Tremont West Development Corporationnn

TWDC Executive Committee Meeting
Attendees: Tom Cook, Katherine Bulava, David Mehring, Lynn Murray, Christopher Alvarado, Chris Garland
Thursday, November 17, 2009

7:00p- T. Cook called meeting to order

7:00p- L. Murray moved to approve the minutes, D. Mehring seconded. Minutes were unanimously approved.

7:02p- Proposed Resolution- 2009-11-19A
Discussion took place regarding whether this resolution falls within the responsibilities of the board and whether this resolution ought to be a priority of the organization.

L. Murray moved to put before the Board this resolution with the amendment to remove "Business Volunteers Unlimited" in order to provide the Executive Director latitude to choose from other consultants or expertise to assist in the development of the staff manual and code of conduct. D. Mehring seconded. The Executive Committee agreed to report back to the TWDC Board progress on the follow up to this resolution in March 2010. Executive Committee unanimously approved.

7:15p- Proposed Resolution- 2009-11-19B
Discussion took place regarding whether this resolution falls within the responsibilities of the board and whether this ought to be a priority of the organization. The Executive Committee agreed that having regular written reports from the Executive Committee and disseminating this information to the TWDC Membership is important. How this information would be passed to the membership is up to the Executive Director. The Executive Committee agreed that this need not be put in the form of a Board Resolution.

7:26p- Meeting Scheduling
There will be no Executive Committee meeting in December 2009.
The Holiday Party will not take place this year due to budget considerations.
The TWDC Board will be convened for a brief meeting at the Southside on December 17, 2009 at 6 p.m.
The 2010 Full Membership Meeting will take place on Thursday, January 28th at 6 p.m. TWDC Staff will seek to secure OLA as the primary choice for the venue.

7:30p- Nomination Committee Update
It was recommended that a word count be placed for the biography that would accompany the questionnaire. There were concerns raised about the questions that were placed on the draft questionnaire reflected important information that the membership should know in order to make a good judgment. Nominees are free to use an accompanying biography to provide any other information that they believe would provide the membership a better understanding of why they feel they are qualified to run. Nominations will be closed by December 20th in order for nominee biographies and questionnaires to be included in the packet. The completed packets will be downloadable from the website; contact information for each of the nominees will be redacted from the downloadable packets.

7:51p- 2010 Membership Meetings Various Issues
Agenda Topics:
1. Year in Review/Recognition/Etc.
2. Proposed By-Laws and Amendments. Amendments that show up by 12/20 will be included in the packet to be mailed to the membership. These will be the items to be discussed and voted upon.
3. Finance Report
4. Board Elections
Voting Process:
1. Ballots to be given to membership right away as they sign in.
2. Once quorum is established, voting can begin. Carole Heyward will be asked for clarification on the issue of whether members may submit their vote before quorum is established and whether a member who signs in, submits their vote, and leaves can be considered to be counted towards quorum.

8:00p Membership Roster maintenance
The Executive Committee agreed to follow recommendations 1 and 3 of the Membership List Maintenance memo from C. Alvarado, with the caveat that Block Club chairs not be allowed to remove names from the list, only add. C. Alvarado will assist TWDC Staff in the maintenance of the Membership Roster, following the same procedures that have been used in the past. This task will be completed by December 20, 2009.

8:17p- Board Member Responsibilities
K. Bulava handed out a packet that includes the list of Individual Board Member responsibilities that would be given to the TWDC Board as a specific agenda item.

8:21p- Forthcoming Projects
LRP/ED chose not to meet in December. C. Garland consulted with Dave Purpera who concurred in the decision to have the TWDC Board provide letters of support to the following projects, assuming that the Block Clubs in which these projects are located clearly indicate support for said projects:
- Ukrainian Museum has purchased the Holocek Funeral Home property (with a condemned building) for demolition and will use the site for parking. TWDC may be asked for a support letter to be submitted to the City. LRP/ED will support the decision of the Auburn and North of Literary Block Clubs. D. Purpera will be asked to report this to the TWDC Board.

- Projects involving the Café Istanbul property on the Hotz property and the Wine Design business on Starkweather were presented to the South of Jefferson Block Club and received unanimous support. TWDC can provide a letter of support.

8:25p- Adjourn
NOTE: Minutes will not be posted until approved by the Executive Committee at the next meeting.

