Here are the old minutes:
Time: 8:00 PM
Number: 1-888-426-6840
Pass Code: 2183707
North Carolina Woodworker, Inc.
Board of Directors Conference Call
March 21, 2011
AGENDA
1. Review the old minutes and accept and/or edit them.
2. Go over old business.
2.1 Department Reports from all BoD members
3. New Business
3.1 Budget
3.2 NC Tax Status
3.3 Election
3.4 workingtogetherraleigh.org
3.5 Obtaining a New Conference Call Number
3.6 Spring Raffle Update
3.7 Spring Donation Drive Update
3.8 Credit Card Processing
3.9 Charlotte Woodworking Show
3.10 2011 Picnic
1. The board unanimously reviewed and approved the old minutes.
2.1 Old Business:
a. Joe stated that he paid the bill to our lawyers. Doug stated that Travis was still getting some checks and that there is one account that is still in his name, but Joe is having some trouble getting in touch with him. Doug is going to look into it.
b. Trent stated that he got the minutes from the last meeting into the download library.
c. Everything else from Old Business will be included in New Business.
3. New Business:
a. Tracy stated to Joe that Eagle America and Klingspor need to be billed for their ad space. Mountain Sawyers, Lee Valley, and The Woodworking Source need to have an invoice sent to them to let them know that their ads are about to expire. Joe's understanding was that Rob and Scott would let him know which of those needed to be billed this cycle. Rick Dinardo donated $600 worth of gift certificates and a raffle prize so he should have free ad space until September. Rob recommended that Joe be the sole person to work out deals with advertisers. Rob proposed that a $500 contribution will be worth 3 months of advertisement. A $200 donation would be worth a month of advertising and a $1000 donation would be worth a year. Rob is going to do some research with our vendors to see what their opinions are on it and he will get back to us with their responses.
3.7 Andy stated that we have $1505 from our donation drive. Doug stated that he will be getting the employee matching forms downloadable. Joe stated that a lot of the companies are different according to how much and when they will match their employees' donations. Some would be almost a year from the time of the initial donation. Doug said that a thread needs to be started about the employee matching contributions.
3.9 & 3.11 Scott stated that he has 14 people signed up to work our table at the Charlotte Woodworking Show. He said that he has already mailed the tickets out and that so far, some of the members have received their tickets. We have turning and scroll saw demos. Rob stated that he got a quote from EDU Sports for single color hats with our logo. 36 for $10.50 per hat, embroidered, plus shipping. Scott is also waiting on a quote from another company. EDU Sports also has plenty of other products in addition to hats. Jack and Scott Smith will be there for a wood run at the picnic and he is also trying to get in touch with a few others. Scott is also trying to get some volunteers to do demos. The site seats 250 people. It is covered, has electricity and grills. Ritter park is located right behind Lucky 32's in Cary. The meat will be catered by Danny's BBQ.
3.8 Tracy said that our account has been approved for our credit card processing. It will take you away from our site, so that credit card numbers will not be stored on our site. Bas and Jim are working hard to get it live and it should be done in the next few days. We may have a charge from Authorize.net because they do not allow raffles. Parallel Solutions will be our merchant account. They will take 6% per transaction.
3.2 Doug stated that we can apply to get the NC tax-exempt status, but the likelihood of us getting it is VERY low. That would save us the NC sales tax. Doug stated that it is probably not worth the effort because it will cost a considerable amount of money to get it and it will likely be declined anyway. Everyone else agreed.
3.1 Doug suggested that we should try to budget for the future according to historical prices. Since things are always changing, it will be hard to budget everything continuously. He also strongly urged that everyone document every expense.
3.4 Doug spoke to Daniel Sarjent at workingtogetherraleigh.com. They are a non-profit that helps veterans and other people in need. The next event is too close to the Charlotte Woodworking Show and we are going to try to get in on the one after it and also other projects in the future. It is similar to Habitat for Humanity. They are also located in other cities in North Carolina and nationwide. Doug will get some more information about it and post it on the site so people can volunteer.
3.3 Scott, Joe and Doug's positions will be vacant. Trent will make the post asking for members to nominate themselves. Each of the three open positions will be two-year terms. Trent will post the thread initially in the BOD Forum for feedback and will then post it in the Staff Announcement Forum no later than March 31'st.
3.5 Tracy stated that he will work on getting a new conference call number. Scott stated that his number will work until the end of June.
3.6 The Rikon band saw winner from the last raffle donated it back to the site. Rob is going to give him the dvds from Lee Nielson instead. He has letters out to 15 vendors at this point and he already has a few responses. We got a Jet lathe at a big discount. That will be two big prizes now with the band saw still available. Rob has had some issues getting his mail, so hopefully he will be getting more responses soon. He will have the prizes delivered to Apex so that it will be closer to the picnic. Rob also wants to pass on the raffle responsibilities to someone else. He has done five of them now. The next person can get the list of Rob's contacts. Rob is still planning to stay under $1500 for this raffle, per his annual budget forecast.
At 9:05 pm, Doug made a motion to end the meeting. The motion was seconded and unanimously approved. The meeting ended at 9:05 pm.
Submitted by:
Trent Mason
Secretary
North Carolina Woodworker, Inc.
