Annual Business Meeting June 12, 2010 Holiday Farm Resort Rally Chapter President Masanee Brown Presiding
1. Masanee called the meeting to order.
2. She asked the new members present to introduce themselves. Masanee reminded us about the National RVW recruitment drive which gives us $5 off next year’s dues for each new member we recruit. Our name needs to go on their RVW application.
3. Shirley Mahan agreed to audit our Chapter books.
4. Pat Cole submitted her current year financial report and said that our 2009 ending balance was $1965.68. It was moved and seconded to accept these. Motion carried. Pat also presented the proposed budget for 2010 that includes an item in the Operating Expense for Donations to National Board for $200 for the Convention vendor’s reception. Shirley asked if the club breakfast amount should be changed if hosts didn’t provide this anymore. It was decided to keep some money budgeted as this is an optional activity for hosts. It was moved and seconded to approve the 2010 budget presented. Motion carried.
5. Pat also reported that we currently have 76 paid members.
6. Old Business
A. Dorene Thomas reported that our Chapter Bylaws needed to be updated for compliance with National. Our Chapter Rules need to be adjusted to include rule changes. It was moved and seconded to approve these rules as changed by committee. Motion carried. A question was raised about Guest riders that was explained.
B. There was no member of the Site Committee here at the rally to report on 2011 sites. Brenda Fanning Foster requested help with next month’s rally in Gold Beach. Sandy Brown, Shonna Ingram, and Lori Singels have said they would help.
C. New member packets will be revived. Barb Pace said that she would email a copy of the membership list to current Chapter members.
7. New Business
A. Nominations for President, Gina Masciantonio and Marilyn Nichols co-presidents and Treasurer, June Willoughby were accepted. Thanks to Ruby Rhodes for her work on this. Masanee requested a brief bio from the nominees. Ballots will be coming in the next two weeks. We need to complete voting by August 15 so that National can be advised of our new Officers.
B. A salute was given to our outgoing Secretary, Linda Waterman, along with our thanks, a card and plant.
C. Barb Pace collected Convention registrations to mail together so that our Chapter attendees would be grouped together at the host Park. Shonna Ingram wants to attend Convention and asked if anyone was flying there and needed a roommate.
D. Masanee asked for someone to attend the Chapter Leaders meeting as a representative. Dottie Allen volunteered with Pam Mayne as an alternate.
E. Masanee gave us a hosting update for Grants Pass in October. The Park could cater a dinner at this rally but has limited space for serve it. The decision to have it catered will be determined by the number of rally attendees. If there are too many, we’ll just go out to a local restaurant.
F. Masanee reminded us out that the Convention campground is a member of Passport America and gives discounts to those staying extra days before or after.
F. Beckey Beckey opened other Convention discussions. Currently it can be costly to attend these at long distances. The National Board has discussed mini regional conventions that would not have a paid coordinator. SoCalJourners currently charge a registration fee of $1 per attendee for rallies that might be a model for funding minis. Maybe there could be a rotation of big and mini conventions or a change from three regions to two with big and mini conventions rotating. Beckey pointed out that for a convention, a site had to be found that could handle 200 rigs, run four classes or presentations concurrently and have room for vendors.
8. Other Business
Brenda Fanning Foster asked for more rig education at rallies or a mini class for newbies. It was suggested that a more experienced member with a similar rig might be paired with a newbie as a mentor. Or listing mentors on the rally agenda from a master list that the Secretary can keep. Beckey Beckey volunteered to be a mentor. Our club wipe board could be a place to ask for help.
A reminder was given to hosts to look at our website for help with their duties and for suggestions of possible activities. Shirley Mahan asked that hosts work with Sandy Brown about arrangements and others not get involved in possible changes.
It was decided to christen new rigs after breakfast on Sunday.
Meeting adjourned.
Respectfully submitted,
Barb Pace, Secretary.
Minutes 2009 Meeting Held in Albany May 16, 2009 Masanee Brown, President, presiding
Masanee Brown opened the business meeting as a continuation of the suspended meeting in April at 9:25 AM.
FINANCIAL REPORT FOR 2008
Pat Cole, treasurer, presented the 2008 year end financial report. The account balance as of 12/31/2008 was $1965.68 which was less than at the end of the prior year by $45.33.
