SECRETARY'S REPORT - October 13,1999 - Grey Summit, MO
President, Kim Augustine, presiding. Board members present included: Robyn Powley, Joyce Herie, Janet Lewis, Helen Phillips Terry Hammond, Linda Baron, Guests included: Linda Rand, Ronni DeLay, Bobbie Farquhar, Barbara Palmer, Kelly Whiteman.
SECRETARY'S REPORT: The secretary's minutes of the September board meeting were read and approved.
TREASURER'S REPORT: Robyn Powley
distributed a paper showing the current balance of monies received and
distributed since her term in office which began January 1st and has lasted nine
months. Robyn went over the report with board members and explained several
items in response to member questions. Robyn stated that Barbara Palmer has been
very helpful in setting up the books for good record keeping.
Several methods for increasing revenue were discussed and included having fund raisers and an increase in dues. The board determined that the budget needed to be tightened up and that all committee chairs will be required to submit a budget which must be approved by the board. Committee members should be given a list of written terms and conditions. A suggestion was made to give each budget an authorization number which must be included an submitted bills in order for payment to be made. It is recommended that contractors be asked to submit bills in a timely manner. A copy of the contract should be sent to the treasurer so that she will know what incoming bills to expect.
The board would like to see an effort made to cover future specialty expenses by donations. Robyn explained that we have not had an actual audit of the books, but a review, the results of which were inconclusive due to the fact that many items did not have a receipt. Ronnie said that she thought that a canceled check was all that would be needed. An audit could cost the club between $5,000 and $10,000, while the review cost the club only $350 to $450. The board discussed if we could afford an audit and if we needed one.
The question was raised of what had the board specified last year, an audit or review, and who could do it, such as a club member. An audit would require a lot of data and tests and the material to do this may not be available. The board stated that they believed that there had been no illegal activity, but that we needed somehow to get the books and records straight.
The board decided that treasurers reports should be on a monthly basis and also we should have a yearly review. This will be published in Borderlines, as will the yearly IRS returns. The Treasurer's report will be broken down into specific items. We will look at a target budget with projections and then our goal will be to meet our budget.
Phone cards were discussed and these expenses should be included in committee budgets. There was a question of who got phone cards and what they are used for. Robyn explained that they are used by committee members who need to make phone calls from work. The board decided that all checks needed a second signature and Kim Augustine will be the second signatory. The Treasurer's report ended with a statement by the board that no single person is responsible for the condition of the books at this time. A motion was made to approve the Treasurer's report. Seconded and passed.
• National Specialty Report
by Kelly Whiteman 1) We need to determine if we need to reinstate the registration fee. 2) We need better communications between chairs 3) We need to look at all the committees and study the costs. A motion was made and seconded to accept the report. Passed
• Rescue Committee
There have been only 40 tickets sold for the Rescue Dinner on Saturday and Rescue would like everyone to advertise and promote the dinner.
"V" awards and the requirements were discussed. Janet Lewis moved to review the requirements of the versatility awards and have changes submitted by January 1,2000. The changes could be submitted to the board and to a committee which would be headed by Linda Rand. Helen seconded and motion passed.
The board decided that we can not afford to give members who join and pay in July a free years membership for the following year. All memberships will be due at the same time.
We need an attorney to look over our bylaws. Robyn moved that we appoint a Constitutional Oversight Committee to do this. The motion was seconded and approved.
The board will now meet once per month.
Robyn moved that we should have an attorney on retainer. Janet seconded and the motion passed.
The presentation of two "V" awards was brought up and discussed. Janet Lewis moved that since ambiguities exist in the present form of the "V" award, that we go toward the charitable way and award two V's that have been submitted. The motion was seconded and passed.
The order of board meetings was discussed and they will be run by Roberts Rules. The legality of voting by e-mail was discussed . AKC will be consulted in this matter. Bobbie Farquhar suggested that we obtain a OneList ballot site and Kim Augustine said she would set this up.
The last ballot that was sent to the members was determined to be illegal since a ballot and envelope were not sent for each member in a household.
Janet Lewis made a motion that a Financial Committee be established to oversee the club's budget, expenses and income. This committee will work in conjunction with the treasurer. The committee will oversee all club finances and give a quarterly report. Robyn seconded the motion and it was passed.
Helen Phillips moved that the ad rates for Borderlines be increased. The new rates would be nonmember ads $100 for a full page and member ads $80 for a full page. These rates will be effective January 1,2000. The motion was seconded by Janet Lewis and passed. Robyn Powley made a motion that club dues be increased to $50 for a household and $40 for a single membership. Rates would be raised accordingly for overseas memberships. Janet Lewis seconded and the motion was passed.
The board discussed if we could specify that a bill had to be submitted by a certain time or it would not be paid. The legality of this was questioned and it was decided that all would work to submit bills and contracts promptly.
Ronnie DeLay has resigned as our registered agent for the club. The agent needs to live in Kentucky. Terry Hammond volunteered to be the agent. Robyn moved that Terry be the registered agent. Seconded and passed.
Terry moved that the meeting be adjourned. Seconded and passed.
Respectfully Submitted Linda Baron BCSA Secretary