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Bob called the meeting to order at 12:10 p.m.
The committee reviewed and approved the minutes of the previous meeting.
Financial Report: Frank presented his spreadsheet with financial information to the committee. (See attachment 1.) Current balance totaled $ $12,577.27.
Frank reported the check signature issue (requiring two signatures) has been resolved. We are waiting to hear from the IRS regarding our 501(c)(3) status. The state registration process is on hold until the IRS gives us its determination letter. Report accepted.
There were no representatives from Dayton to give the
committee a final report as was promised at the November meeting. It was noted
by Judy and Frank that a lack of report will directly affect our pending
501(c)(3) status as well as the reputation of the Ohio Roundup. Frank offered
to make efforts to contact Dayton and request a report before March 15.
Judy noted that from her experience, only Roundups that are in deficit neglect to have final reports. The two issues probably directly relate to each other. There was discussion about creating accounting forms for the cities to use. After some discussion, the decision was to offer guidelines to the host committees and let them know what the minimum reporting requirements are. This would allow each city to use its own accounting system. An amendment to the by-laws was proposed that financial information be presented to the steering committee prior to its releasing any funds due to a deficit situation. Gerry will post a draft of the amendment is to the website and the committee will vote at the next meeting.
Canton Committee: The Canton committee gave its report. A draft of the registration form was presented. The committee suggested that additional hotel information be included on the form. An online registration service is currently being developed using PayPal. Several fundraising activities are planned including a slumber party, haircut-a-thon, a “resentment” party and a plant sale. Gerry reminded them to him details so he can post them to the website.
Old business: Several by-law related issues were discussed. The current by-laws do not reflect the current practices of the committee concerning officers. Co-secretary and co-treasurer positions are only referred to briefly. There is nothing about the current tradition of serving for two years as a co- before taking the regular office. The committee recognized the fact the by-law must be updated to reflect this.
Also, the current voting rights section makes no reference to the officers, leaving their voting status ambiguous.
In addition, there is no provision for addressing vacant offices.
Amendments to the by-law that address these issues will be posted to the website and voted on at the next meeting.
(John S. ??) from Canton reported his research showed that the General Service Conference of A.A. that meets every five years accepts funds from the host city’s convention bureau and that the money from the Canton convention bureau is offered in the same vain. Frank said he agreed that it would be appropriate as long as the Roundup is not being given special consideration due it being A.A.
Judy F. graciously accepted the nomination to be co-treasurer and was voted by acclamation.
Toledo report:
Reps from the Toledo committee said their fundraising continues. A
“games night” is scheduled for March 28. The committee meets the second Sunday
of each month.
New business: Frank introduced the subject of control of the organization’s Web site. Noting that the Web site was created under the previous secretary and continues to be serviced by the current secretary, should this responsibility be added to secretary’s duties? Discussion followed. After examining possible solutions, it was decided that a non-voting service position of “Webmaster” be created. Another amendment was proposed that the position be added to the by-laws with the amendment to be voted on at the next meeting.
The next meeting, to be held June 1, 2008, was confirmed by all.
With no other business to discuss, the meeting was
adjourned.