Deschapelle Meeting

October 8, 2018

 

Present:  Liz Lin, Pat Newman, Sandy Orr, Judy Ruehl and Phyllis Bishop, Sue Hermans and Gail Schmipf by proxy.
 
Meeting called to order at 9:30 and the minutes of the previous meeting were approved.
 
The written Membership Report was presented by Liz from Stacy Vanstone.  Currently, there are 203 paid members and 40 members with unpaid 2018 dues for a total of 243.  Liz raised the question about what to do about members who have not paid their dues.  Board members agreed that the 2018 dues must be paid.  It was decided that the Membership Chair would send a postcard to each of these people with the following notation: “You have not paid your 2018 Deschapelles dues.  Do you still wish to remain a member?  If so, please remit $15 dues to Susan Hermans (add address).  If not, you will be removed from the membership role.”  The Membership Chair may choose to send an email with a return receipt so that she knows the email has been read.
 
Additionally, it was agreed that anyone who refuses to pay these dues will be charged an additional $5.00 to play in the game.
 
Liz pointed out that there is a new email address for members to send corrections.  It is deschapelles4changes@gmail.com.  Judy Ruehl explained that someone besides Stacy needs the password for this account in case there is ever a problem or Stacy is unable to perform her duties.
 
Judy suggested that both the membership list and meeting minutes be placed on the CBA website under Deschapelles heading.  Sandy reported that these would be no problem for Potter to do.
 
The written Treasurer’s Report was submitted by Debbie Cummings.  So far this year, the flower fund had exceeded $900.00.  The Board decided that due to the cost of flowers and delivery that in the future only cards would be sent for hospitalizations and funerals.
 
Sandy Orr agreed to take on the IRS application for the 501(c)(3)  application.  Liz Lin has previously submitted the application to the IRS with a $600 fee.  Liz reported that the initial application was revoked and Liz received information that Deschapelles application would be placed in one of two categories:
1.      Tax exempt status approved
2.      More information needed
As of this date, no information has been received.


 
Sandy Orr and Judy Ruehl presented the slate of officers for 2019.  Pat Newman moved to accept the slate of officers and new Board members and Liz Lin seconded.  The following are the 2019 Officers:
            President                                             Judy Ruehl
            Vice President                                     Phyllis Bishop
            Secretary                                             Gail Schimpf
            Treasurer                                             Debbie Cummings
            Membership                                        Sue Hermans
            Hospitality                                          Sanderson Orr
 
New Board Members include:
            Doris Kehoe
            Carol Macksey
            Diane Thaller
            Jeanne Weyers
            Linda Woodham
 
There was a discussion of the changes for this year’s CBA Directory.  Sharon Koster and Stacy Vanstone have made corrections to the database and have sent emails and letters for dues and changes.  Phyllis agreed to contact them about the changes for Potter Orr to make in the CBA Directory.  Sandy told the Board that Potter needed them sooner rather than later because it is far too difficult to make all the changes at the last minute.
 
Liz presented the pocket monthly calendar to be purchased for the Christmas Party.  Since it had been three years since the last purchase of outer cover, it was decided to purchase 200 without a date and only the word Deschapelles on the cover.  The cost for these is $1.50 each.  The calendar inserts are $1.05 each and 200 inserts are to be ordered as well.  Total cost of the order with shipping is approximately $600.00.
 
It was agreed that the chairs of the Membership and Hospitality Committees would be responsible for people to take money for dues and Holiday Party.  Set up for the Holiday Party is the responsibility of Pat Newman and Sandy Orr.
 
There being no further business, the meeting was adjourned at 10;40.
 
Respectfully submitted,
 
Phyllis Bishop
Acting Secretary