Judson Baptist College Alumni Association
(Scribe: Sheri Mowery)
Meeting Location: Eugene, Oregon - the home of Snell Fontus.
Meeting Attendance: Present - Snell Fontus, Guy Melton, Sheri Mowery, and Jay Peoples. Participating via telephone (from Bainbridge Island, Washington) - Steve Hanberg. Absent - Tim Heins.
Meeting Opened: in prayer by Jay Peoples
Minutes of October 7, 2000 meeting reviewed. Motion and Second for approval of Minutes without changes or additions.
Meeting Agenda reviewed; minor clarifications. Motion and Second for approval of Agenda as printed. Minor discussion: possibility of video conferencing for future meetings.
Employer Identification Number (EIN; also-known-as Tax Identification) was applied for by Snell and assigned by the Department of the Treasury – Internal Revenue Service as of October 25, 2000.
Western Bank (Lakeview, Oregon) contacted by Jay. Paperwork to apply for Business Checking Account with Western Bank to be obtained, by Jay, during week of November 13-17, 2000. Jay will complete his portion of paperwork and mail to Snell for remaining completion. Question arose: Should this be an interest-bearing checking account or not? Does that type of account involve fee(s)? Snell and Jay will review details and choose best type of checking account for our purposes. Goal: checking account in place by November 17, 2000.
Organizational Statement
Board members presented with copy of rough draft - JBC Alumni Association Organizational Statement.
Discussion – best to have least possible amount of content and still be in compliance with requirements of I.R.S. code, keeping in mind strong possibility of eventually qualifying for incorporation under section 501 (c) (7) of that code.
One minor change to rough draft – addition of one word. Preference and agreement stated by members to reviewrough draft individually and bring edited ideas to next meeting.
Bylaws
Reference made to preliminary draft of Bylaws document which Steve sent to all Board members on October 8, 2000 (Guy and Snell did not receive; Steve to re-send).
Discussion – since October meeting included much Bylaws discussion pertaining to subjects of Purpose, Finances and Officers, today’s meeting would focus on Bylaws discussion pertaining to subject of Membership. Board members expressed individual personal opinions about Membership – eligibility, acceptance and dues.
Opinions expressed: * No regular dues expected…money given on a donation-basis only; * Do not require dues until we are offering something in return…such as a newsletter or a reunion; * Membership in the JBCAA should be strongly tied to those who formerly donated money to Judson Baptist College, and not exclusively reserved for those who were students or employees of Judson Baptist College; * Eligibility for membership should be wide-open, while membership that includes voting rights should be more limited.
Agreement reached on membership eligibility (from Article 3 of preliminary Bylaws document):
“Any person with a past relationship with Judson Baptist College (including former students, faculty, staff, board members, donors or friends) who value the memory of Judson Baptist College, the relationships formed there, and the community of Believers made up of all the above shall be eligible for membership in the JBCAA.”
Concern expressed about possibility of outsiders gaining too much power or influence within JBCAA if right to vote was extended to everybody who fits broadly-defined eligibility statement above. Caution also expressed about membership-related decisions that would make it difficult for JBCAA organization to outlive the life expectancy of those people who actually attended the college.
Guy will attempt to formulate a multi-tiered model for membership (including - but not necessarily limited to - matters such as eligibility, acceptance and dues), taking into consideration above ideas, concerns and opinions; Guy’s membership model will be included in edited version of Bylaws section assigned to him (see next paragraph).
Individual articles of preliminary Bylaws document assigned to individual Board members, for editing, as follows:
Deadline date for each to submit edited assigned section(s) to Steve: December 31, 2000.
Data Entry
Data entry of information collected at 2000 Reunion very near completion. Guy will send data to Steve during week of November 13-17, 2000.
Discussion – Single, centralized, master database is a must. Need to work toward creating it, from multiple locations, and then merge. Sources for creating comprehensive list of names in master database are:
Logistics: Steve will provide Snell with technological resources for data entry. Sheri and Jay will provide Snell with copies of various data sources. During December 2000, Snell’s employee will enter data. Database from Snell’s employee will be combined with database from 2000 Reunion. Names of “lost” alumni will be determined when master database is complete. Eventually, names of “lost” alumni will be posted to website for members to assist in locating.
