Board Meeting - November 5, 2008
Minutes for the board meeting of 11/05/08
at the home of Shannon Micheel and Michael Kresko
Attending: Rolly Thompson, Jack Meacham, Felicia Kenney, Michael
Kresko, Shannon Micheel, Wayne Thompson, James Cloutier, Dorothy
Rolly chaired the meeting since James had to leave after the first
The minutes of the previous meeting had been circulated and approved
We discussed the treasurer's report. Evangelina (the treasurer)
was unable to attend the meeting. We have questions regarding the
balance in the money market account at Edward Jones and in the
checking account at OCCU. Dorothy will contact Evangelina with our
questions. Her replies will be posted as an addendum to the
minutes. See below.
Dorothy reported that WCPCA has 63 members. She's sent an
email to the members who renewed their membership directly with
WCPCA early in 2008 and thus paid the old and higher dues rate. She
informed them that the board will extend each of these memberships
for a second year. (She's received very kind replies to many of
Note that people who renewed their WCPCA membership through the
national RPCV organization paid the lower rate and thus their
memberships are not extended for a second year.
Dorothy is in the process of sending an email to each member whose
membership will expire in November or December of 2008 as well as
others whose membership is delinquent urging them all to renew.
We're hoping to maintain current members as well as add new ones to
our organization. We're especially hoping that students who don't
have to pay a membership fee will be encouraged to join.
Felicia is working on a new design for our website. She showed
us one of her ideas. She'll continue to work on this project. The
board applauds her creativity and energy!!
Dorothy and Evangelina have proposed some changes to the
constitution and by laws to reflect better our current mode of
operation and clarify our responsibilities to the IRS and the Oregon
Department of Revenue. The board approved, with thanks, the
proposed changes which have already been circulated. With approval
of these minutes the proposed changes will be distributed to the
membership in the newsletter and posted on the website for the
general membership to read.
Dorothy gave a report from Justin Overdevest, the U of O PC
recruiter, who suggests that the board consider as a fundraiser
selling refreshments at one or more of the U of O athletic events.
This would be a commitment from several members for a single event
with the possibility of raising $300 to $500.
The board expressed interest in this especially if some of the
younger members of the organization will take part. The fundraising
committee will inquire further into this possibility.
The sale of 200 international calendars from the RPCV group in
Madison, WI is our main fundraiser for 2008. We spent a little over
$800 to purchase 200 calendars. We hope that our net earnings from
selling them will be over $1,000.
Rolly described her efforts to sell calendars at various meetings
that she attends and urged other WCPCA members to try this. Some
local businesses are selling calendars on our behalf. We've sold
about half of the calendars already.
Rolly and James have reserved two days at the Holiday Market,
Saturday and Sunday, November 22nd and 23rd, for us to have a table
to sell both calendars and shirts. Shopping hours are 10:00 am to
Logistics: We have to supply our own signs, table, and chairs. A
set up team will begin at about 9:00 am on Saturday to set up. The
board is looking for members who are willing to donate 2 to 3 hours
each to staff our table on one or both of these days. (You can
combine this with your own holiday shopping.) Signups will be
sought via the website and also at the November 14th potluck. We'll
need a break down team to take everything away at 6:00 pm on
Sunday. If you can help please email or call Rolly.
We planned our November 14th potluck which is also the annual
general meeting required by our constitution. James will be the
greeter at the door. In addition to the usual name tags we'll have
sign ups for work times at the Holiday Market, the annual financial
report, and proposed changes to the constitution and bylaws to
distribute. Note that the items that we'll vote on as well as the
annual financial report will also have been posted on the website.
After dinner we'll have a very short business meeting of which the
agenda will be:
- introduce all of those attending and note who is running for the
- have a vote on accepting the nominees for the 2008-2009 board by
- have a vote by show of hands to approve the proposed changes in
the bylaws and constitution. These are accepted with a majority
- verify that those attending picked up a copy of the annual
financial report which will also be available on the web.
Discussion of the report will take place at the December board
meeting which is open at all members.
The above should take no more than ten minutes. Then Justin
Overdevest will begin the program.
Dorothy reported on the bond that we have through Edward Jones
Investments. In October the board authorized her and Rob Dwan to
follow the bond price and sell the bond when they believe that the
price is favorable. We'd like to sell it for its face value or
close to that. But the bond's value has dipped in recent weeks as a
result of the general financial turmoil. The purpose for selling
is to use the money to create an endowed fund with the Oregon
Community Foundation. We call this fund "Beryl's Memorial Fund."
WCPCA paid $20,000 for the bond in April, 2008. It has an annual
interest rate of 6.05%. The bond's value as of 10/31/08 was
$16,000. We plan to keep it until the price is higher.
We talked about publishing a directory of our membership. We're
planning to do this in January. Felicia will print out the proposed
copy and we'll circulate that at the November potluck to have people
see the proposed entry for themselves and okay or change it. The
directory will be distributed free of charge to our membership. We
hope to find someone off board to take on this project. Interested
parties please call or email Dorothy.
We scheduled a meeting in December of both the new and old
boards which will be a planning time for next year. This meeting
will be on Thursday, December 11th, 7:00pm, at the home of Jack
Meacham, 2663 West 28th St. If you have a question please call Jack
at 344-7011 or email him at email@example.com. The meeting is
open to all members.
We scheduled our first potluck in 2009 for Friday, January 16th,
6:00 pm. We haven't yet decided the place or the program.
Shannon reminded us that we have the opportunity to volunteer to
help with the Festival of Trees at the Valley River Inn. Interested
parties please contact Shannon at firstname.lastname@example.org.
Minutes by Dorothy
Addendum sent to Dorothy via an email on 11/6/08 from Evangelina
regarding the treasurer's report:
Balance in the Edward Jones money market account: $6,046.34.
This amount includes donations, returned funds from the Calvert Fund
investment, and an interest payment of $571.39 on the bond.
Balance in the WCPCA checking account at OCCU: $4,806.56. This
includes funds from the recently matured CD at OCCU.