Notes/minutes from [[OrgMeet2009OctAgenda][2009 October Board Meeting]]. ---++ Location * Time: Saturday, 3 October, 2009 * Space: Small Meeting Room, West Branch of the Manchester Public Library, 76 North Main Street, Manchester, NH ---++ Attendees ---+++ Board Members * Main.MaddogHall * Main.TedRoche * Main.BenScott * Main.HeatherBrodeur * Main.MichaelKazin ---++++ Absent Board Members * Main.ShawnKOShea - Declined invitation * Main.BillSconce - No response to invitation ---+++ Others * Main.ArcRiley ---++ Notes ---+++ Meta * Meeting formally started at 1:40 PM * All expected Board Members are in attendance * Ben Scott acting as Secretary in absence of Bill Sconce * Meeting formally ended at 2:41 PM ---+++ Regular meetings Heather Brodeur reports on her experience as Nashua meeting coordinator * Heather had work obligations for six months * She asked for someone to take over during that period * Nobody stepped forward * Thus, meetings did not happen * Nobody appeared to care * After six of none months, she did not see point in trying to restart if no one cared * Heather remarked some people may have fallen into the habit of expecting to be "catered to" Ted Roche reports on Peterborough meeting status * Charlie quits effective EOY 2009 Ted Roche reports on Concord meeting status * Ted is trying to find help from attendees, but volunteers are not forthcoming * Ted would like to retire from coordinator role * Has remarked on this to attendees, but hasn't pushed hard Ben Scott reports on discussion of possible new Manchester meeting * Several people have inquired about such * Ben asked Cole Tuininga if he would be interested in coordinating * Cole said no, but did say he would ask an associate * Ben was then contacted by one Chip Marshall (said associate) * Chip asked what to do * Ben responded with various suggestions, haven't heard back since * This was a little over a week ago * Ben Scott will contact Chip Marshall, ask status * Ted okay with folding Concord into a Manchester group Brief discussion of how to hold meetings, how to secure speakers, etc. Ted, in regards to timid coordinators (poss. paraphrase): "people hate having to ask speakers to drive a long way to meet that might only have a few people" Arc Riley reports !PySIG has backlog of potential speakers due to coordinator overload ---+++ NH registration GNHLUG must file to renew before EOY 2010 * Arc will submit proposed new articles to gnhlug-org discussion list before EOM Oct 2009 * To submit, we need 5 signatures; 6 is recommended * We will submit come 2010 Board meeting frequency * Formal proposal: Amend articles/bylaws, board only required to meet once per year * Accepted without objection * Additional meetings are still allowed ---+++ 501(c)(3) Ted reports: * The IRS application has an "essay question" for justification * It needs to be comprehensive and copious * Believes GNHLUG mission should qualify as educational organization * Previous plan to handle no money was a problem * Tried to put together budget plan based on regular meetings * Time spent by coordinators organizing * Time spent by presenters preparing and speaking * However, this proved difficult to quantify, and nobody was interested Discussion of budget and finance followed * Ben asks if there is a minimum dollar amount * Basically, no * Ben then proposes * Don't worry about meetings or stuff like that * Legal entity should be concerned with legal entity stuff * Server hardware ownership * Server hosting * Domain name ownership and renewal * This is sufficient for a small and straight-forward budget * Arc remarks that books are property donations Maddog reports: * He knows of other similar LUGs which have successfully obtained 501(c)(3) status * He will see if he can get a copy of their paperwork * Will have a status report before EOM Oct 2009 Brief discussion of why are we bothering again? * In short, many things want an official 501(c)(3) * The difference between non-profit and tax-exempt is not well understood, even when it should be * Arc gave example: Manchester city assembly permit, for Software Freedom Day * Non-profit org: Free * Commercial: $3000 insurance bond * Lack of 501(c)(3) confused process quite a bit Arc volunteers to coordinate 501(c)(3) ---+++ Board membership Current board membership has served 3 years * Time to renew Bill Sconce has had trouble making meetings * Formal Proposal: Offer to release him from his obligations * Emphasize no prejudice against him; we all understand about the demands of real life * Agreed without objection Arc Riley volunteers as board member * But he will only be in NH part-time for next year or three * All others agree he can serve anyway * Most business can be done online * Only one meeting per year is plan Seeking new blood * Heather will ask Kenta * Ben will ask Rob Anderson, Cole Tuininga * Ted suggests Bill !McGonigle Some people would like to retire from Board * Ted * Heather Officers * Arc volunteers to be next Secretary * Kazin volunteers to be next Treasurer * Ben volunteers to be next Chair * No formal appointments at this time ---+++ Misc Ted remarked that books can be got for free from publisher if you promise to submit a review
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