October 7, 2000 Meeting Report
The meeting was held at my home (Sheri Mowery) in Beaverton, Oregon. Present were myself, Steve Hanberg, Dorothy (Pink) Heins, Tim Heins, Guy Melton and Jay Peoples. Participating via telephone was Snell Fontus.
Initial discussion centered around the topics raised in two different letters: 1) a letter written to Snell Fontus from Barry Rubenstein, Attorney at Law and 2) a letter written to the members of the JBCA Board from Snell Fontus. In letter number one, Mr. Rubenstein first outlined the differences between a nonprofit-entity-with-a-charitable-purpose and a nonprofit-entity-without-a-charitable-purpose. Secondly, Mr. Rubenstein agreed that it would be most appropriate for our organization to file under Section 501(c)(7) of the Internal Revenue Code if, indeed, we were to formally incorporate. The main thrust of Mr. Rubenstein's letter had to do with the fundamental question of: Why have a formal nonprofit organization at all? In letter number two, Snell explained that further discussion with Mr. Rubenstein made it clear that - because our organization is evolving - Mr. Rubenstein feels that forming a formal nonprofit organization is not necessary at this time. Based upon the explanation that Snell provided in letter number two, it was the unanimous decision of the Board members to start out as an informal association.
Discussion moved on to toward the need for our unincorporated association to establish an organizational statement with the declaration of intent to eventually qualify under section 501(c)(7) of the I.R.S. code. Based upon the advice of Mr. Rubenstein, it was clear that our association needed to obtain a Federal Tax Identification number. Agreement among the Board members was that the Bylaws, Mission Statement, governing structure, and goals of the association should all be in keeping with the format of a formal corporation for ease of future transition, since that is ultimately a strong possibility.
Next, we discussed options as to the governing structure and Officers within that structure. It was unanimously voted that the governing body of the JBCA would be a Board of Directors. It was further decided that, for the time being, the size of the Board of Directors would be limited to eight members. Those members (in alphabetical order by last name) are: Snell Fontus, Steve Hanberg, Teri (Pierce) Hanberg, Dorothy (Pink) Heins, Tim Heins, Guy Melton, Sheri Mowery and Jay Peoples.
The decision was made that the eight-member Board of Directors would contain four Officers: Chairman of the Board, President, Treasurer, and Secretary. Explanation was made and clarified as to the role and duties of each Officer. The floor was then opened for nominations. An initial motion, a second motion, and a unanimous vote were received to fill the Officer positions as follows:
| Chairman of the Board | Steve Hanberg |
| President | Jay Peoples |
| Treasurer | Snell Fontus |
| Secretary | Sheri Mowery |
Since all members of the Board of Directors had earlier submitted individual suggestions for the Mission Statement of the Judson Baptist College Alumni Association, the next task was to craft and agree upon a finalized Mission Statement. That statement reads as follows:
The Judson Baptist College Alumni Association exists, as a body of believers in Christ, to glorify God by encouraging fellowship and networking between all who value their association with Judson Baptist College.
After this came discussion on a variety of topics:
The need to draft Bylaws
The need to draft a document, for submission and review by Mr. Rubenstein, which includes such items as: the Mission Statement, goals and activities, definition of membership, structure of the governing body, Transfer of Power, etc.
Sheri's receipt of a fourteen-year-old list, from Southwestern College, of the first-and-last names of 2,538 JBC alumni
Guy's possession of a bound document, produced in 1985 by the Judson Baptist College Alumni Office, containing the names, addresses, year(s) of attendance of any person who ever took a course at JBC as of 1985
Logistics of finding out: how many JBC alumni exist; who they are; where they are; construction and maintenance of a master list of this data
At the close of the meeting, we agreed to proceed as follows:
Steve and Jay will circulate ideas for Bylaws by 10/14/2000.
Draft of Bylaws will be divided up between the Officers, according to topic, for "polishing". Goal date for finalized copy of Bylaws is 11/30/2000.
Sheri will write this report. (Done)
Sheri will compile a rough draft of the previously-described organizational document and submit it to Steve by 10/11/2000. (Done)
Steve will compile a more finalized organizational document (for eventual submission to Mr. Rubenstein) and circulate it for review by all Board members by 10/14.
All Board members will review / edit the organizational document, at least once, by 10/21/2000.
Goal date for finalized copy of the organizational document is 10/31/2000.
Snell will submit finalized copy of organizational document to Mr Rubenstein, for review, by 11/15/2000.
Snell will obtain a Post Office box, in Eugene, for the JBCA.....pretty soon
Snell will contact Ralph Zeller, obtain a Federal Tax Identification number and provide it to Jay by 10/21/2000.
Jay will contact his resource and collaborate with Snell to open a checking account for the JBCA.....after 10/21/2000.
Dorothy will obtain an initial pricing estimate for postcards to send in an attempt to locate JBC alumni.....eventually
Guy will scan some pages out of the JBC Alumni Office record and provide to Steve before 10/14/2000.
Steve will "tweak" the computer program to be used for entry of alumni data and provide an updated version of the program to Guy and to Snell for ongoing entry of data from the 2000 reunion (by Guy) and entry of data from the JBC Alumni Office record (by Snell's employee).
All Board members will consult their calendar and voice preference about the date for a November 2000 meeting, via conference call, to occur on either Saturday 11/11/2000 or on 11/18/2000.....before 11/1/2000.
Not bad for a woman who did not realize to begin taking notes until the meeting was well underway, huh?!! It is likely that I missed some items. Let me know if there are additions or changes that are important enough to include and I'll do so.
Sheri Mowery