HOUSTON AREA LEAGUE OF PC USERS BOARD OF DIRECTORS AGENDA FOR April 1st, 2004 BOARD OF DIRECTORS MEETING I. CALL TO ORDER AT 7:00 PM 1. Recognize any non-member guests II. REPORTS 1. Presidents Report ( Robert Gunn ) 2. First Vice President - SIGs 3. Vice President - Communications ( Jay Thomas ) 4. Vice President - Programs ( Mark Flato ) 5. Treasurer ( Victor Elgohary ) 6. Membership Secretary ( Brian Walters ) 7. Election Committee Report ( Jeff Hupp ) III. UNFINISHED BUSINESS 1. United Way's Retreat Program ( Joe Brown ) IV. NEW BUSINESS 1. Motion to approve the minutes of the March 4th, 2004 Board of Directors Meeting. (Agenda Attachment 4, Anne Sipes) 2. Motion to set the date and time of the HAL-PC Board of Directors regularly scheduled meetings to the third Wednsday. of every month at 7pm.(Agenda Attachment 1, Jay Thomas) 3. Motion to require the signature of two Officers of HAL-PC or the signature of one Officer of HAL-PC and the Executive Director in order to make any change to any financial institution and/or financial services currently used by HAL-PC.(Agenda Attachment 2, Anne Sipes) 4. Motion to appoint Marie Jones to the position of Executive Director.(Agenda Attachment 3, Anne Sipes) V. ADJOURN
Approved minutes of the April 1st, 2004 Meeting of the Board of Directors HOUSTON AREA LEAGUE OF PC USERS, INC. BOARD OF DIRECTORS MEETING 4543 Post Oak Place Houston, Texas ATTENDEES: Officers: President First Vice President - SIGs Vice President - Communications Vice President - Programs Treasurer Membership Secretary Recording Secretary Robert Gunn Jay Thomas Mark Flato Victor Elgohary Brian Walters Anne Sipes Directors: Fernando Bobbio Joe A. Brown Tim Burgess Dell Coleman Stephen Cravey David Crook David Dillard Don Dillard Scott Doctor Al Greene Chip Hubbard John Pohlman Cathy Sharp Robert Thomas David Walter Reuben Wilson Parliamentarian: Marilyn Gore
I. CALL TO ORDER AT 7:05 PM The President, Robert Gunn reported that HAL-PC's Marketing Representative, Carl Mann is developing contacts and seems to rocking along. The Recording Secretary, Anne Sipes asked if HAL-PC had seen any new sign ups as a result of our investment. The President, Robert Gunn responded, not yet. Board Member, Stephen Cravey asked how much we had paid to Carl Mann. The Treasurer, Victor Elgohary responded, $8,000. The Vice President Communications, Jay Thomas presented his report as follows: Vice-President/Communications Report to the HAL-PC Board of Directors April 1st, 2004 _Internet_ As of Wednesday, the 31st of March, there were approximately 5,513 users on the HALNet system. Of that number, approximately 717 are users of our ADSL service, 27 more than on the day of our last meeting. Additionally, over 1,985 of our users are taking advantage of the e-mail virus and spam screening service, up from 1,936 last month. As a minor bright spot, since our last meeting, we have sustained a net loss of only 13 HALNet users. _The HAL-PC Magazine_ By now, I would expect that all members have received the most recent recent Quarterly printed edition of the HAL-PC Magazine, copies of which are available in the lobby. Please keep in mind that the HAL-PC Magazine is still published every month in electronic form via the web at: http://www.hal-pc.org/journal.html _Advertising_ No advertising has been placed since the last meeting of the Board of Directors. At the risk of sounding repetitious. I ask that you all please make an effort to tell your friends, relatives, associates & acquaintances about Houston's Best Kept Secret, HAL-PC and our award-winning HALNet Internet Service which is now available throughout the nation and our new competitively priced ADSL service. Respectfully submitted, Jay Thomas / Vice-President Communications
The Vice President Programs, Mark Flato reported no programs planned, no money spent. The Treasurer, Victor Elgohary reported that we are currently 15% above target for the year. He stated that we had experienced a $45,000 loss as opposed to our projected $80,000 loss. The Membership Secretary, Brian Waters reported that membership is still declining. He also stated that March had not been as bad as previous months. Election Committee Member, Jeff Hupp reported that the Election Committee was requesting that the date of the next election of directors be set for June 12th, 2004. Cathy Sharp made a motion to set the next Election of Directors to June 12th, 2004 as requested by the Election Committee. The motion passed. Board Member, Joe Brown recommended that the Board set a date for the United Way facilitated Board Retreat. Board Members discussed possible dates. May 22nd 2004 was determined to be an acceptable date. Joe Brown made a motion that the HAL-PC Board of Directors plan a United Way facilited Board Retreat on May 22nd, 2004. The motion passed. Recording Secretary, Anne Sipes Made a motion to approve the minutes of the March 4th, 2004 Board of Directors Meeting. The motion passed. Jay Thomas made the following motion: Motion to set the date and time of the HAL-PC Board of Directors regularly scheduled meetings to the third Wednsday. of every month at 7pm, Jay Thomas Whereas the financial status of HAL-PC are of utmost concern to the Board of Directors; Whereas the Board requires current financial information at Board Meetings in order to make informed decisions; Whereas the books are closed on the 1st of the month and are ready to be presented to the
