Sachem Fund Board

SACHEM FUND MEETING Thursday, July 18, 2013 5:00 P.M. – Room 210 Meeting Notes Attendees: Chairman Alderman Pete Desaulniers, Co-Chairman Bill Quidgeon, Jr., Mohegan Tribal Member, Lottie Scott, Mark Brown, Ambassador Mohegan Tribal Council, Kathy Regan-Pyne, Mohegan Tribal Council, Joseph Ruffo, Comptroller, Gary Evans, Community Development Supervisor and Bonnie Cuprak, Recording Secretary Not Present: Mayor Peter Nystrom, Peter Davis Director of Planning & Development, James Gessner Jr., Mohegan Tribal Council Others Present: Bill Kinney, Jason Vincent of NCDC and Councilwoman Deb Hinchey. Members of Press Present: none (Claire Bessette of the Day came in at the end of the meeting) 1. The Meeting of the Sachem Fund Committee was called to order at 5:01 P.M. 2. It was determined a quorum was present. 3. A motion was made by Bill Quidgeon, seconded by Mark Brown to approve the minutes of the May 23, 2013 meeting. Motion carried. 4. Joe Ruffo, Comptroller reported that there is $ 223,109.36 currently in the fund available for distribution. Motion was made by Bill Quidgeon seconded by Lottie Scott to accept the report. Motion carried. 5. Pete Desaulniers gave a brief description of the next agenda item: Organization of committee and discussion of future funding, turned the floor over to Gary Evans for report of sub-committee, Lottie Scott, Mark Brown and Gary Evans: a) Gary Evans reported that the group had met on two separate occasions and discussed the future of the fund and how to generate the most from the endeavor. He presented notes of the discussions held with the group. He said they decided it was time to come back to the committee and ask how do we define this , are we headed down the right track, because if we are not we want to change our focus before we spend any more time. He gave a summary of what they tried to achieve. They reached five basic conclusions:  1. Sachem Fund is looking for programs that strengthened the concept of the draw to the City of Norwich to strengthen the economy. 2. Programs or projects must be collaborative to increase the draw to Norwich. 3. Programs must have clearly defined activities that give an indication of output, impact and results 4. Applicants will be evaluated using a rubric as an evaluation tool. To create a uniform measure so everyone is looking at everything at face value. Trying to remove subjective opinions. 5. Collaboration should seek to have return on investment such as: a financial return on investment for the City of Norwich, financial return on investment for the Sachem Fund, a legacy return on investment for the City and the Sachem Fund. b) Gary Evans discussed the minutes of the June 5, 2013 meeting of the subcommittee. 1. We don’t just want to jump in and create the RFP. We want to work backwards and ask what the committee is trying to achieve. From there we create the evaluation tool and from the tool create the application so the application prevents problems and can be created properly. After you are finished creating the application you can create the RFP. 2. Discussion on the draw to increase the number of people coming into Norwich. 3. Discussion on the definitions for the evaluation tool for future applications. 4. Discussion on results based accountability. 5. Discussion on collaboration of and the joining of projects. Creating partnerships. Discussion on parameters. 6. Discussion on the Ordinance and collaboration. 7. Discussion on funding streams. 6. Discussion held on the Ordinance that created the Sachem Fund and future disbursements. Discussion held on the committee being able to solicit funds on behalf of the committee and building a collaborative union of business or private individuals. The evolution of sustaining the fund. Discussion on the June 19, 2013 meeting of the subcommittee 7. Discussion on holding funds for another year or should we go forward this year. The committee needs to decide if they are willing to say we will not support this project. Based on the past we should vitalize the group to set our assessment to  how we are going to evaluate the future request. We should get it in place and then put it out. We have been stagnating with the funding. 8. Discussion on a rubric for the application process for the committee. We need to set it up so we can create what we want the applicants to give to us and what our measurements will be. 9. Discussion on # 5 exhibit. It can be studied at home and we can discuss it further at the next meeting. 10. Discussion on creating foot traffic downtown. Discussion on the need to create an RFP people can use and understand. 11. Decision made to have the subcommittee meet and come back to the committee with three or four definitions for discussion. 12. Housekeeping: a) Looking at the future of the grants and possible donors. Can we go into executive session to discuss nonpublic information and still keep the transparency we all want? b) If we try to get them to achieve we need to have them come back before us and tell us what is going on. We need to be able to control the flow of their money so we can see they are making progress. c) Want to make contracts and subcontracts available to them so they can see what is expected of them. They can agree to them so they know their responsibility. 13. Next step is creating the applications. 14. Co-Chairman Desaulniers asked the committee to review the Ordinance section three to look at the wording and see if there is something there that falls within what has been said. We need to look at what we are going to do if something happens and the funds are not used for stated purpose can we get the money back. It was decided that the future RFP would address this. 15. Citizen comment: a) Bill Kinney said the committee should feel good about the path they are on. He stated he has attended a number of the meetings and he is very happy that the committee is taking the stand they are. He said the Ordinance defined the goal in general terms now you are creating a route or path to get to Grandma’s house so to speak. You are helping them to find the house and the route. He stated that now we have collaboration  not parallel play as has been the norm for years. He stated they have made him happy as someone who lived in the city. What you are creating is an Everyone Wins Opportunity. You are creating an opportunity of; in order to get you must give. He applauds the committee for their efforts and encourages them to continue. b) Jason Vincent feels the new plan will work well for the city. Stated the subcommittee did a great job. In the future you should put expectations into the RFPs or contracts. Tell them what your standards are. 16. Adjourn meeting at 6:00 P.M. Motion made by Joe Ruffo and seconded by Lottie Scott.