August 10. 2010 Board Meeting Summary
Attending were Nani Barretto, Al Feldt, Scott Hale, and JoAnne Marcoux.
1. We will hold our annual picnic on August 21 from 4-6 PM at Maryfield Park.
• We will provide a grill with some sausages and buns, a few tables, paper plates, cups and plastic utensils.
• You should bring a dish to pass, your own beverages, chairs or blankets, and any specialty meats you want to cook yourself.
• We will have the last of our DEXMIL- logo shopping bags for sale at a knock down price of $4.00.
• Those attending will be asked whether they approve the ByLaws as written or whether they wish to suggest changes. e This poll will be continued until we have attained the approval of a majority of the current membership.
2, Nani will announce a possible area wide Garage Sale for the weekend of September 11th with DexMil providing newspaper announcements, maps, signs etc. The sale will not be held unless at least seven households indicate their intanition to participate.
3. The Board approved filing our annual report to the State of Michigan with no changes from last year, a filliing fee of $20, and the signature of our President., Nani.
4. Al will try to reset our website to either a dot org or dot coop rather than the current dot com which is inappropriate for a non-profit organization. This may require rebuilding the entire website.
The board expressed no interest in a free website with COMCAST.
5. Al reported that Driving has become our single most highly used service, generating well over seventy trips since last February. Most of these were for grocery shopping but a dozen or more were for medical appointments and emergencies and four or five more personal trips were also provided..
6. The Board agreed to continue with last year's procedure in calling for board nominations in November and holding the election for two board seats during the first week in December. The two board members completing their three year terms this year are JoAnne Marcoux and Al Feldt.
7.. The Board agreed to raise the cost of our initiation fee to $20 while providing a free shopping bang to new members.
8. The next board meeting will be held in October at a date to be announced later.
May 18, 2010 Board Meeting Summary Attending: Nani Barretto, Al Feldt, Scott Hale, Jo Ann Marcoux, Sally Mitani and Tom Weisskopf attending No visitors)
1, Sally questioned whether it was worth continuing the newsletter. Though well received, there has been little input from DexMil members. Stories are needed, especially ones on local people and issues. The Board felt that the newsletter was a useful representation of area interests and that it should be continued on a biannual basis. Next issue will be in June and several board members offered to provide articles. All DexMil members are invited to offer suggestions and articles for consideration.
2. Feldt raised similar questions about the website. Is it worth keeping up? It is averaging 20-30 visitors a day and they are seeing an average of 40-50 pages per day. Most agreed that it provides useful information, especially to outsiders but that it could provide more helpful current information. Scott offered to help Al with its content and organization. Among other innovations, we will try to set up a website poll on the proposed bylaws allowing members to indicate approval and/or suggest changes to certain sections. Possibly this might count as part of a DEXMIL wide vote on accepting or rejecting the bylaws.
3. The bylaws have now gone through their fourth and fifth revisions by Scott and Tom, respectively. Tom will send the latest revision to Sally for one last review and publication in the June newsletter.
4. Feldt reported briefly on the combined flower order, the toxic waste pickup and the driving program for medical and grocery trips. All are in operation and have been fairly successful.
5. We ;still have about 50 shopping bags unsold and efforts will be made to sell more of them at upcoming picnics, general meetings, and garage sales. The Board agreed to raise the initiation fee to $20 and provide new members with a free shopping bag.
6. Our annual picnic will be held at Maryfield Park on August 21st from 4 tog 6 pm.
As in the past, DexMil will provide a variety of sausages and rolls while members attending are to bring beverages and a dish to pass. A discussion and possible vote on the bylaws will be held beforehand at about 3 pm. It is hoped that earlier discussions and approvals through the website and emails plus this final discussion will provide a clear consensus on approving the bylaws. If not, a fall meeting will be held in the falll.
7. A supplement to the Directory will be distributed in July. Ii will list new members and changes and corrections to existing members' listings. Feldt will solicit changes and additions from all members during June.
8. We will again attempt to organize a neighborhood wide garage sale in September, probably Friday to Sunday, Sept, 10-12. Nani Barretto is still willing to try to organize this and she hopes members will be more responsive to this effort and notify her of their interest well in advance.
9/ Two new issues were briefly discussed: Several of our members have been keeping "natural" yards to provide shelter for wildlife as well discourage the use of chemicals and pesticides. There is some kind of city or county recognition of such efforts and Feldt will try to get more information so that these kinds of care can be more easily recognized and supported.
Recently, a 15 year old was elected as a neighborhood commissioner in Los Angeles, defeating an older middle aged person. This seems to be something similar to a DexMil Director, though under municipal control. Age limits on DexMil membership was briefly discussed and it was noted that until now we have accepted anyone of any age as a member who was likely to contribute one or more services to the community. Under this practice we have several teenagers and sub-teens who are members of DexMil. The board felt that since election to the Board is by open ballot with one vote per household, we could be reasonably assured that those elected as directors would continue to be responsible and active members, regardless of age. Minimum and maximum ages for board membership might merit further consideration, however.
