Kaukauna Veterans Memorial Park Association Meeting Minutes – April 8, 2014

Council Chambers
Tuesday, April 8, 2014 – 4:15 PM

1. Open Meeting – The first meeting of the Kaukauna Veterans Memorial Park Association was called to order at 4:25 PM on Tuesday, April 8, 2014, by Mayor Rosin.

   Members Present: Mayor Rosin (City of Kaukauna), Troy Hanson (American Legion), Brian Roebke (Citizen), Judge Gene Schaefer (VFW), Mike Weaver (VFW), and Melissa Woodward (VFW Ladies Auxiliary). Members Absent: Tim Roehrig (Citizen) and Gary Wolf (VFW). Also Present: City Attorney, Kevin Davidson; and Terry Hanson, Guest, American Legion and VFW.

   Mayor thanked everyone for volunteering to be a part of the Association for the benefit of the Veterans and preservation of the park.

   a.    Introduction of Members.

       Those in attendance introduced themselves to the other Association members. At the time of the first meeting, there are eight members that have been appointed by the Mayor, with room for one more. Mayor Rosin asked the group for suggestions and several names were offered. Mayor will follow up with some of the suggestions in order to fill the vacancy. (It is not necessary for all members to be residents of the City to be part of the Association, as the Veterans honored in the Ring of Honor are from not only Kaukauna but also the surrounding area.)

   2.    Ratify Bylaws – The purpose of the bylaws are to set forth working rules for the group. Additionally, the Association is applying for 501(c)(3) status from the Federal government, and the bylaws are a necessary part of the application. To receive this status, you have to be recognized as a group with bylaws in place. The process for 501(c)(3) can take up to 12 months or more, however, 501(c)(3) status is not required to operate as a non-profit organization, and may continue to receive donations. Once 501(c)(3) status is recognized, the Association will be able to purchase tax-free. Additionally, the 501(c)(3) status from the IRS is a credential that larger corporations may require when making a donation.
   

   Attorney Davidson discussed the bylaws with the group and clarified some of the provisions he had drafted into the bylaws, and discussed amendments that would be made to the bylaws based on the group’s input.

       Appointment of Officers: (As per the bylaws, officers are appointed by the Mayor rather than being elected by the Association.)
   

• President – Mayor Rosin (or person holding the office of Mayor).
  
• Vice President –Mike Weaver was appointed.
  

• Secretary/Treasurer – Gary Wolf was appointed.
  

  
  Duties of this office are to maintain records, place brick orders, make deposits and act as the signatory. Until the bylaws are ratified, the deposits will continue to be made by Judge Schaefer at the Credit Union where the funds are currently kept. After the bylaws are ratified, the account will be closed and all money deposited at the Credit Union. Deposits will be made with the City of Kaukauna, where the Finance Department will administer the fund. Gary Wolf was appointed by Mayor Rosin.
  

  There was discussion that deadlines need to be set for ordering bricks. Troy Hanson requested that there be a written procedure drafted pertaining to the steps taken when bricks are ordered in case something were to happen to the person charged with that duty. This will allow the program to run smoothly. If a sub-committee for ordering bricks needs to be set up eventually, Article 11 of the Bylaws provides the Association with the authority to set it up. For the time being, Judge Schaefer will continue to take calls for bricks, and money will remain at the Credit Union until the bylaws are in place, at which time, he will turn everything over to Gary Wolf.

The question arose as to whether the Secretary/Treasurer needed to be bonded. Attorney Davidson will look into the matter and follow up with the group at the next meeting.

    Other questions that arose were: 1) How are the public/guests to be addressed at a meeting? 2) During a meeting, how would they approach the Association? Attorney Davidson responded that the KVMPA meetings are public meetings and are to be governed by Statute (Robert’s Rules). Meetings are to be properly posted so the public can attend if they care to.

    Attorney Davidson was excused at 5:15 PM and will have a clean copy of the bylaws for the next meeting scheduled for May 15.

3.    Sign for Veterans Park – A Veteran inquired about placing a sign for the park to show the public and visitors to our City what the area is. Discussion about the future Kwik Trip that will locate next to the park brought the group to the conclusion that any decisions should be made after it’s situated on their property and if there are going to be lighting issues. (Mike Weaver voiced a concern that Kwik Trip’s lighting could detract from the lighted flags and he is fearful that the park area will lose its honor and dignity. He is concerned about the spirit of the park being protected. Mayor stated that Kwik Trip has been sympathetic to residential areas with their lighting, but will share the information with the City Plan Commission.

    Mike Weaver has noticed a fund raising sign on a concrete base near the Veterans Park and would like to have it moved farther away from the park to the south. Mayor will look into it.

4.    Dates for Future Meetings – Next meeting will be held on May 15, 2014, at 4:15 PM, in the Council Chambers at City Hall. The Association will discuss the future meeting schedule at that time.

5.    Consideration of Miscellaneous Business – None.

    There being no further business to be brought before the Kaukauna Veterans Memorial Park Association, the meeting adjourned at 5:30 PM.

Submitted by:
Karen Koch, Recording Secretary for KVMPA