometime in the next couple of months.
    • Q1 Renewals
      • They are working on them right now.  15 people need to renew this quarter.
  • Community
    • Spring Park/ Highway Cleaning – Dates TBA
      • Dates need to be announced.  They need to figure out when to do it during the spring and the fall.
    • Pitch Hit and Run – Date TBA
      • They should have a box of stuff coming to the office.
    • Mental health partnership
      • Possibly see if there is a mental health thing in Shakopee we can park with, especially since mental health has been greatly affected by the pandemic… Scott County has one we might be able to work with.
  • Individual Development:
    • Website Training
      • They will get back to us about it.
  • Public Relations:
    • BOD Fleece Jacket Update
      • They have an idea about it.  Dar and Ray Oleen Embroidery can do the embroidery for the jackets.
    • Questions for Board on Website
      • Put each BOD member’s  name, position, and other personal information on the website and have members ask questions of us.
    • Updated Pictures
      • Good pictures need to be updated for the majority of this year’s board.
    • YouTube Channel Ideas
      • They are looking to put up a new YouTube channel for us since the old channel was from 2011.  Please give us new ideas for it.
    • Jci Swag to Get Out ASAP
      • Asking about new ideas that we have.  If we have new ideas, send them to her so they can be ordered.
    • Social Media Platforms
      • TicToc is fun.  We still have Facebook and Instagram going.  Do we need Twitter?
    • Birthdays and Anniversaries
      • Standard posts every month (birthdays on the 1st and anniversaries on the 15th) for member’s birthdays and anniversaries.
  • State Delegate
    • Nothing this month.
  1. Presidential Comments
    • We are amazing and we’ve done great work so far.  She’s proud that we have been hitting the ground running.  She is hopeful to see where this year takes us.

Adjournment @ 8:32pm – 1st by Corder; 2nd by Arnold; Motion carries.

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Next July 9, 2020 – Approved BOD Minutes
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