10. The next meeting of the Board of Directors will be at 7 pm, August 10th at Kathy West's House, 2113 Arborview.
October 1, 2009 - Survey of Current Status
After 18 months of operation, we realized that the use of scrip simplified our operation and eliminated the need for providing a centralized administration. At the same time it precluded gathering any consistent information on what members were actually doing. It was clear that we needed some kind of survey to keep track of how well we were doing. A simple 4 question survey was distributed asking about services provided or received from other members plus any participation in community activities. General comments were also invited. The following results were tabulated on October 1st.
• As of October 1, 2009 DEXMIL membership was 47 households involving 78 people, About 10 households (16 people) joined during 2009.
• 30 households responded to the questionnaire = 64 % response rate. 17 households never responded, 11 of whom are known to have been active to some degree
• Of the 30 households responding:
12 provided one or more services to other members
9 received one or more Services from other members.
18 had neither provided nor received any services
• Total number of services reported as given or received was 66., In many cases the same service was counted twice - by the provider and by the recipient. Thus the actual number of services provided was probably about 35. DEXMIL scrip was exchanged in less than half the cases reported.
• Most common services provided were:
Driving - 10
Writing/editing - 10
Sewing.mending - 6
Vacation Care - 5
Household Repairs - 5
• 18 of the 30 households responding had participated in one or more DEXMIL events such as picnics, meetings, garage sales, or contributing to the newsletters
• 2 active subgroups were reported: Scrabble & Live Trapping groundhogs.
• Miscellaneous comments
Though I haven't used any services or provided any, I do enjoy the online discussions. These make me aware of issues in the neighborhood, and I do feel as though I am getting to know people a bit...more than just a few families on nearby streets. DexMil works fine for me, as is! I would be more comfortable asking for services from others if it became more commonplace. I have never received a phone call or email asking for my services; and so
I hesitate to ask others for their services. This year I am going to make an effort to seek services (e.g., getting some clothing items hemmed/tailored).
When I asked for help with storm windows I got no response – not surprising, though.
I sent out a request for help with bike repairs and got no responses.
There have been other informal instances of members helping other members and not even exchanging DEXMILs. I speak from my own personal experience. I believe this is the neighborly spirit we are trying to achieve. Also, four of our memb ers have been getting together for occasional social gatherings such as scrabble or just a party. Friendships have formed. I have gotten to know more of my neighbors through the Dexter Miller Community so in my view it is a success
I am not involved enough to think about the services and using them. I only remember them as an option when it is too late. My fault, but perhaps learning the results of the survey will serve as an impetus to be more involved. I have looked at the ratings of vendors and services on our web page and encourage people to use this frequently. The more opinion, the more useful and accurate the list.
I really enjoy the email updates. It's great to know about the current issues in the neighborhood
We live on the geographical edge and, although we haven't been active participants, we're very glad the group exists, appreciate the connection and the general interest communication about the neighborhoods, and will happily participate if needs arise and if we can.
Garage sale participoation was profitable. Map of sales was great. Newsletter is very informative and helpful. Need some entertainment, esp during the winter months. movies?
Everything seems to be working. There aren’t a lot of members In my neighborhood, so we just help each other more informally. Keep up the good work that you are doing. Enjoy the social activities, which I believe make it easier to get to know members and then ask for help with their various services. I think we should have at least 4 a year. Picnic, garage sale, holiday party, possibly a trip to a play or musical. I like the newsletter and honestly would prefer to see it published more frequently. membership campaign should be held in cooperation with a social event (or perhaps a volunteer activity like helping people rake leaves who can't, then having a party). I know it takes work, and I think we need to encourage more people to get involved. A number of new neighbors have recently moved in and I think a fall membership recruitment/welcome activity would be fun
Organization seems nicely run; we just struggle to know exactly what services are available. A user portal on the website that showed who was willing to do what would be very helpful
In this era when many of us do not even know our neighbors or care to, we are unique. Whether we participate or not, and whether we exchange DEXmills or not is immaterial. We exist. We are a community. We are here for each other. And for these reasons alone, we are a SUCCESS. Way to go.
Attending were Nani Barretto, Al Feldt, Scott Hale, and JoAnne Marcoux.
1. We will hold our annual picnic on August 21 from 4-6 PM at Maryfield Park.
• We will provide a grill with some sausages and buns, a few tables, paper plates, cups and plastic utensils.
• You should bring a dish to pass, your own beverages, chairs or blankets, and any specialty meats you want to cook yourself.
• We will have the last of our DEXMIL- logo shopping bags for sale at a knock down price of $4.00.
• Those attending will be asked whether they approve the ByLaws as written or whether they wish to suggest changes. e This poll will be continued until we have attained the approval of a majority of the current membership.
