April 12th, 2015 Business Meeting Minutes

Columbia River Peace Corps Association

Business Meeting

April 12, 2015

Board Member Present Position Present?
Patrick Findler President x
Erin Gettling Secretary x
Matthew Forgue Treasurer x
Phyllis Shelton Fundraising Coordinator x
Joel Salter Grants Coordinator x
Angie Basurtto Program Coordinator
Kat Barnes Education Coordinator x
Dré Mayrose Education Coordinator
Meaghan Corwin Webmaster/Newsletter Editor x
Adrienne Wolf-Lockett Membership Coordinator x
Bob Lockett Membership Coordinator x
Tom DeMeo Service Coordinator x
Susie Robillard E-Update Editor x
Nora Olsgaard Events Coordinator
Liz Samuels Scheduling Coordinator x
Gordon Young Networking Coordinator x
  1. Introductions

Name, years and country of service, and one memento you have from your country of service.

  1. Announcements/Business

Tom: was approached by 82nd Avenue Association about participation in a parade on April 25th. He has not heard from board; can he assume that we are not interested? Need to know tonight and an approximate number of people. After a discussion, it was decided that Tom will tell the association that they can at least expect a banner and hopefully a small group of flags. Gordon Young will be the point person on this, and a Facebook announcement will be sent out.

Bill: CRPCA is looking for a coordinator for Grand Floral Parade this year–June 6th. Job entails flag pick-up, assigning flags to members, and coordinating day-of logistics. There has also been a parade practice and picnic the evening before in years past. Need answer immediately. Gordon: I’ll do it! Met with much applause. Phyllis: if attendance is dwindling, are we burning ourselves out? Should we continue doing this? Gordon: I think it’s still worth it.

Bill: Also up for discussion is purchasing flags from Jack Kirkwood and his organization instead of renting year after year. Matthew: find out how much he wants and find a place to store. Phyllis and Tom volunteered storage. Susie: we could also generate money by renting them out ourselves.

Joel: Grants committee changeover time! Any volunteers? Bob Wolf-Lockett, Adrienne Wolf-Lockett, Gordon Young, Phyllis Shelton, and Erin Gettling all volunteered. Joel will remain as grants coordinator.

  1. Grants Presentation

Adrienne Wolf-Locket presented a proposal for a summer camp in Robins Bay Jamaica. The camp serves elementary school kids, grades 1-6, who would not otherwise have anything to do in the summer. Includes lunch and field trips. Fundraising for camp is now being done by RAISE, and Adrienne and Bob are doing what they can to assist. Bob and Adrienne were the first administrators of this camp, but leadership has since been transferred to locals. Asking for $1,000.

Joel presented a proposal on behalf of “Andando” for a women’s poultry cooperative in Senegal. 80 women and their families are involved. Money would go toward construction of a poultry production facility and initial stock/food/medicine. Similar projects have been successful and there is a model in place. Asking for $2,000, but project could move forward with alternative funding sources if not fully funded, it just might take longer.

Joel: the committee proposes to fund each project at $1,000.

Discussion: Tom: I would support giving $1,000 to each, provided we get progress reports from both groups. Bill noted that such reports are standard procedure.

Phyllis: how can we get the money to these groups? Tom can take money to Jamaica, or it can be transferred to the organization in Florida. Joel will contact Lewis Kiker from Andando about transferring funds to Senegal.

Bill: I move that we accept the committee’s recommendation of $1,000 to the Andando Foundation’s poultry project and $1,000 to Robins Bay summer camp. Patrick seconded. The motion carried.

  1. Elections

Bob Wolf-Lockett: membership coordinator duties include checking the P.O. Box, which the current coordinators have not been doing. Bob recommends changing the description to reflect current practice. Bill suggested removing the P.O. Box responsibility from the job description and voting at the next meeting.

Patrick facilitated nominations:

  • President: Tom DeMeo
  • Secretary: Erin Gettling
  • Treasurer: Phyllis Shelton
  • E-Update Editor: Susie Robillard
  • Newsletter Editor & Webmaster: Meaghan Corwin
  • Education Coordinator: open position
  • Events Coordinator: open position
  • Fundraising Coordinator: open position
  • Grants Coordinator: Joel Salter
  • Membership Coordinators: Adrienne and Bob Wolf-Lockett
  • Networking Coordinator: Gordon Young
  • Program Coordinator: Bill Stein
  • Scheduling Coordinator: Mike Waite
  • Service Coordinator: open position

All nominees were elected unanimously.

After being elected Program coordinator, Bill suggested business meetings quarterly, the minimum required by our bylaws, to make more room for speakers. Meeting months would be January, April, July, and October, plus an annual business meeting in September when the budget is presented. Those present were in agreement.

Tom will continue coordinating service events, but the board will actively recruit for a Service Coordinator, as well as the other open positions.

Meeting adjourned at 8:30.

