The organization Committee is dedicated to build an organized infrastructure to accomplish the DVO tasks and goals at hand. Volunteer programs are going to be the key to the success of DVO, and your help is needed. If you are interested in helping out or being a member of the team please email the committee at swalker@affinitybank.com Future roll-out events and community meetings will need volunteers from the downtown area to help organize and manage the events and meetings. Your help is crucial to the advancement of downtowns character. Please contact me with any questions or comments regarding the infrastructure of this organization and its goals and vision.

Meeting minutes	2/13/08	3/13/08	5/8/08
			6/12/08

 

6/12/08

The meeting started at 4:07pm.  In attendance: Sandra Walker, Rob Edwards, Jim Luttjohann, Michele Olsen, Zoe Taylor, Jason Collis, and Cheryl Heitmann

A motion was made by Sandra Walker to approve the minutes from the prior meeting, seconded by Rob Edwards. Unanimously approved.

Newsletter: The newsletter was sent to the printer and will hit mailboxes on 6/13/08.  It turned out quite well and almost on time.

“State of Downtown” Meeting: Set the date for Sunday, August 10 at the Crowne Plaza.  Discussed possible ticket pricing, alcohol service, auction items, and whether or not DJ requires permit.  Determined there needs to be weekly fundraising meetings to iron out details of event.

Volunteer/Merchant Recognition: Discussed Michele Olsen’s board and decided to have one board at the plaza by Café Fiore and a second, moveable board to take to various functions and board meetings for display.  Also discussed possible volunteer recognition event at Watermark during soft opening.  There will also be some form of recognition at the State of Downtown event.

Fundraising: Still looking at Kevin Costner premier and possible parking fundraiser, in cooperation with City Cor.  Will discuss at weekly meetings for fundraising committee.

Meeting adjourned at 5:15pm.

 

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5/8/08

The meeting started at 4:10pm.  In attendance: Sandra Walker, Jerry Breiner, Marie Lakin, Clarey Rudd, Gregory Smith, and Jason Collis. There were no minutes from the prior meeting to approve.

Newsletter: We need to get it sent to the printer by May 23^rd in order to get it out to the public by June 1.  Marie will continue to be responsible or layout.  Rob and Sandra will work on getting articles submitted to Marie, no later than the 23^rd.

“State of Downtown” Meeting: Tentatively set the meeting for the last weekend in July, possibly the first weekend in August.  There will be a fundraising event afterwards, possibly a barbeque with a ticket price to get in.

Volunteer/Merchant Recognition: Introduced Michele Olsen’s concept of the volunteer board.  Everyone liked the idea and voted to put the board up in the plaza near Café Fiore.  Michele Olsen will be responsible for making the board and all committee members will nominate volunteers.

Fundraising: Clarey Rudd and Bank of Books will be conducting a fundraiser during the entire month of June.  All customers will be given a 30% discount on purchases.  At the end of the month, 15% of total sales will be donated back to the DVO.  Sandra will get article in the Ventura Breeze as well as looking at additional free advertising options.  July 26^th is the Kevin Costner movie premier for Swing Flick and Rob will look into a possible $5 parking fundraiser up in the City lot.  Rob will also look at the possibility of a beer garden.  More details to come on this.

Meeting adjourned at 4:50pm.

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3/13/08 

The meeting started at 4:05pm.  In attendance: Sandra Walker, Barbara Asbell, Cheryl Heitman, Gregory Smith and Michele Olsen

A motion was made by Michele Olsen to approve the minutes from the prior meeting, seconded by Sandra Walker. Unanimously approved.

Revision of Bylaws: Cheryl Heitman will be meeting with Zoe Taylor, Chris Bennett, Jim Luttjohann and Rob Edwards to go over them and discuss possible changes.  Several things brought up to review:

-          Do bylaws allow for membership in the DVO

-          When are annual financial reports due (fiscal year) and is there anything in the bylaws stating when/if there is an annual meeting.  If not, when can we have one and add it in 

Newsletter: Waiting on Affinity Bank to let us know if they can take over the entire process of the newsletter, from beginning to end.  There was also discussion about making the newsletter an e-newsletter and offering an opt out option to determine who would like a hard copy versus those who prefer to “go green” and save paper.  There was also discussion about how the distribution list is populated, as many business owners did not receive it while other businesses got multiple copies.  Sandra Walker will look into this and report back.

Annual Town Hall Meeting: Until the bylaws are revised, we cannot move forward with having a town hall meeting to report annually to the general public about the progress of the DVO.  Once this is determined, plans will be made.

Volunteer/Merchant Recognition: Discussed ways to appreciate those who give back, do good deeds in the community, etc.  Ideas included:

-          Announce names in publications the DVO advertises in (i.e. VC Reporter, Ventana, VC Star, 805 Magazine).  There  could be a small section called “Stars of the Month” where we could recognize businesses and/or individuals

-          On website, create section for “Merchant of the Month” or “Volunteer of the Month” etc. and update monthly to show appreciation

-          Create a plague or “Idol Doll” for display in the merchant’s business location for the entire month and move it to the next location each month

-          Create a “shining stars” wall at the DVO and have different categories of volunteers

-          Recognize at the annual town hall meeting

-          Separate PR event to recognize volunteers (i.e. spaghetti dinner, cocktail hour, etc.)

April Spring Clean Up: Discussed ways to recruit volunteers for the April 12^th clean up.  Greg Smith will email with PrepHQ website to find local high schools looking for volunteer activities.  Also look to City Corps, Kiwanis Club, Rotary, Lions Club, and other service organizations.  Bad Ass coffee donated coffee last year and we will appropriate them again this year.

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2/13/08

Attendance: Sandra Walker, Rob Edwards, Zoe Taylor, and Michele Olsen 

• We discussed the objectives of the committee and the need to create subcommittees so we can accomplish everything
• Revising the Bylaws – Cheryl, Jim, Zoe and Rob will work on this
• DVO Newsletter – Sandra and Michele Olsen will work with Christy to take some of the work off her already busy workload
• We discussed the possibility of having a “town hall meeting” in July to report back on how the first year went since bringing Rob onboard – Bylaws will also be reviewed to determine when the annual meeting will be held
• We discussed how to appreciate our volunteers – need a subcommittee for this
• PBID – we need a subcommittee for this