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HomeMy WebLinkAbout06/01/2008 - Regular Minutes - Historic Preservation CommitteeMinutes of the Memorial for all Veterans of the Brazos Valley, Inc. Wednesday, June 11, 2008, Noon Celia Goode Haddock Executive Board Room P. David Romei Arts Center 2275 Dartmouth Street College Station, Texas 77840 1. Roll Call: Steve Beachy called to order the meeting of the Memorial for all Veterans of the Brazos Valley, Inc., on the 13th day of June 2008 at 2275 Dartmouth in College Station, Texas at 12:03pm. The following board members were present at the meeting: Steve Beachy Amy Zaragoza Jerry Fox Anne Boykin Tim Bryan Larry Hodges Marco A.Cisneros Mike Newman Fain McDougal Al Jones Brian Hilton Travis H. Small, Jr. David P. Marion for Bill Adams George McCoy Mike Beal Bill Youngkin 2. Approval of Minutes: David P. Marion informed the committee that he submitted a change to Brian Hilton. Jerrry Fox pointed out that the date was incorrect on the May minutes. A motion was made by Al Jones and seconded by Mike Beal to approve the minutes for the May 2008 meeting. The motion was unanimously approved. 3. Committee Chair Reports: a. Design Committee: Randy House was not present at the meeting. Steve Beachy invited anyone who is interested to attend the terrain walk that they will be having on June 23rd at 10am. Mr. Beachy also that the committee approve a $5000.00 limit to hire an engineering firm to do some soil testing. A motion was made by Jerry Fox and seconded by Mike Newman to authorize a $5000.00 budget to hire the engineering firm. The motion was passed unanimously. b. Membership Committee: Mike Newman had no report at this time. c. History Committee: Anne Boykin gave each board member a handout with contact information on it from the Brazos County Historical Organization. d. Special Event Committee: Bill Youngkin informed the committee that the speaker for the event is confirmed for the proposed date. Mr. Youngkin also mentioned that the Corps of Cadets have also committed to the date as well. e. Development Committee: Larry Hodges informed the committee that he is currently working on a brochure for the BVVM to hand out to individuals during informationals at the civic organazition visits. The brochure will have the board goals listed on it. Mr. Hodges said that he will have a draft to show the board members at next months meeting. 4. Reports to Officers: a. President’s Report: There was no report at this time. b. 1st Vice President’s Report: There was no report at this time. c. 2nd Vice President’s Report: There was no report at this time. d. Treasurer’s Report: Tim Bryan handed out a draft of the 2007 financial statements. He mentioned that there is a management representation letter that he has to sign, saying that statement is correct. Mr. Bryan showed the committee the proposed budget for 2009. Bill Youngkin made a motion to approve the $1600.00 expenditure, and the letters to be signed by the President and the Treasurer. Mike Beal seconded the motion. The motion was unanimously approved. Steve Beachy asked that a letter be sent to the American Legion to reimburse the cost of the flags. The VFW has agreed to pay ¼ of the cost, and the American Legion has agreed to do the same. David Marion said that the citizens will be asked to raise the other ½ of the amount. e. Secretary’s Report: Brian Hilton asked the board members if it would be a good idea to issue Amie McCoy and Amy Zaragoza with a BVVM credit card to make necessary purchases for the board instead of them being reimbursed for the purchases. The board agreed that it would be a good idea, with a $1000.00 limit on each card. Marco Cisneros made a motion to approve the $1000.00 limit credit card for Amie McCoy and Amy Zaragoza. Bill Youngkin seconded the motion. The motion was unanimously approved. Brian Hilton also mentioned to the board that the BVVM’s website, www.bvvm.org, is up and running now. 5. Old and Unfinished Business: I. Board Goals Update: There were no changes at this time. Steve Beachy informed the committee that he sends the Mayors and County Judges a copy of the board goals to keep them updated. II. Consideration of Approval of the By-laws Updated 2008 – The board members discussed the approval of the by-laws. Al Jones made a motion to adopt and approve the by-laws. George McCoy seconded the motion. The motion was unanimously approved. 6. New Business: Al Jones asked the board members how many names have been added to the wall this year. He asked that each board member be sent an email with the current status of that information. The committee was informed that the deadline of names to be submitted for the wall is August 15, 2008. Bill Youngkin will submit the information about the deadline to The Eagle for publishing. Anne Boykin mentioned that she could send out a Press Release also with the same information to the public. Fain McDougal asked if there is a process that a board member might go through to go out and talk to the civic organizations about the BVVM. Steve Beachy thought that it would be helpful to come up with a database/spreadsheet that has the civic organization on it, and who has visited that organization. Al Jones said that it would be a nice gesture to take the BVVM video to show at the council meeting in each city to show them what the BVVM does for the community. David P. Marion asked that a board member other than Bill Adams be present at the American Legion’s July 3, 2008 celebration to give a presentation on the BVVM. Steve Beachy mentioned that the North entry project is nearing completion at the Veteran’s Park. 7. Good and Welfare: David P. Marion invited the board members to the American Legion’s July 3, 2008 event. The Happy Hour will start at 18:00 and the dinner will begin at 19:00. He also update the Board that the Flag Retirement Ceremony on Sat. 14 Jun 08 will be at 1000 am. 8. Adjourn: The meeting was adjourned at 1:03pm