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Minutes & Agenda

Memorial Villages Police Foundation Minutes of the Board of Directors

January 27, 2021 | Conference Room/Zoom

The Following Board Members were present

  • President Frank Lerma
  • Vice President James Pavlock
  • Secretary Hunter Patterson
  • Treasurer Vanessa Cadena
  • Sargent at Arms Jake Jarvis
  • Community Liaison Larry Boggus

Call to Order and Introductions

  • President, Frank Lerma, called the meeting to order at 18:02
  • Report of the Executive Officer
  • Balance and Financial update from Frank Lerma

 

ISSUES DISCUSSED:

  1. Vice President, James Pavlock, provided Birdies for Blues updates, including deposits from Lee family into PayPal and approximately seventy thousand dollars more has been pledged. 12-15 MVPD employees are anticipated to be on teams with some Village Fire employees possibly playing as well. Chief wants PD cars, drone, and bicycles at location.
  2. Most Birdies for Blues “swag” has been ordered by Vice President, James Pavlock, and are being produced at this time. Hoodies are expected to be done in time for the event. Community Liaison, Larry Boggus, motioned for five thousand dollars to be allotted to cover the cost of purchasing and embroidering the hoodies, with Treasurer, Vanessa Cadena, seconding. The vote passed unanimously.
  3. Setting up budgets for ongoing expenditures such as upkeeping the coffee bars, funding the scholarship program, funding the uniform reimbursement program yearly, and other such recurring expenses was discussed and assigned to Treasurer, Vanessa Cadena, and Secretary, Hunter Patterson.
  4. Scholarship Program discussion continued as it relates to how much money will be awarded per scholarship, if there will be a GPA requirement, number of hours per semester requirement, and if the money will be paid to the facility or family directly, with proof of enrollment. Issue was shelved to be discussed at the next meeting.
  5. Uniform reimbursement program was discussed in reference to keeping an ongoing log of each employee’s available money to spend on uniform expenses. Secretary, Hunter Patterson, and Treasurer, Vanessa Cadena, are to create a spreadsheet which will be updated with each receipt submission, per employee.
  6. Sgt. At Arms, Richard Jarvis, suggested the MVPF buy two (2) patrol bicycles for the PD, as the ones they currently have are old and not matching. The cost is between $1,700 and $2,200 per bicycle. No vote was held, to be further discussed at the next meeting.
  7. Secretary, Hunter Patterson, requested more transparency with the meetings so that Foundation members would be able to attend, either physically or virtually, if they so chose to do so. Also, to have a meeting monthly, so as to follow the Foundation’s Constitution as it references a meeting will be held once a month. The board agreed to have a meeting in February, but left the possibility of amending the wording of the Constitution to read “meetings will be held regularly”, instead of “meetings will be held monthly”.
  8. Vice President, James Pavlock, advised the domain www.mvpf.net has been successfully rented for the next 5 years, in order to update the Foundation’s website to reflect the change from “Association” to “Foundation”.
  9. President, Frank Lerma, moved to adjourn the meeting at 19:13, seconded by Secretary, Hunter Patterson.

 

Committee Reports – None

Executive Session — None

Adjournment — There being no further business, Frank Lerma adjourned the meeting at 19:13

February 24, 2021 | Conference Room/Zoom

The Following Board Members were present

  • President Frank Lerma
  • Vice President James Pavlock
  • Secretary Hunter Patterson
  • Treasurer Vanessa Cadena
  • Sargent at Arms Jake Jarvis
  • Community Liaison Larry Boggus
  • Sgt. At Arms: Richard Jarvis
  • Civilian Member: Matt Rigdon

The following Foundation members were present:

  • Felicia Hampton

Call to Order and Introductions

  • President, Frank Lerma, called the meeting to order at 18:05

Bank account statement presented by Vice President, James Pavlock.
Minutes from January meeting approved with amendment to section 6, showing the price quoted is for the combined cost of the bicycles, not per bicycle.

 

ISSUES DISCUSSED:

 

1. Scholarship program details finalized. Scholarships will be in the amount of $1,000 with a check made out directly to the student. The student will need to submit a commitment letter, verification of enrollment, and an essay on a current event of their choosing.

2. Community Liaison, Larry Boggus, motioned to purchase two (2) bicycles for the PD totaling $2,630. Vice President, James Pavlock, seconded the motion. Vote passed unanimously.

3. President, Frank Lerma, announces his stepping down from his position as he is retiring from MVPD. As the Constitution allows, he nominates current Vice President, James Pavlock, to fill the position as President. Discussion was held and motion was made by the Secretary, Hunter Patterson, to approve the nomination and to leave the roll of Vice President vacant until the December election is held. Community Liaison, Larry Boggus, seconded the motion, vote passed unanimously.

4. Newly appointed President, James Pavlock, motioned to remove Frank Lerma from the bank account and to add the Treasurer, Vanessa Cadena, to the account. Secretary, Hunter Patterson, seconded the motion. Vote passed unanimously.

5. Changes to the Constitution were discussed in detail. After thorough review, a few alterations will be done and the final product will be voted on at the next meeting.

6. Foundation fundraiser, Birdies Fore Blues, moved to March 2nd due to inclement weather on the 18th of February.

7. Discussion of possible future fund raisers, such as another Food Truck Rodeo or BBQ cookoff were mentioned, with COVID-19 being the prevailing road block for gathering people together. Further discussions will take place over the course of the next few meetings.

8. Community Liasion, Larry Boggus, presented information regarding purchasing a new, up to date, drone. The total cost is $6,300 and will be top of the line. Vice President, James Pavlock, motioned for the approval of funds, Treasurer, Vanessa Cadena, seconded the motion. Vote passed unanimously.

9. Amazon offers a way for people who want to support the Foundation, to give .5% of their purchase cost to the Foundation (If your total price is $100, the Foundation will get $.50) To do so, use the website www.smile.amazon.com and make your purchase as normal. You can select “Memorial Villages Police Foundation” from their list of non profit organizations to support.

 

Committee Reports – None
Executive Session — None
Adjournment — There being no further business, President, James Pavlock, adjourned the meeting at 19:06