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Per president F. Hugh Grinnell's (Hugh) direction, the schedule will work more or less as follows:
June 15th: send your reports via email to all directors June 16-25th: directors "Reply To All" to each email separately. "Negative comment" would be requested if a director has no opinion or comment on any email/report.
Since we have these categories:
- Minutes (a compilation of this year's on-line activities plus last year's reunion meeting),
- Treasury Report (Don McMahon) which we already receive each month,
- Genealogy from Chuck Ketchum
- Newsletter happenings and requests (Alice Grinnell, Larry Grinnell),
- President's items, etc.
there would be at least 5 emails to read and respond to.
June 26th - July 1st: I would read all feedback and determine an official agenda which I would send to everyone. The agenda would include other items from directors not included in the reports above. The agenda would ask for comment, vote, or whatever, from everyone on specific items. These emails taken together would form the basis of our minutes for our annual meeting. Any vote results would appear as official business of the Association.
July 2nd - July 9th: All business via email would be concluded.
June 3, 2006: Treasurer's Report
GFA Treasury Report for May 2006
$12,934.43 Starting Balance 4/27/06
+$490.00 dues receipts
+$47.00 bookmarks receipts
-$382.25 MSX International (newsletter printing bill)
-$18.56 to Hugh Grinnell for expenses
$13,070.62 Ending Balance 5/27/06
(signed) Donald McMahon, Treasurer
June 10, 2006: Draft Agenda
- Minutes from last year
- Treasurer's Report
- Membership
- Current status
- Obtaining new members from bookmark sales (to younger Grinnells)
- An idea -- newspaper ad in New England
- Newsletter
- Editor's report
- Laura Prescott's series of articles
- Requesting articles for younger (under 50) Grinnells
- Ideas
- Genealogy
- Status of on-line data base
- Plans for publication of next book
- Old Business
- ????
- New Business
- 2007 Reunion in Cleveland (?)
- 2010 Reunion in Seekonk (?) with day trip to Little Compton hosted by NCHS
June 13, 2006
Larry Grinnell moves to have the 2005 minutes, as published on the GFA website, approved as read.
June 17, 2006
Hugh responds correctly that as Secretary, Larry cannot make a motion and has asked that the motion be resubmitted by someone else.
June 18, 2006
Laura Prescott resubmitted the motion to accept the 2005 minutes as read.
Larry Grinnell submitted multiple committee reports (newsletters, the new book, website, secretarial duties). In summary, Larry noted the new website went online in late 2005, with all premium content under access control. Guestbook got so badly spammed that it was terminated after only a few days. Newsletters: Obtained software for Alice Grinnell, provided some training, and took care of prepress and mailing. Secretarial: Submitted annual corporate renewal with State of Rhode Island. Genealogy Book: Cutoff for GEDCOM file 12/31/2006. Printer not yet selected, but should be by board meeting 2007. Final book will be between 1500 and 2000 pages. Startup costs still unknown.
June 19, 2006
Motion to accept 2005 minutes made and seconded.
Discussion about most recent (June 10, 2006) treasurer's report: Don--can we roll over our $10,000 certificate of deposit?
June 20, 2006
Sufficient Yes votes received for approval of 2005 minutes.
Committee Reports:
Membership: Renewals way down over previous years. Various things tried, including bookmarks with lineage printed on them to encourage renewals.
Treasurer's Report: Request for motion to accept latest report.
June 25, 2006
Motion made to accept treasurer's report. Looking for a second.
Second submitted.
Hugh requests vote to accept Treasurer's Report.
June 26, 2006
More discussion about the certificate of deposit. Also question raised about having a private opening at the Rock and Roll Hall of Fame for a small party at our Cleveland Reunion in 2007.
June 28, 2006
Don McMahon reports on rolling GFA CD over, and current rates. Chuck aks for vote on renewing CD. Hugh takes request as a motion and looks for a second.
