Rountree Neighborhood Association July 16, 2013 General Membership Meeting The meeting was called to order at 7:02 pm at Rountree Elementary by Chairman Matt Stevens. Chairman Matt Stevens presented an agenda for the meeting. The minutes from the June 18, 2013 board meeting were read. Louise Knauer moved that the minutes be approved as read. The motion was seconded by Tim Midyett and the minutes were approved. Treasurer Sara Hollis provided a treasurer’s report and advised there is approximately $819.00 in the association account. Mike Rankin, chair of the NeighborWoods project, requested that members spread the word that the City of Springfield has 70 trees available for planting in easements. He also had tree permits available for those interested. Those requesting trees need to be willing to make a three year commitment to watering and mulching the tree. This is a $15,000 investment by the City for our neighborhood. The RNA will have a membership table at Owlapalooze on August 12 to collect dues for the year. Cindy Rushefsky moved that the association purchase a new banner with the association logo for the event and others at which the RNA will have a presence. Bob Keyes seconded the motion and the motion carried. The board advised the meeting that amendments to the by-laws have now defined when membership dues are due (August 1) and the question of whether to raise dues was posed. Sara Hollis advised that since the membership form was removed from the newsletter there has been a reduction in membership dues received. LaDonna Stevens moved that the dues be raised from $5 for an individual and $10 per household to $25 per household and $45 per business and that the membership form be put back into the newsletter. Cindy Rushefsky seconded the motion. John Melton raised the question of whether an ad could be included in the price of membership dues for businesses. The motion was amended that business dues would include a business card ad in the quarterly newsletter. A vote was taken and the motion carried. The topic of block captains was discussed. The association needs block captains to assist in revitalizing the membership. Anyone interested in being a block captain or who has a candidate for block captain was asked to contact a member of the board. The issue of the Halloween Parade was discussed at length. According to municipal code, the parade cannot continue as it has in the past without completion of the permitting process and insurance. The board advised that the association and the board are unwilling to sponsor the parade due to liability reasons. As an alternative, the association could arrange for street closures in order to close a section of the neighborhood to vehicle traffic on Halloween to allow for a neighborhood celebration. This would not require any permits or insurance. Amy Hopkins and Laurel Bryant advised the meeting that they would like some time to try and complete the necessary process in order to have the parade. Chairman Matt Stevens advised that we could revisit the issue at Owlapalooza and if they were unable to proceed with the parade, the association would look into the alternative of street closure. Bob Keyes advised that he still needs help with the delivery of newsletters so please let him know if you are interested in assisting with that. Mary Bibey moved that the association be a silver sponsor for Owlapalooza and provide a $150 donation for the event. Tim Midyett seconded the motion. A vote was taken and the motion carried. The meeting was adjourned at 8:41 pm. Meeting minutes submitted by Secretary Mary Bibey.
Rountree Neighborhood Association
June 16, 2013 Board Meeting
The meeting was called to order at 7:07 pm at Rountree Elementary by Chairman Matt Stevens.
Chairman Matt Stevens presented an agenda for the meeting, a copy of which is attached hereto. Board members present: Matt Stevens, Tim Midyett, Mary Bibey, Jeff Barber, Sara Hollis, Nancy Evans, resident LaDonna Stevens, neighborhood officer Cliff Coyan and Cpl. Toni Price, Special Events Coordinator for the Springfield Police Department. A sign-in sheet was circulated and is attached hereto.
The board minutes from the May 26, 2013 meeting were read. Member-at-large Jeff Barber moved that the minutes be approved as read. The motion was seconded by Matt Stevens and the minutes were approved by the Board.
Treasurer Sara Hollis presented a brief treasurer’s report. The association currently has a balance of $819.52 in the checking account. Member-at-large Jeff Barber moved that the treasurer’s report be approved. The motion was seconded by Matt Stevens and the report was approved by the Board.
Chairman Matt Stevens introduced Officer Coyan and Cpl. Price who were in attendance to discuss the Halloween Parade. Cpl. Price provided copies of the municipal codes regarding parades and reviewed the code with the board. The Halloween Parade is a parade by definition of the Springfield Municipal Code. As such, there are certain restrictions imposed by the municipal code. The most relevant restriction is that a parade cannot take place between the hours of 3:30 p.m. and 6:30 p.m. The only way to be granted an exception is to have the parade permit reviewed by the City Council. Cpl. Price advised that the parade for the Drury Panthers after their NCAA Championship win required two counsel meetings prior to being approved.
Member-at-large Jeff Barber asked about the possibility of street closures of specific areas of the neighborhood on Halloween in order to limit vehicular traffic. Barriers would have to be rented, erected and then returned but the approval process does not require a permit or liability insurance. The Board will investigate this option further.
Cpl. Price was asked about the consequences for having a parade without a permit. Those participating could be tickets or arrested depending on their actions but especially if it raises an issue with traffic or safety. Information will be presented at the general membership meeting in July regarding the Halloween Parade issue.
Discussions of business included the following:
Secretary Mary Bibey had provided a draft of the RNA database to board members prior to the meeting. The field on occupancy had been omitted and will be added to the database. Membership lists by street address will be ready for the membership table at Owlapalooza. Mary Bibey and Nancy Evans will work the membership table from 6-7, Matt and LaDonna Stevens from 7-8 and we will need to find volunteers to fill the slot from 8-9.
Tim Midyett provided a short report on block captains. He will confirm with Bob Keyes which volunteers are distributing newsletters and which are serving as block captains. It has been suggested to the board that association members be asked directly about serving as block captains. Small maps and lists of addresses by block will be available at the July membership meeting so that interested members can have an idea of their “block” size.
The Rountree Newsletter has been printed and will be distributed next week.
The Neighborhood Woods program is in full swing. The City of Springfield has 70 trees available so we need to determine where the 70 trees can go within the neighborhood. Planting will begin this fall so time is of the essence.
Jeff Barber advised that he will be organizing a meeting of the National Avenue Visioning Committee for mid-July or early August.
A discussion of member dues brought up the issue that the dues amounts shown in the by-laws does not reflect the dues amounts shown on the membership form. Chairman Matt Stevens suggested that the by-laws be amended to correct this error. Treasurer Sara Hollis stated that any change in dues should be presented to the membership. The issue of dues, dues amounts and the due date for dues payments will be discussed at the July membership meeting.
The meeting was adjourned at 8:25 pm.
Meeting minutes submitted by Secretary Mary Bibey.