South Capitol Neighborhood Association Board Meeting Minutes
Weds, May 8, 2024 6:30-8:30 pm
Lincoln Elementary School library
Introductions and Call Meeting to Order
Members of the South Capitol Neighborhood Association (SCNA) Board in attendance:
John Saunders, President
Gerry Apple, Vice President
Sue Hedrick, Secretary
Morgan Montes, Treasurer
Kelley Dolan, Gordon White, Valerie Hammett, Nora Hawkins, Tim Davis, At Large members
John called the meeting to order.
Deschutes Estuary Restoration Project
Ann Larson, special assistant to the director of the Department of Enterprise Services (DES) gave an overview of the Deschutes Estuary Restoration Project, primary benefits to Olympia and Puget Sound, project partners and primary stakeholders, and the design schedule and process. Ann said they would like to engage with residents of the South Capitol neighborhood in the near future.
She provided a handout of the design schedule and key milestones. They anticipate meeting with the SCNA and neighbors adjacent to or with direct views of the estuary in August or September 2024, and will also hold a larger public meeting to give an update on the status of the project and to receive more input from the greater community.
Much of this is contingent on receiving funding from a number of sources. They are pursuing federal and state grants for design, permitting and construction.
Some of the benefits will be constructing a new 5th Avenue bridge with separated vehicle, bike and pedestrian lanes, increasing climate resiliency across the city by reducing the chance of flooding after the dam has been removed. This will also restore the natural transition between saltwater and freshwater and creating additional habitat for salmon.
The estuary will also have new boardwalks, a hand-carried boat launch, and a fishing pier.
More information about the Deschutes estuary restoration project can be found on the project’s website: https://deschutesestuaryproject.org/
A short video about the project is also available to watch on Youtube: https://www.youtube.com/watch?v=qkF6Khy6e2Q
Howard Goldberg, a former member of the SCNA board, is serving as the South Capitol’s representative on the project’s Community Sounding Board.
Approval of April Meeting Minutes and Today’s Agenda
Treacy made a motion to approve today’s draft agenda. Gerry seconded and the motion was approved.
Treacy made a motion to approve the April 2024 meeting minutes, Gordon seconded, and the motion was approved.
Treasurer’s Report
Morgan provided a verbal report on the board’s finances. Her written report is at the end of the minutes.
Committee Reports
Traffic – Treacy Duerfeldt and Gerry Apple
Treacy said that turnout by South Capitol board members and residents at the May 7th Olympia City Council meeting was good and the meeting went well. A number of board members and residents shared their concerns, which were well-received by the council. Four of the six council members at the meeting – Lisa Parshley, Dani Madrone, Robert Vanderpool and Mayor Dontae Payne – voiced support for Capitol Way improvements to slow down traffic.
Gordon volunteered to reach out to the seventh council member, Clark Gilman, who wasn’t able to attend the meeting. We hope to gain his support as well.
Treacy said the Traffic Committee will meet again on Weds, June 5th at 6:30 pm at his house to work on solutions to present at the June 11th city council meeting. He hopes that South Capitol residents will share more of their personal traffic stories with the board, and also any ideas they may have for solutions.
City of Olympia neighborhood matching grant requirement
John said he was able to secure liability insurance for board events and meetings. This is a requirement by the City of Olympia as part of our grant for the early Fall Barbeque/Potluck Picnic. SCNA board members voted by email to approve the cost of $440 for liability insurance for one year.
The Olympia City Council in March approved our grant application. The amount provided by the city for the early Fall picnic is $1,850.00, which we will match with volunteer time and labor, calculated at @$37.63/hour. We are required to keep original receipts and submit them to Lydia Moorehead, city staff who manages the grant program.
Neighborhood Barbeque/Potluck Picnic – Gerry Apple
Gerry met with the principal of Lincoln Elementary and received approval to use the Lincoln playshed on Sunday, Sept 8, 2024 for our neighborhood barbeque/potluck picnic. Previously, at the board’s April meeting, Kevin, Morgan, Emily, Sue, Scott and Valerie volunteered to help with the event.
Gerry invited the picnic volunteers to meet at his house on Mon, May 20th at 6:30 pm to begin planning the event (see Social/Picnic Committee Meeting Minutes below under Written Reports).
He will hand out copies of the volunteer timesheet, so everyone can track the time they spend on the event. Any volunteer purchasing supplies for the event should save their receipts and give them to Morgan, our board treasurer.
Parking – Valerie Hammett
Valerie said there was nothing new to report.
Communications – Emily Tilger
Emily was not able to attend the meeting, so there was no chair report. John said that communications from the board to the neighborhood have been good.
Motion to adjourn
Gordon moved to adjourn the meeting, Morgan seconded, and the motion was approved. The meeting ended at 7:59 pm.
