AAMC EXECUTIVE BOARD MEETING MINUTES Regular Meeting April 13, 2010 Teleconference

Transcription

1 AAMC EXECUTIVE BOARD MEETING MINUTES Regular Meeting Teleconference 1. CALL TO ORDER / ROLL CALL President Katy Suiter called the meeting to order at 10:03 p.m. Present: Katy Suiter, President Kathy Weber, First Vice President Kacie Paxton, Second Vice President Janette Bower, Immediate Past President Kapryce Manchester, Treasurer Barb Volpe, Secretary Beth McEwen, At-Large Communication Absent: Sheri Pierce, At-Large Education 2. APPROVAL OF AGENDA Motion passed by unanimous consent. 3. CONSENT AGENDA a. Approval of Minutes: March 2, 2010 MOVED by Paxton, seconded by Bower, to approve consent agenda items. Motion passed by unanimous consent. 4. REPORTS Denali Commission Funding (Suiter) Suiter announced that the Denali Commission has awarded approximately $27,000 to AAMC. Final award will be determined upon confirmation of the Commission s conditions regarding the funding. Laurie Sica (Juneau) has ed the Denali Commission representative to set up a meeting to go over the conditions. Treasurer s Report (Manchester) Manchester reviewed the financial reports she had previously ed. AAMC has not yet spent much for this budget year. Two DeLeon scholarships and a number of other expenses reflect that they were paid out in the current budget year, but should be changed to the previous budget year. She will contact AML with a request to make the corrections.

2 Page 2 5. UNFINISHED BUSINESS a. Mentoring Policy Paxton presented revised language for the Mentoring Committee, its policy and duties for final consideration by the executive board. MOVED by Bower, seconded by Weber, to accept Mentoring Policy as drafted. Paxton explained tentative schedule for the mentoring breakfast. She also said that three members have volunteered for the committee so far. The committee s first task will be to work on drafting forms for mentors and mentees. She hopes to have mentors and mentees paired in time for the annual conference. Suiter confirmed that the breakfast is tentatively scheduled for Sunday at 8 a.m. Motion passed by unanimous consent. b. Gaming Permit Application Update (Weber) Weber said she is in possession of the gaming test and anticipates completing and submitting it by the end of the week. Manchester said she will also take the test soon. Weber and Manchester will coordinate other necessities related to obtaining the permit. c. AAMC/AML Contract Review The executive board continued its previous discussion of renewal of the contract with AML. Suiter said that she has not yet received any affiliate organization contracts from AML. Volpe expressed concern about proceeding without the ability to compare other AML contracts. McEwen said she believes the AML staff is too busy with the legislative session to be able to respond to the AAMC request. Weber disagree that AML should be too busy to take a few minutes to fax a document; she argued that paying customers should not be given this kind of runaround. Volpe expressed a desire to have Form 990 completion added to the AML contract. McEwen disagreed. Suiter said that teleconference service expenses are currently paid outside of the AML contract and wondered whether they should be included in the next contract. McEwen argued that supply fees are a good deal. Bower pointed out that conference materials last year were largely absorbed by the City of Palmer. She said she would like to see what AML is providing and wants to know exactly why additional charges are being invoiced. Suiter said she would like to have AML representation present at the May executive board meeting.

3 Page 3 McEwen suggested Form 990 duties performed by a CPA be included in the new contract. Bower said it could be considered part of accounting services. Suiter noted that the board in March discussed adding specific registration desk coverage to the contract. Volpe said that the previous discussion included desk coverage during academy. Suiter summarized the board s suggestions for the contract: registration assistance, especially during the mentoring breakfast and opening ceremonies; specify accounting services, especially completion of Form 990; clarify or delete AML expenses for miscellaneous items (e.g., paper, postage). She said she will again request affiliate contract. 6. NEW BUSINESS a. Nuts & Bolts Training Update (Pierce) Pierce was not in attendance; the discussion will be continued at the next meeting. Bower related her knowledge of the session, which will tentatively include Title 29, board and commission training, and election basics. It will tentatively be held from 1 to 5 p.m. on Saturday in the Juneau Assembly Chambers. There is currently no plan for a kick-off luncheon. McEwen explained that the Assembly Chambers has a kitchen if AAMC wants to do something informal. Volpe asked whether a fee will be charged for the session. Consensus was that any cost should be kept low. The Education Committee will discuss the fee issue further. b. Discussion of Bylaw and Policies and Procedures Amendments(s) Pertaining to Elections to Allow for By-Mail Election of Officers Suiter suggested consideration of holding by-mail elections for AAMC executive board positions, which would require an amendment to the bylaws. She explained that the Washington Association does this. It frees up at least an hour during the business meeting. She supports an amendment to the bylaws. Bower concurred. She noted that the WMCA business meeting much less chaotic. It also serves to avoid the business meeting running into education session time. McEwen expressed concern in the event no candidates declare. Paxton suggested the by-mail process may have the opposite effect, because there will be more time to encourage participation of candidates. Bower suggested that the board could appoint a board member in the event of an absence of candidates, similar to the process used to fill the two at-large positions last year.

4 Page 4 Paxton said the amendment needs to retain the requirement of concurrence of the municipality authority for candidacy. Suiter questioned the minimum number of members needed to respond. Bower advocated simple majority. Suiter will draft an amendment and bring it to the next meeting. McEwen suggested obtaining input from the Nominations Committee. c. AAMC Form 990 IRS Form 990 is required annually to retain nonprofit status. Suiter noted that, regardless of how the form is completed, the expense needs to be budgeted, unless an AAMC member is willing to take on the task. The board must address how the form will be completed this year, as the deadline for submission is May 15. Bower suggested AAMC pay to have it done this year, then deal with future years via the AML contract discussion. Weber discovered that QuickBooks has a Form 990 option if the upgraded software is used. MOVED by McEwen, seconded by Weber, to pay for the services of Mr. Meiners for complete Form 990 for this year. Motion passed by unanimous consent. Suiter suggested researching the cost of the QuickBooks upgrade to accommodate completion of the form. Manchester agreed to do so. McEwen suggested that advertizing funds could easily cover the expense. 7. BOARD COMMENTS Bower had no comments. McEwen looked at the Alaska Airline websites in relation to the Nuts & Bolts conference session and found that flights from the north arrive in Juneau at 1:15 p.m., which might be cause to consider a different starting time for the session. She said she is working on the current issue of the Oracle. Volpe said she would be attending the CCAC conference but not IIMC. Manchester had no comments. Paxton had no comments. Weber said she is going to try to attend PD4 and she is having gall bladder surgery next week.

5 Page 5 Suiter will attend CCAC in late April. Ketchikan held a special election last week with 13% turnout; the issue was decided by only 13 votes. She said she is happy with the progress on planning the AAMC conference. She also said she is looking forward to the Mentoring Committee starting its work. 8. NEXT MEETING May 11, 2010, 10 a.m. 9. ADJOURNMENT The meeting adjourned by unanimous consent at 11:10 a.m.. BARBARA J. VOLPE, CMC Secretary KATHERINE M. SUITER, MMC President Minutes Approved: May 11, 2010