GIAC Monthly Board Meeting - April 1, 1999 Conference Room, Greenbelt Police Station M E E T I N G M I N U T E S
PRELIMINARIES The meeting was held in the Conference Room of the Greenbelt Police Station, with Bill Dupree, acting Secretary, presiding. The meeting began at 7:40pm after Bill arrived, providing a quorum of Directors. Directors present: Tom Crompton (arrived late after other meeting), Bill Dupree (late arrival), Doug Love, Neil McLeod, Patty Merryman, Brian Schieber Directors absent: Chris Morris, Nancy Revis Members present: Jeanette Bass, Jim Bates, Shawn O'Neil, Frank Wrigley PRELIMINARY AGENDA Frank Wrigley attended only long enough to request that his Internet service be suspended until he can get up to speed on his new computer. The intention of the April 1st meeting was to resolve some lingering items and prepare for the elections coming up in June. OLD BUSINESS GIAC leadership: Continuing a thread of discussion began in January via submitted agenda items and pursued in meetings since, Neil McLeod again expressed concern about an apparent lack of leadership by GIAC Officers and Directors. Neil itemized a number of important responsibilities and issues (see Preliminary Agenda) that either have not been adequately fulfilled or have not been timely addressed, resulting in financial loss, failure to perform required administrative tasks, and stagnation of mission progress by the Cooperative. Vacancies: Our first order of business was to inform the Board of the vacancy of the System Administrator position. Our previous System Administrator Neil McLeod broke the duties down to a clerical function and will continue on the dynamic changes necessary on the GIAC website as needed. His work schedule has caused this situation and we are looking for someone to spend approximately one hour a week to track the files and call in new members to the ISP. This position is crucial for GIAC to function as a corporation. The Board officially filled two vacancies as well: * the Secretary position will be held by Bill Dupree, and * Shawn O'Neil was voted in as a Director. This in no way lessens the need for Directors and people to fill the Board seats that will be vacant in June. So please consider contacting GIAC to be nominated. Backlogged agenda items: * Projector: After calling the local audio/visual stores in the Washington DC area the cheapest projector new or old was $2500. Doug Love went to F.O.S.E. and picked up leads on corporate donations that the Secretary will follow up on. * Voice mail for contact and reponse of GIAC business: For the past 3 months the Board has grappled with the necessity of voice mail and since the phone calls at all hours to the President have left her frazzled, the Board will contact a company and start service as dictated by parameters set by the Board. The Secretary will monitor the account and pass on the calls to the appropriate party. * Financial reserves: The Board has always felt we should make our money work for the organization so we directed the President and Treasurer to hold out operating capital and put the remainder in a short term (6 month) certificate of deposit effective ASAP. * Board procedures: The Board instituted a means of voting via e-mail on items caught between the Board meetings. It will not replace meetings and the President will mediate and determine whether the item should be deferred to a formal Board meeting. * Committee needs: The Auditing Committee needs one more person to sit in on the audit. You need not be a Board member. Brian Schieber will post a GIAC-wide request to fill this post. * Annual meeting and election: We also need help to set up for the June meeting. Example: Ballots, envelopes, flyers, nominations, refreshments, and mailing of coupon books. * Monthly classes: If you can pass on some of your expertise in the field of computers and the Internet we would like you to volunteer to give a class, contact us via e-mail. The COOP is all about helping others. Please volunteer to help and to be part of the active process of running the COOPERATIVE. Agenda items discussed but not reported: (please forward your notes to the Secretary) * Class planning - Proactive seeking of instructors * Membership Committee - Rotating "duty" on answering service * Annual meeting/election - Nominations Committee - action items? - Election - action items? - Audit Committee report (past due) * New Member procedures - Account Manager - action items? (Doug Love - acting) - Connection assistance - Macintosh support - CENTER Enterprises proposal * Board procedures - GIAC Website updates * Girl Scout badge program Agenda items not discussed: (carry over to next meeting) * Audit Committee - 1998 Audit Report * Legal Committee - Needs one member - Tax-exempt status - Articles of Incorporation * VIP Committee - Needs two members - Program status review - Program update * Financial reserves - Expenditure guidelines * Board procedures - GIAC policy/procedure documentation - Posting of meeting agenda & minutes - Posting of "Position Paper" issues * New Member procedures - Follow-up responsibility NEW BUSINESS Bylaws: The Board also discussed Bylaw clarifications, one to be brought before the members is that of making one of the Directors responsible in the capacity of Social Director. The necessity for the members to connect in person is just as important as our web connections. We would all enjoy matching a face to the warm personalities we meet online. NEXT MEETING The next monthly meeting is scheduled for May 6, 1999, at 7:00pm. The April meeting was adjourned at approximately 9:00pm. William Dupree, Secretary April 6, 1999 Neil McLeod, Acting Agenda Keeper April 16, 1999 [CLOSE WINDOW TO GO BACK]