Minutes
from the Board Meeting
November
1999
Mailing/Posting of Minutes
from Last meeting
Report of Secretary:
Letters
were sent to Ms Robyn Powley requesting that she send copies of bills and
bank statements to board members. Several emails were sent and received
regarding breeder referral.
Report of Treasurer:
Xerox copies of bank statements were sent to each board member.
Report of Committees:
Kim asked that we postpone the committee reports till the next meeting.
Unfinished Business
Club Finances:
Janet move that we have a certified public accountant look at the financial
information presented to the board of directors by our treasurer. Terry
seconded Helen spoke to Steve Hittesdorf, of the Accounting firm Harding
and Hittesdorf. He explained that examining books was a three-tiered process.The
first one is when they just look at what you've got. A review is the second
level. An audit is the third. The reason a full audit is so expensive is
that the CPA becomes a sort of detective and must track down missing information,
once he determines what it is. Steve said that he would be happy to look
at our books/information and advise us of exactly what we needed to do,
without charge. He will not perform a review or audit without charge but
at least tell us where we are and what we need.
Bylaws:
Janet
moved that the board continue to conduct business under the 1999 by laws.
Helen seconded Kim talked with Mike Liosis at AKC about the by-laws and
the challenge made by member Ronni Delay and he assures me that our 99
By-laws still stand. There is no need for a vote on these By-Laws.
BCSA National 2000:
Janet moved that we suspend contracting any further services for the specialty
until we can look at our finances and ascertain that we will be able to
pay for whatever services we must fund in advance. For future Specialties
it is stated that the following must be sent to the board:.
-
A complete tentative schedule
presented to the board
-
All contracts in writing
-
Need to require that each chair
under the show chair sign some form of contract stating that they will
not enter into a contract without the permission of the show chair
-
The show chair must sign a contract
that ail contracts must be presented to the board for approval
-
Decide now whose rooms are paid
for at the national and put that in writing
Membership Chair:
The board voted to accept the appointment of Laura Tomaszewski as membership
chair
In order that we proceed
to the business of collecting money as soon as possible, Helen moved that
we accept the following as our dues schedule for the year 2000. Terry Hammond
seconded.
-
Single USA Membership - $40
-
Family USA Membership - $50
-
Canadian Membership $45/55
-
British Membership $55/65
-
Australian Membership $60/70
Breeder Referral Chair:
The board voted to accept Becky Beckman as breeder referral chair
New Business
Committee appointments
review: Kim suggested that instead of taking nominations for committee
members we need to put the positions we have out to the membership and
ask for volunteers and open this club back up to all the members. The financial
committee should be included on this however given that we do need this
ASAP the board voted to have Wayne Koutsky , a CPA ) head, that committee.
Helen said that if we put out a notice in our letter asking for volunteers
for committee positions, we ought to include something that asks for their
qualifications to serve on the committee such as past experience or job
experience
Policy Handbook:
Nancy
Little is still working on this.
Fund raising:
We
need to go ahead with a store for BCSA.
Phone Cards:
The board agreed that phone cards should not be used . The phone cards
that are already bought may be used but a record of use should be kept
Important Documents:
A question of where should important paperwork be kept was brought up Helen
moved that we secure a safe deposit box to be maintained by the secretary.
Terry seconded. The board than voted to do this.
V Awards:
Kim
asked that the vote we took at the national on awarding the V be reconsidered.Then
board than voted to not award two V's that had been applied for since these
dogs do not meet the present requirements for a "V" The vote was unanimous
except for Terry Hammond The board will discuss ways to improve and simplify
the guidelines for a Versatility title.
Miscellaneous:
The
following were voted upon and passed unanimously by the board:
-
Suspend contracting services
for the Specialty until we can look at our financial statement
-
Have Kim Augustine as a second
signature on all bank accounts
-
Give the President permission
to rework the Standard Committee
-
Print the 1998 tax returns in
Borderlines
-
Have all chairs and officers
sign a contract relating to financial obligations
-
Allow the Membership chair to
not offer VISA as payment The following were approved by the board with
the voting as noted
Other items voted on:
-
Uphold the 99 Bylaws Yes. All
except Terry Hammond
-
Have only the Specialty Chair
enter into contracts Yes all except Janet Lewis
-
Have all trophies presented
at the Specialty be donated Yes all except Janet Lewis and Terry Hammond
-
Require tracking at the Specialty
to cover all their expenses. Yes all except Janet Lewis and Linda Baron.
Respectfully Submitted
Linda Baron, BCSA Recording
Secretary