TWDC Executive Committee Meeting
Attendees: Katherine Bulava, David Mehring, Lynn Murray, Christopher Alvarado, Tim Jenkins
Thursday, October 15, 2009

7:00p- K. Bulava called meeting to order

7:00p- September 2009 Executive Committee Meeting Minutes have been verified via email by each of the attendees of the meeting.

7:00p- Special Meeting update, coordination and planning
T. Jenkins reported on the preparations for the Special Meeting.
- The Special Meeting committee requests that Board Members work to encourage all the TWDC members that they know to come to the Special Meeting.
- Members will be emailed, personal telephone calls will be made to neighbors and fellow block club members, based on membership lists
- The text of the cover letter to be sent with the mailing can be used as the basis of the emailing strategy. Michelle Davis will be asked to send out the email at about the time that TWDC Members will be receiving their packets. Messages regarding the Special Meeting need to be at the top of the weekly email blasts from Michelle. Tim and Lynn will follow-through with Michelle regarding Inside Tremont, and Katherine will follow through regarding the email messages.
- The packet with the proposed bylaws will be mailed out by October21st.
- Regarding quorum, it will be called once it is reached. An informational meeting can be convened before quorum is called (since no business will be conducted).
- T. Cook will be conducting the meeting, including a description of the order of the meeting.
- T. Cook will be asked by L. Murray to email the board asking them to participate in the above tasks.
- T. Jenkins is continuing to work on accumulating door prizes for the Special Meeting.

7:25p- Planned CDSBG funding vs. actual
- Payment from the City from CDBG has been delayed to December 2009.
o Payroll will continued to be met through the line of credit
o The financial statement will reflect this deficit until the City makes the CDSBG payment.
7:30p- Fiduciary responsibilities of Board Members- how can these be encouraged and enforced
- It has been difficult to get Board Members to participate in fundraising for the organization, including having the Board Members come up with auction items for Arts and Cocktails
o Board Members will be asked to:
" Provide a bottle of liquor for the basket
" Provide an auction item
" Provide either a $25 gift certificate for a Tremont restaurant or a Gift Basket worth at least $50
" Sell at least six Arts and Cocktails tickets ($25 per)
o Tremont Calendars are also being developed as a fundraiser to be sold for $15.
o K. Bulava will follow through at the next Board Meeting.
- Having another event may not be productive, since there are already so many Tremont events for raising funds, but doing things such as selling Green Tremont bags and t-shirts at all TWDC events and even at Block Club Meetings may begin (including asking folks who are selling shirts to wear one while selling said shirts).

7:49p- Personnel/Board Member relations- creating standards of conduct.
- K. Bulava will include in the agenda a report to the Board reminders of the legal responsibilities of nonprofit boards. L. Murray will assist.
- C. Alvarado will draft a resolution for the Board to request that Business Volunteers Unlimited develop a staff manual and code of conduct.
- K. Bulava will follow up with Carole and Business Volunteers Unlimited for a draft copy of procedures regarding relations between the staff and the board.

8:07p- Old/New Business
- The Executive Director report provided to the Board at the last Board Meeting was extremely helpful. C. Alvarado will draft a resolution requesting the Executive Director that a version of this report is included in each issue of Inside Tremont as a way to highlight the good work that TWDC is doing.
- A dress rehearsal is needed for the Special Meeting that includes both the Bylaw Committee and Board Members.
o L. Murray will ask Joe Dowling to act a parliamentarian.
o T. Jenkins will ask Kevin O'Brien to monitor the vote count.

8:16p- Proposed Agenda Items
- Add to the agenda a report regarding reminders of the legal responsibilities of the Board.
- Resolution to request the Executive Director to include a version of the report that he developed for the Board in Inside Tremont.
- Resolution to request that Business Volunteers Unlimited develop a staff manual and code of conduct.

