February 2023 Minutes

Peck Community Center, Inc.

Board Meeting – February 27, 2023

 Mission: “The board’s responsibility to the community is to conduct operations of the building in a responsible and business-like manner.”

Bryan Bell opened the meeting at 7:00 p.m.

Officers in attendance: Bryan Bell, David Boller, Lucretia Smith, Roxana Stitt, Linda Wilbur, Janice Stroud

Officers absent: Aleta Boller

MINUTES - Roxana Stitt:

The January 2023 minutes were read/ Motion by Bryan Bell to accept minutes. Seconded by David Boller. Passed.

FINANCIAL REPORT – Lucretia Smith

Income: $1167.43

• $230.00 Rentals

• $162.53 – Shirts

• $480.00 – Flea Market

• $90.00 - Painting Night

• $45.00 - Concessions

• $50.00 - Donation

• $94.90 – Online vendor registration

Expenses: $874.26

• $ 56.73 Evergy 

• $188.19 Black Hills Energy

• $179.34 Farm Bureau Insurance

• $120.00 PID (2 months)

• $90.00 Postmaster – mailbox

• $100.00 – Janice Stroud – deposit refund

• $140.00 – State of Kansas

Opening balance: $6046.83

Closing balance: $6340.00

Outstanding check – State of Kansas $140.00 Bryan said they are sending it back with paperwork.

Motion to accept financial report by Bryan Bell, seconded by David Boller. Passed.

COMMITTEE REPORTS:

Craft Show - Janice Stroud

Several have asked if it will be a two-day event. If we do so, the vendor fee needs to be $50. Vendors also give something for the day’s drawing. Roxana thinks we should stick to a one-day event for this show. If we want to schedule a two-day event, that needs to be a future event. We will not have vendors outside at the March event.

Car Show - David Boller

Making a list for volunteers for the day of the show. We will have a meeting before too long. Continuing to put out fliers. Belle Plaine has asked for 200 fliers for their car show which will go in goody bags.

Fundraising - Janice Stroud

Funeral dinner – March 4. No charge for building.

Spring break – Does Mulvane still give out food during break? No, because of Covid. Janice has different activities for kids during spring break. Must stick with prepackaged snacks and water. Is this something we want to do?

Council Hill Church is talking about bringing ice cream social back to the Peck CC. Could we possibly join them for an Easter Egg hunt? 

May 4-6 – Mulvane City Wide garage sale. Do we want to offer space in the building for garage sales to coordinate with this? We could charge $20 for table space. 10’ x10’ space. Could be inside or outside.

• Lucretia Smith suggested that we use outside only. Doors could be open for restrooms.

• Sam Bell asked who would watch those items overnight if this is a 3-day sale.

• Decision made to not use Peck CC for this garage sale.

July 4th celebration/carnival – Possibly horseshoes, old fashioned games. 

• Bryan Bell – We need a plan. What, when, etc. David Boller – July 4th is on a Tuesday.

• Usually people are at the lake or have events at home. 

• Tabled until March meeting

October 5-7 – Rummage Sale (coordinates with Mulvane Rummage Sale). Needs further discussion. 

November 4 – Soup supper

• Need committees for soup, serving, desserts, paper goods

Dec. 2 – Christmas Craft Show – 2 day event

Can we move the May meeting to the 30th?

Can we move the December meeting to the 18th? Will discuss at a later date.

Calendar - Bryan Bell  

Craft show March 18

March 4 – Brenda Bohanan funeral dinner around 12:30 – 1:00. Janice will be here at 9:00 to accept food.

Church ladies will come in the morning to setup. Bryan will meet with the pastor on Wednesday to give him the key and show him where the table and chairs are.

Old Business 

1. Signature change on bank account and safe deposit box done in February

2. Restoring not for profit status - federal and state. The Kansas annual report was three years in arrears, so Bryan Bell and Roxana Stitt  filled out that paperwork and sent it in with a $140 check, written by treasurer, Lucretia Smith. $40 for each year and a $20 penalty. The  Mays had also  sent in the Kansas annual reports so we will be getting our check back.

      The federal annual reports are 5 years in arrears and we lost our tax exempt status in 2021. To get it back, we will need to fill out 5 years of paperwork, 5 statements of cause, and $600. We will not know if our status is renewed until sometime in September.

Nancy Bell stated that there are several Peck Community Center pages on Facebook. Can we do anything about that? We can’t do anything about other people’s pages. Our page is growing. Last month we had 14,000 hits and 4,000 engagements.

New Business

1. Proposed amendments to bylaws.

1.  ARTICLE IV – OFFICERS, ELECTION, INSTALLATION

Section 1 - The officers of the Peck Community Center Board shall be seven and their rank and titles are as follow:

1. President

2. Vice-President

3. Secretary

4. Treasurer

5. News Reporter

6. Ground Custodian

7. Building Custodian

Change to five members. Remove News Reporter (becomes Secretary’s duty) and custodians. Fifth member’s title will be trustee or member-at-large. All board members can remain, but from now on, only 5 members will be necessary. 

Call for discussion – No one had anything to say.

1. Section 4 – The Peck Community Center Board members shall consist of three women and four men, unless otherwise requested by the electing body. Delete this section!

Discussion: None

2. Section 6 – In no case shall any business be transacted in any stated communication or special communication unless a quorum of four or more board members are present. If/when the board consists of 5 members, the quorum number should be 50% + one.

Discussion: - None

2. Appoint Audit committee. 

3. Appoint Bylaws revision committee.

If you know of anyone who would like to serve on either committee, please cocntact a board member.

4. Look into insurance policy. Reevaluate. Is it the best policy for us at this time?

5. We need a Strategic Planning committee. 

• What is our long-range plan? 5 years? 20 years?

• How can we serve our population? 

• How much money should we have in the bank? 

• What improvements do we need and how should they be prioritized?

• What exactly is our mission statement?

• How can we use technology to further our mission? 

Our FB and website are doing well, we need to keep that momentum going.

Linda Wilbur would like to serve on this committee. If you know anyone else who would like to serve on this committee, please contact a board member.

6. Possible fundraising dinners on Mondays when Boudreaux Burger Barn is not open. Bryan will stop in and talk to them about this idea. Would they be interested in advertising or helping us sell tickets?

7. Possibility of allowing gym rental May 27th in late afternoon to Nancy Maltbie for a graduation party 4 - 9 p.m. That is our car show backup day, but the car show will be over by 3:00 p.m. so there shouldn’t be a conflict. The only vendors will probably be in the classroom. This rental should not be an issue.

Miscellaneous Business - Comments or concerns of community members.

Janice Stroud – One of the vendors said we can put coffee grounds around the classroom to get rid of the musty smell. Also, there is a sunlight glare in the gym through the windows.

Lucretia Smith – Building concerns: Have we had a fire inspection? Bryan Bell - Last one we know was in the 1980's. Fire department said the building could hold 200 people. 

Chris May – That is more of an insurance thing. The fire department isn’t really interested. 

Janice Stroud – Will we have porta-potties at the car show? David Boller – Yes.

Janice Stroud -  What about the water faucet? Bryan – It is turned off.

Lucretia Smith – Department of Health and Environment inspection was in 2009. Don’t know if there is anything we need to do. Where is the well? Cleaning supplies too close to the well? 

Our next meeting will be March 27, 2023, 7:00 p.m. at the Peck Community Center

David Boller motioned to adjourn, Lucretia Smith seconded. Passed.

Meeting adjourned at 7:48 p.m.