Apres Ski Club Board Meeting Minutes: June 2, 2010 7:00pm at Ed Martin s Home 1. Call to order Meeting was called to order at 7:05 p.m. by Ed Martin 2. Attendance Board Members: Present: Ed Martin, Richard Fisher, Nancy Bartolomei, Laura Kuiper, Susan Stecklair, Julia Nichols, Marian McGregor, Georgiana Rudge, David Whetzell Absent:, Connie Burdette, Paul Vlasveld, Quorum present? Yes Number of Voting Members 10 present: 8 To achieve Quorum need to have majority (6) present Others Present(Members and Guests): 3. Approval of Minutes It was moved by Rich Fisher and seconded by Julia Nichols to accept the minutes as amended of the May 5, 2010 meeting. The motion passed by unanimous consent 4. Review of Action items. Action items from the previous meeting were reviewed with the following outcomes: Dave W. to get the additional information from Andrea Miller regarding staying at the lodge with additional guests. Dave Whetzell Completed Ed Martin to revise the travel policy and resend for review at Board of Directors Ed Martin Complete 1 of 5
meeting on June 2, 2010 Add the Yahoo Group Policy to the updated Apres Policy Laura Kuiper Completed. Need to get to Ed for posting. 5. Club Business 5.1. Department Reports 5.1.1. Finances Provided by Treasurer, Susan Stecklair Susan sent Profit and Loss to the board members via the Apres Board mailing list. Susan asked if this was a sufficient way to distribute to the board. It was agreed that it was an okay way to distribute to the board. Some investigation to be done to have Nancy Bartolomei be Susan s backup. Ed reported that there is a PayPal breakout program that lists all the PayPal payments for an event or a person. There is also a login for apresworker on PayPal that allows you a read only view on the PayPal system. Ed will provide password to any that are interested. 5.1.2. Membership Provided by Julia Nichols. 303 members, 2-12 month new members, 1 6 month new members, 13 renewals, 8 non-renewals 5.1.3. Scribe Not in attendance 5.1.4. Website Provided by Ed Martin Nothing to report. 5.1.5. Property Provided by Richard Fisher Board has previously authorized $4000 for the fireplace. Rich is continuing to work within the previous dollar amount. For the work weekend: Kitchen Door will be done before the work weekend Door, Foundation, Dry Rot, Parking Lot $9000 2 of 5
MOTION: Allow for Richard Fisher to spend up to $9000 to work on the Kitchen door, Foundation work, Dry Rot fix, and Parking Lot fix. Made by: Richard Fisher Second by: Georgiana Rudge This motion passed by unanimous consent. Work weekend at the end of June. July 4 weekend by Rich and Georgiana July Rusty Bindings weekend Hot August Nights weekend being planned Luau/Pig Roast in 2 nd half of August being planned by Bernadette Suggested to avoid the Fun and Sun weekend. 5.1.6. Lodge Provided by David Whetzell David gave reminder to the board that the Lodge is being rented by Terry. David asked that if someone asks for the door codes please remind them that the lodge is being rented on June 13/14. Andrea Miller will have approximately 15 guests at the lodge in July. Work weekend is a closed weekend as well. 5.1.7. Race Team Not available 5.1.8. Sports & Activities Provided by Georgiana Rudge Georgiana went over the activities being held during the next month. 2 events for the remainder of June, 1 events planned so far for July. 5.1.9. Marketing/PR Provided by Marian McGregor Marian suggested that we need to set a date for the SKOP. She was looking at the Lookout as a possible location. Dates available are Fri, Sat or Sun, Mon or Tues only. Suggested looking at Nov 5 or 12 since the San Francisco Ski show is Nov 6/7 and the San Jose Ski show is Nov 13/14. The Lookout is $1000 for room rental. Ways to make the room rental cost less through things such as getting food through the venue. Costs for 100 people would be $15 per person and a $300 deposit. Tuesday s are $800 for the room cost. Susan suggested Michael s at Shoreline to see if Thursday Nov 11 would be 3 of 5
available. Suggest that Apres send out a Save the Date so people would know about it and plan for it. Rich asked if the deposit was refundable. Lookout says the deposit was nonrefundable. Ask if we can pencil in the date and get a call if someone else wants to schedule the date. Marian checked on some bands. Barbary Coast cost is $500-700 for 2 hours as an example. Need to follow-up once we have a date. Julia to check on some bands that play at wineries in Morgan Hill to find out names and prices. Marian passed around Apres flyers. Susan suggested articles for some of the local papers maybe to be done in the fall. 6. Timeline Actions 6.1. Select SKOP chair The board should be thinking about who could lead the committee for SKOP. Rich suggested asking Bernadette Fife or Bonnie Patterson. Georgiana suggested Liz Frank. Marian to followup with all three and get information about the previous SKOPs and see if any are willing to Chair the SKOP committee. 6.2. Non-profit corporate filing biannually ACTION: Laura Kuiper to do this filing in August. 7. Other Business 7.1. Travel Policy Revision Ed changed the policy and resent it to the Board. Ed went through the changes to the policy. MOTION: Approve the Apres Travel Policy as amended and read by Ed Martin. Made by: Rich Fisher Seconded by: David Whetzell This motion passed by Unanimous Consent 7.2. Reimbursement for Tom Memorial Discussion was that some money should be put forward, but that Apres would not do the entire amount. MOTION: Apres donates $100 in support of Tom s Memorial Made by: Marian McGregor Seconded by: Georgiana Rudge This motion passed by Unanimous consent 4 of 5
7.3. Board Members In looking for additional board members and discussion among board members. Nancy is interested in leading a Meet and Greet team for new and continuing members. Suggested that this be a board member position since the board positions are not set, but determined by the officers. ACTION: Nancy to complete a job description for the next board meeting. Motion: The Apres board approves Nancy Bartolomei as a board member in the position of Meet and Greet. Made by: Laura Kuiper Second by:richard Fisher This motion passed by Unanimous consent 8. Member Business None in attendance 9. Location of Next Meeting Virtual Meeting to be held 28 via Webex ACTION: Laura Kuiper to provide Webex meeting Motion: Try a virtual meeting to be held on July 28 and waive the August 2010 meeting. Made by: Richard Fisher Second by: Julia Nichols 10. Adjournment Moved by Marian McGregor Seconded by David Whetzell to adjourn at 9:21p.m. 5 of 5