Minutes: Council Meeting 3/12/2024
March 12th, 2024
The meeting was called to order at 4:15 pm by Ray Vail
In Attendance: Ray Vail, Ken Farnsworth, Rick Giroux, Mary Dempsey, Alfred Cosentino, Carolee Litwinka, and Sue Malcolm. The Board member not in attendance was Kathy van Fleet. Also in attendance was non-Board member, Jan Windscheffel, to discuss the March Penneloafer event, the Corn Hole tournament on March 24, 2023, which is turning out to be a fun event.
Action Items
Get a sub committee of the Board to report back on the best way to proceed to make the Penneloafer Website (penneloafers.com) useful and a great resource for the members. One suggestion is to have Doug Malcolm speak at a Board meeting to explain our possibilities. Ray handed to Susan his discussion with Walt on what he would like to see on the web.
The website has been expanded by Ray to include Board minutes. Key question is to get our webmaster to make the website up to date including our Directory of members’ contact information, to provide the information on our latest events and to allow members to see pictures of our events. Ray asked the Board members to look over our website.
Another important issue is to get the Welcome Committee underway. Ray handed out a Welcome Committee page with the Mission Statement and Procedure. Very important with all the new owners in our area to make them aware of all the features of being a Penneloafer. We have owners in different parts of our Loops to be the Ambassador of our group who will meet shortly to implement have this Committee’s activities which include enticing new owners to join and to keep tabs on houses for sales and make efforts to make their neighbors in their part of the loop feel a part of our Penneloafers’ group.
Ray provided to Ken and Mary their PenneLoafer email acccount; they are Vicepresident@penneloafers.com And Secretary@penneloafers.com
Approval of Minutes (February 13, 2024)
The Minutes were sent via email to all Board members for review. Motion to accept the minutes was made by Ray and seconded by Mary. Motion carried. These minutes were uploaded to the PenneLoafer Website for the very first time.
Membership Report
Ray gave the report that approximately 87 members have signed up with the goal of getting 100 members. Rick and Ray are working on getting Witmers and Upperstroms signed up respectively. Ray and Kathy have accessed to the Directory which is on the cloud. Could just have smaller version accessible to own.
First Welcome Committee Report
Ray will get together with Kathy to get the Welcome Committee started since there are people moving in. Ray has highlighted the section that each of the four Street Ambassador will be responsible for.
Corn Hole Tournament update (Jan Windscheffel/Ray). Corn Hole – 33 attendees, extend deadline to Sunday at 5 pm. The Greenbergs are providing a big sheet cake for dessert. Jan and Doc is doing practice play for Corn Hole.
Food is Pizza and salad from Sammy’s which Alfred will be picking up so that there will be 2 slices for each person. Thursdays, Sammy’s offers a deal on the price of their pizza.
Combined 2024 Holiday Party Update
Ray got Eisenhower schematic, and might need more room for dancing. 20 tables not a problem. Lakesiders now expect 90-100 people per Sharon Modica. We have approximately 60 people attending last year. The band, Chuck Barrios and Dawn, is expensive. PenneLoafer cost of entertainment should be based on number of people attending since more Lakesiders are expected to attend.
Current website update and New website content discussion
It is believed that we own our website license and not the software company. Carolee requested website Requirement. What do we want, what can we get. We must keep url for PenneLoafer.com as we need the same domain. Need our Webmaster to maintain directory and Update gallery by downloading new pictures. There needs to be mechanism so updated information is provided to the Webmaster. Need to find out if there is a maximum number of photos allowed or if space is unlimited on our website. Whether Walt Lenard wants to remain the Webmaster is uncertain.
- Open Discussion Topics
- Help Team will be discussed at future meeting.
- Open Months/Events
Poker Run
Ken and Carolee provided the flyer that contained extensive information on our first ever Penneloafter Golf Cart Poker Run on April 18, 2024.They went over the details and it’s essential that participants arrive early at 3:30 in the Fish Hawk parking lot to get instructions.They will be picking up fried chicken tenders from the Publix in Colony with other food items picked up at Sam’s Club.They did a spreadsheet for the food items, showing they are being cost effective.
