MARCH 2006

Minutes of the February 2006 Board Meeting

Minutes

SFBA Chapter Board Meeting

February 14. 2006

Present: Ann, Elia, Ellen, Kathleen, Leslie, Linda B, Sue and Vivian

Absent: Craig, Henry and Linda S.

Guests: Carl Nagata, Theresa Gahagan, Barbara Smothers, Ria McLeod and Tracy McLevil

I.        Reading and Approval of the Minutes

The following corrections were noted for the 1/10/06 meeting:

   1. Forum/Food -- it was Ann who made the recommendation, not Roxie: "For breakfast, Ann recommends having breakfast first, then the first class and then corporate presentations".

   2. Item #5 in the Forum report should read "Registrar - Elia", not "Registration - Elia" (Elia is the registrar. Linda S. is in charge of registration)

The January minutes were approved as corrected

II.      President's Report

A. Announcements - none

B. Correspondence - Requested updated Mapping for Chapter Area from National

III.    Treasurer's Report           See "Reports" (below)

There was a discussion on club accounting and which software was the best to use.

IV.    Auditor's Report - None           

V.      EB Report                           

Discussion regarding charging volunteers for Forum -- see the Forum Report, below

VI.     Committee Reports

A. Presidential Committees

1. Audit Committee

a. Ann will ask Vivian to appoint Elia as Audit Committee chair

b. Marge has agreed to work on Audit Check off List after Forum

2. By-laws Committee - Ellen will send the edited, approved Operating Procedures to Tatiana for a final edit of the format and then send it to everybody

3. Forum Committee - see "Reports" (below)

4. Nominating Committee - no report

B. Communications Committees - no report

1. Newsletter - the newsletter has been sent out

2. Publicity - no report

C. Education Committee

1. Classes - the committee would like to have classes in Petaluma, but we have only one instructor for that area. Attendance has been down at classes scheduled in the metro Bay Area. We sill probably not schedule many classes in the area until fall.

2. Club Visits - The club visit request form does not list a street (mailing) address where clubs can mail the completed form even though the instructions state to send it to the address on the form.  We will add an address on the form.

3. LANNs - no report

4. Model Club - Linda B. reported that the club had a great meeting with 6 guests in attendance.  The Model Club Agreement was sent to Vivian.

5. Observation Club - Sue reported that they had 3 visitors, and not very many questions.  We discussed the difference between a Model Club and an Observation Club.

6. Board member training - no report

D. Organization Committees - no report (Linda S. absent)

1. Board Membership Recruitment Committee - We are not actively recruiting at this time.  We are not getting back all the evaluation forms for classes/instructors. 

2. Planning Committee & Planning Meeting - The meeting date has not been determined yet. Board Member Training --discussion of Vivian's list of discussion topics for the CGAC training meeting was tabled at the January meeting. Another topic that was proposed is enhancing director skills.

3. Other

a. Annual Meeting - no report

b. Rechartering - no report

c. Board Training - mentoring

D  Organization Committees

E. Treasurer Committees

Finance & Budget - no report

VII.   Unfinished Business

1. Vote Jamie O'Brien in as Associate Director

2. Vote Theresa Gahagan as Probationary Associate Director

VIII. New Business

The board voted to make Jamie O'Brien an Associate Director. He has been a Probationary Assistant Director for one year.

The board voted to make Theresa Gallagher a Probationary Associate Director

IX.    Adjournment

The meeting adjourned at 8:18 p.m.

Treasurer's Report

The Treasurer's Report has been emailed to the Directors.  There were no questions on the report.  Sue sent out the February 2006 report to everybody. She summarized the report as follows:

The tab labeled Current Reports has both the Balance Sheet (showing total current assets and liabilities) and the Profit and Loss.  Here are the highlights:

    1.  Total in checking and MMA are $51,205.09

    2.  Total receivables are $ 365 - money owed to us from Corporate Sponsors - Duke for $350 and National CC's for $15.00

 On the Profit and Loss (or Income Statement)

    1. We've collected $13,102 in income, $9950 from corporate sponsors

    2. Educational programs brought in $2,170.00 so far

    3. We had some residual income for books and software that we sold  ($756.00)

    4. Expenses are primarily for the Educational Programs and to Run the Board

    Total Profit thus far is $ 9,055.00

The Second Tab just itemizes this into their proper classes and subclasses

The Third Tab is so that everyone can see the detail of what has been rec'd and paid to date - if you care.

