Steering Team Minutes

Tuesday, March 4, 2008



Present at meeting: Sharon Rich, Stephanie Murphy, Linda Watson, Alice Schaer, Cassie Friederich,

Tim Corkery, Malinda Hanson


Financial Reports

· When writing the Mentoring grant, problems came up because end-of-the-year reports were needed and they were not done. It would be a good time to start doing them.

· The VCC needs to do an IRS file this year

· The Youth Center line item was eliminated from the VCC Budget. Youth Center purchases will come out of general fund.

· Mentoring and SODA each have about $300 from Coupon Book sales

· Sharon moved money from the TRC account into the Mentoring account

· City of Elgin donated $180.00 to the TRC. Those funds will be moved into the Mentoring account

· Ideally, $100 should be in the TRC account to cover start-up costs for this years event



501(c)3

· Everyone who donates to the VCC should be given a receipt. The VCC should have something formal.

· If $250.00 donation is given it’s the law that it be reported

· Cassie & Sharon are working on a receipt and going through donations from last year. Mentoring has received donations of over $250.00, especially for the TRC that receipts have not been given for.

· Cassie checked on prices of receipt books with the Elgin Echo. Carbon copies are expensive and Jeff said that is probably not the best way to go. He suggested using something with a tear-off stub. Whatever it is that the VCC uses, we must have a way of keeping track that is consistent. We also have to keep donations separate for Mentoring if a donation comes in that is specific to the Mentoring program. An idea might be to put categories on the receipt to check off: SODA Mentoring TRC



DFC Monthly Financial Statement

Linda shared a monthly income statement from Helping Services for the DFC grant. The bottom line is that the grant is just slightly underspent for this time of year. There are no concerns as to the ability to spend the money down by Sept.



Newsletter

· We will be changing the size of the newsletter to save $$ in mailing costs



Underage Drinking in Local Bars/Restaurants

· SODA youth talked about underage kids in local bars/restaurants being served by legal-age adults

· When Shad Roys was at the school for D.A.R.E, Sharon asked him who would be liable if an adults is buying drinks for a minor and something happens: Shad that according to law, the business owner would be held responsible

· A suggestion was that maybe the Fayette County Substance Abuse Coalition could do an OWNER training and/or push for business owners to attend the next beverage server training

· Cassie will be implementing a “Parents Who Host Lose The Most” campaign around prom and graduation time

VCC Coupon Books

· Have sold 26 so far, but we need to sell more

· A few business owners/community members have books they are trying to help sell

· The best way to sell the coupon books is for coalition members to sell to friends and family

· When should we stop selling the books? (They expire in January 2009)





All-VCC Meeting

· We need to set a date. The only conflict is prom

· We need to have a reason to have the meeting

· Meeting was tentatively set for either April 31 or April 30

· We will check into catering possibilities: the new restaurant in Clermont or possibly the new ownership of the restaurant in Elgin

· Need to decide on a theme



Linda Watson: DFC Workplan Discussion

· Handed out a “visual design” of the VCC structure. This is something that can be handed out to anyone new coming in to the coalition

· The re-application is done. Complete copies were handed out to staff and Steering Team

· The re-application was rejected by grants.gov for the type of Word program used, but Linda fixed it and then it was accepted

· We are looking at the narrative section of the DFC grant at this meeting

1st part of the narrative: Shows progress from last year

We are working on improving evaluation and outcomes

We need to do a better job of evaluation to track changes in behavior and policy as compared to programs and numbers attending.





Part 2a

· Strategies and activities from last year

· Activities are divided by strategies

· There are 7 strategies that the VCC will be using created by CADCA



Four Core Measures

· Very important to the VCC for long-term sustainability of the changes the VCC wants to see

· The government is looking for positive changes in these areas from coalitions across the nation

Part 7

· Next year’s plan



We will pick up on Goal 2 (page 8) at the next meeting



Turkey River Classic

· The committee has met and established leaders

· A tentative date has been set for August 23



Risky Business

· May 6

· Looks like it is going to be a great conference

· Linda will check and see how much DFC $$ are available for this







Next Meeting: Monday, March 31

5:00 pm

Valley Media Center