Post by TroutKing on Mar 23, 2014 14:09:51 GMT -5
Tippecanoe Fly Fishers, Inc.
Board of Directors Meeting Minutes
March 20, 2014
Call to Order:
Meeting on March 20, 2014 was called to order by Jerry Bales at 6:30 pm. at Hour Time restaurant. In attendance were: Jerry Bales, Presiding; Bob McKinniss; Rick Staight; Dave McCullough; Jay Burton; and Don Werden.
Review of previous minutes:
Annual Meeting called to order at 7:10pm. A quorum was declared by the Secretary-Treasurer, Tom Moran.
December Treasurer Report: Balance $2335.53 and Saving Balance $1335.10. All bills are paid and accounts balance.
Officers elected: Jerry Bales, President; Don Werden, Secretary-Treasurer
Tom Moran stepped down as Secretary-Treasurer and thanked for 10 years of service.
Treasurer’s Report to Board:
The TFF accounts show a balance of $2453.29 in the general account and $1325.13 in the savings account. The Non-Profit Entity Report for 2014 was filed on 3-6-14. The 990-N e-postcard for tax year 2013 was filed with the IRS on 3-6-14. The NP-20 Annual Report was filed with Indiana Dept of Revenue on 3-7-14. Applied for new bank debit cards on 3-7-14 under the names of Jerry Bales and Don Werden. The card for Don Werden arrived and is activated. The card for Jerry Bales has not arrived yet. Don Werden will contact the bank to follow-up on this. TFF checks were ordered. A brief discussion took place regarding the way expenditures are noted on receipts to make the process of accounting more efficient and “audit proof.”
New Business:
1) Establish protocol for membership drive and mailing/emailing of dues statements.
The master contact list and membership list will be updated and used to generate invoices for 2014 membership dues. The Excel spreadsheet for club contacts and members will be updated by Don Werden. An invoice for 2014 will also be created and a mail merge file will be generated to send out invoices to previous members no later than April 1, 2014. Dave McCullough offered to assist in this project.
2) Plan for season opener at Fairfield Lakes
Dates for the season opener were discussed. It was determined that either the 5th or the 12th of April would be suitable. A determining factor for the date is the timing of trout stocking at Fairfield. Jerry Bales will contact board member, Gary Newlon, will be contacted to ask him to make inquiries on the club’s behalf. Gary has responded and is trying to find contact info. The event will be posted on the club website and forum calendar as soon as the season opener date is firm.
3) Discuss carp tournament at the Casting Clinic
Dates were discussed for the Casting Clinic Picnic event and the date in May will be determined as soon as we hear back from Tom Moran regarding access dates to Raineybrook Pond. Bob McKinniss has been in contact with Eric Corya (http://wildindiana.com/wps/2009/12/fly-fishing-for-carp/ ) regarding Eric’s offer to present to the club on carp fishing. It was proposed that Eric be offered a $100 honorarium for speaking engagements. Bob will try to schedule Eric for the April 17th club meeting and for a carp tournament during the Casting Clinic Picnic event in May.
4) October Auction
Discussion took place about the annual auction event for the club. In the recent past it has been difficult to get donations from area merchants for the auction. Jerry Bales offered to start soliciting merchants for auction donations.
5) Memorial donation
Tom Moran, our long time Treasurer, lost his wife Ruth this past February. The board made a motion, in lieu of flowers, to send a $50 memorial donation to Lafayette Symphony from TFF in the name of Ruth Moran.
6) Club website
The club website and calendar needs updating as we move forward with our projects. Jerry Bales, Don Werden, and Wes Johnson will coordinate these efforts. Inquiries about others’ willingness to update and post to the website was also discussed with no specific decisions reached at this time.
7) MCL reservations for club meetings
Rick Staight reported that the room that Tippecanoe Fly Fishers holds its meeting was not labeled as such for the February meeting. Jerry Bales will contact MCL for advice on how to rectify this situation. Rick also shared that he was the only attendee at the February meeting. The Board discussed more notification to member’s is necessary.
8) Ideas for coming events
Rick Staight and other board members discussed various ideas for the June club meeting, including guest speakers. Also discussed planning a summer float trip on the Tippecanoe river or other local waterway.
9) Next Board Meeting Agenda Items
The next TFF board meeting is scheduled for May 15, 2014. Don Werden will be out of town.
Adjourn Meeting:
The meeting was adjourned at 8:23pm.
