I sent the following info to all BoD members as a reply to the "North Carolina Woodworker Poster" PMs that have been circulating but feel that it should be posted as a separate item on this forum.
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I agree with Doug that having a budget and adhering to it ,to the greatest extent possible, is a good idea. However, as Travis said, we are a new organization that is still feeling its way. There are going to be times that we encounter things that, due to not having been down this road before, will require expenditures that were not anticipated and we will have to be somewhat flexible. That scenario (unexpected expenditures) happens to even well established organizations but they normally have policies and procedures in place to address those needs. The time that a budget for this fiscal year should have been prepared was near the end of the prior year, but that was not possible due to the transition that occured on July 1. That is certainly something this board should do during the second quarter of next calendar year. It is not too late to prepare a budget for the remaining eight months of this year.
I won't be attending the events that require an overnight stay but I do believe that the major expense, lodging, should be covered for those BoD members who are required to attend. My definition of "required" is defined by the responsibilities of the position. ScottM, as Events Director, certainly should be reimbursed. Also, any BoD member who attends that will have major responsilities beneficial to North Carolina Woodworker should also be reimbursed. Simply attending as a BoD member should not, IMHO, automatically qualify one for reimbursement. A written policy should be established that will cover this, and similiar, situations. Those expenses could then be reflected in the next budget.
Having had severe hearing difficulties for the past 20 years does not qualify me as an expert on
whether we should, or should not, have a PA system for North Carolina Woodworker events. Obviously, such a system would have been a tremendous help for me at the picnic but an organization should not expend funds for the benefit of just one, or a very few, people. However, if a system benefits the overall membership, then the expenditure is justified. There are a lot of us older folks whose hearing is not as acute as it once was. Many people need, but may not realize it, to wear a hearing aid(s). A PA system would certainly benefit them. Then there is the group that doesn't necessarily have hearing difficulties but, due to the size of the room or crowd cannot hear the speaker. So much of being able to hear depends, not only on the listener, but on the speaker as well. Some people have a booming voice while others are softer spoken. When I consider all the elements of communication (speaking and understanding) and also consider the type events we have (picnic, demos, etc.) it is very obvious to me that the expense required to have a modest PA system is justified. and I move that we purchase one.
I don't know if Roberts Rules of Order allow this, but if they do, a motion to purchase a PA system is on the table.
______________________________________________________________
I agree with Doug that having a budget and adhering to it ,to the greatest extent possible, is a good idea. However, as Travis said, we are a new organization that is still feeling its way. There are going to be times that we encounter things that, due to not having been down this road before, will require expenditures that were not anticipated and we will have to be somewhat flexible. That scenario (unexpected expenditures) happens to even well established organizations but they normally have policies and procedures in place to address those needs. The time that a budget for this fiscal year should have been prepared was near the end of the prior year, but that was not possible due to the transition that occured on July 1. That is certainly something this board should do during the second quarter of next calendar year. It is not too late to prepare a budget for the remaining eight months of this year.
I won't be attending the events that require an overnight stay but I do believe that the major expense, lodging, should be covered for those BoD members who are required to attend. My definition of "required" is defined by the responsibilities of the position. ScottM, as Events Director, certainly should be reimbursed. Also, any BoD member who attends that will have major responsilities beneficial to North Carolina Woodworker should also be reimbursed. Simply attending as a BoD member should not, IMHO, automatically qualify one for reimbursement. A written policy should be established that will cover this, and similiar, situations. Those expenses could then be reflected in the next budget.
Having had severe hearing difficulties for the past 20 years does not qualify me as an expert on
whether we should, or should not, have a PA system for North Carolina Woodworker events. Obviously, such a system would have been a tremendous help for me at the picnic but an organization should not expend funds for the benefit of just one, or a very few, people. However, if a system benefits the overall membership, then the expenditure is justified. There are a lot of us older folks whose hearing is not as acute as it once was. Many people need, but may not realize it, to wear a hearing aid(s). A PA system would certainly benefit them. Then there is the group that doesn't necessarily have hearing difficulties but, due to the size of the room or crowd cannot hear the speaker. So much of being able to hear depends, not only on the listener, but on the speaker as well. Some people have a booming voice while others are softer spoken. When I consider all the elements of communication (speaking and understanding) and also consider the type events we have (picnic, demos, etc.) it is very obvious to me that the expense required to have a modest PA system is justified. and I move that we purchase one.
I don't know if Roberts Rules of Order allow this, but if they do, a motion to purchase a PA system is on the table.
