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2006 Annual Meeting Minutes
February 26, 2006 Annual Meeting Minutes
DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT
- The meeting was called to order
at 11:40 AM by President, Trish Gilbert.
BOD Present: Trish Gilbert; Cathy Meachum; Marlene Mendel; Darrell
Meachum; Leslie Warfield
Guests Present at General Meeting: Connie Harbin
The first order of business was to approve the agenda. The
agenda was amended by adding "Email Follow-up" under Reports. The agenda was
approved as amended.
The first item on the agenda was to approve the minutes from
the last meeting. Minutes were emailed to Board Members last Spring. Minutes
from the Special Meeting held on January 31, 2006 were reviewed. The motion
was made by Marlene to approve both sets of minutes. The motion was seconded
and passed unanimously.
The next item on the agenda was a review of correspondence. A
congratulatory letter was read that was received from Ruth Marlin thanking the
board for their volunteer efforts. Correspondence from area offices was
delivered to the VP. The balance of the correspondence was covered in the
written Corporate Office Report.
The next item on the agenda was Elections. A general discussion
was held on ways to bring in new volunteers. The longevity of the organization
was also discussed with retirement issues brought forward. Where would we be
in five years, ten years, with the looming retirements. A number of options
were reviewed as possibilities for the future… paid employees, attachment with
National office, or dissolution. NCF needs to be big enough to be
self-perpetuating. All present felt that this topic needed to be considered
and weighted with new ideas to be brought to the next meeting so we could plan
for the future of the organization. Trish discussed enlisting a committee from
ZHU to help with new volunteers for officer and director positions.
The next item on the agenda was review of articles, publications, and
awards. Discussion was held on recognition awards for sponsors. Past
awards were given only to platinum sponsors – many of who opted out of the
glass award. We will continue to ask if donors would like the award or if they
prefer to opt out for the cost savings to the charity. We have awards that
need to be prepared for James Castro, Ruth Marlin, Mike Palumbo, DAL Local and
Vector Shirts. The award display at STL convention garnered significant
attention with attendees inquiring "how they could get one of those". One of
the NCF supporters had suggested certificate type awards to hang on the wall.
Examples were reviewed and the consensus was for the following award structure
to be in place:
Platinum – glass award
Gold – framed certificate with ice cube award
Silver – framed certificate
Bronze – framed certificate
Supporting – certificate
Framing of certificates would be commensurate with the award level.
Supporting level would not have frame.
The next item on the agenda was reports from Directors and Committees.
Report on Bylaws, Guidelines, and Policy was given by Cathy. A new
copy of the bylaws was distributed which reflected the recent change in
Article II. Section 1. Annual Meetings. There were no changes in guidelines. A
new copy of the NCF Policy was distributed which reflected the newest change
pertaining to the approval and use of the NCF logo. A discussion was held
pertaining to outstanding accounts. It was determined that no policy was
needed for this area and that any outstanding accounts would be reviewed on an
individual basis. If any outstanding accounts occurred then a face to face
request was discussed as being a better option to email and phone calls.
The next item on the agenda was reports on underwriters and sponsors.
A written report from all Directors should be emailed to the corporate office
at the earliest opportunity.
The next item on the agenda was the report from Treasurer. Marlene
presented a number of written reports for the board to review. The first
set of reports was the income statement and balance sheet. Our income
is significantly reduced from last year and a number of reasons were sited
with a significant decrease noted in the CFC area. The DFW area was almost
half from the previous year. Discussion was held as to importance to have a
NATCAvist assisting with the CFC drive in the facilities. Further discussion
was held as to comments among employees with their dropping of CFC
participation due to general hostility in the workplace. The concensus among
the board was to have an article in the NATCA newsletter that covered the
options for allotments. Marlene will write up article and Cathy or Darrell
will submit to National office for inclusion in the newsletter. The article
will touch on topics such as FICA max out as well as one time end of year
donations for tax deduction benefits. The Treasurer’s report is now final, any
additional monies will be applied in 2006. The total spent on
programs/allocations was $63,034.38. Any monies allocated and not distributed
will be rolled into the new year. The total revenue minus immediate expenses
for 2005 is $53,667.55 – our OE for 2005 is 3.6%. Marlene noted that our
balance sheet and cash flow sheet is off due to the new software program and
limitations to the input of data from previous years. This will be taken care
of with next year’s reports as the second year will accurately reflect the
total liabilities and equity of our accounts. The second set of reports
was the Programs and Grants. This report reflected the monies
allocated toward programs at the last annual meeting as well as any
allocations from set-asides that were approved during the year. Monies
allocated that were not distributed will be rolled into the new year and a new
allocation list will be populated and approved. A brief discussion was held as
to the limits of time on volunteers as to the reason not all programs were
completed. The third set of reports was the Projects report.