President’s Report (Jay Peoples)
Nothing to report
Treasurer’s Report (Snell Fontus)
Billing Statement received from Barry Rubenstein, Attorney at Law = $270 . Mr. Rubenstein has been paid out of Snell’s personal funds. Snell must eventually be reimbursed by JBCAA funds. So far, no Billing Statement received from Ralph Zeller, Certified Public Accountant.
Post Office Box obtained. Annual fee=$64 . Per-key fee=$1 . Eugene Post Office has been paid $65 out of Snell’s personal funds. Snell must eventually be reimbursed by JBCAA funds. Jay attempted to register for second key while in Eugene today. Post Office closed (federal holiday). Registration for second key postponed until next time Jay is in Eugene. Official mailing address: Judson Baptist College Alumni Association P O Box 507 Eugene OR 97440 . P O Box now available to receive…let the charitable donations commence!!
Webmaster’s Report (Steve Hanberg)
Nothing to report (see “New Business” – topic: Website)
Since alumni and friends of JBC tend to have strong ties with Camp Tadmor (Lebanon, Oregon) and the Northwest Conservative Baptist Association (Portland, Oregon), Guy is designing a flyer to be distributed via both organizations. Flyer will include “Response Card”, which implies data entry. Board of Directors must approve flyer prior to distribution.
Discussion – “Newsgroups” (newsgroup: a collection of messages posted by individuals to a news server. Newsgroup messages can be accessed and read by anyone who has gained access to that newsgroup.) Exploration of possibly creating newsgroups for public participation in discussion of variety of JBC-related topics (Bylaws, Board of Directors’ Meeting Minutes, Organizational Statement, Reunion Events, JBC Alum Website, etc.) Steve will create Organizational-Statement newsgroup for Board members to take advantage of.
Decision made for Steve to form Promotion / Communication Committee made up of a few former Judson associates. Jay will provide Steve with contact information for Ron Frye, a potential committee member.
Discussion – JBC reunions. Differing opinions as to frequency, location and time of year to hold events. General consensus that a gathering in summer 2001 would: A) promote advancement of JBC Alumni Association, B) capitalize upon momentum from Reunion 2000, C) provide opportunity for first Annual Membership Meeting, and D) recognize progress made by JBCAA Board of Directors since Reunion 2000. Decision made for Jay to form Event Committee to address topics such as those listed above. Committee members will report to Board of Directors at a future meeting.
Snell will define, in writing, a formal process for the organization’s receiving and spending of money. Within assigned sections of Bylaws document, Snell will also include definition of basic operating expenses / approved budget items (postage, website maintenance cost, office supplies, attorney fees, CPA fees, etc.) and a maximum spending allowance above which approval must be gained from the Board of Directors.
Steve has held-off moving Gulch Gazette website contents to jbcalum website until after data entry of the Reunion 2000 attendees has been completed. Input is needed, from informed individuals, as to security, content, and design of the website.
Decision made for Sheri to form Website Committee of 2 to 3 former Judsonites who could meet (possibly via a newsgroup), exchange ideas and report to Board of Directors at future meeting. Contact suggestions were: Jeff Cameron, Dave Kerr, Celia (Johnson) West, Brian Buhler, Gary Buhler, Colin Elligsen, Dave Squires. Steve Hanberg wants to be included in the exchanges of the Website Committee members and suggests that they send Steve a sample of their art work or web design work.
Since October meeting, two members decided to leave Board of Directors – Dorothy (Pink) Heins and Teri (Pierce) Hanberg. Members of Board now consist of six people: Snell Fontus, Steve Hanberg, Tim Heins, Guy Melton, Sheri Mowery, and Jay Peoples. Decision was made to finalize Bylaws prior to seeking replacement of Board members.
Next Meeting: Beaverton, Oregon – the home of Sheri Mowery
Saturday, January 20, 2001; 10:00 AM
Meeting Adjourned in prayer by Jay Peoples