Report from joint Budget & Finance and
Outreach and Communications Committees

Feb. 20, 2007

Attendees: RuthAnne Tarletz, David Brunk, Martha Benedict, Pat Griffith

Committee reviewed quote from GoDaddy re: moving site from DataRealm ASP. As the cost would be approximately $10 / month more for the services we already have established, it was decided that moving the contract wouldn't be considered until the Fall, when the DataRealm prepaid use was about to expire.

We, as a Neighborhood Council, cannot undertake any contracts, so our Job Descriptions must all state clearly that either we engage a business on a as-need basis, and receive invoices from that business, or an individual must sign on with AppleOne, and we will engage the individual through AppleOne. Cost of hourly work through AppleOne: Between $15 – 22 per hour

We do request a motion from the Board to sign on with Constant Contract (or a similar "Blast" or email marketing) to provide formatting for the ASNC Outreach newsletter, that goes out 1x per week. (RuthAnne will provide quote)

We also request a motion to modify our Budget for this current year to move $1,000 from Operations to Outreach and $3,000 from Meeting Expense to Outreach , to cover remaining advertising and Webmaster expenses for the rest of the year. We also felt that we should publish a quarterly postcard to our members, covering the same information that is now sent to our newspaper advertisements, including printing overage to distribute to local businesses. And that we should discontinue future newspaper advertising, as this will target our stakeholders better.

We recommend, as a motion to the Board, that a committee of 5 volunteers be established to review applications for these positions, meeting after 3 weeks, when applications are received, and that committee select individuals/businesses, to be ratified by the Board at the March meeting.

Finally, we need to provide some education to all our Board members on how to update the Calendar and Forum sections of the ASNC website.

Proposals for paid assistance, to be added as motions to the Board to advertise and select individuals/businesses for these tasks. Advertisement to be via our ASNC website and ASNCAlert and other local, free email lists. Due date for applications and proposals to be 3 weeks from Feb. 26 Board meeting.

Administrative Assistant : Duties required: must have own transportation, must post Brown Act notices at 7 physical sites for the General meeting every month, plus 2-4 committee meetings. Must also handle our mailings, including the mass mailing of annual stakeholder/candidate information (2 mailings to approx. 14,000 households), plus 4 quarterly ‘newsletter' postcards to approx. 1000 addresses and other distribution to local businesses. Expected monthly hours vary from 6-15 hours per month. Expected monthly cost: $132 - 220

Planning Assistant : As the City Planning Dept. is now sending the submitted projects in spreadsheet format, we believe this work can be handled by a volunteer, so we will not need to advertise this position.

Webmaster : Webmaster should handle postings to the website, including 3-5 meeting notices per month, supporting documentation, links to City or NC related information, events and pictures. Webmaster must demonstrate previous experience in maintaining websites. Expected contents will include all the existing features, and are outlined in ASNC Web site Specifications. Exact content changes to be described in a public meeting, called once the Webmaster has been selected.

General Meeting Transcribing secretary : To work in conjunction with the elected ASNC Secretary to maintain minutes of the General Board meeting monthly, and to draft Board generated documents, such as letters. Expected monthly hours: 3-5 hrs. Expected monthly cost: $66 - 110

Bookkeeping Assistant : To work in conjunction with the elected ASNC Treasurer to assist with the quarterly audit. Expected monthly hours: 10 hrs. Expected monthly cost: $150