NE-IA Board of Trustees Meeting, February 17, 2018, Regional Leadership Summit, Holiday Inn Southwest Omaha

Transcription

1

2

3 NE-IA Board of Trustees Meeting, February 17, 2018, Regional Leadership Summit, Holiday Inn Southwest Omaha In Attendance: Steve Hambeck, Region I Trustee; Lynda Henningsen, Region II Trustee; Floyd Hutzell, Region IV Trustee; Frank Murphy, Region VI Trustee; Jan Burch, Governor; Sue Waldren, Governor-Elect; Lenora Hanna, Vice Governor; Larry Ziska, Treasurer; Amber Patterson, Secretary (non-voting member) Absent: Fred Dietze, KI Trustee/Counselor; Norma Beaver, Region III Trustee; Joe Melcher Region V Trustee; Jim Dane, Immediate Past Governor Guest: Bob Mitchell, Formula Chair Welcome: The meeting was called to order by Governor Jan Burch at 1:15 PM Introduction of Amber Patterson, District Secretary as of January 1, 2018 Minutes Correction - Jan, on Norma s behalf, noted addition to page 3, list item D of Dec. 20, 2018 BOT minutes o Change to reflect addition of Norma in sentence, Sue suggested that we present the collapsed numbers to the Lt. Governors o Jan asked for a motion to approve the minutes from Dec. 20 and to include change, Sue and Norma both suggested that we present the collapsed numbers to the Lt. Governors o Floyd moved, and Lenora seconded. Motion carried. Financial: Updates through January 31, Larry passed out QuickBooks balance sheet for Dec. 31, 2017 in comparison to Dec. 31, 2016 and actual to budget through December 31, Cash balance at Dec 31, 2017 compared to cash balance at Dec. 31, 2016 reflects $6,000 decrease Credit Card Statements - We are still working on obtaining copies of 2017 credit card statements, so we can properly record expenditures that were paid prior to 9/30/17 Sue asked why Treasurer and Secretary are not receiving District Administrator s credit card statements o Larry s response was that the Treasurer and Secretary are not authorized owners or signers of the District Administrators cards and therefore do not have access to their statements o Sue stated that a District Administrator (Amy Hoger) was not receiving the credit card statements either o Larry stated he was unable to answer why that was without doing further research with Bank of the West Banking Issues - Larry discussed issues with transitioning previous Secretary s credit card to current Secretary, Amber Patterson 1 P age

4 NE-IA Board of Trustees Meeting, February 17, 2018, Regional Leadership Summit, Holiday Inn Southwest Omaha o After meeting with Bank of the West Branch Manager, Jonathan Bradford we have uncovered three issues that must be resolved before moving forward with opening new credit cards for District Administrators 1. Our district is inactive with Nebraska Secretary of State and has been since We may need to reincorporate and doing so may reinstatement/filing fees. Follow-up note: We are current with the Iowa Secretary of State. 2. In asking for a Circle K Administrator credit card we have been told that we need to write and submit a letter indicating that Circle K and Key Club are affiliated with the NE-IA Kiwanis District. Since Circle K & Key Club are considered fictitious organizations we need to show proof of affiliation, illustrating that they are similar to subsidiaries. 3. We need a current copy of our articles of incorporation from Kiwanis International. o We have time to address these issues because Hogan & Hansen has filed an extension and will not perform an internal audit until sometime after April 15. Payroll Tax Levy - Larry stated that the District paid $4000 for a payroll tax levy for Dec He was not aware of the levy until after it had been paid. He s researching with the IRS to determine why the District received the levy. Larry s review through Frank s tenure as secretary indicates that all taxes were paid. Larry is waiting for transcript from IRS. The last notice received stated it was a civil penalty, he is not sure what that pertains to other than payroll taxes and will continue to research. Surety Bond Approved & Background Check Cleared for New Secretary - Jan informed the board that District Secretary Amber Patterson has a clear background check through Kiwanis International and was approved for a surety bond (both paid for by the District). New Member Fees - Jan asked for any feedback to our increased new member fee that was effective January 1, o We have found that some clubs are not charging new members these fees, with the club paying the initial fees from its admin account. o Some have increased local new member fees to recognize the increase; some are paying the difference between the old and new. o Regardless, the clubs dues structures including fees need to be examined. o Clubs need to understand distinction between administrative and service funds. Vouchers for Reimbursement - Sue proposed that vouchers for reimbursement be turned in within a defined period rather than waiting until the end of the fiscal year. o It was suggested that Lt. Govs will be required to turn in vouchers for reimbursement quarterly. o Larry moved that all reimbursements be submitted by the appropriate individuals by the 10th of the month following the end of the calendar quarter starting October 1, P age