They have done a dry run so that participants can return to Fish Hawk on time from the 4 mystery locations, all recreation center.Participants will be starting with a shot gun start.The longest run is approximately 67 minutes for drive time. Have 2 hours to complete.1st clue will be provided at Fish Hawk and get the last playing card at the end of the run at Fish Hawk.Playing Card you pick at each station will be stamped on your Tally Sheet.
Each scorer at each of the 4 locations will have one deck of cards.Once a card is drawn, the card goes back into deck. They have volunteers to cover ever location.Use smart phone to GPS the mystery locations.
Board could pay for a party once a year with music.
With no further discussion offered, a motion to adjourn was made by Mary and seconded by Ray.Motion carried. The meeting adjourned at 5:33 pm.The next meeting will be on a Friday, April 5th, 2024 to allow for Ray to be running the meeting.
Minutes: Council Meeting 2/12/2024
PenneLoafer Council Meeting
February 13th, 2024
The meeting was called to order at 4:15 pm by Ray Vail.
In Attendance: Ray Vail, Ken Farnsworth, Rick Giroux, Mary Dempsey, Alfred Cosentino, Kathy Farnsworth, Carolee Litwinka, Sue Malcolm. Also in attendance were non-Board members, Jan Windscheffel to discuss the March Penneloafer event, the Corn Hole tournament and Walt Lenard to discuss the Penneloafer website.
Action items
Decisions have to be made to determine what the current PenneLoafer website should be doing while keeping costs down. It was suggested a subcommittee can look at the issues with our website and make recommendations to the Board. Some of the activities we want to do is keep the address directory current, upload our Board minutes and financials, list the activities provide by the PenneLoafers, and allow only current PenneLoafer members access to pictures of our events. We need one file so everything is in synced.
Walt is our webmaster and he explained what programs he uses and what he is capable of doing as the website now stands. The Directory is on an Excel spreadsheet. Names need to be removed, added, and edited. Walt uses Mail chimp to send out notices on events and death notices. Some PenneLoafers are not receiving any notices. How should this be rectified? Walt will provide Ray with the password so that photos can be uploaded.
Another issue is security, which could be password protected in website areas that for example, has pictures of our events and should only be accessible by paying members.
Approval of Minutes
Minutes of the January 9, 2024 minutes were reviewed. Motion to accept the minutes was made by Ken and seconded by Alfred. Motion carried.
Membership Report
Kathy has dropped off materials with Realtors to encourage new people in our neighborhood to join the Penneloafers. The need to have the Directory updated as soon as possible with the new home owners is critical and will assist the Welcome Committee.
73 people
$734
37 homes.
Welcome Committee Update
No more Gerry Q.
Night Golf Update
Bob provided information on an email with extensive information. Similar to last year, Mary will check with participants on their food choices.
Corn Hole Tournament Event on Thursday March 21st.
Jan gave a thorough report on setting up this tournament differently than last year. The games will start at 7:00 pm and be done at 9:00 pm. There will be more room to play with ample room for each of the six (6) setups. A buzzer will be used to stop play, giving less time to play as opposed to last year, in order to speed things along. There will be a scorekeeper for each lane. Food will be provided by the Board with Alfred leading the way. Discussed asking for more money for events since there is now a line item for food. Jan’s presentation was so thorough that in the future, other events when applicable should follow this group’s lead.
Open Discussion Topics
Holiday party 2024
Still deciding to combine event with the Lakesiders. There are a lot of positives going together in a room in Eisenhower.
Possible event is Live theater in Eustis. A limited number of people in warmer weather can go by boat; there are 5 possible boats with a maximum of 10 people per boat. Will report back.
Not sure if will do crazing bowling again since a lot of work is required and at this point, no one has volunteered to host it.
Help Team
In other parts of the Villages, there is a help team, a group of people who when contacted can help neighbors in variety of ways. This will be discussed in a subsequent meeting.
Next time will discuss providing HELP for PenneLoafers that need assistance with such activities as moving, etc. It is available in other Villages.
With no further discussion offered by the Board members, a motion to adjourn was made by Ray and seconded by Ken. Motion carried. The meeting adjourned at 6:05 pm. The next meeting of the Council is scheduled for March 12, 2024.
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