 All the rest of the tabs are for the prior fiscal year ... which we have already discussed.

Also, some visa card charges for book sales at the Annual Meeting did not go through.

Forum Committee Report

1. Logistics - Kathleen

Ann, Craig, Kathleen and Roxie will meet with Larry Brooks this coming Friday for a walk through of the SBC center.

2. CD Duplication - Theresa

Theresa is standardizing the format for Presenters' handouts and is in the process of talking with CD duplication service companies. Ann will need 500 discs.

3. Registration - Linda S

Linda is in Japan - no report

4. Corporate Sponsors - Sue

- We have received money from all the sponsors except for one.  We have five booth sponsors. Sue needs help sending email to corporate sponsors to ask for door prizes. Door prizes would be sent to Barbara. Ellen volunteered to help.

- Announcements about door prizes took too long. The three corporate sponsors were located in two separate rooms

- When should we give out door prizes? Options include the following: at lunch, sporadically throughout the day, at the corporate sponsor presentations, at the end of the day. The consensus seemed to be that lunch time and at the end of the day would be best. (The auditorium holds 280 people.)

5. Hostess - Sue

- Has rides to Forum/has rooms for all presenters

- Sue needs Ann Cuneaz' return trip information (flight time)

- The Marriott Hotel is completely booked at the corporate/discount rate

- Sue will try to get rooms at other hotels

- JR (a member of Sue's club) will handle food and the "hospitality suite" for Friday night. We will have pizza and sandwiches available.

- Please R.S.V.P. to  Sue re Sat. night dinner at 6 p.m. at the Big Horn Grill in San Ramon

6. Forum Chair - Ann

- Mark Roberson gave us 3 door prizes in the form of 3 free subscriptions to his newsletter

- Stuffing party at Vivian's on the weekend of March 4 - 5 -- TBA

- Henry ordered books for book sales

- Mollyguard registration -- 10 people so far

- Ann will be creating the program. We need to have an idea of how many people will be attending and how many in each class, then assign the rooms and then create the program.

7. Volunteers - Vivian

- Should we charge volunteers? Should second-year volunteers be admitted free of charge? The majority of directors were in favor of not charging volunteers

- We could ask the Model Club to help with registration at the Forum: Helga, Jean, Linda B and Louise

Vivian said she will write the letter

Actionable

Ann

- Contract details for equipment rentals -- fees, deductible and liability (11/08/05)

- Ask Vivian to appoint Elia as chair of the Audit Committee (2/14/06)

Craig

- Check with Mary Ann Davis/CGAB re board training at our May Annual Planning Meeting (11/08/05)

- Continuation of 4/3/05 meeting (4/3/05)

- Contact people re parts of the plan (8/09/05)

Elia

- Open jobs - find somebody to handle publicity (8/09/05)

Ellen

- Send the edited, approved OP to Tatiana for a final edit of the format and then send it to everybody (2/14/06)

- Post Operating Procedures on web site when finished (8/09/05)

- Contact Sue about helping with corporate door prizes

Kathleen -

- Find out how to create a plan for recruiting directors at the Reno C'Fest next June (11/08/05)

- (Market Place Money radio show) - ask Sue if she would be interested in going on the show for publicity purposes (8/09/05)

Leslie - Find missing deposit

Linda B Send Model Club by-laws to Vivian, Kathleen and Ann (11/08/05)

Linda S.:

- Ask Roxie to post links of all classes, Model Club, Observation Cub and LANNs on the first page (8/09/05)

- Publicity: (Market Place Money radio show) - ask Sue if she would be interested in going on the show for publicity purposes (8/09/05)

Marge - work on Audit Check off List after Forum (2/14/06)

Roxie - Director-only part of the chapter web site (for exclusive use of directors). This would simplify how we handle vouchers and reimbursement of expenses. (1/11/05)

Vivian

- After the Board approves the Operating Procedures, assign somebody to contact all directors to discuss their current level of participation (11/08/05)

- Write letter to send to Rob Black re his cancellation (2/14/06)

- Planning Meeting and board member training (TBA) -- discussion of Vivian's list of discussion topics for the CGAC training meeting was tabled (1/16/06)

- Appoint Elia as chair of the Audit Committee (2/14/06)