June 29, 2006
Chuck K. submits genealogy report. With Larry, decided not to include Lineage-Unknown Grinnells in this book, as the research can be performed on the website. Also talked about another book a few years after the genealogy with a compilation of all the newsletters and other content.
Sufficient votes received to approve treasurer's report and CD renewals.
July 3, 2006
Additional discussion about the Grinnell genealogy. Decision made to delay publication to the end of 2007, which will take some load off of Larry.
August 2, 2006
Annual Meeting (virtual) Recap, from Hugh Grinnell
Directors,
I am going to summarize (and add an opinion or two of my own) where we are with the committee reports and important areas of the GFA. Then we all have a final opportunity to make final comments and/or motions for action (if necessary) so we can close our annual meeting.
Secretary and Treasurer: motions passed to accept 2005 minutes, June 2006 Treasurer's Report, and purchase of two Certs of Deposit.
MEMBERSHIP:
I have already received 3 late dues payments after an email distribution I made two weeks ago (70 emails sent). I intend to send a postcard to all members who are delinquent which explains that part of their dues entitles them to two newsletters each year. Without receivng their dues by September 15th, their membership will be considered inactive. ANY COMMENTS?
Larry recently suggested we place an ad in one of the genealogical society newsletters. He also stated that email users (younger folks?) find our website and are given ample opportunity to join the GFA. ACTION ITEM: Do the directors feel we should place an ad in a genealogy society newsletter? If so, which one (s)?
NEWSLETTER:
Where Alice's report stated her plans, to me there didn't seem to be a reason for directors to make recommendations. Alice has the September issue pretty much in hand except for a few items which I usually provide. She (and I) are perplexed that we did not receive any information about younger family members to publish in our newsletter. Her feature on Younger Grinnells would seem to me to be a draw for persons 40 years old and more to join the GFA. ANY IDEAS? Unless there is further comment, let's consider the newsletter well underway for September.
GENEALOGY:
December 2007 seems to be the target date for the publication of the book. I still want to include an item in the September newsletter requesting last-minute input from our members to provide the most current information. I would mention a final cutoff date. If inputs are received after the newsletter publication, that might push the final purlication into 2008 a month or two. These dates might seem incorrect due to length of time, but the GEDCOM files that must be created, AFTER the database is updated and checked with final input, is no easy procedure and requires a lot of time to create and check. Any problems with a final plea for updates in September?
WEBSITE:
Larry has recently updated the website with current information and better website transportation. He has added a financial database capability, primarily for the President and Treasurer. Unfortunately, when logging into the website, I find it does not automatically pour me a cup of coffee.
ANNUAL MEETING IN CLEVELAND:
Cleveland seems to be the location of choice. DONE. 2007 or 2008 seems to be OK with everyone I have heard from. My personal schedule makes 2007 a problem, but I am only one person. Since the next meeting can't possibly be scheduled for 11 months from now, I would like to defer the final selection until late December. If 2007 is chosen, that would give us 6 months to make plans, reserve a hotel, and notifiy the members in the March 2007 newsletter. COMMENTS?
RHODE ISLAND 2010:
This is still a long way off. Notice, I did not say "Seekonk" 2010. With Little Compton being close to an hour away, there might be a closer venue for hotel, airline arrival, etc. that I'm not aware of. (The local Rhode Island taxes on rental cars is atrocious!) If Seekonk is actually logistically better, I have no problem with Seekonk. Our roots are closely tied to Little Compton, and my ancestor, Richard (3), is buried there. Oops.....his vote doesn't count.
OLD AND NEW BUSINESS:
Other than our committee reports and items in work, I haven't heard of anything in these categories. EXCEPT.....I think we should consider making Alice a director with a vote. Yes, she has only published one newsletter, and maybe now is not the time to vote her as a director, but we need to keep this in mind. This becomes an item of Old Business if she is not voted in at this time.
COMMENTS?
Until comments are received ("No comment" is an acceptable reply) from at least 6 directors, I don't want to accept a motion to adjourn our annual meeting. I'll request a motion to adjourn after I receive your feedback on the above issues still outstanding.
Hugh
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