(Scribe: Sheri Mowery)
Meeting Location: Bainbridge Island, Washington - the home of Steve Hanberg
Meeting Attendance: Present - Steve Hanberg, Tim Heins, Sheri Mowery, Jay Peoples. Participating via telephone (from Eugene, Oregon) - Snell Fontus.
Meeting Opened: In prayer by Jay Peoples.
Minutes of January 20, 2001 meeting reviewed. Motion and Second for approval of Minutes without changes or additions.
Meeting Agenda reviewed. Motion and Second for approval of agenda as printed.
President’s Report (Jay Peoples)
Nothing to report
Treasurer’s Report (Snell Fontus)
Business checking account has been established for the JBCAA with Centennial Bank in Eugene, Oregon.
Presentation of JBCAA Balance Sheet for 10/1/2000 - 3/24/2001:
Total Assets = $181.87 Total Liabilities = $399.00 Total Equity = $ -217.13
Presentation of JBCAA Profit & Loss Statement as of today’s date shows:
Total Income = $200.00 Total Expenses = $417.13 Net Income = $ -217.13
Request made that notice-of-solicitation-for funds be posted to the JBCAA web site with the post office box address as the location where contributions (not tax-deductible) can be mailed.
Motion and Second to carry Treasurer’s report as presented.
Data Entry Issues (Steve Hanberg / Snell Fontus / Sheri Mowery)
Ideally, the entry of data would have started with the most recent and most complete information (which was received from registrants at the 2000 reunion) and would have continued - working backward in time - so that entry of the data from the oldest and least complete lists in our possession would have occurred last. Unfortunately, it has worked out that data entry will end up occurring in an order just the opposite of that ideal.
Entry of 2,538 alumni names has been completed off of the list received from Southwestern College. The list itself is not exhaustive and does not contain the names of all people who ever attended or graduated from JBC.
This list contains names only (females primarily listed by Maiden name) and no other data.
Data entry has primarily been (and will continue to be) performed by Lindsay - a part-time employee of Snell’s. On March 17, 2001, Sheri delivered the registration forms from the 2000 reunion to Lindsay in-person. Lindsay has been instructed by Steve as to the proper procedure for entry of this data and Lindsay is doing well with this task. Jay has in his possession the list of registrants from the 1990 reunion and will deliver that list to Snell, in-person, within the next two days. Progress will be slow-going and there is no estimated time-frame for completion of the data entry project.
Major discussion ensued as to the compensation of Lindsay for her data entry work. As of this week, Lindsay is officially on the payroll for Snell’s medical practice, although Lindsay’s present tasks are entirely related to the JBCAA. Snell wishes for his business to be reimbursed by the JBCAA, as soon as possible, for Lindsay’s wage plus the expense to Snell’s business for Workman’s Compensation and Social Security costs paid out for Lindsay. Snell intends to have a discussion with his Accountant about how to calculate pro-rated Workman’s Compensation and Social Security cost reimbursement.
The question arose about the JBCAA becoming an employer at this point. Steve expressed a preference for the JBCAA not to become an employer as yet. Then the question arose as to whether or not there is agreement among the Board members about the JBCAA paying for the entry of data as opposed to figuring out a way to have data entry done on a volunteer basis and not paying for it. Regardless of Lindsay’s employment by Snell’s business, there is agreement among the Board members in desiring for the JBCAA to pay its obligations - which the JBCAA does not presently have the funds to pay.
Steve suggested that instead of being paid an hourly wage, maybe the arrangement could be for Snell’s business to piece-pay Lindsay, as a contracted employee, for any JBCAA work that Lindsay performs. With that arrangement, it would be more straightforward to calculate the JBCAA’s reimbursement amount that would be owed to Snell’s business on Lindsay’s behalf. Snell agreed that, from a taxation and legal standpoint, the Contractor / Vendor arrangement would be much less involved than with the hourly employee arrangement. Snell will seek advice from his Accountant about the pros and cons of a Contractor / Vendor arrangement versus the Hourly Employee arrangement for an employee of his medical practice and for an employee of the JBCAA.
Motion and Second to carry the Data Entry report as presented.
Web Site Progress (Steve Hanberg)
(Eric) Werner Reschke is willing to be a member of the JBCAA Web Committee and to participate in the web site design process.
Snell made mention of the experience he had at Centennial Bank when he was there to establish a checking account for the JBCAA. The bank employee required some sort of proof that Snell was indeed the Board Treasurer and that the Board of Directors did indeed wish to open a business checking account. On the spot, Snell was able to pull up the www.jbcalum.org web site via the bank’s internet-access computer. He clicked on the link where the Minutes from the last Board meeting were posted and showed the bank employee the information that was requested. The bank employee was very impressed and had never experienced this much organization in establishing a business checking account before!
