Minutes of the meeting of the Buckroe Improvement League, LLC (BIL) Date: Time: 6:30-8:00pm Place: Anna s Pizza, Pembroke Avenue

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1 Minutes of the meeting of the Buckroe Improvement League, LLC (BIL) Date: Time: 6:30-8:00pm Place: Anna s Pizza, Pembroke Avenue Participants: Board Members: Thomas Ponko, Beverly Crandell, Trish Ferraro, Wendi Powers, Matt Lawrence, Cecile Trevathan, 25 members in attendance and 2 non-members Guest Speaker: Hampton City Councilmember, Angela Leary Purpose: BIL membership meeting to elect the new Board of Directors Discussion: minutes of BIL meeting will be discussed at the Feb 2009 meeting agenda approved introduction of Board Members and attendees Chairman s Report by President, Thomas Ponko: Annual Meeting of the BIL called to order by President, Thomas Ponko: Tom thanked everyone for attending and those that helped prepare for the meeting. He especially thanked Councilwoman Leary for taking the time to come and give an update on things going on in the city Secretary, Trish Ferraro delivered the following quorum report: I certify that 56% of the members entitled to vote are represented in person or by proxies and that a quorum is present, in accordance with the Article 1 Section V of the Buckroe Improvement League Bylaws. Tom asked the Secretary to please provide proof of notice of this meeting Trish provided the following statement, I certify that written notice of this annual meeting was sent by first class mail, postage prepaid, to each member entitled to vote at their last known address upon the books and records of the League on January 8th, Second Vice President, Cecile Trevathan, verified receipt of the meeting notice with the following statement, Mr. President, I am a BIL member and certify that I received the notice on or about January 10th, Tom accepted the meeting notice with the following statement, The notice of the annual meeting letter is accepted and will be so recorded by the Secretary as proof of notice. The Secretary will attach a copy of this notice to the minutes. See attached notice. Treasurer Report by Wendi Powers: 60 members, including 6 businesses $1, in non-interest checking account $50.00 in petty cash $ membership dues $84.16 recycling $ T-shirt sales (42 sold) $118,00 50/50 1

2 Expenditures: $ (from t-shirt sales for 2 nd order of t-shirts) $ c3 application $17.64 Jan 2009 membership mailing (42 first class postage) Election of the Board of Directors, chaired by President, Tom Ponko: The Nominating Committee consisting of Matt Lawrence, Richard Randock, and Virginia Lyeth, appointed in accordance with Section 1 of Article VIII of the BIL By-laws, have recommended the following, and nominated them for election to the BIL Board of Directors: Nominations can be made from the floor during the meeting. If no nominations are made from the floor at the annual meeting, the Nominating Committee also recommended the following term lengths. Nominees, as I state your name please stand. Eddie Deerfield (2 years) Renee Riley (2 years) Richard Randock (2 years) Trish Ferraro (1 year) Beverly Crandell (1 year) Cecile Trevathan (1 year) Wendi Powers (1 year) Tom repeated three times, Are there any other nominations? There were N other nominations and nominations were closed. The chair entertained a motion to elect the persons recommended by the Nominating Committee by acclamation. President, Tom Ponko congratulated all members. New Business: Cecile, on behalf of the BIL, thanked BIL attendees and members who brought unwrapped toys and non-perishable food items to the December BIL meeting. Wendi Powers and Virginia Lyeth were thanked for coordinating the effort and Virginia for delivering the items to the toys for tots charity. Also, on behalf of the BIL, Cecile thanked Thomas Ponko for his outstanding performance in taking on the position of the very first president of the BIL and for all he has done in that role and in helping get the BIL started as a successful new and upcoming community organization Buckroe Area Report by Eddie Deerfield not addressed at this meeting Arts and Crafts Report by Beverly Crandell not addressed at this meeting Adopt-A-Spot Report by Cecile Trevathan to be picked back up in March Long Term Goals not addressed at this meeting Guest Speaker Councilmember, Angela Leary Acknowledged that all attendees were big investors in Buckroe Reminded the BIL of Cecile s research revealing that Buckroe has actual 52/48 renters to owners ration instead of the City s figures of 72/28 2

