January 13, 2009 Board Meeting

·         Distributed the Treasurer’s Report for the month of December.  The Club received $435 in dues and $0.64 of bank interest.  There expenses of $50 for APCUG dues and $35 of bank fees to net $350.64 of income.  The Pass-Through Account took in $6,110 and expended $843.39 for supplies, for a net inflow of $5,266.61 during the month.  Since the TAProgram began, the Pass-Through Account has received a total of $18,370.43 and used a total of $8,318.46, leaving a balance of $10,051.97 in that account.  The Treasury’s ending bank balance for the month was $13,567.03 of which $10,051.97 is designated for the Pass-Through Account, leaving $3,515.06 available for Operations.

·         For the full 2008 year, the Club had total income of $3,729.88 which was $44.12 less than budget.  Expenses for the year came to $9,859.05 which came to $880.95 less than budget.  Most of the income came in the form of dues and the bulk of expenses went toward equipment for the classroom.  The TAP fund (Pass-Through Account) generated $16,243.33 and spent $7,018.74 during the 2008 year.

·         Schmeling also distributed the 2009 Operating Budget which was approved on 11/11/08.  This budget includes a $50 monthly donation to the TAP program.

·         The 2 auditors will come to Schmeling’s home day after tomorrow to conduct their annual audit.

·         Schmeling reported that he has also done an inventory of the Club’s assets.  This was followed by considerable discussion regarding assets that are donated to the TAP program that are temporarily used by the Club (such as a laser printer, copier, etc.), but are not necessarily permanent Club assets.  It was decided that a Task Force comprised of Addison, Sanders, Alline and Schmeling, will go over these issues and report back to the Board with recommendations for proper inventory handling.

·         Jan Schneck motioned to approve the Treasurer’s Report; Dean Miller seconded.  Board approved.

·         In Bob Kutschera’s absence, his written report noted the General Meeting drew 47 members and 2 guests.

·         There were 3 new memberships and 29 renewals for a total of 56 members including 24 additional members.  $475 was delivered to the Treasurer.  One member submitted just $10, but was sent and e-mail asking for the other $5.

·         From October 1, 2008, when we began to collect 2009 dues, $1,795 has been received. We continue to receive almost all of the dues via mail which is appreciated.  Starting next month, Kutschera will be closing the receipts for the month at the conclusion of the General Meeting so he can send all required information to Ethel Tatro with time to enter the data before the Board Meeting.  This was a worthwhile suggestion made by Ethel.

·         Sanders mentioned that we had talked about cutting off the dues tally on the Saturday after the General Meeting to have a proper reconcile point.  Schmeling agreed that we need to adhere to a particular cut-off date.  Addison said she will discuss this issue with Kutschera.

·         Addison commented that there still is no chairman for this committee.  She’ll do a presentation on backing up, anti viruses and internet security.  She would like someone to participate with her.  Miller

emphasized that this sort of program should be done at least annually.  Foster interjected that it must be presented at the level of the general audience, being careful not to go over their heads.  Foster, Mugge, Alline and Schmeling agreed to get together with Addison to put together such a program for next month.

·         Addison asked the Board to keep in mind that a chairman is needed for the Program Committee, so if anyone comes to mind, try to get someone to come forward.

·         Sanders spoke with Larry Quick who bought the offices across from the workhouse and he indicated that he’d like us to rent next to the Edward Jones offices.  He wants Sanders to talk with him before signing a lease with Donna Akey.  Sanders said that Akey usually goes with a one-year lease.  Her space under Catino’s is 1,200 square feet at $538 per month plus utilities with no POA assessment.  Quick’s area is 1,760 square feet, but is not open space. He wants $880/month and has 2 POA assessments besides.

·         Sanders said that we need to move before the garage sale in March.  He doesn’t know if we can get a lease beginning April 1, whether Akey would let us go in March to put in the shelves and things needed to prepare for the TAP group. 

·         Sanders made a motion that he along with Addison, Alline and Schmeling, meet with Donna Akey to go over her contract and, if appropriate, to sign a lease without the need to first get back with the entire Board for approval.  Foster seconded.  Board approved.

·         Foster suggested we try to get first option to renew also if we can get a one-year lease.

·         Sanders said he will talk with a former professional fundraiser in the Village to handle the further   solicitation of funds for TAP and will report back to the Board.

