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Board Meeting - 6/16/2020

 

1.  Call to order

   6:33 PM

 

2.  Roll call – voting members

   President - Tim Ryan (x)

   Vice President - Rory Held (x)

   Treasurer - Jason Ryan (x)

   Secretary - Aaron Fischer (x)

   Board Member - Brian Mullenberg (x)

   Board Member - Hannah Reisdorf ()

   Board Member - Luke Stein (x)

 

3.  Approval of previous meeting notes

   Motion seconded and approved - no discussion

  

4.  Unfinished business

   none

 

5.  Committee status reports

   Organization:  Aaron Fischer

   - Application submitted.  Will provide more information if needed.

 

   Facilities:  Brad Mackowick (group discussion)

    - Have reached out to building owner again.  Waiting for response.

    - Wondering if we should lock the stairway door.  Probably not worth it since the elevator is there anyway.  Jason Ryan will check         if we have a key for that door.

 

   Fundraising: Jason Ryan

   - Mostly on hold pending our non-profit status.  More to come.

   - Conversation with contact at FIRST - will send an introduction email to contact at Marvin Windows to get us in touch

 

   PR:  Hannah Reisdorf (Rory Held)

   - Rory will compose a letter that FIRST rep will send out to FRC teams in the area.  Will put together a meet and greet phone call          as a starting point - intending to build relationships from there.  FIRST is planning for seasons to go forward as usual.  Working          on contingencies in case needed.

   - Suggest doing a similar reach out for FTC.  Maybe FLL and Jr. too.

   - Facebook page - we have had some activity.  Probably need a facelift there.  Jason Ryan is admin. 

   - Business cards - press is still prioritizing other jobs.

   - Website - create a gmail to pull the calendar from.  Also investigate some traffic metrics.  Maybe keep a collection of direct links        to FIRST information.  Other programs too.  A landing page to help funnel folks to the information they may be looking for.                    Maybe to teams to.  Be a conduit to programs and teams STEM Alliance is supporting.

6.  New Business

Bylaws

Version history

Terminology clarification - Directors, board members, officers, program participants

Reminder of our obligations

Elect officers - "normally" last meeting of fiscal - requires 14 days notice.  Intent was the subsequent terms will be 3 years, but remain staggered.  Should consider writing this in the bylaws.  Also some language to cover a mid-term replacement only lasting the previous duration.  Propose to do elections on June 30, with notice having been sent today 6/16.  Proposal that board gets elected on the staggered schedule, and then officers are re-elected from the board each year.  New board members (including potentially adding new board positions) will be voted on by existing board.  Board officers will be elected from the new Board by the new board members.  We will probably need to evaluate this election and propose bylaw updates to adjust and clarify.  We will give advance notice via email, website and facebook page.

                               President ( 1 yr) - Tim Ryan (expiring)

                               Vice President ( 3 yr) - Rory Held (2 yr remaining)

                               Secretary ( 3 yr) - Aaron Fischer (2 yr remaining)

                               Treasurer (2 yr) - Jason Ryan (1yr remaining)

                               Board members (2yr, 1yr, 1yr) - Hannah Reisdorf (1yr remaining), Brian Mullenberg (expiring), Luke Stein (expiring)

                         2. Annual meeting - open to all

                              - Should the election meeting be the annual meeting?  General agreement with this.

                         3. Reaffirm policies - 2 times per year

                              - We need to close the loop on several  policies we have discussed.  And then get affirmations scheduled.

                              - This review constitutes reaffirming.

                              - Another suggestion is an elections procedure.

                          4. Conflict of interest - each year - all voting members

                               - Aaron will draft a statement and circulate for signatures

                          5. Financial audit - end of fiscal - review of books by 2 board members who are not officers

                               - Jason will provide detail to Luke and Brian for review

                          6. Tax exempt review - periodic -

                               - Whether compensation arrangements and benefits are reasonable, based on competent survey information, and                                    the result of arm's length bargaining.

                               - Whether partnerships, joint ventures, and arrangements with management organizations conform to the                                                    Organization's written policies, are properly recorded, reflect reasonable investment or payments for goods and                                      services, further charitable purposes and do not result in inurement, impermissible private benefit or in an                                                excess benefit transaction.

                               - This review constitutes a periodic review.

                           7. Contact info - Aaron Fischer will gather.

                           8. Other reminders -

                                - At least 6 meetings per year

                                - ND filing - yearly by February

                                - IRS filing - Form 990 yearly

 

7.  Plan next meeting

   Annual meeting - June 30 - 6:30PM

 

8.  Adjourn

   Motion seconded and approved

   8:12PM