2, Nani will announce a possible area wide Garage Sale for the weekend of September 11th with DexMil providing newspaper announcements, maps, signs etc. The sale will not be held unless at least seven households indicate their intanition to participate.
3. The Board approved filing our annual report to the State of Michigan with no changes from last year, a filliing fee of $20, and the signature of our President., Nani.
4. Al will try to reset our website to either a dot org or dot coop rather than the current dot com which is inappropriate for a non-profit organization. This may require rebuilding the entire website.
The board expressed no interest in a free website with COMCAST.
5. Al reported that Driving has become our single most highly used service, generating well over seventy trips since last February. Most of these were for grocery shopping but a dozen or more were for medical appointments and emergencies and four or five more personal trips were also provided..
6. The Board agreed to continue with last year's procedure in calling for board nominations in November and holding the election for two board seats during the first week in December. The two board members completing their three year terms this year are JoAnne Marcoux and Al Feldt.
7.. The Board agreed to raise the cost of our initiation fee to $20 while providing a free shopping bang to new members.
8. The next board meeting will be held in October at a date to be announced later.
May 18, 2010 Board Meeting Summary Attending: Nani Barretto, Al Feldt, Scott Hale, Jo Ann Marcoux, Sally Mitani and Tom Weisskopf attending No visitors)
1, Sally questioned whether it was worth continuing the newsletter. Though well received, there has been little input from DexMil members. Stories are needed, especially ones on local people and issues. The Board felt that the newsletter was a useful representation of area interests and that it should be continued on a biannual basis. Next issue will be in June and several board members offered to provide articles. All DexMil members are invited to offer suggestions and articles for consideration.
2. Feldt raised similar questions about the website. Is it worth keeping up? It is averaging 20-30 visitors a day and they are seeing an average of 40-50 pages per day. Most agreed that it provides useful information, especially to outsiders but that it could provide more helpful current information. Scott offered to help Al with its content and organization. Among other innovations, we will try to set up a website poll on the proposed bylaws allowing members to indicate approval and/or suggest changes to certain sections. Possibly this might count as part of a DEXMIL wide vote on accepting or rejecting the bylaws.
3. The bylaws have now gone through their fourth and fifth revisions by Scott and Tom, respectively. Tom will send the latest revision to Sally for one last review and publication in the June newsletter.
4. Feldt reported briefly on the combined flower order, the toxic waste pickup and the driving program for medical and grocery trips. All are in operation and have been fairly successful.
5. We ;still have about 50 shopping bags unsold and efforts will be made to sell more of them at upcoming picnics, general meetings, and garage sales. The Board agreed to raise the initiation fee to $20 and provide new members with a free shopping bag.
6. Our annual picnic will be held at Maryfield Park on August 21st from 4 tog 6 pm.
As in the past, DexMil will provide a variety of sausages and rolls while members attending are to bring beverages and a dish to pass. A discussion and possible vote on the bylaws will be held beforehand at about 3 pm. It is hoped that earlier discussions and approvals through the website and emails plus this final discussion will provide a clear consensus on approving the bylaws. If not, a fall meeting will be held in the falll.
7. A supplement to the Directory will be distributed in July. Ii will list new members and changes and corrections to existing members' listings. Feldt will solicit changes and additions from all members during June.
8. We will again attempt to organize a neighborhood wide garage sale in September, probably Friday to Sunday, Sept, 10-12. Nani Barretto is still willing to try to organize this and she hopes members will be more responsive to this effort and notify her of their interest well in advance.
9/ Two new issues were briefly discussed: Several of our members have been keeping "natural" yards to provide shelter for wildlife as well discourage the use of chemicals and pesticides. There is some kind of city or county recognition of such efforts and Feldt will try to get more information so that these kinds of care can be more easily recognized and supported.
Recently, a 15 year old was elected as a neighborhood commissioner in Los Angeles, defeating an older middle aged person. This seems to be something similar to a DexMil Director, though under municipal control. Age limits on DexMil membership was briefly discussed and it was noted that until now we have accepted anyone of any age as a member who was likely to contribute one or more services to the community. Under this practice we have several teenagers and sub-teens who are members of DexMil. The board felt that since election to the Board is by open ballot with one vote per household, we could be reasonably assured that those elected as directors would continue to be responsible and active members, regardless of age. Minimum and maximum ages for board membership might merit further consideration, however.
10. The next meeting of the Board of Directors will be at 7 pm, August 10th at Kathy West's House, 2113 Arborview.
October 1, 2009 - Survey of Current Status
After 18 months of operation, we realized that the use of scrip simplified our operation and eliminated the need for providing a centralized administration. At the same time it precluded gathering any consistent information on what members were actually doing. It was clear that we needed some kind of survey to keep track of how well we were doing. A simple 4 question survey was distributed asking about services provided or received from other members plus any participation in community activities. General comments were also invited. The following results were tabulated on October 1st.
