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Original Circles Board of Directors meeting 02/14/2009
Meeting called to order by Jimmy.
Board Members present: Jimmy, Bob, Shannon, Candy, Tina, Steve, Jacci, Michelle, Carol, Lori, Dan
Club members present: Darren, Mike, Ginny, Shane, Randy
Minutes from January accepted. Financial report from January accepted. Jacci reported she moved some money from savings account into checking account.
Jacci brought up the need to decide on the charity dance for this year, it was discussed that the board had already voted on the Autism Awareness dance to be the fundraiser dance this year. The dance is scheduled on March 28th 2009, Candy will host and have the information and the registration forms for the walk/ run on hand.
Bob brought up the need to explain the what the host, co-host and the person responsible for food need to do for each dance and how much we should spend. Jacci went over what the host is responsible for the theme (if it is not already themed ie. Halloween) and for the door prizes which we should only spend $30.00 for three door prizes. Co-Host is to assist the Host in decorating the hall and getting the door prizes. The person who is responsible for getting and setting up the food and making sure that there is enough soda and ice, food should match the dance theme. The food person needs to monitor the food through-out the night. There is a budget of $100.00 per dance. The person who does the food at the end of the dance should take inventory of the soda and give it to Candy to email to the next dance food person.
Jimmy brought up the OC Handbook, and what needs to be in there. a. Bi- laws b. Hosting the dances c. Door policy Every board member needs to have access to a copy of the bi-laws.
Jacci discussed that the domain name needs to be registered by April, it used to be done Every board member needs to have access to a copy of the bi-laws.
Jacci discussed that the domain name needs to be registered by April, it used to be done yearly by John but we will now put it on the club credit card.
Terry is still working on the back up data-base for the club, so that we don’t lose information if something should happen to the data base.
Jimmy brought up that every board member needs to attend an orientation so that should the need arise they can conduct an orientation. Bob thanked Darren for doing orientation. Darren is going to work on writing up a guide for conducting orientation.
Camp-Out
Darren started going over camp-out gifts and he has set up a poll on yahoo and at this time shot glasses are leading, He is really trying to get everyone involved as this is everyone’s club and camp-out. Darren is still looking for volunteers to help assist him for Camp-out. The shower trailer has been turned back over to the campout committee. Darren has met with Bill at the Campground and he stated that everything that has not been working or that was damaged over the winter will be fixed prior to campout. Jacci is going to try and get the price set and the payment out as soon as possible. We are still working on the dance trailer and have had more things donated for it. We also had a BBQ pit donated. Darren also stated that if anyone has any ideas for campout to let him know.
Board members need to be up to campout early on Sunday to help set up and get ready to start taking registering campers. Jacci and Darren said some board members come up on Saturday or even earlier in the week. Bob went over Campout for the new board members. Each board member works at different times during campout. There will be a schedule set up like with the board dances. If you are not on schedule to work then you are free to go where ever you would like as long as you let someone else know and you are back for your scheduled shift. Board members should all be present for the different games and events. Steve wanted to know how campers know who is board members. Darren said that when you are on security detail you wear an orange vest and are in the golf cart. Other than that people just seem to know. Steve also brought up campout couple policy. For now it is the way that it has been but is something that needs to be voted on at Campout again is what Jacci stated.
Jimmy asked for adjourning the meeting and Bob seconded it. |