8:16p- Adjourn
NOTE: Minutes will not be posted until approved by the Executive Committee at the next

TWDC Executive Committee Meeting
Attendees: Tom Cook, Katherine Bulava, David Mehring, Christopher Alvarado, Chris Garland
Monday, September 14, 2009
7:04p- Call meeting to order
7:05p- Meeting Scheduling
Tuesday, 13 October 2009- 7 p.m.
Tuesday, 17 November 2009- 7 p.m.
Tuesday, 8 December 2009- 7 p.m.
7:10p- CDBG Contract Renewal- Year 35, Year to year comparison
C. Garland presented a year to year comparison with a summary of the performance measures expected by the City for Year 35 (1 July 2009 to 30 June 2010). The performance measures cover all areas where TWDC is able to provide evidence of how Community Development Block Grants are allocated. The Year 35 budget reflects a $36,250 increase from Year 34 as follows:
Ward 13 NDA from $133,000 to $142,500
Ward 14 NDA from $98,250 to $120,000
Community Development Department from $59,052 to $64,052
Total from $290,302 to $326,552.
The increase in the Ward 13 Budget reflects assistance to compensate for a decrease in funding from NPI from $165,000 to $175,000
The Executive Committee will present the contract to the TWDC Board for questions or review, but the changes in the performance measures and the budget is fairly pro-forma. The TWDC Executive Committee will be informed at the October 2009 meeting what the overall effect of the increase of funds from CDBG will be on the total TWDC Budget in terms of the percent of funds provided.
7:38p- Resolution on 2406 Professor, LLC
The members of 2406 Professsor, LLC would need to be named by the TWDC Board. These include the TWDC Board President, Secretary, and Treasurer. The management of the LLC would be C. Garland, S. Bloom, and S. Canata. The increase of the number of members will be from 2 to 3. Board will vote on the members at the September 2009 TWDC Board meeting
7:40p- Administrative and Finance Update
- Bank Account Consolidation
o Most of the consolidation has involved merging the accounts of the constituent groups. For the most part, the consolidation is complete.
o Fiscal Agent meetings to date. The Finance Committee has decided that there needs to be a series of 1 on 1 meetings between TWDC and Constituent Groups regarding their checking accounts. 10 or the 19 Groups have been met, and, to date, 5 or 6 have signed the agreement
o Long-term liabilities- Lynn and
" Village Capital- Mtg. with Linda Warren regarding the different loans held by Village Capital. Generally, the loans taken on by TWDC for the Scranton property and 812 814 Jefferson and 719 College, TWDC received a 2 out of 6 rating (1 being the highest). The Metro Lofts Properties and Sutton Starkweather Place properties received 3 and 4 level ratings. Village Capital continues to be supportive of TWDC projects.
" Dollar Bank- TWDC is working on getting out of the Tremont Ridge microloan program that is left from over a decade ago and to have the City officially announce the program to be over. The money will be rolled over to a comparable use on top of the $10,000 from the NPI/TWDC Tremont Assistance Fund for home repair services.
o Other objectives
" Monthly meetings (7 meetings since January)
" Significant increase over previous years
" Payment request and deposit processing procedures
" Staff has institutionalized documentation of payment requests and deposits.
" Audit
" Anticipate approval from City by Sept 30th for the audit bids solicited by TWDC in order to move forward on the audit.
7:52p- Bylaws and Governance
No deal breakers last month from the TWDC Board, the special meeting will take place on 11 November 2009.
Regarding the conducting of the meeting: is it possible to have the members to approve the agenda before the meeting? C. Alvarado will explore whether Robert's Rules covers this contingency to permit discussion while ensuring the special meeting takes place in an expedient fashion. This information will be provided to K. Bulava for the Meeting Subcommittee of the Bylaws Committee.
8:10p- Tremont Ward 14 Candidate Forum
C. Garland is proposing bringing together the three Block Clubs (Metro North, Old Tremont, and Lincoln Hts.) in the Ward 14 part of the TWDC Membership Area to have a Candidate Forum. TWDC Staff will work on logistics. TWDC will reach out to the adjacent community organizations in Ward 14, but will not use its resources for mailing, etc. TWDC will also ask the candidates for Wards 13 and 14 to keep open November 11th to have a first meeting with their potential constituents at the Special Meeting of the Membership.
8:21p- C. Alvarado requested that TWDC Committees provide to the TWDC Secretary the minutes for their meetings that have been approved and vetted by their committees. Exec. Comm. Agreed to add this to the September 2009 TWDC Board Agenda.
8:30p- TWDC Board Agenda
- CDBG Contract Renewal
- Resolution on 2406 Professor, LLC
- Committee Meetings
- Inform Board of the possible convening of a Ward 14 Candidate Forum
- Secretary report
8:35p- Adjourn
NOTE: Minutes will not be posted until approved by the Executive Committee at the next meeting.

