[FONT="]Ok guys. I went back and edited these pretty quickly, as I am completely exhausted and trying to fight off a cold. Scott, please check out the part where you reported about the calendar prizes. Joe, see if your section works for you. I know that you gave a lot more detail as far as what we have in each account, but I didn't catch most of it. If you'd like to add that in, just let me know and I'll add it. If anyone has anything that needs to be changed/deleted/added, just let me know. I might not get to it until tomorrow night or Friday though. Thanks so much. It was a great call!
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MINUTES OF BOARD OF DIRECTORS MEETING
NORTH CAROLINA WOODWORKER, INC.
August 25, 2010
The meeting was held via conference call and began at 7:40pm. Directors present: Doug Robinson, Rob Payne, Trent Mason, Andy Henderson, Tracy Pardue, Joe Scharle, Scott Miller
Time: 7:30pm
Number: 1-877-848-7046
Pass Code: 71292439
North Carolina Woodworker, Inc.
Board of Directors Conference Call
August 25, 2010
AGENDA
1. Review the old minutes and accept and/or edit them.
2. Go over old business.
2.1 Department Reports from all BoD members (Tracy goes first)
3. New Business
3.1. Budget
3.2 Tax Exempt Status
3.3 Off Topic Forum
3.4 Obtaining our own Conference Call Number
3.5 Fall Fund Raiser
1. The board unanimously reviewed and approved the old minutes.
2. Old Business:
a. Off Topic Forum: Everyone seems to like the opt out idea. Tracy is going to talk to the Administrators and Moderators about it tonight. Tracy would like to do the OTF as an "opt out" forum with a “3 strikes and you’re out” rule. We still have to determine what consists of a strike. Rob asked if it would be easier to allow the members themselves to be able to opt in and out. Tracy replied that newer members might not even know about it in the first place. He proposed that everyone have access when they join and can choose to opt out. Then after they opt out they would have to contact an administrator to opt back in. Scott stated that every forum, in theory, is an opt in forum because anyone can choose to read any forum. Tracy replied that with this option it would not be visible to people who opt out, and it wouldn’t be visible to guests (unregistered members) of the site. Doug would prefer that the board should only be consulted if the administrators and moderators can't agree on what consists of a strike. Scott agrees with a 3 strike rule over a certain amount of time. It shouldn't be open ended. Tracy proposed after the first 3 strikes, a member would be banished from the site for 30 days. After the second offense a member would be banished permanently. Scott proposed that if a member is banished for a month and gets another strike within 30 days, you are permanently banished. Everyone seems to agree that if a member to get 3 strikes in one year, it would result in a 30 day banishment. After that, if you get 1 strike within your return, you get another 30 days suspension. Any more within a year would result in permanent banishment. Appeals would go to the BOD. Rob proposed that we reinstate the OTF on Sept 1. Everyone agreed.
3. New Business, Department Reports:
a. Tracy is trying to get all of the web related expenses together for Joe. He stated that godaddy is about $300/month and is our only web related monthly expense. Joe would like to have the receipts sent to him and he will work that into the budget. Joe has ordered a debit card for our main checking account and it will be provided to Tracy to pay for web expenses. Steve Coles incurred a number of expenses setting up the test sites and Joe hasn't received the bill yet. Tracy is going to call Steve this week and ask about it. Tracy stated that the administrators are taking a strong direction to redesign the website and looking at different kinds of software and seeing which might work best. The last administrator call was very productive. They decided to omit their forum from all of our view. Tracy stated, per Doug's question that the website might be redesigned within 60 to 90 days. Doug requested that they show it to the board before it goes into effect. Tracy agreed. Rob notified Tracy that some of the woodworking ads on the right side of the site should be running out and Tracy will be contacting them to see if they will renew.
b. Rob is about to start the Fall Raffle. He is looking at a 14" bandsaw as a prize and wants to get a lathe into the mix as well. He would like to have the raffle during the full month of October. He is going to go to his usual vendors and also try some new ones. Doug suggested that Rob ask the members if anyone has bought any of the tools that were given away during the last raffle. Then we could pitch it to the vendors that we approach. Rob agreed that that was a great idea and he would proceed with it. Scott suggested that Rob talk to Rick Dinardo about a mini or midi lathe for the raffle. Rob asked the board’s approval that if anyone contributes $500 or more worth of prizes that they get a free side ad. Everyone agreed. Rob is projecting an income for this fiscal year of $10,000 against expenses of $3,200 from the Fall and Spring raffles.
c. Joe stated that Travis Porter and Steve Coles each have a few checks in their possession that are contributions to the site. Joe has contacted each of them about it and expects to get them soon. Joe reported that the sum of the funds in all of our bank accounts is around $16,000. Doug offered to visit Travis to help expedite the process of getting these checks and any other Treasurer items to Joe.