Discussion took place about posting a notice on the web site stating that contributions are being accepted and that checks can be mailed to the JBCAA post office box in Eugene. Steve proposed that he would write a letter, to this effect, which the Board members could then respond to and indicate their consent. The final draft of that letter to the JBCAA membership is what would be posted to the web site. Along with that letter would be a simple form for the contributing member to complete and mail along with their check. This form would be for the purpose of updating that member’s demographic data. Upon receipt of contribution funds, Snell would enter that information into the QuickBooks computer accounting program. There are banking issues involved with accepting credit card contributions by way of the web site. Steve and Snell need to discuss this topic before any further decisions are made.
Bylaws (Tim Heins)
Tim edited the version, which was submitted several weeks ago, by:
* Defining the terms “Users” and “Members”;
* Removing seemingly contradictory phrases (Article-V - phrases involving numbers of people)
* Adding in the written suggestions (Article-III, Section-F and Article-VI, Section-C-4) which Snell had submitted.
Tim presented this edited version at today’s meeting.
The following edit was made during today’s meeting:
* Removal of the “Special Meetings” category altogether (Article V, Section-D-2)
Snell raised the question about Annual Membership Dues (Article-III, Section-F) and whether or not the JBCAA will require them. In response to the question, Steve suggested the following multi-tiered model for membership:
* “Member” - Any person who had some kind of relationship to Judson Baptist College during the years that the college was in business.
(Makes it easier to maintain control and presents a bit of an obstacle to non-affiliated people who could usurp the
mission of the JBCAA.)
* “Registered Member” - Any Member who willingly provides enough information about themselves to be included in the database.
(Makes it possible to keep them informed of events enabling the possibility of attendance. Incidentally, any person participating as part of an ad-hoc sub-committee of the JBCAA must be at the Registered Member level.)
* “Voting Member” - Any Registered Member who also pays Annual Membership Dues.
(Payment of Annual Membership Dues demonstrates commitment to the JBCAA. Voting Members have a “voice”
with which to influence the Board of Directors. Voting Members are eligible for election to the Board of Directors.)
By May 1, 2001 all Board members: 1) are to have reviewed the Bylaws draft, presented by Tim at today’s meeting, and 2) are to have submitted editing input to Tim. Based upon these submissions, Tim will prepare a new draft (the final draft?) and present it at the next Board Meeting.
Reunion 2001 (Sheri Mowery)
Sheri has made reservations with Nancy Greenburg (Warner Pacific College-Director of College Services). The reunion will be held on Friday, July 27th (evening) and Saturday, July 28th (late morning through late evening). The reunion will take place on the campus of Warner Pacific College 2219 SE 68th Avenue Portland, Oregon.
The total cost is $700 during those dates and times for use of a main meeting hall, the college chapel, and the large grassy breezeway area. Payment of the $700 is due by no later that Friday, July 13, 2001 (two weeks prior to the event).
Discussion occurred including the following topics:
* Feasibility of having the event meals catered (Continental Breakfast; Boxed Lunches)
* Reunion Theme (possibly honor a particular group of people; for example, recognize former Student Body Presidents)
* Registration: cost of attendance; pre-registration discount; registration fees should be collected in advance to every possible extent.
Formal formation of a Reunion Committee is necessary. Sheri and Jay will both be members of that committee. Sheri will solicit committee members and will work to have the committee fully functioning by the time of the next Board meeting.
Steve will post preliminary information to the web site about the dates and location of the 2001 Judson Baptist College reunion.
Resignation (Sheri Mowery)
Guy Melton wrote a letter of resignation to the Board of Directors stepping down from the Board as of March 10, 2001. Sheri read the letter. Jay will compose and send a letter to Guy, on behalf of the Board members, acknowledging receipt of Guy’s notice of resignation.
Jay expressed concern that the JBCAA Board of Directors may be losing momentum. There was general acknowledgment of an overall slowdown due to three-of-the-five Board members recently having lost their jobs, three of the original eight Board members having resigned, and the effect on individual lives after the demands of the holidays. In conclusion, we reviewed our list of accomplishments during the last eight months: establishment of a Board of Directors, composition of a Mission Statement, our own web site that is no longer on a borrowed domain, official registration with the state of Oregon as an association, progress toward a database, plus our own post office box address and our own checking account! At the conclusion of the meeting, Jay and everyone seemed encouraged.
Saturday, May 19, 2001 at 11:00 AM on Bainbridge Island, Washington, at the home of Steve Hanberg.
In prayer by Jay.