TWDC Executive Committee Meeting
Monday, August 10, 2009
6:00 p.m. * TWDC Office

6:00pm Call meeting to order by Tom Cook. Attended by L.M. Murray, D. Mehring, C. Alvarado, and C. Garland. S. Smith excused.

6:01pm Meeting Scheduling: Consensus was reached that Executive Committee meetings will be scheduled on a month-by-month basis. The next Executive Committee Meeting will be on 14 September 2009 at 7 p.m.

6:03pm Board Vacancy: Two TWDC members have submitted to T. Cook their biography (or a message) indicating interest in standing as a candidate for the vacant TWDC board seat. Biographies will be emailed to board members before the next board meeting. Other candidates who ran for a board seat in January 2009 will be informed that there exists a board vacancy. Nominations will come from the Board.

6:15pm Vice Presidency Vacancy: The following TWDC Board Members have indicated to T. Cook interest in the officer vacancy: D. Malakar and K. Bulava. Nominations will come from the Board. Both the votes for the Board Vacancy and the Vice Presidency Vacancy will take place at the beginning of the Board Meeting.

6:25pm Cleveland Public Library/Jefferson Branch Parking Management-: C. Garland will report to the TWDC Board current negotiations regarding parking services to be rendered through TWDC.

6:35pm Tremont Assistance Fund: C. Garland reported that TWDC Staff has been rendering a number of services to Tremont residents that are not currently funded through existing programs. In response, NPI is developing a $10,000 pilot project for TWDC to create a revolving loan fund to provide said home repair services. This will be a "fund of last resort" for use in cases where no other program is available. Enterprise Foundation is assisting TWDC to structure this new neighborhood loan program.

6:40pm By-Law Update: C. Alvarado provided a recap of the first By-Law Committee Block Club presentation (to the Mentor-Castle-Clark and Holmden- Buhrer-Rowley Block Club meetings). The Board will have already received the most recent version of the Draft Bylaws at this month's board meeting; it is an expectation that Board Members will prepare comments and questions beforehand. Board Members will be asked to provide their input.

7:27pm Committee minutes: C. Alvarado requested that the TWDC Board vote on requesting committees of the board to take and submit meetings to the TWDC Board Secretary.

7:32pm Adjournment

Next Meeting: 14 September 2009, 7 p.m. @ TWDC Office

TWDC Executive Committee Meeting
Wednesday, January 7, 2009
7:00 pm, TWDC Office

TWDC Executive Committee Meeting
Wednesday, November 12, 2008
7:00 pm, TWDC Office

TWDC Executive Committee Meeting
Wednesday, October 8, 2008
6:00 p.m. * TWDC Office
6:00pm T. Cook called the meeting to order.
6:00pm September 10 Minutes-e-mailed by S. Yambor
6:02pm Joe Santiago met with C. Garland and T. Cook re: Safety
Coordinator position and expansion of services. Position did not get funded.
6:40pm Facilities Campaign-request for proposals submitted for 2406
Professor building improvements. There is loan/rebate monies available through
the Storefront program. Letter of intent accepted by Northern Ohio Golf Fund.
Shall we have a capital campaign? Should we look outside vs. inside? Safety
issues should be addressed first. C. Garland will write priority list.
6:50pm BOD Self-Eval presented by T. Cook. This could be a responsibility
of the Nominating Committee. The hope is that all board members will agree to
this evaluation. The self-eval will be addressed by S. Yambor and the
Nominating Committee.
7:00pm Neighborhood Emergency Response Group-newly established and
will take the first call/first point of contact when there is an emergency in the
neighborhood. TWDC, Merrick House, St. Augustine, and Pilgrim Church will be
meeting.
7:10pm Other Business-Ohio Erie Canalway group will be meeting at
Sokolowski's. The city planning commision is working on a zoning plan update
and there will be a public meeting in the future. Restrictions are more
preventative and for clean up and is for many of the Cleveland neighborhoods.
ODAT meeting is 10/27th at OLA. The meeting will review/discuss the West 14th
Street ramp closure and integrity of the Innerbelt. The TWDC holiday party will
be 12/18.
Annual meeting will be 1/29/09.
7:20pm Adjournment
Next Meeting: November 12, 2008 at 6pm – TWDC Office