5 NE-IA Board of Trustees Meeting, February 17, 2018, Regional Leadership Summit, Holiday Inn Southwest Omaha Lenora seconded, motion carried. Sue will cover this in her LG training. o Lynda asked if we could change voucher form, so payee could opt to forfeit their reimbursement and donate to NE-IA Foundation if so inclined Larry said he would need to research effect this may have on creating the budget and taxes o Larry stated that District office will pay bills and write checks the 15 th and last day of every month Committee Reporting: Jan repeatedly requested reports from 35 committees and received 15. o Especially concerned about lack of response from Risk Manager and Youth Protection Manager Committee, both chaired by Howard Omdahl. Currently, Howard is dealing with some health issues and Floyd will contact him to ask what his availability will be to chair these committees o Background Checks - Considering recent events (incident in which Circle K Advisor settled a sexual harassment civil suit), it is more important than ever to ensure that all SLP Administrators and Advisors have completed background checks. District policy states that the Youth Protection Manager through the LG s and then through the clubs would be assured every year that those club advisors will have background checks. Wording regarding Background Check Policy specifically addressing who pays needs to be changed immediately in both Policies & Procedures AND web site version of the actual Policy. Working to identify a Youth Protection Manager who will be responsible for making sure background checks are completed. Jim Dane is working on Builders Club advisors and instructing Bill Saxton for doing same with K Kids. Cara Houk was mentioned as possibility for same with Key Club. Regional Trustee Involvement & Oversight Each Trustee will contact their LG s to ask them to contact their Club Presidents and Secretaries to report on whether they have filed their annual IRS 990, are they active or inactive with their Secretary of State, have they completed current background checks on all their club s SLP advisors, does their club have a website, has their club paid international dues. o Amber will create a Google Doc Spreadsheet that will document findings o Submission deadline for club reporting is March 25 th Public Relations Tracy Buffington is our current PR Coordinator, but seemingly unable to act on requested PR activities. This is a key position in our district and an area where we need proactive involvement. o Lynda has agreed to act as the Board s PR Representative and will communicate with Tracy the news he needs to know and what he needs to do (tasks he needs to complete along with due dates) in his position as PR Coordinator. 3 P age

6 NE-IA Board of Trustees Meeting, February 17, 2018, Regional Leadership Summit, Holiday Inn Southwest Omaha Kiwanis One Day A newer committee still defining its role; Joe Melcher is our BOT chair. I Plan Jim is continuing to over-see this committee and prepared a spreadsheet outlining status of club completions. Finance Committee Discussion ensued on the matter of District dues. While several changes were made effective October 1 to cut our expenses, we do need to analyze our limited income streams, with heavy emphasis on dues as this is our main source of income. After discussion, Jan asked Larry to convene his committee to determine if there will be a dues increase and be prepared to make a recommendation at the next BOT meeting (April 6, 2018). Newsletter: Jan indicated that she and Amber have spent considerable time reviewing our newsletter with the intent of reviving The Kiwanian in some new format and some new distribution calendar. Amber brought up a sample of the revised newsletter with new format and unique, reoccurring articles, like Pour Decisions by Steve Siemens and Mary s Travels by Mary Langdon to be published soon. o The Kiwanian will be published electronically the first of every month and article submission deadline will be the 15 th of every month. The first newsletter will be published in the next few days. The second newsletter will be published April 1 st. o We will request that club secretaries (in the newsletter itself) make hardcopies of the newsletter for members who do not have We will also be including a recurring Did You Know article that will be reoccurring. The first published newsletter s Did You Know Article will feature Jim Brewer s, Why Do We Pay Dues District Convention: Amber is working on Facebook contest with our marketing rep (contract) to raise awareness of our presence on social media and eventually to highlight our upcoming event, the World Series o Increasing awareness will hopefully encourage younger members to register. o Overall goal is increase the District s social media presence. Club Leadership Education: Jan suggested offering President and Secretary training via Go to Meeting, either scheduled or on demand. This would be timelier for newly opened clubs as well as newly-named club secretaries. o Shirley Daugherty receptive to this idea Jan would like to try a pilot Go to Meeting training for a small number of club officers to see if it is successful 4 P age

7 NE-IA Board of Trustees Meeting, February 17, 2018, Regional Leadership Summit, Holiday Inn Southwest Omaha SLP Leaders: In March Amy Hoger and Aaron Podschun will be stepping down as Key Club Administrators. We unfortunately are not finding a Kiwanian willing to accept the role. Byron Tabor and Cara Houk are continuing as assistant administrators. o It was suggested that Dan Voss take up roll as interim Key Club Administrator Club Contest Results: Need to reevaluate Outstanding Secretary Award criteria Winner of Signature Project Award Dobytown Kiwanis School Backpack Project Kiwanis International Club Awards Received: Amber received KI Club Awards from Bryce Kinder for Distinguished Clubs o Award patches and certificates are now in Jan s possession o Several questions arose as to why certain clubs were receiving this award. Jan will contact Jim to review KI criteria for Adjourn: o The meeting adjourned at 4: 50 PM Respectfully submitted, Amber Patterson District Secretary 5 P age

8

9

10