Pat Kelly
CCA Member
CCA Board of Directors Meeting, 28 Mar 09
The CCA BOD meeting was held at the home of Francine Bethea in Beltsville, MD. With 12 proposed new items and expenditures to discuss Pat started the meeting at 10:30 AM. The following members were in attendance:
Pat Kelly, President
Francine Bethea
Frank Cowherd
Kevin Epps
Mike Hill
Marge Collins
Richard Mendez
Sarah Roberts
and
Tracey Kelly
Treasurer's Report was submitted by email prior to the meeting date and discussed:
2008 Summary: Income (Donations, Membership Dues, Contributions, AqauFest2007, etc): +$7849.68
Expenses (Food, Sponsorships, Biotope, Speakers, etc): -$5140.31
Net Results: +$2709.37
Current Status as of 14 March 2009: Petty Cash $5037.85, Bank Account $2734.50 Total= $7772.35
1) Matt's Library aquarium
Matt has contacted the Gaithersburg library about a fish tank they have. He has received permission to take it over. He plans to give classes on fish keeping.
Supplies (hopefully) will be donated by local stores/club members. (the tank should have a CCA sticker)
Richard mentioned taping Matt's presentation for YouTube to promote CCA.
If we can get several of these projects going and continue them we may be able to change our tax exempt status.
Matt has done an excellent job of getting this started and can only benefit all involved.
Board voted for an initial budget for incidentals that can not be gotten by donation. $100.00 No-0 Yes-8
2) Fish books.
Pat has talked with a source and he is willing to sell CCA some books at a discounted price. The club would then offer to members at a good price. Sort of like what we did with **** Au last year.
Sarah suggested we get some of the older books for the CCA library (good reference material)
Sarah will do research to find what books are best for the club library.
Board voted for Pat to contact and make arrangements to purchase the books.
Board voted for an initial budget of $300.00 No-0 Yes-8
3) ACA Donations
Donate to the Loiselle fund at the ACA
Pat explain how the funding worked and how much he thought we should contribute
Board voted for a budget of $200.00 No-0 Yes-8
4) Begging letters
Pat does this annually, we are hoping for big items, tanks, filters, lights etc.
Pat estimated a $125.00 budget for supplies, bags, envelopes, postage, paper, ink etc.
Pat explained how he gets donations from sponsors and how the economy might effect things.
We want big items to use for Door prizes/Raffles to raise money for CCA
Board voted for an initial budget of $125.00 No-0 Yes-8
5) Selling Bags
We need bags at the mini auction. CCA should procure bags with funds from the treasury
Pat suggested having a demo on proper fish bagging as a back up plan if a speaker doesn't/can't make a meeting.
Kevin & Mike, and Pat will donate the first group of bags.
We decided on two bag sizes and to charge $2.00 for 10 bags.
The price is the same for members/non members.
Board voted for an initial budget of $000.00 No-0 Yes-8
6) Aqua Havens
Middle school kids program that has fish, endangered species, ACA program
Pat proposed to have an Aqua Havens chairperson to work with the school. We want to promote CCA through their program by assisting any way we can.
Pat will make the initial contact with them to see what they need.
Frank talked about 2 programs he's involved with.
Marge suggested talking to schools now because they set their budgets a year before.
CCA would hope to expand this program to other schools, maybe bring in speakers.
Pat proposed and initial budget of $300.00 but we will see what they need first
Board voted for an initial budget of $300.00 No-0 Yes-8
7) Advertising
Flyers, rack cards, rack card holders, posters
Matt & Rob will contact stores
We will look into prices of rack cards.
Richard suggested we want some thing small so they can fit on counters. We also want a slot for CCA business cards in the front.
We don't want any dated advertisement material
Board voted for an initial minimum budget of $500.00 No-0 Yes-8
8) Equipment
With the change in Francine's job we need to look into buying a Video Projector and replacement bulb.
Pat suggested we can buy new or
Kurt has a connection for a reconditioned one
Pat suggested advertising that the raffle for the rest of the year will go towards this project
Would also like “A donate to the club” spot on the web site.
Mike will look into equipment
Board voted for an max initial budget of $1000.00 for now. No-0 Yes-8
9) Laptop Computer
CCA should research and assess the availability of a laptop computer. For now may be borrowed from membership body, but ultimately the Club should procure a laptop with funds from the treasury. Procurement goal should be the fiscal year beginning in Oct 2009. Not this year’s budget.
10) Aquafest09
Does the board want to participate with PVAS and GWAPA
Some people wanted CCA to be involved in the booking, planning, insurance part of AQF09 , but these things where done already.
