DDBA Boar Meeting Minutes

DDBA Boar Meeting Minutes

October 19, 2011 - DDBA Office 165 East A Street 8:33AM

1.  Meeting called to order 8:33am: Roll call of Directors/Established Quorum. Present Jill Orr, Kathy King, Rich Mason, Steve Lorente, Teresa Schilling, Raye-Lynn Marquez.

2.  Pledge: lead by Rich Mason

3.  City of Dixon Update: No one from the City was here to present any updates to our board members.

4.  Additions to agenda: 7.1 Wine Stroll was deleted since the final report was already given, 7.5 Grillin & Chillin final update added, and 8.2 Change to Merchant Meeting was added. Rich Mason made a motion to approve and Kathy King 2ND. The motion carried.

5.  Approval of minutes September: Rich Mason made a motion to approve the previous minutes and Teresa Schilling 2nd. The motion carried,

6.  Treasurer’s report: Kathy King reported that Debbie Conley will work with Raye-Lynn to learn how to run the reports so they are ready by the Board meetings. The balance at First Northern at the end of September is $19,329. Our income was $1,761.00 with $75.00 in membership dues. Our expenses were $3,580.00. The Bank still needs to change the address on the statement to go to the correct address. Kathy presented a worksheet for the Farmers market. It was discovered that some of the figures need to be changed on the report. The event insurance is going up per Kathy. There was some discussion about why that is happening. A phone call to Donnie at Dixon Financial and Insurance Services will be made to find out why. The porta potty bill is still not paid for August and September for the Farmer’s Market. Kathy would like to see events closed out quicker than we seem to be doing.

7.  7.2 Oktoberfest- Tickets were sold at the Park from 4-6pm the day of the event.. Half of the raffle tickets were taken to Bud’s and half to Luke’s Lounge. There were 181 tickets sold and we made between $2,000-3,000 per Kathy King. It was confirmed that 20% of the raffle ticket sales or $200 would be sent to the Hall of Fame (Danny Lazzono) since they provide the raffle items. A total of $4168.00 was brought in from event. We had people from Davis, Vacaville, and Winters. Raye-Lynn said that Suzie mentioned that she might want a silent auction next year instead. It was decided by all that it probably is the wrong venue to do a silent auction. The expenses were minimal, glasses were sponsored and tickets. Some expenses were paid that night. The music could not be heard very well. Final recap will be given next month.

7.3 Halloween Treat Trail- Grace from Dream Home Realty still needs donations for the haunted house. Several merchants are participating this year with a small amount of people entering the Scarecrow contest for a free year of membership in the DDBA. The Montessori School will be participating in a performance in the park to entertain the crowds. Several non-profits will also be in the park handing out candy to the kids. Chase Bank wants to participate and it was decided that we need to tell them that they must join the DDBA.

7.4 Christmas Tree lighting--Jill said that we are still looking for donations to sponsor the rides. Teresa is asking Travis Credit Union to sponsor the carriage rides. The event this year is on 12/1/11 will again be no charge for the public. There will be crafts for kids and various craft vendors. no more than 20. Kathy will be calling vendors to participate. Set up will be at 3:30 and they will be open from 4-8pm.We will not have to rent a building this year for Santa because Bud has offered his new building for this event. The tent will be set up over the stage and we are still looking for volunteers. We need a bid for the sound from Steve Lorente.

7.5 Grillin N Chillin- We got a check returned from the city of Davis for $200.00 per Jill Orr. Both the DDBA and Mike Hamilton and group will get around $8,000 each when monies are split. All documentation will be sent to the Grillin N Chillin group outlining the final reports. A request will be made on how they would like the funds to be dispersed to their non-profits. G&C is trying to do a 5013c for next years event. Rich would like the details on the final reporting and Jill will provide.

8. 8.1 Holiday Shopping in Downtown Dixon will be kicked off with the Soroptomist Craft Fair at the Parish Hall on 11/19/11 from 11-4. The Merchants will start their holiday open houses from 4-10 that day. We want to help support the merchants by trying to get the decorations up sometime before the weekend 11/14-11/18. The tree comes on 11/28/11

8.2 Raye-Lynn has been researching what other downtown organizations do for their merchant meetings and it was suggested to bring up the possibility of going to quarterly merchant meetings in the next year. It was decided to bring this up at the next merchant meeting and take a vote if possible.

9. We are down a couple of board members and need to do some recruiting. Kathy mentioned that we need to get people that are willing to chair an event that are board members.

10. The next meeting will be a board planning retreat on 11/11/11 at Jill Orr's house from 9am-3pm. It will be a potluck brunch. Meeting was adjourned at 9:33AM. Minutes prepared by Teresa Schilling