• As of October 1, 2009 DEXMIL membership was 47 households involving 78 people, About 10 households (16 people) joined during 2009.
• 30 households responded to the questionnaire = 64 % response rate. 17 households never responded, 11 of whom are known to have been active to some degree
• Of the 30 households responding:
12 provided one or more services to other members
9 received one or more Services from other members.
18 had neither provided nor received any services
• Total number of services reported as given or received was 66., In many cases the same service was counted twice - by the provider and by the recipient. Thus the actual number of services provided was probably about 35. DEXMIL scrip was exchanged in less than half the cases reported.
• Most common services provided were:
Driving - 10
Writing/editing - 10
Sewing.mending - 6
Vacation Care - 5
Household Repairs - 5
• 18 of the 30 households responding had participated in one or more DEXMIL events such as picnics, meetings, garage sales, or contributing to the newsletters
• 2 active subgroups were reported: Scrabble & Live Trapping groundhogs.
• Miscellaneous comments
Though I haven't used any services or provided any, I do enjoy the online discussions. These make me aware of issues in the neighborhood, and I do feel as though I am getting to know people a bit...more than just a few families on nearby streets. DexMil works fine for me, as is! I would be more comfortable asking for services from others if it became more commonplace. I have never received a phone call or email asking for my services; and so
I hesitate to ask others for their services. This year I am going to make an effort to seek services (e.g., getting some clothing items hemmed/tailored).
When I asked for help with storm windows I got no response – not surprising, though.
I sent out a request for help with bike repairs and got no responses.
There have been other informal instances of members helping other members and not even exchanging DEXMILs. I speak from my own personal experience. I believe this is the neighborly spirit we are trying to achieve. Also, four of our memb ers have been getting together for occasional social gatherings such as scrabble or just a party. Friendships have formed. I have gotten to know more of my neighbors through the Dexter Miller Community so in my view it is a success
I am not involved enough to think about the services and using them. I only remember them as an option when it is too late. My fault, but perhaps learning the results of the survey will serve as an impetus to be more involved. I have looked at the ratings of vendors and services on our web page and encourage people to use this frequently. The more opinion, the more useful and accurate the list.
I really enjoy the email updates. It's great to know about the current issues in the neighborhood
We live on the geographical edge and, although we haven't been active participants, we're very glad the group exists, appreciate the connection and the general interest communication about the neighborhoods, and will happily participate if needs arise and if we can.
Garage sale participoation was profitable. Map of sales was great. Newsletter is very informative and helpful. Need some entertainment, esp during the winter months. movies?
Everything seems to be working. There aren’t a lot of members In my neighborhood, so we just help each other more informally. Keep up the good work that you are doing. Enjoy the social activities, which I believe make it easier to get to know members and then ask for help with their various services. I think we should have at least 4 a year. Picnic, garage sale, holiday party, possibly a trip to a play or musical. I like the newsletter and honestly would prefer to see it published more frequently. membership campaign should be held in cooperation with a social event (or perhaps a volunteer activity like helping people rake leaves who can't, then having a party). I know it takes work, and I think we need to encourage more people to get involved. A number of new neighbors have recently moved in and I think a fall membership recruitment/welcome activity would be fun
Organization seems nicely run; we just struggle to know exactly what services are available. A user portal on the website that showed who was willing to do what would be very helpful
In this era when many of us do not even know our neighbors or care to, we are unique. Whether we participate or not, and whether we exchange DEXmills or not is immaterial. We exist. We are a community. We are here for each other. And for these reasons alone, we are a SUCCESS. Way to go.
History: Periodic reviews of our status. Most recent first.
Summary of DEXMIL Board meeting, 8/2/08
1. A small upsurge in new members followed our decision to enlarge our boundaries. We now have 35 households enrolled as members and only six have not signed the liability waiver.
2, It was agreed that leaving the boundaries a bit vague, i.e. "Northwest Ann Arbor", was preferable at this time. It was also agreed that the initiation fee should remain at $15 at least for the rest of 2008 but we should now collect 12 months dues on joining so that renewals would be scattered throughout the year rather than clustering in January. .
3. Date, location, and character of a fall meeting of all member households was discussed at some length. An informal picnic at a park or backyard seemed preferable to a more formal meeting at a local school. Saturday afternoon, Sept.20th seemed to fit most calendars and Kathy West offered her yard and home at 2113 Arborview as the site. She and Al feel they can accommodate 40-50 people out or in doors depending on weather.
The co-op will provide variety of sausages (including vegetarian) plus paper plates and cups, plastic utensils, and ice. Households attending attending will be asked to bring a dish to pass and their own drinks. A few lawn games could be set up and tables and chairs will be sought from among members. Our initial book and record exchange will also be offered.