3 Gave vision of leaving between First and Second Streets for public use with Buckroe Avenue to Point Comfort as public area with parking on the ends Believes there are still strong opportunity to invest and envisions Buckroe as a great community..acknowledging that it is already great. Believes a product that is unique to Buckroe is Ft. Monroe and gave her vision of using a portion of the facilities at Ft. Monroe for the victims of war Talked about the idea of the Parade of Homes on the former Todd s Cottages lot.keeping it not gated Advised us on knowing the cost of the former Todd s Cottages lot that is up for sale including the cost to tear the old buildings down, cost to cut the grass and other maintenance, etc. Talked about the market sustaining what will be done in Buckroe Angela fielded questions from the audience: Member unhappy with the treatment of the public by City employees Citizens committee should be allowed to work with who ever is working a Buckroe issue. Citizens not happy with City Council meetings going from two to one meeting a month The BIL would like the opportunity to receive funding and have a relationship with the HBIC just as other organizations in Hampton do Getting the Buckroe neighborhood commissioner and the neighborhood office involved and interested in our organization Angela can be reached at aleary@hpt.gov Motions: Motion made and seconded for the BIL to be representative for advocating continuing council meetings twice a month instead of once a month, unanimously approved by the BIL attendees Motion made and seconded to form a citizen s committee to participate in all major developments in Buckroe, unanimously approved by the BIL attendees 50/50 Drawing: $68.00 collected. Beverly Crandell was the winner and gave half to the BIL Fundraising: Continuation Brass Lantern collecting cans for recycling for donation to the BIL Cans brought to the BIL membership meetings by members and guests will be recycled and proceeds will go to the BIL T-shirts for sale, cost $15.00 each Advertising: flyer the neighborhoods T-shirts 3

4 Recommendation: All BIL members are encouraged to attend City Council meetings Membership Drive: continues Next Meeting Topic: TBD Tom Ponko as the BIL s very first President and Chair (sees there being no further business) declares the meeting adjourned. The newly elected Board of Directors met after the membership meeting to determine the positions of the new fficers. No further action/discussion Membership Meeting adjourned 8:00 p.m. Next scheduled meetings: February 24, 2009 Submitted by: Trish Ferraro, February 24, 2009 List of Attachments: 1. BIL, January 2009, Notice of Annual Membership Meeting of the Buckroe Improvement League, LLC, with attached Proxy Form 2. Ballot Sample 3. BIL Board of Directors 2009 Fill-In Sheet 4

5 BUCRE IMPRVEMENT LEAGUE, LLC January 2009 Notice of Annual Membership Meeting of the Buckroe Improvement League, LLC The Annual Membership Meeting of the BIL, will be held January 27, 2009 at Anna s Italian Restaurant in the Buckroe Shopping Center, beginning at 6:30 PM. Registration will begin at 6:00 PM. In accordance with our by-laws, a majority of the members must be present, in person or by proxy, to establish a quorum and permit business to be conducted. If you are unable to attend, please submit your proxy via mail to Buckroe Improvement League, P.. Box 4036, Hampton, Virginia in order to be received by January 25, 2009 to ensure validation by the League s Secretary. MEMBERSHIP DUES MUST BE CURRENT for members to vote or have a voice in any of the proceedings. Each member is entitled to one (1) vote. MEETING AGENDA Roll Call Establishment of Quorum Proof of notice of meeting President s Report Treasurer s Report Election of fficers Guest Speaker Councilwoman Angela Leary Adjournment NMINATING CMMITTEE The Nominating Committee consisting of Matt Lawrence, Richard Randock, and Virginia Lyeth, have recommended the following, and nominated them for election to the BIL Board of Directors: Nominations can be made from the floor during the meeting. If no nominations are made from the floor at the annual meeting, the Nominating Committee also recommended the following term lengths. Eddie Deerfield (2 years) Renee Riley (2 years) Richard Randock (2 years) Trish Ferraro (1 year) Beverly Crandell (1 year) Cecile Trevathan (1 year) Wendi Powers (1 year) 5

6 PRXY FRM (Authorizes another member to vote on your behalf) January 27, 2009 I, (Name) do hereby give my proxy vote to (Name) This proxy vote(s) is only valid for business that may come before the General Membership Meeting on January 27, 2009 Signed: (BIL Member) It is understood that should I be able to attend the meeting in person and cast my vote, this proxy vote will no longer be valid. 6

7 Ballot Sample Buckroe Improvement League Board of Directors Election Ballot (Please vote for 7 and only 7 candidates) Beverly Crandell Eddie Deerfield Trish Ferraro Wendi Powers Richard Randock Renee Riley Cecile Trevathan Buckroe Improvement League Board of Directors Election Ballot (Please vote for 7 and only 7 candidates) 7

8 BUCKRE IMPRVEMENT LEAGUE, LLC BARD F DIRECTRS 2009 President: 1 st Vice President: 2 nd Vice President: Secretary: Treasurer: Director: Director: Registered Agent: Ex-officia member: Thomas D. Ponko 8