January 19, 2009
Board of Directors/General Membership Meeting Minutes
I.S.Q.C.C.B.E.

In Attendance: Dixie Crystals, Keith Roberts, Ed Blevins, Truly Scrumptious, Roberta Bigg, Jim Smith,
Tamika, Michael Connley, Priscilla DeVille, Brooklyn Steele-Tate, Kathy King, Kevin Raleigh, Scott Steger, Dennis DeClaire, Scott Helton.

Meeting called to order at 7:01 by Kathy King, President.
Purpose was read by Dixie Crystals.

President:

No business

Vice President:

The deadline for the newsletter is the 23rd of January.

Secretary:

Minutes for the December meeting will be available next month.

Weekly email will be going out a day early, on Wednesday. Information that needs to go out needs to be to Dixie by Wednesday morning.

Treasurer:

Treasurer’s report was distributed and reviewed.
GAP match forms have been submitted.
The College is receiving the Treasurer Reports in advance.

Motion to approve:
1st Brooklyn
2nd Dixie
All approved

Membership:

Not present

College:

Ginger Snap not present. Kevin Raleigh speaking on behalf of College with Jim Smith’s assistance.
The re-cap of the minutes from Truly’s meeting are forthcoming. They have been sent out for review and clarification. These minutes will be sent to Mike Connley and Dixie Crystals for posting and record keeping. Kevin offered an explanation of the “apology” letters that have been requested.

An updated and accurate College email list is forthcoming. Another request for verification of addresses has been sent.

Protocol Articles 1 and 2 have been completed.

Monarchs:

Priscilla stated that we had the planning meeting for fundraisers for the rest of the year, and reviewed the show schedule for the next month.

Old Business:

Dennis, Jeff, and Rachel will be on the t-shirt committee.

Record Retention was again discussed. Kevin Raleigh will send an email to College Members to gather any records they may have. Kathy will be contacting Scott Knox to see if he has any records in safe keeping. Michael Connley has boxes of records that need to be sorted and organized. Dixie will check with Maxie Malone to see if she has any old records. Kathy reviewed the list of policies regarding records retention from the IRS. The first 4 years of records were lost due to fire.

It was decided that the College is responsible for the storing and archiving of all records. (Protocol Manual Article II, section B)

Jim Smith brings up the fact that there is a very strict limit on what percentage of the organization’s income can be used for expenses. That limit is 35%, and that we are very rapidly approaching that limit. The fact that we have $1500 bar bills at Coronation is obscene. We must start reducing these expenditures or we will lose our 501c3 status. Coronation expenses must be brought under control. Free spending can no longer be allowed. Comp tickets to events must be severely restricted. Mike Connley stated that most expenses are Coronation. Kathy noted that very few expenses are related to the fundraisers. Roberta suggests cutting out the $50 show hosts are allowed to spend without prior Board approval. Ed Blevins suggests giving the College a limit on what they can spend instead of waiting to get their numbers. Keith Roberts will do a forecast on fundraising versus our percentage.

Motion to make it required to approach the Board for any show funds:
1st Dixie
2nd Priscilla
All approved

New Business:

None

General Membership:
Roberta pushes April 3rd show.

DOBE of the Month:

Dixie Crystals

Web Master:  Michael L. Connley

Web Updated:  02/18/2009