AUDIT REPORT FOR 2008
The audit report for 2008 which was done by Joyce Pickens was presented. The audit memo to the President, Masanee Brown, stated that all income and expenses as well as the 2008 ending account balance were found to be correct.
PROPOSED BUDGET 2009
Pat Cole presented the proposed budget for 2009. The proposed budget for 2009 does not include fund raising activities thus decreasing our account balance by $500 resulting in an end of year account balance of $1466. Discussion ensued regarding the need for and the amount of money budgeted for Educational Seminars/outings. A motion was made, 2nded, and passed to leave this item in the budget as proposed even though there is no present plan on how it would be used. The proposed budget was passed unanimously.
OLD BUSINESS
Rally hosts were reminded of their responsibility to send write ups of the rally to the national magazine and to Barb Pace to post on our website.
NEW BUSINESS
Dorene Thomas brought it to our attention that our chapter logo was not trademarked and that we did not need to register as a business with the State of Oregon. After discussion, a motion was passed to trademark our logo and drop our business registration. A point was made that the colors of our logo had to be specified in our trademark application.
Election ballots will be sent out in July. Masanee asked members to think about running for the office of secretary or nominating someone for this office. Contact the chair of the nominating committee, Tamara Swerdik, at raindog@saw.net. Only the office of secretary is up for election this year as the president and treasurer are in their first year of a two year term.
OTHER BUSINESS
Beckey Beckey brought us up to date on badge and shirt vendors who are approved to use the RVW logo. She also volunteered to obtain badges for anyone interested as she was going to be attending a rally where the vendor would be available.
A new RVW national member is Shari Edelman who is on the staff of River Bend Resort in Harrisburg, OR. She presented information and answered questions about this new RV facility.
Meeting adjourned.
Respectfully submitted,
Linda Waterman, Secretary
Minutes 2008 Annual Meeting Held in Salem April 12, 2008 Dee Hamer, President, presiding
Dee Hamer opened the business meeting at 10 AM.
INTRODUCTIONS
Members attending their first rally were asked to introduce themselves and then Dee introduced the 2008 Oregon Chapter officers: Dee Hamer, President; Shirley Mahan, Treasurer; and Linda Waterman, Secretary.
FINANCIAL REPORT FOR 2007
Shirley presented the 2007 year end financial report. The account balance as of 12/31/2007 was $2011.01 which was more than at the end of the prior year by $397.76.
AUDIT REPORT FOR 2007
Linda presented the audit report for 2007 which was done by Joyce Pickens. The memo to the President, Dee Hamer, stated that all income and expenses as well as the 2007 ending account balance were found to be correct.
TREASURER’S REPORT 2008
Shirley presented the 2008 treasurer report. The account balance as of 3/31/2008 was $2494.33. This included dues paid by 89 members with 18 members unpaid for this year. Total membership as of 3/31/2008 is 107.
PROPOSED BUDGET 2008
Shirley presented the proposed budget for 2008 with a question to the membership of whether it was desirable to continue to increase our account balance as a balance of $1000 would be adequate for current chapter expenses. The proposed budget for 2008 does not include fund raising activities thus decreasing our account balance by $435 resulting in a end of year account balance of $1576. It was recommended that we increase the cost of printing Chapter brochures to $200 as the exact cost was not known when the proposed budget was printed. Beckey Beckey asked the chapter to consider a donation to the National Board to help provide meals for the Board during their working sessions. Beckey explained how much it cost to volunteer to be on the Board. Various amounts of donation were discussed. Beckey stated that most chapters were donating $50 for this. A motion was passed to donate $50 to the National Board towards their meal expenses. Discussion on additional uses of funds resulted in a motion passing to budget $200 towards the planning of an educational event for 2009 which would be for the Oregon Chapter but open to members of other chapters. Marilyn Nichols made a motion which was seconded by Char Norby to pass the proposed budget with revisions of $50 to the National Board, $200 for planning an educational event, and an additional $75 for a total of $200 for printing Chapter brochures. The proposed budget as revised would result in an end of year balance of $1251. The proposed budget was passed unanimously.
OLD BUSINESS
Dee announced that our Chapter By-Laws and Rules were accepted by National with no revisions. Dee discussed the registration deadlines and processes and the cancellation procedures for 2008 rally events.