This reflects our fund-raisers. Since we as a charity can not assign a value
to donations many areas are listed at zero. General discussion was held as to
the importance of accurately completing the contribution forms so we can input
the value of all donations. Directors, Officers, and Trustees that underwrite
office expenses should consider submitting an email detailing those expenses
so that to can be accurately reflected in our supporting statements. The
report for 2006 will have a new column added to reflect the state from which
the donation came so we can strive to support causes in the communities from
which the donor resides.
The next item on the agenda was report from area offices. Trish and
Leslie gave verbal reports of activities in their area.
The next item on the agenda was the report from the corporate office.
A written report was submitted to board members. A review of the merchant
account charges and the inability for ‘inactive status’ with the number of
fund-raisers we are holding throughout the year. A brief discussion of the
acceptance of debit cards was held. Cathy volunteered to contact our merchant
account to determine why some cards processed and others would not. The
Virginia state requirements were reviewed. We are still awaiting the results
from the application for exemption of state requirements related to
sales tax reporting. We discussed the liability insurance that
has been evaluated. Certain questions must be answered related to suits that
Board members may be involved with. The decision was made that we would design
a form for the existing board to complete yearly as well as any new board
members that were elected. The form would have a simple check list of
questions to ensure we were in order with the liability policy. Cathy will get
form designed and email to all board members past and present that are
affected under the insurance policy.
The next item on the agenda was outgoing correspondence. This topic
was covered under the corporate office report and no further detail was added.
The next item on the agenda was inventory. Leslie completed a written
inventory report. A brief review of the corporate office inventory was
included in the corporate written report.
The next item on the agenda was auctions. This was tabled until new
business and the Boston convention discussion on the agenda for the afternoon.
The next item on the agenda was the grocery card program. The
corporate office is out of Albertson'’ cards. This is the one store that is
nationwide with the most requests. Leslie, Marlene, and Trish offered to check
their file cabinet and mail any grocery cards to the corporate office.
The next item on the agenda was CFC. Discussion had already been held
about the decline in participation of CFC. A review of the upcoming CFC
application deadlines was noted. With the expected decline in CFC
participation we want to offer NATCAvists another way to contribute. Marlene
will write article and we will try to have the article run in a timely fashion
to the Fall campaign.
The last item on the morning agenda was emails and follow-up. We will
have a ‘to do’ list in the minutes for each director/officer as a reminder of
items that need their attention. Underwriting reports and budget report will
be emailed to all BOD.
The meeting recessed for lunch at 1:40 PM.
The general meeting was called back to order at 2:35 PM.
The first item on the agenda was the budget plan for 2006. Marlene
reviewed that we would have 87K available for our 2006 programs. Consensus was
to cover all other items on the agenda and complete the allotments/programs as
the last item.
The next item on the agenda was communications. Trish noted that the
regular updates have been very helpful. Cathy noted that the reply time on
requests was quite quick and thanked all who responded so quickly.
The next item on the agenda was recognition of volunteers. A lengthy
discussion was held on options, promotional items, shirts, and awards. All
present liked the idea of shirts and a variety of Hawaiian style shirts will
be ordered for convention volunteers. We will order extras and sell them, it
was encouraged that each board member purchase and wear a NCF Hawaiian shirt
to show their support and have others recognize the ‘strength in numbers’
required for a volunteer organization. Cathy will send out an email with the
link so board members can choose a style to their liking.
The next item on the agenda was fund-raising ideas for 2006.
NATCA in Washington was held last month and we again had a
successful mystery wine auction.
Convention is a matter of weeks away. Solicitation letters have
gone out with many more still needing to be sent. The idea of the committee
has really taken off and we are getting some exciting promises of auction
items. The bobblehead items were discussed at length. Darrell offered to
research further and have an answer by the end of the week. Mike Palumbo
wanted to donate his hair and have it cut at convention. Marlene will contact
‘Locks of Love’ and work on coordinating a ‘hair cut’ to be staged in the
auction area. They need a minimum of 10 inches. Discussion was held if others
would step forward for the donation. Treated hair can’t be donated. The hair
is simply placed in a pony tail and cut. No styling is performed. An
afterthought would be if any of the spouses are cosmetologists if they would
be able to volunteer a quick trim after the hair donation cut. The convention
committee has requested we donate to the Dana Farber Institute – specifically
the Jimmy Fund. Research was completed and display info will be available from
their marketing department. The organization does require some paperwork to be
completed in order to utilize the name. There is a wish list on the website
and Cathy volunteered to contact them for any other specific areas of need and
to arrange for a possible donation presentation at convention.
The Cruise for Charity was discussed, consensus was that such
an event needs dates a year in advance for most schedule bidding. The
competition was noted regarding the travel agents and NCF will continue to
assist viable offers of a fund-raiser as long as a board member is available
to monitor use of our logo and assist with event.