4. It was agreed that our first newsletter should be issued in early September. Two members have offered to work on this project and a few more will be solicited. Thus far our website is being maintained by Al Feldt but he could use help with this, particularly someone with website experience.
5. Draft copies of the next Directory were distributed and several suggestions on content and layout were made. Comments, corrections, or additions to earlier editions have been sparse. It was agreed to delay printing this new directory until the end of August in order to include as many new members and updates on old members as possible. Copies of the new Directory will be distributed at the September picnic. Directories will be stamped CONFIDENTIAL to discourage use by non-members.
6. Copies of several potential bylaws were distributed for discussion. Al argued that we must eventually codify our evolving sets of decisions and procedures but we can delay this till at least the end of the year. Issues that need more discussion include:
• How many directors are needed, what is their term of office, and how often must they meet?
• Directors' meetings are open to all co-op members, but should members have a vote at Director's meetings?
• If members cannot vote at Directors' meetings, what is the procedure for members to protest and possibly override decisions by Directors?
Additional bylaws issues are given on the By Laws Page of our website.
1. A small upsurge in new members followed our decision to enlarge our boundaries. We now have 35 households enrolled as members and only six have not signed the liability waiver.
2, It was agreed that leaving the boundaries a bit vague, i.e. "Northwest Ann Arbor", was preferable at this time. It was also agreed that the initiation fee should remain at $15 at least for the rest of 2008 but we should now collect 12 months dues on joining so that renewals would be scattered throughout the year rather than clustering in January. .
3. Date, location, and character of a fall meeting of all member households was discussed at some length. An informal picnic at a park or backyard seemed preferable to a more formal meeting at a local school. Saturday afternoon, Sept.20th seemed to fit most calendars and Kathy West offered her yard and home at 2113 Arborview as the site. She and Al feel they can accommodate 40-50 people out or in doors depending on weather.
The co-op will provide variety of sausages (including vegetarian) plus paper plates and cups, plastic utensils, and ice. Households attending attending will be asked to bring a dish to pass and their own drinks. A few lawn games could be set up and tables and chairs will be sought from among members. Our initial book and record exchange will also be offered.
4. It was agreed that our first newsletter should be issued in early September. Two members have offered to work on this project and a few more will be solicited. Thus far our website is being maintained by Al Feldt but he could use help with this, particularly someone with website experience.
5. Draft copies of the next Directory were distributed and several suggestions on content and layout were made. Comments, corrections, or additions to earlier editions have been sparse. It was agreed to delay printing this new directory until the end of August in order to include as many new members and updates on old members as possible. Copies of the new Directory will be distributed at the September picnic. Directories will be stamped CONFIDENTIAL to discourage use by non-members.
6. Copies of several potential bylaws were distributed for discussion. Al argued that we must eventually codify our evolving sets of decisions and procedures but we can delay this till at least the end of the year. Issues that need more discussion include:
• How many directors are needed, what is their term of office, and how often must they meet?
• Directors' meetings are open to all co-op members, but should members have a vote at Director's meetings?
• If members cannot vote at Directors' meetings, what is the procedure for members to protest and possibly override decisions by Directors?
Additional bylaws issues are given on the By Laws Page of our website.
2/2/08 First Board meeting
1. Instead of one central phone number for all services, we will provide a list of the home phones and email address of each commissioner and ask members to call them when seeking a volunteer or professional service. Each commissioner will maintain a roster of persons providing that service together with ratings of their quality, reliability, and availability. In most cases the member will then be expected to call that person directly and make arrangements. With some professional service providers, the commissioner may make the call in order to increase the chances of getting professional discounts by booking a number of calls for the same day. Payments to professional service providers are, however the responsibility of each household receiving them.
2. In order to avoid the need for what could be substantial insurance charges, each member household will be asked to sign a form agreeing that our volunteers are providing assistance at their request and that neither the volunteer or the co-op will be held responsible for unintended accidents or damage. Some legal help will probably be needed to write a satisfactory waiver.
3. In addition to the website and personal phones, the co-op will probably maintain one phone for use in emergencies and the appropriate commissioner cannot be found. It is expected that this phone will be lent to us free of charge from Neighborhood Senior Services. This may be rotated among commissioners but initially it will be kept by Al and Kathy, commissioners for Administration and Sewing.
4. Each household is expected to complete a simple evaluation following the completion of a service by either a volunteer or by a professional service provider recommended by one of our commissioners. It form will be something like the following:
Date service provided _____________ Type of Service ________________________
Service Provider ___________________________________ Time Involved ___________
Service Receiver _____ ______________________ Satisfaction with the service ________
(1-5 where 1 = very dissatisfied and 5 = very satisfied)
5. Time spent receiving or providing a service will be counted to the nearest half hour and recorded for each household. We are not yet quite sure how these will be recorded but presumably something like a simple savings account with deposits and withdrawals. Tom Weisskopf has offered to work out some kind of accounting system and should be informed of initial deposits and withdrawals for the first week or two.