NEW BUSINESS
Dee announced the following appointments:
Scheduling Director: Marilyn Nichols and her committee of Pat Cole, Barb Pace, and Tamra Swerdlik are planning rallies for 2009.
Activities Director: Sandy Brown will assist rally hosts in their planning.
Web site Doctor: Barb Pace
Director of event activities to RVW Magazine: Each event host is responsible for seeing that someone writes an article on the event.
Pictorial Director: Char Norby
Chairperson for Officer Nominations: Tamra Swerdlik
Birthdays: Pat Cole to send birthday greetings.
Dee announced a 2nd business meeting in September or October to introduce new officers and get input from the membership for the upcoming year.
OTHER BUSINESS
Beckey encouraged the membership to run for the National Board.
Meeting adjourned.
Respectfully submitted,
Linda Waterman, Secretary
Minutes 2007 Annual Meeting Dee Hamer, President, presiding
Dee Hamer opened the business meeting at 10 am.
Dee introduced the 2007 Oregon Chapter officers: Dee Hamer, president, Dottie Allen, secretary and Shirley Mahan, treasurer.
Char Norby, outgoing president, was introduced and thanked for the excellent job and contributions she had made to the chapter.
The 2006 year end financial report was presented by Dottie Allen. The balance in the checkbook on December 31, 2006 was $1613.25. Shirley Mahan presented the audit report for the 2006 treasurer's books. All monies have been accounted for and the books are in order.
Shirley Mahan presented the treasurer's report ending March 31, 2007. The account balance as of March 31, 2007 is $ 1880.08. Shirley reported we have 79 paid members.
Shirley Mahan, treasurer, presented the proposed budget for 2007. Barbara Pace moved that the budget be accepted as presented. Char Norby seconded the motion and the budget was passed unanimously.
OLD BUSINESS:
Dee discussed the rules pertaining to the attendance of guests at the chapter events. Guests may attend 2 chapter events before becoming a member of the chapter during a lifetime. Dee discussed this rule with RVW in order to fully understand the need for the rule. RVW and all of the chapters are governed by IRS rules for non-profit organization. The IRS requires that participants in RVW and chapters be members of the organizations.
Dee indicated that the revised chapter bylaws had been mailed to the RVW Board for their approval. When that approval is granted, the revised bylaws will be sent to all chapter members for approval. Two-thirds of members voting must approve the revisions.
Dottie reviewed the registration deadlines and processes and the cancellation rules of the various parks for 2007 events.
NEW BUSINESS
Messages from RVW-the Oregon Chapter is up to date on all reports to RVW . Char Norby is in charge of the 2007 National Convention in Lodi, CA. Candy Wood is in charge of the RVW Website, PR and Marketing, and serves as a RVW Board member. Beckey Beckey reported on the RVW elections coming up in October. She needs someone to serve on the elections committee to identify possible candidates for RVW Board. RVW has organized a photo contest…check the magazine. Gina and Marilyn volunteered to judge the photo contest at the national convention.
RVW Convention---Char Norby updated the members on the convention scheduled for October 10-14, 2007 in Lodi, CA. She encouraged members to attend.
Presidential Appointments---the following appointments have been made by Dee:
Scheduling Director…Marilyn Nichols, her committee members are Diane Benton, Barbara Pace and Gina Masciantonio.
Activities Director…Sandy Brown
Website/Newsletter Director…Ruby Rhodes
Pictorial Director…Char Norby
Chairperson of Nominations…Danna Walker
Proposed Chapter brochure---Char discussed the new chapter brochure. Copies were available to members. Char indicated that she could send a PDF file to any member who wanted to print copies. You should use 70# smooth paper.
Proposed changes in the Chapter Rules were distributed followed by discussion. Amendments pertaining to terms for officers were proposed. Barbara Pace made a motion to accept the Chapter Rules as amended. Danna Walker seconded the motion. The motion was accepted. The revised rules will be distributed to the membership.
Other Business---Danna talked about possible activities at the August event in Shady Cove, OR. She asked for candidates to run for chapter secretary.
The meeting was adjourned.
Respectfully submitted Dorothy Allen, secretary |