Respectfully Submitted,
Donald L. Werden
Secretary/Treasurer
Board of Directors Meeting Minutes
March 20, 2014
Call to Order:
Meeting on March 20, 2014 was called to order by Jerry Bales at 6:30 pm. at Hour Time restaurant. In attendance were: Jerry Bales, Presiding; Bob McKinniss; Rick Staight; Dave McCullough; Jay Burton; and Don Werden.
Review of previous minutes:
Annual Meeting called to order at 7:10pm. A quorum was declared by the Secretary-Treasurer, Tom Moran.
December Treasurer Report: Balance $2335.53 and Saving Balance $1335.10. All bills are paid and accounts balance.
Officers elected: Jerry Bales, President; Don Werden, Secretary-Treasurer
Tom Moran stepped down as Secretary-Treasurer and thanked for 10 years of service.
Treasurer’s Report to Board:
The TFF accounts show a balance of $2453.29 in the general account and $1325.13 in the savings account. The Non-Profit Entity Report for 2014 was filed on 3-6-14. The 990-N e-postcard for tax year 2013 was filed with the IRS on 3-6-14. The NP-20 Annual Report was filed with Indiana Dept of Revenue on 3-7-14. Applied for new bank debit cards on 3-7-14 under the names of Jerry Bales and Don Werden. The card for Don Werden arrived and is activated. The card for Jerry Bales has not arrived yet. Don Werden will contact the bank to follow-up on this. TFF checks were ordered. A brief discussion took place regarding the way expenditures are noted on receipts to make the process of accounting more efficient and “audit proof.”
New Business:
1) Establish protocol for membership drive and mailing/emailing of dues statements.
The master contact list and membership list will be updated and used to generate invoices for 2014 membership dues. The Excel spreadsheet for club contacts and members will be updated by Don Werden. An invoice for 2014 will also be created and a mail merge file will be generated to send out invoices to previous members no later than April 1, 2014. Dave McCullough offered to assist in this project.
2) Plan for season opener at Fairfield Lakes
Dates for the season opener were discussed. It was determined that either the 5th or the 12th of April would be suitable. A determining factor for the date is the timing of trout stocking at Fairfield. Jerry Bales will contact board member, Gary Newlon, will be contacted to ask him to make inquiries on the club’s behalf. Gary has responded and is trying to find contact info. The event will be posted on the club website and forum calendar as soon as the season opener date is firm.
3) Discuss carp tournament at the Casting Clinic
Dates were discussed for the Casting Clinic Picnic event and the date in May will be determined as soon as we hear back from Tom Moran regarding access dates to Raineybrook Pond. Bob McKinniss has been in contact with Eric Corya (http://wildindiana.com/wps/2009/12/fly-fishing-for-carp/ ) regarding Eric’s offer to present to the club on carp fishing. It was proposed that Eric be offered a $100 honorarium for speaking engagements. Bob will try to schedule Eric for the April 17th club meeting and for a carp tournament during the Casting Clinic Picnic event in May.
4) October Auction
Discussion took place about the annual auction event for the club. In the recent past it has been difficult to get donations from area merchants for the auction. Jerry Bales offered to start soliciting merchants for auction donations.
5) Memorial donation
Tom Moran, our long time Treasurer, lost his wife Ruth this past February. The board made a motion, in lieu of flowers, to send a $50 memorial donation to Lafayette Symphony from TFF in the name of Ruth Moran.
6) Club website
The club website and calendar needs updating as we move forward with our projects. Jerry Bales, Don Werden, and Wes Johnson will coordinate these efforts. Inquiries about others’ willingness to update and post to the website was also discussed with no specific decisions reached at this time.
7) MCL reservations for club meetings
Rick Staight reported that the room that Tippecanoe Fly Fishers holds its meeting was not labeled as such for the February meeting. Jerry Bales will contact MCL for advice on how to rectify this situation. Rick also shared that he was the only attendee at the February meeting. The Board discussed more notification to member’s is necessary.
8) Ideas for coming events
Rick Staight and other board members discussed various ideas for the June club meeting, including guest speakers. Also discussed planning a summer float trip on the Tippecanoe river or other local waterway.
9) Next Board Meeting Agenda Items
The next TFF board meeting is scheduled for May 15, 2014. Don Werden will be out of town.
Adjourn Meeting:
The meeting was adjourned at 8:23pm.
Respectfully Submitted,
Donald L. Werden
Secretary/Treasurer