HomeMy WebLinkAbout03.26.24 Board Minutes
Q.3 (JAN24-APR24) BOARD MEETING MINUTES
Location: PMCCC – In Person
Date: 02.27.2024
Time: 12:00 PM CST
Facilitator: Mark Whitlow (Chair), Michelle Campbell (Executive Director)
Attendees:
*Mark Whitlow *Darryl Pea Michelle Campbell
*Bill Bartleman *John Williams Jo Brown
*Alexandra Sherwood *Ryan Gardner
*Sheryl Chino *Chris Hill
Agenda Topics:
Presenter: Mark Whitlow
Discussion: Called meeting to order.
Motion to approve the minuets.
Conclusion: (1) Darryl Pea (2) Bill Bartleman – Unanimously Approved
Presenter: Michelle Campbell
Discussions: Director’s Report
Updates and reports were provided, focusing on preparations for the upcoming AQS Quilt show. Detailed
discussions revolved around scope clarification for audio visual with Joe Weitlauf and Bacchus, as well as
Joe Weitlauf proposal for AV services. Updates on the power peak situation. Concerns were raised regarding
the need for a peak study and considerations regarding energy audits. Regarding energy surveys, it was
decided not to proceed due to impending equipment replacements, shifting focus towards addressing peak
energy issues swiftly. Plans are in place to move forward with the energy study promptly.
Presenter: Ryan Garner
Discussions: Treasure’s Report
The Treasurer presented the financial report for February, highlighting that income exceeded the budget by
approximately $29,000, with concessions and catering performing notably well. Expenses were significantly
under budget by about $40,000, particularly in personnel and event costs, resulting in a net income of
$68,901 in February. Discussion ensued regarding transferring funds to new accounts, with current account
balances disclosed: Reserve account: $72,064.04; Operating account: $1,262,221. Plans were made to
transfer $700,000 into a money market account discussed previously. February's financial performance was
acknowledged as positive, with no significant concerns identified in the budget. An inquiry was made
regarding insurance funds payable to the county for roof repairs, leading to a consensus on transferring
$700,000 into an interest-bearing account. Further exploration of investment options ensued, focusing on
maximizing returns while ensuring accessibility of funds. Caution was emphasized on maintaining a balance
between investment and liquidity to avoid potential financial constraints. Agreement was reached on
maintaining a balance equivalent to three months of operating expenses in the operating account,
approximately $300,000 to $350,000. The Treasurer's comprehensive report and provision of bank account
balances were appreciated.
Presenter: Mark Whitlow
Discussion: Inter-local Agreement
Discussion centered on the status and implementation of the Interlocal Agreement, which had received
conceptual approval in April but lacked formal signing and approval confirmation. The agreement aimed
to allocate 5% of the transient room tax for roof maintenance, yet uncertainty prevailed regarding its
approval status by the Department of Local Government.
Concerns were raised about the absence of a designated account for allocated funds and the necessity of
separate accounts. The impending meeting with Judge Clymer and Steve Doolittle was acknowledged as
an opportunity to address ambiguities and potentially amend the agreement.
The Board agreed to await formal approval from the Department of Local Government before taking
definitive action. Pending any material changes, Mark was authorized to sign the agreement, contingent
upon Board review and approval. Transparency and adherence to the agreement's objectives were
underscored as priorities.
Presenter: Mark Whitlow
Discussion: Closing Remarks and Adjournment
The meeting concluded with closing remarks from Mark Whitlow, thanked the attendees for their
participation and contributions to the discussions. Chris Hill motioned to adjourn the meeting. Ryan Gardner
seconded the motion, and it was unanimously approved.