The meeting was held in the Conference Room of the Greenbelt
Police Station, with Gilbert Lee, President presiding. The meeting
began at 7:02 pm. Gilbert welcomed all guests and the Board, both directors
Officers & Directors present: Gilbert
Lee, Neil McLeod, Patty Merryman, Peg Bates, Doug Love, Bill Dupree, Mary
Directors absent: Dan Andrews, Shawn
O,Neil, Norma Van Allen
Members & Guests present:
Jim Bates, Susan Jones, Ed Shramco, Dave Wallace, Doug Caprette and Clement
Lau, Nancy Revis
Guest Speaker: Susan Jones spoke to the board
and officers representing a group that would like to have GIAC look into
giving informational classes on alternative ways to access the Web other
than traditionally using a computer, for example WebTV, EyeOpener, web
devices that use a telephone and your tv or a monitor. She asked for information
on GIAC and why there was a COOP fee and she asked us to investigate free
methods by which her group and others could get online free. Neil McLeod
our webadministrator agreed it was something we could look into. A membership
packet will be delivered to her.
No changes or amendments, comments or questions were
necessary to the March minutes and it was voted to accept them as recorded.
ISP Committee Report
Update on fee increase:
Letters were exchanged about a rate increase from Chesapeake
and we sent one back pointing out items that needed to be addressed before
GIAC felt they would pay. It was also stated that a performance penallty
would be assessed against Chesapeake if further problems continued. However
if Chesapeake did implement their end we would pay them the increase retroactive
to February when they originally informed us of a raise in fees.
Patty Merryman asked what we as an organization would
do to handle the rate increase, should it be passed on, should it be absorbed?
The item was tabled.
Work order processing was one of the items still coming
up and was one of the reasons for the performance issue. We will continue
to monitor it closely.
Past President Nancy Revis visited
the board meeting with a reoccuring problem, spamming. Not only is she
receiving it in volume, it is of an objectionable nature. Doug Caprette
offered to collect some help in the way of URLs that contain help by filters
and by way of things our ISP could possibly implement. If you are being
spammed please contact the ISP and let it be known and insist it be hunted
down, filtered or stopped.
Audit Committee Report
The Audit committee reported that the report is finished
short of a few small changes. Many more thanks to Mary Halford CPA and
the audit committee. We have made changes to the way we record our finances
(cash to accrual basis) that may save us some tax burden. Jim Bates, committee
chairman suggested that inactive people not using the internet and
people due a refund be notified. They should be asked to respond whether
to remain inactive, resign and get a refund less any monies owed the cooperative
or like in some cases in the past donate their coop fee to the cooperative.This
action will help keep our bookeeping stable. The 1998 audit was also ammended
to reflect corrections and a motion was made to accept both audits after
the draft is finalized and signed.
Peggy Bates has ordered "QuickBooks" to make the
treasurer's function better able to generate audit information reports.
It was suggested GIAC canvass the membership by means of e-mail broadcasts
for accounting help and that people work in pairs or groups to learn the
functions of the positions. This action was also recommended to apply to
Neil McLeod's position as well. The split of the duties of the Treasurer
and System Administrator were finalized at the meeting. The separation
of jobs and bookeeping functions bring us into recognized accounting practices
and saves us some money from outsourcing costs.
Taxes and future audits:
Mary Halford and Peggy Bates met to determine whether
amended tax returns need to be filed and they filed an extension with the
IRS to do so. Now that the records have been brought up to date in a standard
format the software we have should issue the audit information in a report
format. Future audits will not be a tedious chore as they have been in
the past. Again the treasurer would like people interested in learning
the process to contact her. This training could help in other areas of
your business and personal life. The financial report and membership data
can be found by clicking
Legal Committee Report
An E-mail help broadcast mas made and twopeople responded
but backed out to help our efforts to become a tax exempt non profit organization.
Doug Caprette said it was indeed possible to change our organizational
status. He now has the URL of the model site we can get information from.
A date was set for the committee meeting (Wend 19th 7pm) Clement Lau will
e-mail and should generate a report for the next board meeting.
Vice President's Report
There was a question of where the feedback or reservations
to our monthly classes should go as posted in the newspaper or flyers we
may distribute. It was determined we should use the voice mail since we
pay for it. Next we are working toward a "CyberCafe"in April and in June
or July an eating outing where we exchange popular websites and a potluck
meal. Bill Dupree is doing the April 18 class of "PC Basics and use
of the Windows operating system". June 3rd is COOP Day, Greenbelt Day and
BARC's 90 Years of Excellance Day. We need volunteers for the COOP Day
to man a table to give GIAC information out to the public. Further information
will follow by E-mail. It is also recommended you ask attendees of the
classes for their e-mail so we can thank them for their interest. A courteous
reminder the COOP is always looking for generous people to help in ways
that use that person's talents. Don't be shy e-mail us and volunteer.
Bylaws Changes Proposal
It was proposed that items presented for change be
done by e-mail first and then voted by the Board. The first and
one that has made the job of running the organization difficult is the
absence of directors from meetings and the inability to carry out the duties
of their office. The Board is charged by the membership and State law to
carry out the business functions and well being of the corporation. So
it is with this in mind we draft more stringent expectations and performance
standards. Second, with the abolishment of the volunteer incentive
program we find we still have a dedicated group who volunteer for jobs
without asking or browbeating.The Board would like to work out some kind
of recognition be it formal, monetary or otherwise. Third,
that we have need to change the date of the Annual meeting to the first
Tuesday in June. The bylaws presently says the second Tuesday but that
crams the meeting into the same week as the regular Board meeting. There
must be a general mailing to the members informing them of the change and
the room must be arranged at the Community Center to accomodate the meeting
between 40 and 10 days before the event.Neil McLeod reminded officers to
prepare the annual report, billing cards, voting cards and broadcast a
request for content of the annual report not already in the Secretary's
hands. He and Patty will observe this year to see how we do.
Miscellaneous and Unfinished Business
There was a need to fill Ed James' Board seat and
Peggy Bates volunteered to take it until election time. This gave her a
vote in Board affairs as officers who are not also directors do not vote.
It was also determined that no one was to be put on the slate of elected
individuals unless they were present and fully willing to do the job. The
Board wanted the odd year seat holders informed that their seats were up
for the upcoming election and to broadcast that Board seats were open.
Voice mail schedule:
301- 419- 8044
April 23-29th Bill Dupree
May 14-20th Gil Lee
April 30-May 6th Peggy Bates
May 21-27th Patty Merryman
May 7-13th Neil McLeod
May 28- June 3
Remember when your shift is over e-mail the next
person on the schedule.
The Greenbelt Library has asked whether we will help
in the documentation of the Tugwell Room materials. A grant was received
to archive and make available documents in a web information database.Clement
Lau GIAC member and past director made the presentation and the Board voted
to approve the efforts.
The meeting was adjourned at 9:37 pm. Respectfully
recorded Bill Dupree Secretary GIAC