Parrot Heads of Puget Sound
Board of Director’s Meeting
January 13, 2010
Approved Minutes – Approved at 3/11/10 BOD Meeting
The meeting was called to order by President, Bobi Atlee at 6:05 p.m.
Board Members in attendance were: Bobi Atlee, Dave Calhoun, Patti McClements, Alicia Smith and Anne Johnston
Club Members in attendance were: Julie Sullivan, Annie Salveson, Karen Johnston, Jim Johnston, Ross Atlee, and Bill Larkin
Officer Reports:
Treasurer: Alicia reported that we have $4,064.65 in savings and $166.60 in checking and are anticipating a $400 check to be cut with the 501c7 application.
Membership: Dave reported that he received 11 new member applications and 1 inquiry since our last meeting on November 18th which resulted in six new members. We have also picked up three members who were inadvertently left off the roster and so our current membership number is 230 active members. Currently there is no one entered in the current membership recruiting contest which ends March 30, 2010. After two renewal drives in 2009 (January and August) the year to date gain is 45 net members. He delivered the $50 Bahama Breeze gift card to the Pompeo’s the winners of the last recruitment contest.
Fundraising: Anne had no report
Communications: Patti reminded everyone that Hump Day News will be taking a short hiatus in January while she recovers from surgery. HDN will return on February 3rd.
President: Bobi reported that we’re all set at the Bahama Breeze for our Business Meeting on February 28, 2010 at 11:00 a.m. (time was later changed to 11:30). She also reported for Kathy Pompeo on membership badges that Kathy is still working on them and will hopefully have an update in February. There was some discussion on the stands for the speakers for the music system and Bobi will ask Phil Pompeo for more information and will report back at the next meeting.
OLD BUSINESS:
Bobi reported that the changes to the by-laws are posted on the website and a change was made to remove the dues table from them so that it’s a simpler process in the future to update that dues table and not have to update the by-laws. Bobi also added our founding date of June 1995. These by-laws will be voted on at the February 28 Business Meeting.
Bobi lead a Christmas Party recap and thanked everyone who worked so hard on making that party a success. We brought in a great group of toys, blankets and gift cards for the SeaFair Pirates Treasure Chest as well. There was $70 collected at the Pirates Landing in August, that has not been distributed yet and the Board decided to send that check to NW Harvest, Alicia will send the check.
NEW BUSINESS:
There has been some recent discussion about the quality of the new phops.com webpage after the redesign to the blog style page. A webpage committee will be formed after the February Business Meeting to discuss and move forward with any changes deemed appropriate. At this point Patti McClements, Bobi Atlee, Dave Calhoun, Patrick O’Neil and George Margetan will work on this committee.
Patti reported that she is working on the 501c7 application along with Bobi and Alicia. In addition she’s done some research into insurance for the club/board. There was considerable discussion around both items and a further report will be available at the February 28 Business Meeting. NOTE: At the January 13th BOD meeting it was questioned as to whether the 501c7 filing is federal or state, it has been clarified that this is a federal filing with the Department of the Treasury and the IRS.
The question was asked, what determines if an event is an official PHoPS event. Bobi answered that any event where the club is paying for the entertainment and/or food, such as the Christmas Party, Tin Cup Chalice, Halloween Party, or Laid Back Attack. Any charitable work such as Paint Tacoma Beautiful, NW Harvest, or FareStart where the club sets up the participation and the members go and work for the charity. If there are any questions about what constitutes an official club event, please contact Bobi.
Parrot Head of the Year – Bobi called for nominations from the Board and asked that this discussion and decision be kept confidential until the announcement is made at the February 28th Business Meeting. Several members were nominated and a vote was recorded. This information shall be redacted from the minutes until the announcement is made at the February 28th Business Meeting.
Laid Back Attack – Bobi asked for suggestions for musical entertainment and received a list of great suggestions from the members in attendance. She will send out the RFP to the list asking them to be returned by March 1st (the due date was later changed to February 15 at the request of some of the musicians).
Volunteer Opportunities – Bobi reminded the club that our goal is to do one per quarter. Alicia Smith suggested either Compass Center or FareStart for our first quarter of 2010. Anne Johnston stated that Joseppi’s in Tacoma also has a “take over” opportunity for 10% or ¼ of the night’s profits. It was decided that FareStart would be our event and Alicia was asked to contact them to make arrangements and set up a date and time for PHoPS to participate there. This will take place in March.
Operation Cookie Drop will be our Freaky Tiki Friday charity in February. Bobi will contact Lisa Blaise about buying the Girl Scout Cookies from her daughter. We’ll collect money at FTF and then give the money to Lisa to have them send the cookies to the troops overseas. This was very successful last year and the hope is that it will be this year as well.
Bobi reminded everyone to track their volunteer hours to include set up and tear down, not just the hours spent at the actual event. She’ll also make this announcement at the February Business Meeting.
Hugo Duarte concerts – Alicia reported that Hugo will be here February 12-21 and that several events are in the works. Wendy Peat is working on one over in the Poulsbo area, it was suggested that Dave contact Marty at LaPalma in Lakewood to see if he will host Hugo again this year. More information will be available as dates are firmed up.
Bobi reported that Wendy Peat’s friend Gabe is fighting Leukemia and suggested that the club make a donation to the fundraising that is going on to help him with expenses. A $200 donation was suggested and approved.
Patti reported that she has been approached by the Vashon Rotary Club to co-sponsor a tropical rock concert fundraiser in June of 2010. The basic details are that we would help suggest musicians, spread the word, and show up to participate. We can share in the profits if we choose to, or simply help support the Rotary Club and all of the charitable work they do. Patti will work with Sam Collins, Vashon Rotary President, when she returns to work in March and will report details back to the board.
Bill Larkin requested help and clarification from the Board on domain name registration. He had been in charge, but was not sure what the current status of this is and he’s received renewal requests so wants to be clear on who is doing what. Alicia will talk with Matt Fischer and get clear on what needs to be done and paid for and will get back to Bill.
Dave Calhoun reported that the one of our members had contacted him and stated they are unable to pay their membership dues at this point it time. It’s in our by-laws that we can carry members on the roster without payment for a certain amount of time if approved by the Board. Dave recommended that we carry this couple without payment until the next dues drive because they are very active and good members. It was moved by Alicia Smith, seconded by Anne Johnston, motion carried. Dave will notify the members of this vote.
The meeting was adjourned at 7:45 p.m.