Frank discussed the current plans as far as what PVAS , GWAPA and any other clubs involved were doing.
Some people were concerned about the division of the work load and money.
Frank went over the division of the labor, treasurer and what if anything other clubs would do.
We talked about CCA doing their own show in the future.
Pat will check into insurance for AQF09
Will CCA participate in Aquafest09. No-0 Yes-7 abstain 1
Board voted for an budget of $1000.00 No-0 Yes-8
11) Swap Meet
We discussed selling tables, insurance and our location .
Several members suggested a springtime date.
Francine is checking into this
12) BAP
Pat brought up the fact that we need to get more people involved in BAP.
Sarah will send her BAP info to ACA
We discussed a program to increase involvement and the awards
Awards will be issued at the Christmas Party 500 points= Cafe express gift certificate
We will have a Hobbyist of the year award
Board voted for a budget of $300.00 for awards No-0 Yes-8
13) Speakers
Pat went over what speakers cost and who we have coming. The attendance predicted for these events.
We voted to have an October meeting still. (with possible Aquafest announcements)
14) Biotope
Pat brought asked “Should we go digital.”
Put the Biotope in the members section of the forum and send a copy to members by email also.
Online would be cheaper and it would be in color instead of black and white
Board voted to put the Biotope on line No-0 Yes-8 Methods to be discussed soon.
15) Mini Auction
John proposed (by email) that we make some mini action procedural changes some were voted on and changed.
The auction count sheets will be changed to 15 items with a 15 item limit per Family/individual
Sellers are to wait until after the mini auction has completed and the final tally's have been tabulated before coming to the table to collect money.
Board voted to change No-0 Yes-8
16) John purposed (by email) a Member Speaker Program
Tabled until later.
Board voted to table idea until latter No-0 Yes-8
17) It was discussed and decided to have the July BBQ again it will be at Richard’s Parents house like last year. Will be a pot luck event.
We'll keep the BBQ on a Saturday. The second Saturday in July was suggested and agreed on. July 11th. More information will follow.
18) Sarah or Pat will check with Julie about the August road trip to Frybabies. We might share with another group.
19) Next Board Meeting?
Possibly before the BBQ cookout
20) Meeting Adjourned 3:00 PM
The CCA BOD meeting was held at the home of Francine Bethea in Beltsville, MD. With 12 proposed new items and expenditures to discuss Pat started the meeting at 10:30 AM. The following members were in attendance:
Pat Kelly, President
Francine Bethea
Frank Cowherd
Kevin Epps
Mike Hill
Marge Collins
Richard Mendez
Sarah Roberts
and
Tracey Kelly
Treasurer's Report was submitted by email prior to the meeting date and discussed:
2008 Summary: Income (Donations, Membership Dues, Contributions, AqauFest2007, etc): +$7849.68
Expenses (Food, Sponsorships, Biotope, Speakers, etc): -$5140.31
Net Results: +$2709.37
Current Status as of 14 March 2009: Petty Cash $5037.85, Bank Account $2734.50 Total= $7772.35
1) Matt's Library aquarium
Matt has contacted the Gaithersburg library about a fish tank they have. He has received permission to take it over. He plans to give classes on fish keeping.
Supplies (hopefully) will be donated by local stores/club members. (the tank should have a CCA sticker)
Richard mentioned taping Matt's presentation for YouTube to promote CCA.
If we can get several of these projects going and continue them we may be able to change our tax exempt status.
Matt has done an excellent job of getting this started and can only benefit all involved.
Board voted for an initial budget for incidentals that can not be gotten by donation. $100.00 No-0 Yes-8
2) Fish books.
Pat has talked with a source and he is willing to sell CCA some books at a discounted price. The club would then offer to members at a good price. Sort of like what we did with **** Au last year.
Sarah suggested we get some of the older books for the CCA library (good reference material)
Sarah will do research to find what books are best for the club library.
Board voted for Pat to contact and make arrangements to purchase the books.
Board voted for an initial budget of $300.00 No-0 Yes-8
3) ACA Donations
Donate to the Loiselle fund at the ACA
Pat explain how the funding worked and how much he thought we should contribute
Board voted for a budget of $200.00 No-0 Yes-8
4) Begging letters
Pat does this annually, we are hoping for big items, tanks, filters, lights etc.
Pat estimated a $125.00 budget for supplies, bags, envelopes, postage, paper, ink etc.
Pat explained how he gets donations from sponsors and how the economy might effect things.
