February 10, 2009 Board Meetin

Board Members Present:  Sharon Addison, Warren Sanders, Dick Schmeling, Jan Schneck, Jim Peterson, Vince Alline, Dennis Malcolm, Dean Miller

Absent:  Bob Foster  

Also in attendance:  Frank Fritchman, Bob Kutschera and Don Stieghan

·         Following some discussion regarding the placement of tables and chairs in Room D, Addison said that she will get a written policy from the POA.  The balance of her report will continue later in this meeting.   

Vice President, Warren Sanders – No report.

Secretary, Jan Schneck – No report.

·         Distributed the Treasurer’s Report for the month of January.  The Club received $465 in dues and $0.57 of bank interest.  There were expenses of $50 for the Club’s first monthly donation to TAP, $58.16 for meeting expenses and $168 for the website management. The Pass-Through Account took in $955 and paid out $586.13 for supplies, for a net inflow of $368.87 during the month.  Since the TAProgram began, the Pass-Through Account has received a total of $19,325.43 and used a total of $8,904.59, leaving a balance of $10,420.84 in that account.  The Treasury’s ending bank balance for the month was $14,125.31of which $10,420.84 is designated for the Pass-Through Account, leaving $3,704.47 available for Operations.

·         The Auditor’s Report dated January 16, 2009, also was distributed.  There were no problems with that report.

·         Schmeling advised that new signature were completed for the bank last month.

·         He will file Form 990E this month.  This IRS form must be filed electronically.

·         There was some discussion at this point regarding the appearance of a shortfall in memberships due to the collection of dues from October 1 of the previous year.  There is no shortfall, but the accounting in a different year simply gives that appearance.  While Schmeling was willing to adjust the budget to better reconcile the records on a month-to-month basis, it was the opinion of the Board that it would amount to unnecessary extra work to do so this year.  Schmeling agreed to adjust the Dues line in the 2010 budget.

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

Past President, Jim Peterson – No report.

President, Sharon Addison – Continued

·         Last month we talked about forming a Recruiting Committee to try to get volunteers to serve the Communications, Program and First Level Support Committees.  We have not had a meeting yet.  First Level Support is a particular concern because Dennis Malcolm has officially resigned as Chairman.

·         Kutschera reported that there were 3 new memberships and 20 renewals for a total of 37 members including 14 additional members.  $345 was delivered to the Treasurer. 

·         From October 1, 2008 through February 9, 2009, we have received $2,130 in dues.

·         Kutschera has initiated an efficient way to determine if someone has double paid and it passed its first test today.  That interception will eliminate the need for the Treasurer to reimburse the member for the second payment.

·         We continue to have problems with bounced back e-mails, but Kutschera is confident that the Committee will be able to determine the cause of the repeated bounce backs.

·         When the POA computer crashed recently, we had no Tell-E-Gram for a while.  It’s back up and running now, but the POA lost all of its e-mail addresses.  They have asked if the Computer Club would, as a community service, publish in its Newsletter a notice for people to advise Patty Robichaud of their e-mail address.  Vince Alline made a motion that the Newsletter notify readers that the Tell-E-Gram is back in operation and to advise Patty Robichaud of their e-mail addresses; Dennis Malcolm seconded.  Board approved.  Addison suggested that a Special Newsletter is going out this week to announce the February 17 and 24 Open House Workshops.  That would be a good issue in which to put the Tell-E-Gram notification.

·         Kutschera also would like to put notice of our General Meetings in the Tell-E-Gram.

·         Addison stated that Personal Computing Systems (PCS) will cover what to look for when buying a new personal computer – how much memory, what kind of processor, etc.

·         A man at a recent meeting offered to make a presentation on protecting yourself against household electrical problems.

·         Fritchman suggested that another good program might cover how to use your directory, set up file folders, etc.

·         Kutschera mentioned that he will get back in touch with the Oak Ridge people about having an afternoon tour of the facility, perhaps in lieu of the April or May General Meeting.