6. The board of commissioners will be named as our board of directors in filing ourselves as a non-profit corporation with the state. We hope to complete this shortly and create a financial checking account at the Bank of Ann Arbor.
7. The Board decided that expenditures greater than $75 required board approval and signatures from two commissioners. l.
Next commission meeting will be Saturday, Feb 16 at 4 pm at Liina Paasuke's home. Members may attend but must obtain prior approval from the host./hostess due to space limitations in private homes.
1. Instead of one central phone number for all services, we will provide a list of the home phones and email address of each commissioner and ask members to call them when seeking a volunteer or professional service. Each commissioner will maintain a roster of persons providing that service together with ratings of their quality, reliability, and availability. In most cases the member will then be expected to call that person directly and make arrangements. With some professional service providers, the commissioner may make the call in order to increase the chances of getting professional discounts by booking a number of calls for the same day. Payments to professional service providers are, however the responsibility of each household receiving them.
2. In order to avoid the need for what could be substantial insurance charges, each member household will be asked to sign a form agreeing that our volunteers are providing assistance at their request and that neither the volunteer or the co-op will be held responsible for unintended accidents or damage. Some legal help will probably be needed to write a satisfactory waiver.
3. In addition to the website and personal phones, the co-op will probably maintain one phone for use in emergencies and the appropriate commissioner cannot be found. It is expected that this phone will be lent to us free of charge from Neighborhood Senior Services. This may be rotated among commissioners but initially it will be kept by Al and Kathy, commissioners for Administration and Sewing.
4. Each household is expected to complete a simple evaluation following the completion of a service by either a volunteer or by a professional service provider recommended by one of our commissioners. It form will be something like the following:
Date service provided _____________ Type of Service ________________________
Service Provider ___________________________________ Time Involved ___________
Service Receiver _____ ______________________ Satisfaction with the service ________
(1-5 where 1 = very dissatisfied and 5 = very satisfied)
5. Time spent receiving or providing a service will be counted to the nearest half hour and recorded for each household. We are not yet quite sure how these will be recorded but presumably something like a simple savings account with deposits and withdrawals. Tom Weisskopf has offered to work out some kind of accounting system and should be informed of initial deposits and withdrawals for the first week or two.
6. The board of commissioners will be named as our board of directors in filing ourselves as a non-profit corporation with the state. We hope to complete this shortly and create a financial checking account at the Bank of Ann Arbor.
7. The Board decided that expenditures greater than $75 required board approval and signatures from two commissioners. l.
Next commission meeting will be Saturday, Feb 16 at 4 pm at Liina Paasuke's home. Members may attend but must obtain prior approval from the host./hostess due to space limitations in private homes.
From: Al Feldt January 31, 2008
To Households interested in the DEXMIL Community
Subject: First General Meeting - Minutes
The meeting began at 7:10 pm with 18 households present plus five proxies. Chaired by Al Feldt
with Kathy West taking notes and JoAnn Marcoux helping Al interpret questions from the floor
which he sometimes can’t hear.
1. Al briefly reviewed the background to attempting to create this group. He pointed out that among the several hundred similar efforts going on around the country, this may be the only one which does not focus or limit its coverage to services for the elderly. He also noted that some of these groups have very high operating costs and charge substantial initiation fees and monthly dues. The intention here is to keep costs to a minimum by relying almost totally on volunteer help rather than hiring staff. One funding possibility is the gift card program at Krogers which pays organizations a 5% rebate on grocery purchases by its members. It is hoped this group will be able to accept members from any household regardless of their ability to pay dues or contribute volunteer services and that in a short time we may be able to reduce monthly dues to a few dollars.
2. Arguing that we needed firm commitments from at least 20 households to make starting worth while, Al called for a show of hands from those present who were ready to fill out one of the new application forms and write a check or IOU for at lest the first three month dues ($15). Virtually everyone present raised their hand and began filling out the forms and writing checks. It was noted that five households not present had sent in proxies and presumably they would also be sending in applications and checks within a few days. At the end of the meeting we had completed applications and cash, checks or IOUs from sixteen of the households present.
3. It was agreed to use the name Dexter-Miller Community and our website to be named DEXMIL.COM. Al said he would shortly file with the state as a non-profit corporation by that name.
4. Two approaches to the structure of our organization were briefly discussed:
1. A small board of directors who would then find volunteers to Chair each service areas well as various administrative tasks.
2. Seek Volunteer commissioners to manage each area of service plus administration and have the commissioners meet as a board of directors.
The second option was preferred as being simpler and more useful.
5. Volunteers were then sought for each of the nine most popular services plus administration. Seven persons volunteered to cover seven of the ten activities. These seven will meet as a Board of Directors and we will plan on covering only those services with commissioners. Additional volunteers are sought for the three services not yet covered. A list of the services and their commissioners can be found on our website at DEXMIL.com. It was agreed that commissioners would arrange their first meeting through email exchanges.
