WCPCA Board Meeting Minutes - May 11, 2009
Attending: Rolly Thompson, Wayne Thompson, Bob Watada, Felicia
Kenney, Michael Kresko, Jack Meacham, and Dorothy Soper at the home of Rolly and Wayne Thompson
The minutes of the previous meeting had been circulated and approved
by email. Rolly chaired the meeting.
Rolly reported that she has ordered 200 calendars from the Madison
RPCV group to sell this fall. We'll pay $4 per calendar and sell
them for $10 to $12. We sold 196 calendars last year.
Jack presented the treasurer's report. The main change was the
receipt of a $605 interest payment from the bond held with Edward
Jones. This money is dedicated for use in making grants and is
deposited in the money market fund with Edward Jones.
Account balances are:
- general accounts: approximately $5,500
- OCCU: Beryl's Memorial Fund: approximately $700
- E. Jones: Beryl's Fund, money market account: approximately
$6600
The board accepted the Treasurer's report.
Dorothy reported that the membership continues at just over 90.
Michael asked how we recruited volunteers newly out of the PC in
the fall. We try to meet them at activities at the U of O and at
the booth at the Eugene Celebration. To expand on this the board
liked the idea of having a welcoming event on or near the campus at
the end of September in order to attract student members. The
board liked the idea of placing an advertisement about such an event
in the Emerald and possibly in a calendar item the Emerald.
Felicia reported that after she had sent the membership an email
about joining the "PC Connect" program with the national PC
Association, a few people did join. She'll give a computer class
in "beyond the basics" on Wednesday, May 20th, 1-4 pm, at Dorothy's
home. All members are invited to take part. No need to bring
computers to the lesson.
We had a lengthy discussion of the NOM party scheduled for
Friday, May 15th, 6-8 pm, Many Nations Longhouse, U of O campus.
Responsibilities are assigned as follows:
Justin has planned the program: two speakers; three student
performances; ice breaking activity. He will use funds from the PC
office in Seattle to purchase paper plates, cups, napkins, utensils
and ice. He has funds from the Career Center to purchase
beverages (communication 5/12).
He'll bring photocopies of the program with a description of WCPCA
on the reverse side of the paper. He'll also bring string and rope
to hang decorations.
Rolly will speak about WCPCA and its interest in funding ongoing
PC projects.
Dorothy will bring an assortment of shirts which can be given away
along with calendars as prizes. She'll purchase some food to
supplement potluck items. The board authorized $150 for this.
Various board members will bring ice chests to the evening so that
we can use them to keep the beverages cold.
Dorothy will bring registration sheets. We'll need volunteers to
take names and email addresses of our guests as they enter.
We expect that same level of turnout that we had last year when
about 90 people attended.
James will retrieve the banner and flags from storage to use as
decorations. Dorothy will bring the plastic table cloths.
We talked about the fundraising letter that has been circulated
among the board members. Dorothy invites editing comments for the
next week.
After reviewing some choices regarding mailing we agreed to the
following:
Mail about 300 letters to people who are not now members and
whose names are listed in the new National PC Association directory,
to people on the organization's mailing list who aren't members and
to other names offered by local members.
Use first class postage.
Create a data base from which to print mailing labels. This
responsibility will be shared within the board and possibly other
members. Felicia agreed to use the software that she has to create
mailing labels. We expect to make one such mailing per year and
thus to continue to need the mailing labels. This justifies the
labor.
Have a board gathering for the purpose of assembling the various
parts of the mailing. We hope to have the letters in the mail by
mid- June.
We'll decide whether to have a mailing of this type once a year
depending upon the outcome of the first mailing.
The board authorized $250 in expenses for this effort. The
following people agreed to type spreadsheets of the names and
addresses of new members in order to make the mailing labels: Jack,
Michael, Rob, Rolly, Dorothy. Felicia will set up the procedure
and Dorothy will let people know what it is and pass around the
necessary disk. We expect to be doing this by next week.
We agreed that on the return form we'll ask for the responder's
email address so that we may acknowledge a new membership or gift
and inform the person of the way that the donated money was used.
Jack consulted IRS publication #526, "Charitable Contributions,"
and learned that membership dues paid to WCPCA are tax deductible.
The board was pleased to learn this and will publicize the fact on
the website and also in the fundraising letter to be mailed in June.
The next board meeting will be on Thursday, June 11th, 7:00 pm,
at Michael's home.
Minutes by Dorothy, 5/12/09
