BOD Conference Call - Thursday, Mar 24

866-906-9888, code: 3503061

I. Call to Order Aaron Cooper

II. Roll Call Carmen LaFlamme

III. Approval of minutes Aaron Cooper
See: August BOD minutes

IV. Opening Remarks Aaron Cooper

V. Discussion: Bill Lentz
Expand reach of the Doc & Thelma Daugherty Award

Reasoning:
• Frequently, only one or two names are brought forward for consideration and
those are increasingly for persons who have made significant contributions to
their chapter or are highly respected in their region.
• The board is often put in the untenable position of providing the award to the only person nominated.
• The board is required to judge the worthiness of individuals nominated.

Recommendation:
• Consider transitioning the award to represent what it has become and in so doing recognize a broader section of members who contribute to the welfare of the club through their chapter and regional activities.

Mechanism:
• Directors would request nominations from their regions for the award.
• Directors of each region would consider the recommendations made and designate which members are to be recognized for receiving the award at the annual meeting.
• The cost of providing the award would be the responsibility of the chapter or
region.
• Reporting results to the WTN would be the responsibility of the Senior Director from each region.

VI. Discussion: Bill Lentz
National Meet Planning Committee

Reasoning:
• A conceptual draft concerning this matter was circulated by President, Aaron Cooper a few months ago and deserves further consideration. Chapters are experiencing significant difficulty finding a locale where a National Meet can be held. Changing demographics of our membership will cause this to be an ever increasing problem. Chapters that decline to host do so for a number of reasons including, financial risk, lack of or uncertainty about leadership, too few workers, concern about negotiating with hotels, finding suitable sites, etc.

Recommendation:
• Create an operational system that would result in much closer collaboration between the club and chapters in hosting National Meets when necessary.

Mechanism:
• The club should be prepared to provide the following resources:
o Assist with site selection
o Manage contract negotiations with the hotel (room nights to reserve, catering
o Provide the chapter with a list of volunteers having specific skills and
o needs, expense control) experience who are willing assist during the meet.

VII. Motion:
Membership Chair added to Bank Accounts John Forkner

Discussion: The membership chair needs to have access to the membership banking account in order to receive and deposit checks electronically. Additionally, the membership chair needs to have access due to the tie-in to the Paypal account.

VIII. Motion: Tim Lloyd
Make the following three changes in the Policy and Procedures Manual:

Discussion:
1. Change 4.6.16 which now reads as follows:
Chapter Newsletters should be sent to the Club President, Club Secretary and appropriate Regional Directors as required by the Club Board of Directors.

To read:
Chapter Newsletters should be sent to the Club Secretary, electronically if possible and the Club Secretary shall distribute the Chapter Newsletters to all Chapter Editors, Club Officers, Directors and Alternate Directors.

2. Change Article 9.6.2.4 which now reads as follows:
Electronic Retention. Documents may be retained electronically; however, any document to be retained permanently should be retained by a paper copy properly organized.

To read:
Electronic Retention. Documents may be retained electronically; however, Organizational Documents and Board of Director minutes should be retained by a paper copy properly organized

3. Change 9.6.2.3 j which now reads as follows:
Chapter Newsletters. Chapter Newsletters are kept by the Club Secretary for five (5) years and then transferred to the Club Library for archiving.
To read:
Chapter Newsletters. Chapter Newsletters are kept by the Club Secretary (electronically or hard copies 1/16) for five (5) years and then transfer any paper and electronic copies to the Club Library for archiving.

IX. Board of Directors Meetings Cheri Holz

Discussion:
1. Send out or publish on the website an agenda of the upcoming conference call so that members can have input on the topics to be discussed.

2. Publish on the website and/or in the WTN the minutes of the call

3. In the WTN and on the website next to each Director's picture put his or her term dates and if it is a first or second term

4. Send Chapter presidents the name and contact info for new National HET members so they can contact them and invite them to come to local meets and join the local chapter.

X. Status of Quickbooks online (Treasurer) Dave Tuttle

XI. Agenda items for June Aaron Cooper
Volunteer reports
Status of National Meet Proposals for Big Country
Treasurer’ Report

XII. Request for Motion to Adjourn Aaron Cooper