Sachem Fund Board

Sachem Fund Committee 3/16/11 Room 335 Meeting Notes Attendees: Chairman Alderman Bill Nash, Co-Chairman Bill Quidgeon, Jr., Mohegan Tribal Member, Joseph Ruffo, Comptroller, Lottie Scott, Mayor Peter Nystrom, Peter Davis Director of Planning & Development, Mark Brown, Ambassador Mohegan Tribal Council and Bonnie Cuprak, Recording Secretary Not Present: James Gessner Jr., Mohegan Tribal Council Members of Press Present: Claire Bessette 1. The Meeting of the Sachem Fund Committee was called to order at 6:30 P.M. 2. It was determined a quorum was present 3. A motion was made by Mark Brown, seconded by Lottie Scott to approve the minutes of the May 5, 2010 meeting, Motion carried. Peter Davis abstained, he didn’t attend the meeting in May 4. Joe Ruffo presented finance reports and reported the balance includes unspent funds that have been reclaimed. The total of all available funds is $ 171,451.86 5. Discussion on the use of the grants to be given out and when to close the grant process. Lottie Scott commented on the request all being worthy causes but that money needed to go where the most economic impact would be felt for Norwich. Chairman Nash said that we need to do what is best for the city even if that meant funding only one project. Are we going to use funds for Economic Development, Community Organizations or a combination of both? Co- Chairman Bill Quidgeon stated that the committee needs to sit down and look at all of the applications that come in and review each one individually. It was decided not to limit the applications to one aspect of the rules. 6. Discussion was held on the length of time to accept applications. There was discussion on the amount of time it would take people to fill out the applications. Lottie Scott made a motion to close the request process on May 2, 2011 at 4:30 P.M. with all applications being stamped in upon receipt in the finance office. Peter Davis seconded the motion. Motion was unanimous. 7. Lottie Scott made a motion to have 2 minute presentations on May 11, 2011 starting at 6:00 P.M. Mayor Peter Nystrom seconded the motion. Motion was unanimous. 8. Presentation to the City Council for their vote to be, tentatively set for June 6, 2011 at 7:30 P.M. Citizen Comment: Joanne Philbrick spoke and told the committee that they should identify themselves to other attendees. Ms. Philbrick also stated that the committee should ask for financials. Mr. Ruffo told everyone that the committee does request financial statements and refusing to give them will disqualify someone from applying. William (Bill) Kenny suggested the committee require scheduled and periodic written updates and reports outlining and detailing progress, to better document the effectiveness of grant monies. Sheila Hayes stated that prior to any additional money they always gave financials. Sheila also wanted a clarification of the rules about the amount of time that people have to expend the funds. She said that they were told in the past to hold off on applying for money until later and then when they needed the money they couldn’t get it. She explained about the 150th anniversary of the Emancipation Proclamation coming up. She said that the year 2013 was important to the City of Norwich. When should her group ask for money? Chairman Nash explained that the reclaiming money was done on case by case bases. He said sometimes money is reclaimed after a project is finished and it came in under budget. In some cases for whatever reason we need to extend the time they have to use the money and that has been done on case by case bases. He informed Ms. Hayes that she should apply for the grant in the beginning and explain that the money wouldn’t be used until a certain date. Meeting adjourned at 7:30 P.M. Respectfully submitted by: Bonnie Cuprak, Recording Secretary