Posted by frappyjohn (Msg) on 2009-04-15 15:51:45:

Board Minutes 2008-07-20

Submitted by Selena McCracken, Secretary

Kristen printed/distributed copies of bylaws. We are supposed to review those areas in parentheses with regard to approving or denying those changes to the current bylaws. We'll vote on these ammendments in 1 month.

Role of secretary was defined to include thorough documentation of attendance sheets, assembly and board notes, and collective reports.

Assembly- Please drop these documents in the window, I'll be in next Thursday to pick them up, organize them, and setup my inbox.

Role of treasurer was defined to include 2 office days a week; Monday to sum up the weekend's financial activities, and Thursday to scramble for Friday deadlines. On each of these days, a report is to be filed regarding transactions into the safe and deposits into the bank. These reports can go in the binder on the dry erase board if old systems are to be revisited, posted to a google group or quick book if new systems are to be implemented, or simply emailed to the board if no actions are taken in the direction of defining the system. This may be the most likely case, so the emails at the end of the week will atleast provide consistent communication to all concerned.

We also discussed the varying needs for and relativity of a financial committee, which would meet to discuss and analyze the way we make and spend money. This would provide further support to the treasurer, considering the treasurer's main concern that has burnt out so many in the past is the perpetual question; "Where is this money coming from?" Another suggestion was the possibility of having a co-treasurer to aid the treasurer in these, our most essential tasks. Both these topics were considered proposals and should be considered with regard to voting in 1 month.

There was a discussion as to whether or not we should tell Living Economies we'd like them to cancel their bank account which comes under our non-profit umbrella, but once again, I don't think we took a vote, however, it was a consensus that we should do so. The discussion went on to analyze whether or not we should continue to be fiscal agents. Strong points to be made for and against should be thoroughly communicated online and othewise with regard to voting on the issue in 1 month.

2 facts as confirmed by the consensus:

1. John should please contribute his voice recorder at all future meetings to provide support for more thorough record keeping.
2. We need to get with each other and start planning and soliciting help for St. James fundraising.