The CFC drive was briefly discussed and the custom water
bottles are still a great option for this campaign. We hope to add a campaign
in Virginia but won’t know of our acceptance and code will be until
mid-summer. Labels on water bottles will need to be evaluated for accuracy of
codes prior to the Fall campaign.
Fall Golf events were discussed. Trish noted that she would not
be able to chair a ZHU event. Cathy noted she planned to take the Fall off.
Leslie is researching combining the ZDC with the DC Metro event to pool
volunteers and efforts for one large tournament. Holiday auctions are
currently planned for ZFW and ZTL.
The discussion continued on the topic of ‘other events’. Locals doing
events to raise money for NCF. Consensus was to write an article in the NATCA
newsletter explaining "if you want to do this, and how to do it". Article
could state "every year locals decide to hold fund-raisers for NCF… if you are
interested this is how you do it"… Kim and Jeff at the National office can
help write the article. Darrell offered to put down some bullets of what it
should include. Cathy will then follow up with Kim or Jeff and hopefully have
an article completed within the next few months. Discussion was held about the
account in California related to the Tower Coalition. Howie Rifas had
informed Cathy of the account years ago but to date we have not received any
further information. Leslie was aware of the account and stated it probably
did not have much of a balance, possibly in the $300 range.
The next item on the agenda was ideas and promotional items. A
discussion was held regarding lanyards as well as the promotional items we
have done in the past. No decision was made to order new promotional items.
Trish will deliver the airplane pens to NCF for use in the upcoming auction.
The next item on the agenda was Partnerships. A verbal report was
given by Cathy. We have had a very successful partnership with Vector Shirts.
Board members were reminded that donations to us are based on orders received
from NATCAvists. Discussion was held regarding donations from NATCA Travel and
that members must mention NCF in order for us to receive recognition. For 2005
we received on donation of $10. A significant amount of effort was utilized to
design and print labels for business cards. The problem continues with the
difficulty in getting any time off in facilities across the country and it was
recognized that the ‘last minute deals – although great deals – can not always
be utilized due to schedules.
The next item on the agenda was Handouts. No changes were proposed. We
will continue to print in house and continue with flyers, mailers, programs,
and annual reports.
The next item on the agenda was the website. All present recognized
the problems that have plagued the host over the past year. It was announced
that the web site was current and we will continue to offer the off-site
bidding.
The next item on the agenda was the database. We continue to update
with returned mail. Robin has been very helpful in entering data from the
registration into excel which is then transferred into the database.
The next item on the agenda was logistics. Most topics were covered
earlier in the meeting. We had briefly discussed holding an annual meeting in
another location but no decision was made at this juncture for time and date
of the next meeting.
The next item on the agenda was to review the requests and approve the
charitable programs for 2006. Suggestions received throughout the year
were reviewed. Allocations that did not get completed were reviewed. Past
recipients were reviewed. A lengthy discussion was held and the following
allocations were approved for 2006:
DC Area Office
Adult Day Care of Calvert County 550
Alexandria Domestic violence 1000
BARN 2000
Loudon Interfaith Relief 1000
Wintergreen Adaptive Skiing – for equipment & education programs 4000
DFW Corporate Office
Angel Flight 2000
ARC 1050
The Bridge 2000
Challenge Air 2000
Cook Children’s Hospital – Emergency Services 1000
Equine Angels 2000
Girl Scouts Aviation Program 1000
Neuro Fitness Foundation 2000
Riding Unlimited 2000
Rocky Top Therapy Center 2500
Holiday programs 3000
ZTL
Juvenile Diabetes Foundation 500
Cancer Program – to be determined – In Honor /In Memory of 2000
Holiday Programs 2000
ZJX
First Coast Women’s Services 1500
Caleb Cares 250
Children’s Miracle Network – Flight for the Cure 1000
Ashley Wilwerth Memorial Scholarship Fund 500
ZHU
Crohns & Colitis Foundation 2000
National Hemophilia Foundation 1000
Sire 2000
Holiday programs 3000
Other
Set-aside (for all areas programs) 23,000
Kansas City Reserve 1000
Baton Rouge Area Foundation 1000
Sam Schmidt Paralysis Foundation 1000
Nature Conservancy 1500
Memphis Boys & Girls Club 1000
Midwest Children’s Brain Tumor Center 1500
Faith House for Battered Women & Children 750
Children’s Medical Center in Dallas 1000
Supplies / Crayons for Children’s Hospital Emergency Services 500
Charity of Choice (3x $500) 1500
Sponsorships (20x $250) 5000
The Jimmy Fund – Dana Farber Cancer Institute 4000
For the Record, it is noted that all programs must meet NCF criteria in
order for allocation to be completed. The above allocation list may be amended
through the year as determined by the Board of Directors.
Motion to adjourn was made by Cathy. Meeting adjourned at 4:35
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