Minutes of Board of Directors Meeting

Transcription

1 Call Meeting to Order Aaron Praus - President Called to order at 9:35 am Roll Call Chris Kreger - Secretary Directors Present: Aaron Praus, Kevin Magstadt, Chris Kreger, Sherwin Wanner, Josh Kraft, and Todd Flynn. Directors Absent: Dave Bell, Jennifer Pickett and Sheryl Garling Others Present: Sherryl Koop & Diana Trussell Approval of Agenda (Additions or Changes): Arron Praus President Aaron requested the addition under new business: 6) The Executive Director s Contract and 7) Secretary and Treasurer Contract Renewal. Kevin Magstadt moved to approve the agenda and Josh Kraft seconded: Motion Carried. Secretary/Treasurer s Report -Chris Kreger/Sherwin Wanner Secretary Minutes for the last four meeting were reviewed. Changes were noted to the Annual Meeting Minutes. They were corrected and the following motions were made: Kevin Magstadt moved to accept the Secretary s report For the August 27 th Board of Directors Meeting and Sherwin Wanner seconded: Motion Carried. Kevin Magstadt moved to accept the Secretary s report for the September 11 th Special Meeting and Todd Flynn seconded: Motion Carried. Kevin Magstadt moved to accept the Secretary s report with the suggested changes for the Annual Membership meeting and Sherwin Wanner seconded: Motion Carried. Todd Flynn moved to accept the Secretary s report for the September 17 th Organizational Minutes of the Board of Directors and Kevin Magstadt seconded: Motion Carried. Page 1

2 Treasurer Sherwin Wanner discussed the state of the Association accounts, the Association Budget and the Symposium Budget. Sherwin requested clarification of some of the expenses posted to the checking account: The Cracked Pepper charge in Fargo was lunch for Jennifer Picket and Sherryl Koop while shopping for Silent Auction Items. The Mathison Bismarck charge was for the Vendor Banners and Program printing for the Symposium. And the Holiday Inn Room Charge was for the Speaker s room. Review of the Symposium Budget lead to the change in classification of one item and clarification of one: The $ charge under name tags was for the logoed golf balls and should be moved to the Golf Expenses. The remaining $318.3 was for the Directors Shirts and was appropriately listed under name tags. Association Checking Account $ 59, Association Savings Account $ 11, USDA Grant Checking Account $ Association CD Account $ 8, Total Association Funds $ 79, Total Association Funds excluding USDA Grant Account $ 79, Association Budget Spent Association Budget Remaining Beginning New Beginning New Symposium Budget Spent $ 44, Draft Symposium Budget Remaining $ 16, Draft Revenue estimate $ 59, Draft Chris Kreger moved to accept the Treasurers report and Kevin Magstadt seconded: Motion Carried. Sherwin Wanner also presented to the board the Accounts payable for the month: Executive Directors invoice of $1, Treasurers Invoice of $75 Secretary s Invoice of $50 Page 2

3 Kevin Magstadt Moved to approve payment of the accounts payable and Josh Kraft seconded: Motion Carried. Executive Director s Report Sherryl Koop Sherryl expressed her thanks to the Board for their help with the Symposium. She reported that she heard several comments on how the logoed shirts were liked. We gained 12 new members since the beginning of the fiscal year for the Association. Sherryl asked that when the final list was complete for attendees she be copied. She can then categorize the attendees for the accountant. She expects to have everything in order for the accountant by October s meeting. Sherryl intends to work with Ecliptic to learn how to add and delete information from the new Web Site. She intends to get the meeting minutes, Association Forms, Awards and Pictures on the Web Page. She has planned to renew our SAM registration, which will keep us qualified for Grant money. She is planning on being at the Workshop in Bismarck the 29 th and 20 th. Sherryl has been attempting to get the awards and scholarships delivered to the recipients since the symposium and will continue to work on them. Sherryl began researching IRS compensation regulations regarding nonprofit contract pay versus employment. The goal is to identify the proper methods and procedures to follow to maintain our nonprofit contract pay status. Sherryl needs a letter from the Secretary regarding the new officers so she can ge the signature information changed at the bank for the Association accounts. Chris said he would provide. Sherryl is working on a short newsletter to send out in October. She thought she would have a draft out by next week. Credit card charges on the Square account have been an issue: Details of the transaction have not been getting back to Sherryl or Sherwin and are not on the Square Statement. Sherryl asked that all transactions be run through one person so all appropriate data can be gathered. She suggested that person be her. Sherryl also received an from a fellow who would like to do a 4 state conference. Discussion ensued. The consensus was to look into it further for a possible 2019 event. Chris Kreger moved to run all future credit card charges through the Executive Director and/or the Treasurer, Kevin Magstadt Seconded the motion: Motion Carried. Page 3