d. Doug explained to Andy that the past method for running our donations has been to do two raffles and two donation drives per year. Doug also stressed the importance of not having them around the Holidays. Andy should tell Tracy what our goal is and Tracy can put the thermometer at the top of the site. Normally we run donation drives for 45 days. We might start the next donation drive Sept 1 for 45 days. Then the raffle will start Oct 15. Tracy said that he will forward Andy the information he needs from last year's donation drives and raffles.
e. Scott is really pleased with the quality and amount of calendar submissions this year. Voting will close on the 31st of this month. Fifty eight people have voted so far. The prizes will be twelve $50 gift certificates and one $100 gift certificate purchased from Klingspor and The Woodworking Source. Jeremy, “Woodwrangler” has agreed to do all of the editing once the contest is closed. We are not co-sponsoring the event at The Woodworking Source. The Raleigh Klingspor event is September 11. We need to get more submissions for the competition. We only have two people signed up to do a demo and we need to get more. The Thomas Day tour is Oct 9th and we have 16 registered so far. The Klingspor Hickory event is Oct 29-30 and Coleman is looking for some demos for the show. Rob wants to do a demo for that event and we will also look for more volunteers for that. We are also looking into having a few more shop crawls. One on the coast, one in Asheville, and one in the Mooresville or Greensboro area.
f. Doug informed Trent that we need to get NCWWer fliers printed and on display at Woodcraft and klingspor. Trent agreed and will get it done.
g. Doug stated that the accountants are working with our lawyers on how to express our income (for our non-profit status). Donations are a great source of income for us. We may need to rework how we do raffles and calendar sales. It's critical that donation drives be our number one priority and that needs to be expressed to the members. After we get our non-profit status, donations are tax deductible and raffle prizes may be taxable.
3.4 Conference call number: Scott has agreed to use his cell phone for the new conf call number. We'll try the new number for our next conference call. Tracy is going to look into other options as well.
3.6. Scott is pretty sure he is going to miss the Raleigh Klingspor show. Bas and Jim are going to fill in and Trent, Joe and Tracy will try to be there.
*Note for new business: work on marketing strategies for vendors Rob mentioned NCWWer business cards and putting them in lots of different stores. Joe asked if Tracy has stats like "how many hits a day" the site gets. Doug suggested that we try to get an article in Wood Magazine.
*Note for new business: material donations to be counted in our formal donation drive
Doug made a motion to end the meeting. The motion was seconded and unanimously approved. The meeting ended at 8:37pm.
Submitted by:
Trent Mason
Secretary
North Carolina Woodworker, Inc.
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MINUTES OF BOARD OF DIRECTORS MEETING
NORTH CAROLINA WOODWORKER, INC.
August 25, 2010
The meeting was held via conference call and began at 7:40pm. Directors present: Doug Robinson, Rob Payne, Trent Mason, Andy Henderson, Tracy Pardue, Joe Scharle, Scott Miller
Time: 7:30pm
Number: 1-877-848-7046
Pass Code: 71292439
North Carolina Woodworker, Inc.
Board of Directors Conference Call
August 25, 2010
AGENDA
1. Review the old minutes and accept and/or edit them.
2. Go over old business.
2.1 Department Reports from all BoD members (Tracy goes first)
3. New Business
3.1. Budget
3.2 Tax Exempt Status
3.3 Off Topic Forum
3.4 Obtaining our own Conference Call Number
3.5 Fall Fund Raiser
1. The board unanimously reviewed and approved the old minutes.
2. Old Business:
a. Off Topic Forum: Everyone seems to like the opt out idea. Tracy is going to talk to the Administrators and Moderators about it tonight. Tracy would like to do the OTF as an "opt out" forum with a “3 strikes and you’re out” rule. We still have to determine what consists of a strike. Rob asked if it would be easier to allow the members themselves to be able to opt in and out. Tracy replied that newer members might not even know about it in the first place. He proposed that everyone have access when they join and can choose to opt out. Then after they opt out they would have to contact an administrator to opt back in. Scott stated that every forum, in theory, is an opt in forum because anyone can choose to read any forum. Tracy replied that with this option it would not be visible to people who opt out, and it wouldn’t be visible to guests (unregistered members) of the site. Doug would prefer that the board should only be consulted if the administrators and moderators can't agree on what consists of a strike. Scott agrees with a 3 strike rule over a certain amount of time. It shouldn't be open ended. Tracy proposed after the first 3 strikes, a member would be banished from the site for 30 days. After the second offense a member would be banished permanently. Scott proposed that if a member is banished for a month and gets another strike within 30 days, you are permanently banished. Everyone seems to agree that if a member to get 3 strikes in one year, it would result in a 30 day banishment. After that, if you get 1 strike within your return, you get another 30 days suspension. Any more within a year would result in permanent banishment. Appeals would go to the BOD. Rob proposed that we reinstate the OTF on Sept 1. Everyone agreed.