6. That seemed to cover all the important issues and the meeting was adjourned at 8:15.
As of Thursday afternoon, five of the seven commissioners have agreed to their first meeting on Saturday, Feb 2d at 2 pm at Feldt's house, 2113 Arborview. Commission meetings should be open to all members but space in private homes can be a limiting factor so anyone wishing to attend should call or email first
Please note that this is the last update on DEXMIL activities that will be sent to non-members, but our website, DEXMIL.COM is open to the public. . A revised version of the membership application is attached.
To Households interested in the DEXMIL Community
Subject: First General Meeting - Minutes
The meeting began at 7:10 pm with 18 households present plus five proxies. Chaired by Al Feldt
with Kathy West taking notes and JoAnn Marcoux helping Al interpret questions from the floor
which he sometimes can’t hear.
1. Al briefly reviewed the background to attempting to create this group. He pointed out that among the several hundred similar efforts going on around the country, this may be the only one which does not focus or limit its coverage to services for the elderly. He also noted that some of these groups have very high operating costs and charge substantial initiation fees and monthly dues. The intention here is to keep costs to a minimum by relying almost totally on volunteer help rather than hiring staff. One funding possibility is the gift card program at Krogers which pays organizations a 5% rebate on grocery purchases by its members. It is hoped this group will be able to accept members from any household regardless of their ability to pay dues or contribute volunteer services and that in a short time we may be able to reduce monthly dues to a few dollars.
2. Arguing that we needed firm commitments from at least 20 households to make starting worth while, Al called for a show of hands from those present who were ready to fill out one of the new application forms and write a check or IOU for at lest the first three month dues ($15). Virtually everyone present raised their hand and began filling out the forms and writing checks. It was noted that five households not present had sent in proxies and presumably they would also be sending in applications and checks within a few days. At the end of the meeting we had completed applications and cash, checks or IOUs from sixteen of the households present.
3. It was agreed to use the name Dexter-Miller Community and our website to be named DEXMIL.COM. Al said he would shortly file with the state as a non-profit corporation by that name.
4. Two approaches to the structure of our organization were briefly discussed:
1. A small board of directors who would then find volunteers to Chair each service areas well as various administrative tasks.
2. Seek Volunteer commissioners to manage each area of service plus administration and have the commissioners meet as a board of directors.
The second option was preferred as being simpler and more useful.
5. Volunteers were then sought for each of the nine most popular services plus administration. Seven persons volunteered to cover seven of the ten activities. These seven will meet as a Board of Directors and we will plan on covering only those services with commissioners. Additional volunteers are sought for the three services not yet covered. A list of the services and their commissioners can be found on our website at DEXMIL.com. It was agreed that commissioners would arrange their first meeting through email exchanges.
6. That seemed to cover all the important issues and the meeting was adjourned at 8:15.
As of Thursday afternoon, five of the seven commissioners have agreed to their first meeting on Saturday, Feb 2d at 2 pm at Feldt's house, 2113 Arborview. Commission meetings should be open to all members but space in private homes can be a limiting factor so anyone wishing to attend should call or email first
Please note that this is the last update on DEXMIL activities that will be sent to non-members, but our website, DEXMIL.COM is open to the public. . A revised version of the membership application is attached.
10/31/07 End of Summer Status
Beacon Hill Village recommends a seven step process for creating a community organization: forming a core group, researching information on the community, conducting a survey of local needs, lining up local service provider businesses, creating a business plan, collecting money, and hiring a director. We have already done some work on the first four steps, although the effort is far from complete. At this point I have mailed a description and questionnaire to 79 households and received expressions of interest from 16 households. That is better than a 20% return rate which is very encouraging.
Several of you have asked how the co-op would be organized. It is too early to say since the nature of the organization must ultimately be determined by the membership through an elected Board of Directors. But a number of possibilities suggest themselves, based on the way similar service organizations have been organized plus suggestions already made by a few of those responding to our questionnaire. To get the discussion going as early as possible here are a few of these possibilities:..
1. When the co-op is ready to begin functioning, the first fifty or so enrolled households should elect a small (three people?) Board of Directors to replace the organizing committee. Two Additional members of the Board of Directors should be elected and added as the membership grows to 100 households and again when it reaches 200 households
a. This Board should lay out the basic structure and present it to the entire membership for discussion, amendment, and ultimate approval. Meanwhile, the Board may appoint committees and subcommittees for specific services to be offered and should establish 4 - 5 levels of membership reflecting the extent to which households wish to become involved.
b. A basic membership might require a monthly contribution of one hour of volunteer time and $10. The second level might double that and each successive level could simply double that of the previous level, reaching 8 contributed hours and $80 for a level four membership. Presumably members would adjust their membership levels as experience with the co-op justified having higher or lower levels of involvement.