·         Malcolm said it was pretty quiet over the holidays, but mentioned that he is still waiting for a chairman of the FLS Team.  His phone will not be operable by the end of this month.  He further reminded everyone that FLS is only for Club members.

·         Addison is concerned with the updating of the website.  A number of people tell deGroote what to put on the website, but he doesn’t know if the information is really authorized, so the website is somewhat out of date.  It was mentioned that the Public Relations chairman has been gone for quite some time and that, for a while, Karen Brown was handling the job and was the contact with deGroote and with Channel 3, but she is no longer here now.  Addison said she will try to get the website updated, but we really need a Public Relations person to carry on with this obligation.

·         Addison asked about the process to fill some of the positions that are vacant.  We currently have openings for chairpersons of the Program, Public Relations and First Level Support Committees.  We also need a Vice President by the end of March when Warren Sanders is resigning from that position. 

Don Stieghan suggested that what we need is a recruiting committee to go out and ask people to serve.  After a good deal of discussion, Addison, Schneck, Stieghan and Sanders agreed to serve as recruiters.  Addison thought that Kutschera might also agree to join that group.  The group will have to get together and go over the member data base looking for and contacting the people who have indicated a willingness to help in various areas.  It was agreed that it must be emphasized that serving on a committee does not require computer expertise.

·         Mugge thanked Jim Peterson, who was absent, for setting up the Open House workshops for next week; Tuesday at 1:30 to 4:00 and Thursday at 8:30 to 11:00, both at the Chota Rec Center.  Sharon commented that all of the feedback she has received on the workshops has been very favorable.

·         Mugge stated that he will be out of town until February 21, so Peterson will be handling Education in the meantime.

·         Alline asked if we could have a flashing headline for the Newsletter regarding the workshops and classes to better grab the readers’ attention.

·         Stieghan said that he now waits until there are classes set up.  If a particular class doesn’t quite fill the needs, then he might be able to establish a Special Interest Group to cover the topic in more detail.

·         The Digital Photo SIG is still very active.

·         Addison said that Howard Jones has the lists of participants in the scanner project and is getting them coordinated.  The lists include those who have paid and used the scanner, those who have paid and not yet used the scanner and those who are on the list, but have not paid.  The users still are to be notified when it is their turn to use the scanner, starting with those who have paid and have not yet used it.  The cost is $25 and if a member can’t finish all of his slides in one-week session allotted to each user, he returns the scanner and his name goes to the end of the list.  There is no additional charge when he uses it again.

·         Chuck Hill said there are 9 people who have paid and never used the scanner.

·         Schneck reported that she had been advised by POA staff that since the classroom is not dedicated to the Club, any kind of dedication would not be allowed.  Addison said she will put this matter on the agenda for further discussion next month.

·         Stieghan said that the Newsletter went out today.

·         Asset Inventory Task Force made up of Addison, Sanders, Alline and Schmeling are to go over issues regarding the Club’s asset inventory and report back to the Board their recommendation for proper handling.

·         Rental Space Task Force made up of Addison, Sanders, Alline and Schmeling are to meet with Donna Akey to examine her rental contract and, if appropriate, sign a lease.

·         Recruiting Task Force made up of Addison, Sanders, Schneck and Stieghan are to go over the member data base and contact members who might be potential committee members or chairpersons.

·         Addison, Peterson and Schmeling are to meet at the bank to sign a new signature card(s).

·         Addison is to do what she can to see to the website updating.

·         Addison is to provide a laptop for General Meeting presentations until another laptop has been furnished.

·         Schmeling observed that we are nearing pay-up time for the website setup.  He asked Addison to talk to Victor de Groote about whether we should expect to get a bill or should we ask for one.

·         Addison said she wants to create a Yahoo or Google Group to keep better track of e-mail addresses, updates, etc.

·         Schmeling mentioned that with our new President, it will be necessary to sign new signature cards at the bank.  Dean Miller made a motion that new President Sharon Addison, Past President Jim Peterson and Treasurer Dick Schmeling arrange to meet at the bank to sign new signature card(s).  Warren Sanders seconded.  Board approved.

·         Foster suggested that, since the Club’s laptop normally used for presentations will now be used with the slide scanner, we need another laptop for presentations.  Addison said that she has one that has on it everything we need, so she will be the designated provider of that.  Foster further suggested that if we get a donation of a good laptop, we might be able to set that one up in such a way that it could be used for presentation purposes.