3. New Business, Department Reports:
a. Tracy is trying to get all of the web related expenses together for Joe. He stated that godaddy is about $300/month and is our only web related monthly expense. Joe would like to have the receipts sent to him and he will work that into the budget. Joe has ordered a debit card for our main checking account and it will be provided to Tracy to pay for web expenses. Steve Coles incurred a number of expenses setting up the test sites and Joe hasn't received the bill yet. Tracy is going to call Steve this week and ask about it. Tracy stated that the administrators are taking a strong direction to redesign the website and looking at different kinds of software and seeing which might work best. The last administrator call was very productive. They decided to omit their forum from all of our view. Tracy stated, per Doug's question that the website might be redesigned within 60 to 90 days. Doug requested that they show it to the board before it goes into effect. Tracy agreed. Rob notified Tracy that some of the woodworking ads on the right side of the site should be running out and Tracy will be contacting them to see if they will renew.
b. Rob is about to start the Fall Raffle. He is looking at a 14" bandsaw as a prize and wants to get a lathe into the mix as well. He would like to have the raffle during the full month of October. He is going to go to his usual vendors and also try some new ones. Doug suggested that Rob ask the members if anyone has bought any of the tools that were given away during the last raffle. Then we could pitch it to the vendors that we approach. Rob agreed that that was a great idea and he would proceed with it. Scott suggested that Rob talk to Rick Dinardo about a mini or midi lathe for the raffle. Rob asked the board’s approval that if anyone contributes $500 or more worth of prizes that they get a free side ad. Everyone agreed. Rob is projecting an income for this fiscal year of $10,000 against expenses of $3,200 from the Fall and Spring raffles.
c. Joe stated that Travis Porter and Steve Coles each have a few checks in their possession that are contributions to the site. Joe has contacted each of them about it and expects to get them soon. Joe reported that the sum of the funds in all of our bank accounts is around $16,000. Doug offered to visit Travis to help expedite the process of getting these checks and any other Treasurer items to Joe.
d. Doug explained to Andy that the past method for running our donations has been to do two raffles and two donation drives per year. Doug also stressed the importance of not having them around the Holidays. Andy should tell Tracy what our goal is and Tracy can put the thermometer at the top of the site. Normally we run donation drives for 45 days. We might start the next donation drive Sept 1 for 45 days. Then the raffle will start Oct 15. Tracy said that he will forward Andy the information he needs from last year's donation drives and raffles.
e. Scott is really pleased with the quality and amount of calendar submissions this year. Voting will close on the 31st of this month. Fifty eight people have voted so far. The prizes will be twelve $50 gift certificates and one $100 gift certificate purchased from Klingspor and The Woodworking Source. Jeremy, “Woodwrangler” has agreed to do all of the editing once the contest is closed. We are not co-sponsoring the event at The Woodworking Source. The Raleigh Klingspor event is September 11. We need to get more submissions for the competition. We only have two people signed up to do a demo and we need to get more. The Thomas Day tour is Oct 9th and we have 16 registered so far. The Klingspor Hickory event is Oct 29-30 and Coleman is looking for some demos for the show. Rob wants to do a demo for that event and we will also look for more volunteers for that. We are also looking into having a few more shop crawls. One on the coast, one in Asheville, and one in the Mooresville or Greensboro area.
f. Doug informed Trent that we need to get NCWWer fliers printed and on display at Woodcraft and klingspor. Trent agreed and will get it done.
g. Doug stated that the accountants are working with our lawyers on how to express our income (for our non-profit status). Donations are a great source of income for us. We may need to rework how we do raffles and calendar sales. It's critical that donation drives be our number one priority and that needs to be expressed to the members. After we get our non-profit status, donations are tax deductible and raffle prizes may be taxable.
3.4 Conference call number: Scott has agreed to use his cell phone for the new conf call number. We'll try the new number for our next conference call. Tracy is going to look into other options as well.
3.6. Scott is pretty sure he is going to miss the Raleigh Klingspor show. Bas and Jim are going to fill in and Trent, Joe and Tracy will try to be there.
*Note for new business: work on marketing strategies for vendors Rob mentioned NCWWer business cards and putting them in lots of different stores. Joe asked if Tracy has stats like "how many hits a day" the site gets. Doug suggested that we try to get an article in Wood Magazine.
*Note for new business: material donations to be counted in our formal donation drive
Doug made a motion to end the meeting. The motion was seconded and unanimously approved. The meeting ended at 8:37pm.
Submitted by:
Trent Mason
Secretary
North Carolina Woodworker, Inc.
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