2. The membership is to be made up of households from all age groups not just seniors as has been done in many similar organizations around the country.
3. The heart of the organization will probably be based on four data bases:
a. A time and money bank of households’ monthly donations and expenditures with some record of how they are being used. Households will be allowed to accumulate a modest surplus or deficit in time and money but limits on the amounts should be set by the Board. Households will be asked to change their level of membership to a higher or lower grade in order to keep expenditures more closely in lines with amounts donated. The Board should set an exchange rate between time and money donationsand when necessary allow some members to donate either all time or all money. A possible rate of exchange might be one hour equals $10.
b. A list of local professional service providers with satisfaction ratings based on members’ experience with each provider. [already started]
c. A roster of volunteered skills and services each household is capable of providing to other members with satisfaction ratings based on members’ experience with each provider
d. A calendar of requested and provided services to serve as a daily work sheet as well as a historical record of activities.
4. Every member receiving a service is required to complete a brief evaluation indicating their satisfaction with the service provided. These evaluations will be used to compile quality ratings from both volunteer and professional service providers. Failure to submit an evaluation will delay scheduling the next requested service.
5. Two or three volunteers expending 5-10 hours each per week should be able to manage phone and email requests during the first few months of operation. Some of their time may have to be paid in cash at the rates set for the value of an hour’s volunteer time. As the co-op grows, several part time people will probably have to be employed for some of the administrative tasks. Ideally paid staff will be local residents
6. If the co-op grows to 500 households it should split into two approximately equal components with each continuing to grow independently in order to retain a local community atmosphere.
7. The board of directors should seek to establish the co-op as a 501C3 nonprofit organization and retain the paid or volunteer services of an accountant at an early stage. Got to top
Beacon Hill Village recommends a seven step process for creating a community organization: forming a core group, researching information on the community, conducting a survey of local needs, lining up local service provider businesses, creating a business plan, collecting money, and hiring a director. We have already done some work on the first four steps, although the effort is far from complete. At this point I have mailed a description and questionnaire to 79 households and received expressions of interest from 16 households. That is better than a 20% return rate which is very encouraging.
Several of you have asked how the co-op would be organized. It is too early to say since the nature of the organization must ultimately be determined by the membership through an elected Board of Directors. But a number of possibilities suggest themselves, based on the way similar service organizations have been organized plus suggestions already made by a few of those responding to our questionnaire. To get the discussion going as early as possible here are a few of these possibilities:..
1. When the co-op is ready to begin functioning, the first fifty or so enrolled households should elect a small (three people?) Board of Directors to replace the organizing committee. Two Additional members of the Board of Directors should be elected and added as the membership grows to 100 households and again when it reaches 200 households
a. This Board should lay out the basic structure and present it to the entire membership for discussion, amendment, and ultimate approval. Meanwhile, the Board may appoint committees and subcommittees for specific services to be offered and should establish 4 - 5 levels of membership reflecting the extent to which households wish to become involved.
b. A basic membership might require a monthly contribution of one hour of volunteer time and $10. The second level might double that and each successive level could simply double that of the previous level, reaching 8 contributed hours and $80 for a level four membership. Presumably members would adjust their membership levels as experience with the co-op justified having higher or lower levels of involvement.
2. The membership is to be made up of households from all age groups not just seniors as has been done in many similar organizations around the country.
3. The heart of the organization will probably be based on four data bases:
a. A time and money bank of households’ monthly donations and expenditures with some record of how they are being used. Households will be allowed to accumulate a modest surplus or deficit in time and money but limits on the amounts should be set by the Board. Households will be asked to change their level of membership to a higher or lower grade in order to keep expenditures more closely in lines with amounts donated. The Board should set an exchange rate between time and money donationsand when necessary allow some members to donate either all time or all money. A possible rate of exchange might be one hour equals $10.
b. A list of local professional service providers with satisfaction ratings based on members’ experience with each provider. [already started]
c. A roster of volunteered skills and services each household is capable of providing to other members with satisfaction ratings based on members’ experience with each provider
d. A calendar of requested and provided services to serve as a daily work sheet as well as a historical record of activities.
4. Every member receiving a service is required to complete a brief evaluation indicating their satisfaction with the service provided. These evaluations will be used to compile quality ratings from both volunteer and professional service providers. Failure to submit an evaluation will delay scheduling the next requested service.
5. Two or three volunteers expending 5-10 hours each per week should be able to manage phone and email requests during the first few months of operation. Some of their time may have to be paid in cash at the rates set for the value of an hour’s volunteer time. As the co-op grows, several part time people will probably have to be employed for some of the administrative tasks. Ideally paid staff will be local residents
6. If the co-op grows to 500 households it should split into two approximately equal components with each continuing to grow independently in order to retain a local community atmosphere.
7. The board of directors should seek to establish the co-op as a 501C3 nonprofit organization and retain the paid or volunteer services of an accountant at an early stage. Got to top
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