4 Old Business 1) 2015 Workshop update-diana Trussell Diana reported that there are 19 individuals signed up for the two day workshop at Bismarck at the end of the month. She also reported a few have signed up for the October Oilfield workshops. Aaron Praus suggested that a board member do the introduction to the NDSWRA at the workshops. It was determined that Sherryl Koop will do the Bismarck Workshop, Aaron Praus will do the Dickinson Workshop and Chris Kreger will do the Williston Workshop. 2) 14/15 USDA Grant Update Diana reported that the North Dakota Department of Health cannot match grant monies any longer due to budgetary changes. The NDDH receives Federal funds now which makes match ineligible for a grant. The grants require a minimum 10% match from a non-federally funded Agency. Discussion ensued on ideas to move forward. Sherryl Koop, Chris Kreger and Jennifer Picket were tapped to do some research to identify candidate agencies. 3) 2015 Symposium Update Aaron and others discussed the successes and failures of the Symposium. 4) Bylaws The board discussed how to proceed with the proposal to modify the bylaws of the Association to better fit actual operations. An attempt was made a couple years ago but failed due to lack of voter participation. Josh Kraft, Todd Flynn and Chris Kreger volunteered to work as a committee with a recommendation. Diana said she should be able to get us word documents to work with. 5) Executive Director Wages Tabled: Waiting for information from the Accountant. Page 4

5 6) Membership Dues Increase Aaron discussed a possible dues increase and restructuring. He asked for a committee of volunteers to: Research potential changes. Talk to other organizations about their dues and the services they provide. Kevin suggested Sherryl Garling check into Wyoming organizations and Jennifer Picket report back about Minnesota s Organizations. 7) Future Symposium Contracts Aaron Discussed and issue he learned about where the Astoria Hotel in Dickinson had reneged on a future contract they had signed. He further suggested that we should look the status of the ones we have. Sherryl Koop said she would do that. Kevin informed the group he would bring information to the next meeting regarding how to send out a Request for Proposals for our Symposiums from the CVB. New Business 1) 2016 Joint Symposium Committee Aaron suggested getting a committee set up to get started on this symposium in Deadwood South Dakota. Kevin, Josh, Sherryl and Aaron volunteered to form the committee. Sherryl said she would contact the South Dakota Association to get meeting dates set up for the committee. 2) NDDH Sit in: Roll on Board Aaron asked Diana to find out if the sit in position was going to be a rotational position and bring an answer back to the Boards next meeting. 3) P.O. Box The location of the PO Box was discussed. I was determined that it should remain in Bismarck. Kevin and Sherwin said they would monitor it and forward mail appropriately. 4) Symposium attendee evaluation/survey Sherryl informed the board that only one evaluation form was completed and submitted. The responses were in the 4 level of the form. In order to get some broader input, Survey Monkey was discussed. Aaron and Sherryl will work on getting that done. Page 5

6 A discussion on the use of the folders came up. The feeling was they are not well utilized by the participants. The Idea of a mobile app was floated and received a warm response. Consensus appeared to be this was an interesting idea to look into. 5) Newsletter Aaron Discussed ideas on the newsletter for the Association. He and Chris Kreger said they would send out some examples of newsletters they receive. As discussed earlier, Sherryl is working up one for October release. The Board discussed how often and when the newsletters should go out. The consensus was that they should be quarterly and be one month later than a calendar quarter. They should be called the Spring, Summer, Fall and Winter Editions. The Board would also like to sell advertising in the newsletter. 6) Executive Director Contract Tabled until advice is received from the Accountant. The need to do a performance review was discussed. No decision or direction was given. 7) Secretary and Treasurer Contracts The Board discussed if the current payments and contracts would work. Both Chris and Sherwin expressed that they were not seeking any changes to the current structure. Sherryl was going to check with the Accountant to determine of the dates on the contracts could be changed to coincide with the annual election of officers. Other Business Kevin brought up Board Member participation. He felt there should be more commitment from the board members to make the scheduled meetings and asked that this be reflected upon. Next Meeting The next meeting is scheduled for October 22nd at 9:30am Central Time via conference call. Meeting adjourned 11:25am Kevin Magstadt moved to adjourn the meeting and Chris Kreger seconded: Motion Carried. Page 6