Board by the 10th of the month; Whereas the currently scheduled Board Meeting on the first Thurday of each month falls before the 10th of the month; Be it hereby resolved: That the HAL-PC Board of Directors shall hold it's regularly scheduled meetings on the third Wednesday or at the earliest practical day after the 10 of each month at 7:00pm, unless otherwise directed by the Board of Directors. The Board members discussed the best days and times for Board Meeting. Board Member, Joe Brown presented a friendly amendment to the motion changing the third Wednsday. of every month at 7pm to read third Tuesday. of every month at 7:30pm The amended motion passed. The Recording Secretary, Anne Sipes made the following motion: Motion to require the signature of two Officers of HAL-PC or the signature of one Officer of HAL-PC and the Executive Director in order to make any change to any financial institution and/or financial services currently used by HAL-PC, Anne Sipes Whereas: Historically, HAL-PC has used a variety of financial services and financial institutions; Whereas: Financial services can be classified into three classes: banking services (credit, deposit, payments, etc.), securities related services (underwriting, market making, brokerage, asset management, etc.), and insurance services; Whereas: The changing of a financial service has stopped a significant portion of HAL- PC's cash flow for three days during March of 2004; Be it herby resolved: That any change to any financial institution and/or financial service currently used by HAL-PC will require the signature of two Officers of HAL-PC or the signature of the Executive Director and one Officer of HAL-PC. Amendments to the motion were offered. The Recording Secretary, Anne Sipes made the following amended motion: Motion to require the signature of the President and the Treasurer or in the absence of the President the signature of a Vice President and the Treasurer in order to make any change to any financial institution and/or financial services currently used by HAL-PC, Anne Sipes
Whereas: Historically, HAL-PC has used a variety of financial services and financial institutions; Whereas: Financial services can be classified into three classes: banking services (credit, deposit, payments, etc.), securities related services (underwriting, market making, brokerage, asset management, etc.), and insurance services; Whereas: The changing of a financial service has stopped a significant portion of HAL- PC's cash flow for three days during March of 2004; Be it herby resolved: That any change to any financial institution and/or financial service currently used by HAL-PC will require the signature of the President and the Treasurer or in the absence of the President the signature of a Vice President and the Treasurer. The amended motion passed. The Recording Secretary, Anne Sipes made the following motion: Motion to appoint Marie Jones to the position of Executive Director, Anne Sipes Whereas HAL-PC does not currently have an Executive Director; Whereas recent events have shown a need for an Executive Director; Whereas HAL-PC is currently employing an individual with the needed qualifications. Whereas this individual has agreed to accept the responsibility of the position without any additional compensation; Whereas this indvidual has shown extreme good judgment in handling these matters in the past; Whereas: An Executive Director would allow the Officers and Directors of HAL-PC to spend more time on policies, procedures and planning for the future. Whereas: An Executive Director would provide for more professional operation. Be it therefore resolved: That HAL-PC shall have an Executive Director; Be it further resolved that the Executive Director of HAL-PC shall have overall responsibility for the daily operations of the Management Office, supervise and support the staff, be responsible for the establishment and smooth operation of financial control and processing systems and the filing of necessary reports. Be it further resolved: That the Executive Director will work with the Treasurer and the Finance committee in order to develop an annual budget and track all HAL-PC
expenditures against the annual budget as approved by the Board. Be it further resolved: That the Executive Director shall be a non-voting member of the Board of Directors, will work closely with the Board of Directors and will report directly to the Board of Directors. Be it further resolved: that this Board appoints Marie Jones to the position of Executive Director with all of the authority and responsibility that the position entails. The motion generated a great deal of discussion. There was no apparent action. Stephen Cravey made a motion to adjourn. The April 1st, 2004 Meeting of the Board of Directors adjourned at 8:15 PM. Respectfully Submitted, Anne Sipes Recording Secretary