Board of directors meeting

BOARD OF DIRECTORS MEETING

MINUTES

Date: Friday, October 11, 2013

Time: 10:00 A.M.

Location: Multnomah Athletic Club – 1849 SW Salmon Street

Directors Present: Barb Casey; Jason Grosz, Stephen P. Russell, Jed Spera, Eric Gordon, Kathleen Profitt, Josh Rice, and J. Patrick Moore

Also attended: Bill Anderson, Katie Anderson, Karna Gustafson, and Laura McDermott

1. 
   The Board meeting was called to order at 10:01 a.m. by J. Patrick Moore
   
2. 
   Approval of Minutes for September 20, 2013
   
   1. 
      Stephen P. Russell moved to amend the September meetings as follows:
      
      1. 
         4. a.  Treasurer’s Report – Jed Spera
         

i.  No report.  Board discussed the amount of work involved in preparing financial statements, especially given the GL re-coding and other reconstructive work apparently needed based  upon Jed’s recent memo.  Directors expressed their appreciation for Jed’s willingness to perform so much work.  Discussion followed whether it was reasonable to expect this level of time-consuming effort from a volunteer, on top of board and other committee work.  Further discussion about the fact that timely financial statements are critical to the Chapter’s mission, and the need to return to regular, timely financial reporting after the last several years of frequent turnover and varying levels of financial record-keeping skills of previous Chapter administrators, and the desire to have Laura McDermott grow into the ability to be able to produce financial statements, as per the job description.

ii.  Steve Russell moved:

1.        If financial statements cannot be brought current by August 16 solely through volunteer efforts, J. Pat to contact CPA to prepare financials.

1. 
   Eric Gordon seconded the motion to amend the September meeting minutes.
   
2. 
   Steve Russell moved to approve the September meeting minutes as amended by Steve Russell. Barb Casey seconded the motion to approve the meeting minutes as amendments. Unanimously approved.
   
1. 
   CA Report – Laura McDermott presented her report.
   
   1. 
      CA Report as attached
      
      1. 
         L. McDermott to confirm with Kathleen Profitt that minutes are available on the website.
         
2. 
   Reports and Discussions
   
   1. 
      Treasurers Report – Jed Spera
      
      1. 
         L. McDermott will complete the August and September financials with Jed Spera’s assistance. L. McDermott will complete November and December financials by herself.
         
         1. 
            J. Spera to provide L. McDermott with the budget for CA Day
            
         2. 
            J. Spera provided a report, attached, of what the Oregon CAI Chapter accomplished this year in the face of several adversities.
            
   2. 
      Committee Updates & Reports
      
      1. 
         Events
         

a. No meeting since September 20^th. B. Casey reported that the committee is meeting Monday regarding the upcoming Fall Social and Gala.

2. 
   Marketing- no report
   
3. 
   Membership
   

a. August Membership Cover Sheet

b. No committee meeting since September 20th

4. 
   Education
   

a. Angie Bagby’s Report, as attached

b. Jason Grosz discussed change to kick off forum for legislative update.

5. 
   CORC
   

a. Steve Russell reported that Bill Anderson and Katie Anderson were in attendance to present matters for discussion under New Business.

1. 
   2014 Trade Show—Angela Shinn
   
   1. 
      Lots of research on venues is taking place.
      
      1. 
         Discussion of possibility of a sponsor chartering a bus to bring people who would like to attend the trade show over from Central Oregon.
         
      2. 
         J. Grosz, L. McDermott and A. Shin are attending CA Day in Washington.
         
1. 
   Old Business
   

A. Sponsorship Packet Update. The packet redesign is in progress and the proposed updated packet will be circulated to the Board for its review. The packet is expected to be released at the end of October.

6. 
   New Business
   
   1. 
      CORC Discussion
      
      1. 
         Karna Gustafson presented concerns regarding CORC/Oregon chapter challenges.
         
         1. 
            Financial communication and information hurdles
            
         2. 
            S. Russell requested specific proposals from CORC to address the issues raised.
            
         3. 
            Discussion ensued re the following:
            
            1. 
               CORC wants authorization to communicate with the bank regarding CORC’s bank account.
               
               1. 
                  CORC needs sign-in access for bank accounts. Jed Spera to resend log in information after meeting.
                  
            2. 
               Monthly financial reporting
               
               1. 
                  Needs income and expenses separated out. J. Spera and L. McDermott confirmed this is being done and will continue.
                  
               2. 
                  Report regarding sponsorships that have paid, and generally who has paid what for what.
                  
            3. 
               Separate the financials altogether—is that an option?
               
            4. 
               Confirmed allocation of rebates from National based upon percentage of CORC membership of total CAI-OR membership. Re-allocation can be addressed mid year if there is a significant change in percentages.
               
            5. 
               More information would enable them to make decisions better.
               
         4. 
            K. Anderson raised the following for discussion:
            
            1. 
               Cathy Smith’s and K. Anderson’s historical support to CORC and Aperion’s choice to involve B. Anderson more. Aperion’s continued leadership involvement in CORC is a business decision under their review.
               
         5. 
            S. Russell, asked K. Anderson what other issues CORC is experiencing.
            
            1. 
               Communications- decision to funnel communication directly through the Chapter President. Discussion about what constitutes professional communications regarding challenges.
               
               1. 
                  K. Anderson provided copies of emails.
                  
            2. 
               Discussion of facts and circumstances that have accumulated over five years, and some of the specific issues of this year.
               
         6. 
            Josh Rice asked for list of the things that can be improved. Discussion of the following ensued:
            
            1. 
               To make requests of OR CAI, send email to L. McDermott, copied to Treasurer and President.
               
            2. 
               August and September financials should be complete within next couple weeks.
               
            3. 
               CORC will not invoice people in the future because of AR problems.
               
            4. 
               AR letters went out for big ones, and some of them have paid. Anyone over $500 is receiving a letter. Sent AR to B. Anderson and he is sending out CORC’s collection letters.
               
            5. 
               B. Anderson wants read only access to Xero, J. Spera will research that and do best to make it happen.
               
            6. 
               A. Shinn would like to attend CORC Nov. 14, breakfast and meeting, to discuss how CORC might be incorporated into the Trade Show.
               
   2. 
      Slate of Candidates for CAI Oregon presented by L. McDermott
      
   3. 
      New CAI Oregon Office Space
      
      1. 
         Discussion of Vial Fotheringham’s building move and related new options for CAI’s lease space.
         
      2. 
         Motion by J. Spera to offer $300 for spaces 1& 2; E. Gordon seconded motion
         
         1. 
            Discussion ensued
            
         2. 
            L. McDermott needs to review space and see what she needs
            
            1. 
               Storage needs:
               
      3. 
         Executive Committee to make efforts to negotiate the best deal we can and bring it back to the Board for the November meeting.
         
         1. 
            Steve Russell does not object to continuing the lease space from Vial Fotheringham.
            
   4. 
      Nametags at Lunches
      
      1. 
         Discussion of potentials to improve registration
         
   5. 
      Adjournment
      
7. 
   Meeting Adjourned at 11:35
   
8. 
   Next Meeting: November 8, 2013 at the MAC
   

Respectfully Submitted,

Kathleen Profitt, CAI-OR Secretary

_____________________________________________________________________________________________________________________________________

7327 SW Barnes Rd, PMB #815 * Portland, OR 97225-6119 * 503.531.9668 * [e-mail] * www.caioregon.org