December 2009 Board Meeting Summary

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SUMMARY OF MOTIONS
BACKGROUND

A number of the board members were unable to make the board meeting that was originally scheduled for December.  We would not have had a quorum, so we opted to cancel the meeting.  We  decided to have a conference call because we had one urgent item to address.

DETAILS

The meeting was called to order about 5:40 PM after everyone available had joined the call.  Present on the call were Bev Anderson, Penni Smith, Wayne Hewlett, Karen Polastri and Cas Sammanasu.  A quorum existed.  Laura Niznik, Amy Considine, and Mike Green were not available. 

One of the items that was to be discussed at the original December meeting was what to do about making a contribution to research.  This was not on the agenda for the phone meeting.  Nonetheless, Penni mentioned that we might consider making it a general plan to finalize a research contribution each January after we know how the finances finished for the year.  Penni will have completed financial reports available before the next board meeting.

This meeting was called to extend the amount of time approved for part-time data entry help.  At the last meeting, a total of twenty hours was approved.  Penni considered the volume of renewals likely to come in, and determined that amount was too little to cover the need.  She estimates that anywhere from 15-30 entries can be completed in an hour, depending on the speed of the person doing the entry and the complexity of the entry involved.  Therefore, the estimated volume could take anywhere from 17-35 hours to complete, but very likely more than 20.

Various options were discussed.  The board could either authorize a higher limit on the authorized hours, such as 50, or an unlimited amount.  After weighing the alternatives, a motion was made to authorize unlimited hours, but only until the February board meeting, when the renewal period should be largely concluded and the issue revisited if necessary.  The motion was approved unanimously.

Bev then introduced another issue.  She had forward to everyone an e-mail from Mike Green in which he said he would need to resign from the board for various reasons, but largely due to an increase in his accounting workload.  He said he will continue to do the NCCNA’s taxes at least through the 2009 filing, and to address any IRS notices.  Bev contacted him, and he agreed to be a board member emeritus.  (A board member emeritus continues to receive board e-mail and is welcome to weigh in with opinions on matters before the board.)

M/S/C to accept Mike’s resignation with regret, and to accept him as a board member emeritus.

Penni asked about the next meeting, specifically whether Laura would be able to attend.  We are meeting in Sacramento largely to make things easy on her, and there is no need for the board members to travel so far if she cannot attend.  She will not be at the January meeting.  We discussed having the meeting at either the Raley’s Event Center in Granite Bay, or Karen’s office in Folsom.  We also discussed the meeting date, as Bev didn’t think the 5th would work well for her.  We settled on Monday the 11th as the date that would work for everyone.

[Subsequent to the meeting, Bev reconsidered and concluded that the original date, the 5th, would work better than the 11th.  The next meeting will be on January 5th at 5:00 PM at Karen’s office.]

The meeting was adjourned around 6:15.