Mountain Lakes Centennial Steering Committee
Meeting Minutes
July 19, 2010

Committee Members Present: Halpin, Wargo, Rusak, Hayward, Terlizzi, Thompson, Wangsness, Barlow,
Council Liaison: Doug McWilliams

Approval of Minutes: Pat made a motion to accept the minutes from the June 7, 2010 meeting/ seconded by Jane/ all in favor, motion passed

Treasurer’s Report: Mary Ann Wargo
Laura Wilder’s bill for her work on our logo was paid last week. Kris submitted a voucher & receipt for copying expenses incurred for the teacher letters to Mary Ann to submit to the Borough. It will be a good test to potentially refine the accounting procedures for committee expenses.

Mary Ann reviewed the new submission process:
• All receipts are to be submitted with a “Centennial Committee reimbursement request form” and forwarded directly to the Treasurer.
(Note: Mary Ann is working on this form. Doug will forward her a copy of the form used by the Fire Dept.)
• The treasurer will complete the Borough voucher and have the committee member sign in the appropriate areas.
• All paperwork will be copied & retained by Treasurer. Originals sent to the Borough and submitted to Council for approval.
• Checks are signed by Mayor and require 2 other signatures. The process takes at least 10 days, and as much as three weeks.
• Reimbursement checks will be copied and then mailed to the recipient.

Other:
• Donations to the Centennial Committee are tax deductible per the following clarification from the Borough:

“Donations to the Centennial Committee are donations to the Borough of Mountain Lakes for a public purpose and, as such, are deductible as
Charitable contributions pursuant to the IRS Code, 26 USCA 170. Please consult with your tax professional regarding your personal situation.”

• Checks are payable to: Mountain Lakes Centennial Trust
• Borough will not accept credit card payments
• Purchases are Sales Tax Exempt (obtain the appropriate paperwork)

Stephanie will provide Mary Ann with a copy of our budget approved by Council. There was much discussion on the need for prior approval
before purchases. Mary Ann to check.

Communication Update:
Our website, ML100.org, is up and running. First Constant Contact e-mail sent out.
Jane reported that her neighborhood had their first meeting. About 20 attended, very enthusiastic.
A page on our website is available to each neighborhood.

Fundraising:
The Committee reviewed a one-page draft of the fundraising form. The plan is to offer different levels of
commitment with an option to submit a monetary donation.

1. Garden Bench at the Esplanade $1000 8 available
2. Signed limited-edition Print, framed & matted $300 must order by 10/15, availability not guaranteed after 10/15
(expecting 100+ orders, total will be determined after the cut-off based on order submission)
3. Flags $100
4. Print (unframed, unsigned) $ 75

The fundraising form will also include a reference to the availability of centennial logo items for sale at all of our events, etc.
It will be distributed to residents through: e-mail blasts, Virtual backpack, posted on the Borough sign, copies at the library & Borough hall, our website

Banners & Flags: 28 commemorative banners (without names) will be displayed on the Boulevard. The flags (as listed above) will be sold to cover the expense. Carissa provided a table with pricing from several sources. Our goal is to raise about $10,000.
Pat & Kris to work on the selection of poles to mount the banners on the Boulevard.

Commemorative Boulders: The boulders have been eliminated from our fundraising plans due to concerns over the inclusion of resident names on the plaques. Our alternative plan is to develop a permanent commemorative plaque for the centennial.

Merchandising and Logo:
Carissa reported that, to date, there has been no interest in using our logo by the non-profit organizations in town. Carol Pinto, tech teacher at MLHS, is considering the possibility of developing an “entrepreneur project” for her classes. The kids would sell our logo wear.
The committee discussed the use of the centennial theme by others for profit. Consensus is that since it is not manageable for the Committee to control the logo or payments, we will instead focus on a limited number of ML100 products. For profit companies can of course sell ML items in town, but will will ask them not to use the Centennial theme and not to produce goods that directly compete with ML100 items, such as Centennial t-shirts. All of our communications will the use the term “official centennial” merchandise and state that the funds will be used to support centennial events.

The Committee will be selling t-shirts and logo puzzles (sample available). Kris suggested that we consider offering another item since the puzzle will have a limited appeal. Tote bags and playing cards were suggested. Goal is to have items available for the HPC Open House on Oct. 15 & 16.

Other:
Mary Ann has been in contact with the Women’s Club. The deadline for the Mountain Lakes Directory is 9/30. Mary Ann will check to see if they are interested in using the ML100 logo for the front cover to make a special centennial edition. In addition, we will include a page with our calendar of events provided there is no fee.

Mary Ann also informed us of planned tie-ins with the centennial: Park Lakes Tennis Club will host a special tournament on 6/26/2011,
The MacDowell Club in March, and a sailing regatta in July or August.

Kris distributed a tentative meeting schedule for the balance of 2010 and for the full centennial year. Committee members are asked to review it and offer feedback. Quarterly evening meetings have been added to the schedule to encourage involvement from the community.

Kris also distributed her school subcommittee meeting minutes from their last meeting on June 15, 2010.

Meeting adjourned at 12:30.
Happy Summer!

Next Steering Committee Meeting: Monday, September 13, 2010, 10:30 at Borough Hall.