Next SCNA board meeting – Weds, June 12, 2024 6:30 pm, Lincoln Elementary School library
Written Reports
5/8/24 Treasurer’s Report – Morgan Montes
Business Prime Savings $20.00
Innovator Checking $1,849.10
Recent Income: No checks came in. There is money in our Paypal account, but unable to move it into our checking account until my access is successfully added.
Recent Expenses
State Farm Insurance Annual Premium $440
Google Suite $7.91
Total $447.91
Note:
John Saunders successfully established our liability insurance policy with State Farm. We paid the annual premium of $440.
I also completed the paperwork with the City of Olympia to enable us to receive electronic funds transfers for the grant.
Social/Picnic Committee Meeting Minutes – Kelley Dolan
May 20, 2024 @ 6:30-8:00pm, Gerry’s House (1803 Capitol Way South)
In attendance: Gerry, Helen, Kevin, Tim, Nora, Valerie, Morgan, Kelley (+ Sweet Pea & Buttercup 😊)
What time should we set for this event?
• Date and time of event: Sunday, September 8th @ 3:00-7:00pm
• Time slot was voted for unanimously
• Estimating anywhere from 150-300 people to be at the event
What groups should we allow to have booths at this event?
• Nonprofits and governmental organizations are all allowed to have booths.
• Any others should have to seek full Board approval
Booth suggestions:
• Voter registration
• Deschutes Estuary project – Ann Larsen
• City of Olympia – Recycle/Composting – may also be able to help with free removal of trash/recycling from event
• Morgan has offered to reach out to City of Olympia about event
Who should be invited to barbecue at this event?
• Likely need at least 3 people barbecuing.
• 2 people have volunteered so far.
Music selection and budge for this group
• Michael Dempster’s band is booked to perform for 3 hours at the event. This will cost $500.
How do we advertise for this event?
• Fliers
• Sandwich boards – Kevin has access to several sandwich boards of all sizes
• Banner in front of Lincoln – Sue has a banner. Should say something about “neighborhood” on it so that people know it’s a local event
• Marcella (Lincoln Elementary Principal) says banner can be hung up to 2 weeks before event at school.
Do we need a health permit?
• Follow up with John and Sue about whether a health permit was secured for last year’s event
• If needed, reach out to Thurston County sooner rather than later
What type of youth activities should we provide?
• Face painting
• Check in with Sue to see what she set up for last year’s event
• Cornhole
• Bubbles
• Chalk
• Water balloon toss
• Balloon animals
When will the flier be sent to over 600 residences?
• Double-check with Sue that fliers will be sent out in August.
• Suggestion that fliers say something like “Bring your own chairs (BYOC) and if you can, a dish to share”
Volunteer form
• Board members will review and go over as a group at the next Board meeting
Safety rules
• To be discussed at next board meeting
Membership table
• Suggestion to have a table dedicated to encouraging people to sign up and donate to the SCNA
• Suggestion to have board members sign up for 30-minute timeslots at the SCNA membership table
• Suggestion to provide name tags for attendees
Tables and chairs
• See below for Inventory List
• Check with Sue and John about how many tables were used at last year’s event
• Estimate 7-8 tables just for food
• Suggestion for people to bring chairs from home to the event
• Can we ask Lincoln about using tables from the school?
• Kevin has 13 tables he has access to that we can use for the event.
Food donations
• Emily’s father will make a brisket
• Kevin will connect with Western Meats – 110 patties for $50
• Costco can donate to 501(c)(3)s. Fill out application soon. Check to see if they can also donate veggie burgers/items
• Chef’s Store will give out $150 gift cards to 501(c)(3)s. Fill out letter soon. See last page of meeting minutes for example of a letter Kevin has used
• Kevin is able to get donations of hotdog and hamburger buns from Franz
Other ideas/good of the order?
• How can we support/involve local businesses such as Frog Pond, Olympia Baking Company, Vic’s
• Can we buy products – ice, soft drinks, vegan pastries – directly from these places?
• Can we ask for donations and then offer a booth?
• Group emphasis on keeping this event as “green” as possible – staying away from plastic. (e.g., compostable cutlery and plates, encouraging composting of food instead of trash, etc.)
• Kevin and Helen both have Food Handlers Certifications/Permits
Inventory list of things we will need for the event
• See below
Important things to consider
• We will need a lot of freezer space to keep food (burgers). Does anyone know of anyone who has a lot of space?
• See what can be donated first before buying
• Record volunteer hours for event individually
Next Social/Picnic Committee meeting
• Will be held sometime after June Board Meeting
• Volunteer form and safety rules will be discussed at next meeting
Initial Inventory of Items Needed for Event
Coolers
Ice
Pick-up trucks
Grills
Tables
Chairs
Sandwich boards
Cutlery (compostable)
Plates (compostable)
Napkins
Franz Hotdog and Hamburger – Kevin can get these items through Franz donation
South Capitol Neighborhood Association 