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Friends of Bay Oaks nonprofit needs volunteers and filing; board weighs handing off fundraising
Summary
Advisory board members reported that Friends of Bay Oaks — the volunteer nonprofit associated with the rec center — has a state filing due May 1 and limited volunteer leadership; members discussed next steps and town rules about advisory boards and fundraising.
Board members discussed the status of Friends of Bay Oaks, the volunteer nonprofit that supports Bay Oaks activities, and identified immediate administrative and organizational tasks.
Becky Guidry and other board members said the group has an annual state filing due May 1. Board volunteers reported they have not received promised checks that were discussed in earlier meetings; members cited references to a $14,000 check or other amounts but said financial records need verification. Guidry said she has a coupon to submit the annual filing and will follow up with town staff to locate outstanding checks.
Several board members stressed confusion about who may solicit donations and conduct fundraising. Staff and members clarified that town advisory boards cannot actively fundraise on the town’s behalf; the town can accept donations, but active fundraising and raffle sales must be done through an independent nonprofit. Members discussed restarting an independent Friends organization with volunteer officers and bylaws, and Denise Monahan — a founder of the Friends group — offered to help with organization and bylaws if volunteers step forward.
John (last name not provided at his public introduction) said he has two people interested in serving on a restarted Friends board; other members volunteered to contact prospective volunteers. Guidry said she will pay the small state filing fee (about $61) to preserve the nonprofit status while volunteers organize.
Why it matters: the Friends group can raise private funds and solicit grants that the advisory board and town staff cannot pursue directly; without an active volunteer nonprofit the town may forgo potential outside funding for Bay Oaks projects or amenities.
Next steps: staff and volunteers will locate outstanding checks, file the May 1 state paperwork to preserve nonprofit status, and coordinate a volunteer meeting to reconstitute the Friends board and agree roles and bylaws. Staff recommended keeping town staff limited in organizing volunteers to avoid conflicts with Sunshine Law and municipal rules governing advisory boards.