We want big items to use for Door prizes/Raffles to raise money for CCA
Board voted for an initial budget of $125.00 No-0 Yes-8
5) Selling Bags
We need bags at the mini auction. CCA should procure bags with funds from the treasury
Pat suggested having a demo on proper fish bagging as a back up plan if a speaker doesn't/can't make a meeting.
Kevin & Mike, and Pat will donate the first group of bags.
We decided on two bag sizes and to charge $2.00 for 10 bags.
The price is the same for members/non members.
Board voted for an initial budget of $000.00 No-0 Yes-8
6) Aqua Havens
Middle school kids program that has fish, endangered species, ACA program
Pat proposed to have an Aqua Havens chairperson to work with the school. We want to promote CCA through their program by assisting any way we can.
Pat will make the initial contact with them to see what they need.
Frank talked about 2 programs he's involved with.
Marge suggested talking to schools now because they set their budgets a year before.
CCA would hope to expand this program to other schools, maybe bring in speakers.
Pat proposed and initial budget of $300.00 but we will see what they need first
Board voted for an initial budget of $300.00 No-0 Yes-8
7) Advertising
Flyers, rack cards, rack card holders, posters
Matt & Rob will contact stores
We will look into prices of rack cards.
Richard suggested we want some thing small so they can fit on counters. We also want a slot for CCA business cards in the front.
We don't want any dated advertisement material
Board voted for an initial minimum budget of $500.00 No-0 Yes-8
8) Equipment
With the change in Francine's job we need to look into buying a Video Projector and replacement bulb.
Pat suggested we can buy new or
Kurt has a connection for a reconditioned one
Pat suggested advertising that the raffle for the rest of the year will go towards this project
Would also like “A donate to the club” spot on the web site.
Mike will look into equipment
Board voted for an max initial budget of $1000.00 for now. No-0 Yes-8
9) Laptop Computer
CCA should research and assess the availability of a laptop computer. For now may be borrowed from membership body, but ultimately the Club should procure a laptop with funds from the treasury. Procurement goal should be the fiscal year beginning in Oct 2009. Not this year’s budget.
10) Aquafest09
Does the board want to participate with PVAS and GWAPA
Some people wanted CCA to be involved in the booking, planning, insurance part of AQF09 , but these things where done already.
Frank discussed the current plans as far as what PVAS , GWAPA and any other clubs involved were doing.
Some people were concerned about the division of the work load and money.
Frank went over the division of the labor, treasurer and what if anything other clubs would do.
We talked about CCA doing their own show in the future.
Pat will check into insurance for AQF09
Will CCA participate in Aquafest09. No-0 Yes-7 abstain 1
Board voted for an budget of $1000.00 No-0 Yes-8
11) Swap Meet
We discussed selling tables, insurance and our location .
Several members suggested a springtime date.
Francine is checking into this
12) BAP
Pat brought up the fact that we need to get more people involved in BAP.
Sarah will send her BAP info to ACA
We discussed a program to increase involvement and the awards
Awards will be issued at the Christmas Party 500 points= Cafe express gift certificate
We will have a Hobbyist of the year award
Board voted for a budget of $300.00 for awards No-0 Yes-8
13) Speakers
Pat went over what speakers cost and who we have coming. The attendance predicted for these events.
We voted to have an October meeting still. (with possible Aquafest announcements)
14) Biotope
Pat brought asked “Should we go digital.”
Put the Biotope in the members section of the forum and send a copy to members by email also.
Online would be cheaper and it would be in color instead of black and white
Board voted to put the Biotope on line No-0 Yes-8 Methods to be discussed soon.
15) Mini Auction
John proposed (by email) that we make some mini action procedural changes some were voted on and changed.
The auction count sheets will be changed to 15 items with a 15 item limit per Family/individual
Sellers are to wait until after the mini auction has completed and the final tally's have been tabulated before coming to the table to collect money.
Board voted to change No-0 Yes-8
16) John purposed (by email) a Member Speaker Program
Tabled until later.
Board voted to table idea until latter No-0 Yes-8
17) It was discussed and decided to have the July BBQ again it will be at Richard’s Parents house like last year. Will be a pot luck event.
We'll keep the BBQ on a Saturday. The second Saturday in July was suggested and agreed on. July 11th. More information will follow.
18) Sarah or Pat will check with Julie about the August road trip to Frybabies. We might share with another group.
19) Next Board Meeting?
Possibly before the BBQ cookout
20) Meeting Adjourned 3:00 PM