·         Sanders said they have now delivered 196 computer systems to families with 366 children.  He would like to arrange for the 200^th system to be picked up at the workhouse by a family and get Channel 6, the News Sentinel, Connection and Channel 3 to publicize the event.

·         There are 26 systems available to go now.  TAP has to move out of the workhouse by the end of March.

·         A lease agreement was obtained for the rooms under Catino’s Restaurant.  Before the lease is actually signed, Sanders wants to talk with Marty Singley, Senior Pastor, and the Board of Trustees to try to get, if possible, assurance that we do, in fact, have to move.

·         In anticipation of the rental lease, Schmeling contacted 5 rental insurance firms, but only 4 responded.  The quotes obtained were listed, with coverage comparisons, and distributed for future reference.

·         Malcolm officially resigned as Chairman on January 31.  January was a quiet month.

·         Peterson warned of several variants of a rogue virus that are menacing computers all over the world.  We have to advise people about it through the Newsletter, Special Newsletter, Open House Workshops, etc.  The usual virus protection and spyware will not detect it.  It comes in as a cookie and is quite devastating.  Peterson says there are only 2 things available to fix it:  Anti Malware Bytes (www.malwarebytes.org) and Super Anti Spyware (www.superantispyware.com).  Both of these are free downloads from their respective websites.  Peterson will write the article for Fritchman who will put them out in the Newsletter.

·         Addison plans to get together with Dennis Malcolm and Dean Miller to discuss FLS and come to terms as to what the program should be, what are reasonable expectations, how much time to spend on a given system, what hours people can call on them, etc., and develop specific guidelines.

·         Peterson plans Open House Workshops on February 17 and 14, both at Chota Rec Center, both on Tuesdays at from 1 PM to 4 PM.  People will be there to answer questions and help with problems.  Feedback on these sessions has been very good.  People seem to like the one-on-one.

·         Mugge keeps a spreadsheet with names of people interested in particular classes.  We need instructors, of course.

·         At the Workshops and at the General Meetings, we’ll put a clipboard on a table where people can enter their preferences for future classes.

·         Stieghan said that he is ready to set up a new SIG as soon as anyone identifies a need.  The Digital Photography SIG is very active with 15-20 people in it.

·         Addison said that Howard Jones has this project going again with 4 people on the list to take up the whole next month.

·         With the POA’s kibosh on the plaque, Vince Alline suggested that a certificate could be framed for the closet door in Room D.  Another will be made up for presentation.  Addison agreed to make the certificates on some parchment paper that she has   Warren Sanders motioned to have certificates made with the wording suggested by Vince Alline.  Dean Miller seconded.  Board approved.

·         Schmeling proposed amending the Club Bylaws simply to provide for an annual audit rather than a semiannual.  This was proposed by the Auditors and appears appropriate given the Club’s size and scope.  Vince Alline motioned to approve Dick Schmeling’s written proposal No. 1 to amend the Bylaws to allow for an annual audit of the Club’s books.  Warren Sanders seconded.  Board approved.  This issue must go to the General Membership for approval in March.

·         Schmeling proposed amendments to the Operations Manual reflecting the annual audit amendment.  These amendments were deemed appropriate provided the General Membership approves the Bylaws amendment above.

·         Addison was asked by someone on the HOA Board if the Club would be interested in printing their quarterly Newsletter which they have been paying about $800/quarter for.  The question of feasibility was discussed at some length.  The ultimate consensus was that the Club could not likely do it any cheaper and does not have the equipment of manpower to do a credible job.  Addison will advise the HOA that we cannot undertake such a project.

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

·         Fritchman to send out Special Newsletter announcing dates of Open House Workshops and the Poi’s loss of e-mail addresses for Tell-E-Grams.

·         Peterson to write up the virus warning for Fritchman to include in Special Newsletter.

·         Addison to make up 2 certificates for Room D and for presentation.