TWDC Executive Committee Meeting
Wednesday, September 10, 2008
6:00 p.m. * TWDC Office
Present: T. Cook, S. Smith, S. Yambor, L. McLauglin-Murray, K. Moss
Staff: C. Garland
6:01pm Meeting called to order by T. Cook.
6:02pm RTA has taken serious consideration to look at the plans on decreasing Circulator
service. Regarding the West 14th St. ramp, there is some information, but nothing definative. What
is the sense of closing West 14th and not other ramps?
6:05pm Board of Director Officers
- 1st Vice President: Sandy Smith is nominated.
- 2nd Vice President: Karen Moss is nominated. We will present decisions to the full
board next week.
6:15pm Strategic Plan, Mission, Strategy: Tom would like to add an “individual/committee
participants” line in the Strategic Plan. We need to see if we are on target with points/actions. The
committees should report on progress once a quarter. This will force us to look at the vision vs. the
day to day things we tend to focus on. We should communicate via the website regarding progress.
Staff members will be asked to keep minutes to committee meetings and then post on the website.
There are already staff members committed to attending the meetings. Concern that the staff
members are already over-extended. We can be flexible regarding time. While the Exec.
Committee minutes have always been aviailable, we will start posting them on the website too.
6:30pm CHN L/P Property Acquisition Strategy: LRP and Housing Committees developed a
policy regarding purchase of CHN properties. This is only for CHN properties outside the service
area. They will present a motion to the Board regarding approving the policy.
6:38pm Nominating Cmt. / Annual Meeting – January 29, 2009: Role and responsibilities of
the Board will be available to the Committee. Sandy Y., D. Mehring and R. Richardson are the
Committee members.
6:40pm Fire Station #21: We are helping with others (Merrick House) to get the word out
regarding support of the Station.
6:43pm Other Business: McCormack Baron has rescinded the Hope VI pass through
agreement. There has been an attempt for the past year in collecting the debt owed by Sosan. Chris
is considering a sit-down if parties are available. The debt will probably be written off. The same
goes for the Art Walk debt. S. Smith is in a group called “Naturehood”. They are looking at vacant
lots. They are looking at the top of Holmden Hill. They will create a small nature lot, planted by the
Tremont Gardeners. They develop a contract with the neighbors to maintain the lot. Liability will
need to be considered. The project is funded by NPI.
The safety coordinator job's funding is still up in the air.
7:03pm Adjournment

TWDC Executive Committee Meeting
Wednesday, August 14, 2008
7:00 pm, TWDC Office

TWDC Executive Committee Meeting
Wednesday, July 9, 2008
7:00 pm, TWDC Office

TWDC Executive Committee Meeting
Wednesday, June 11, 2008
7:00 pm, TWDC Office

TWDC Executive Committee Meeting
Wednesday, January 7, 2008
7:00 pm, TWDC Office
Present: T. Cook, S. smith, K. Moss, S. Yambor, L. M. Murray
Staff: C. Garland
7:00pm Meeting called to order by T. Cook. The Exec. Committee went to the
zoning meeting, so canceled the December meeting. There are no December
minutes to review. L. Murray states that there will be some fiduciary account
changes. We have more than 22 accounts now, so many will be consolidated.
Audit is complete, clean and acceptable. An update will be presented at the full
board meeting. The next finance committee meeting is next Monday, the 12th.
7:10pm C. Garland stated that we are now two years into the three year
strategic plan. We have met many goals and are doing well with other actions.
7:20pm The written Annual Report and organization of the Annual Meeting was
discussed.
7:48pm Westown CDC has request to TWDC to manage a recently purchased
building on Lorain Ave. Executive Committee approved moving forward with
obtaining further information on this project. C. Garland will work with S. Bloom
regarding this.
7:58pm The Marketing Committee is working on overhauling the TWDC website.
8:06pm There has been audio/video recording at committee meetings. Many
people are uncomfortable with being recorded. S. Smith said we are subject to
the Sunshine Law. L. Murray said that there is no law governing specific video
recording. L. Murray will do some research on this.
8:20pm K. Moss moved to go into closed executive session. L. Murray second
the motion.
8:40pm S. Smith moved to reopen from the executive session. T. Cook second
the motion.
8:41pm L. Murray moved to adjourn. S. Smith second the motion.