September 14, 2014 Annual Meeting Minutes

Columbia River Peace Corps Association

Annual Business Meeting

September 14, 2014

Board Member Present Position Present?
Patrick Findler President x
Erin Gettling Secretary x
Matthew Forgue Treasurer x
Phyllis Shelton Fundraising Coordinator x
Joel Salter Grants Coordinator x
Angie Basurtto Program Coordinator x
Kat Barnes Education Coordinator x
Dré Mayrose Education Coordinator x
Meaghan Corwin Webmaster/Newsletter Editor x
Adrienne Wolf-Lockett Membership Coordinator
Bob Lockett Membership Coordinator
Tom DeMeo Service Coordinator x
Susie Robillard E-Update Editor x
Nora Olsgaard Events Coordinator
Liz Samuels Scheduling Coordinator x
Gordon Young Networking Coordinator x

Introductions

  1. Name, country and years of service, and 2 adjectives to describe your service (one positive and one negative).

Budget Presentation by Matthew Forgue

  1. Overview of the final budget from the previous year (fiscal year 2014). We projected a loss of $300 to be covered from reserves, budgeted $4800 to be given out in grants, and set a fundraising goal of $3555. After accounting for a discrepancy related to the moving of $2500 to a restricted account (this money had been categorized as income), we actually lost about $2000 in fiscal year 2014.
  2. Three primary reasons for the loss being greater than projected:
  3. Social events were an added cost, as we lost $140 dollars on ticket sales to Timbers games. We are planning to pre-sell tickets for these events in the future.
  4. Fundraising was about $500 less than expected. We have new ideas for fundraising this year and will make more conservative projections.
  5. Dues: we projected about $2350 in income from membership dues, but brought in $2130. Patrick wants to make the recruitment and retention of members a priority. Ideas for this have been tossed around, such as more diverse events, a membership survey, and a variety of locations for events such as happy hours. Dré asked if we could look at membership patterns, such as the percentage of free members who become paying members. Bob and Adrienne should be able to run these reports. This is especially important because one-third of our membership is currently in the free year. Gordon emphasized that we really need to focus on connecting with newly returned volunteers.
  6. Presentation of Fiscal Year 2015 budget (Matthew). Numbers in the minutes are all approximations from the budget, and are based on trends seen from the previous year. We are projecting a loss of $40.75. We have about $6000 in reserves, which is half of a typical year’s operating budget, so our reserves are still in good shape.
  7. Grants: we will distribute $4000 in grants in two cycles. It was agreed upon at the finance committee meeting that we should keep a higher amount of money ($2000) per cycle to generate interest and keep the grant application process competitive.
  8. General Expenses: we have budgeted $965.74 in general operating expenses. This is a slightly higher projection based on last year’s numbers. Phyllis reminded us of the P.O. fee.
  9. . Education Committee: We have budgeted $500 for an upcoming event being planned by Dré and Kat in conjunction with the United Nations Association and World Affairs Council. The U.N. Association is funding the venue and insurance, and CRPCA’s contribution will go to food for the participants. This is a career-planning event aimed at college students and high school seniors. We are involved in the planning, so the funding should not go through the grants process. Gordon stated that the event is a great chance to reach out to other like-minded, local groups and reach an audience of 100-150 people.
  10. Campouts are in theory “break-even” events. Based on projections, there is a possibility of a $40 profit. Most attendees are prepaid, so there is little chance of losing money on these events. Brenda would like to rent porta-potties for Beacon Rock, since we’re such a large group, and roll that cost into the fee. Matthew also noted that because we are this year’s host of the regional campout, we have actually already spent $150 on this campout on breakfast last year. (The hosts of the upcoming year’s campout host breakfast.)
  11. Social Events such as Timbers game tickets will hopefully break even with a new method of pre-selling tickets. This may, however, reduce participation because people will need to plan further ahead in purchasing tickets. Tom DeMeo stated that these are popular events that should continue, but without a loss! Gordon asked about other teams such as the Thorns or Winterhawks, and Tom suggested trying this out with a smaller number of tickets. The winter event (whatever it ends up being) should also break even.
  12. $500 has been budgeted for the Cascade African Film Festival, although we can continue to explore other options for this money, as it is budgeted under “membership-other.” There are other film festivals and events, such as a Latin American film festival, but $500 is reserved for such an event.
  13. Income Projections for the year are slightly lower. We have projected $2000 from dues, $4820 from calendars, and $1350 from other fundraising events. Phyllis presented the fundraising committee’s plans for the upcoming years. Instead of one big event, they are planning regular ethnic dinners that would be planned by subcommittees of volunteers. We would hope to sell 20 tickets at $25 and net $250 a meal. This would also allow us to target people outside of our membership. We would also plan some “dine out for a cause” events at places like Migration Brewing or Burgerville, develop a car “cling” or something else we could sell regionally to RPCVs, like the Atlanta group’s t-shirts. Lastly, there are plans for an online auction.

Discussion of Budget/Membership/General Priorities

  1. Joel suggested mixing up the soirees to engage new members. Rotate locations and neighborhoods?
  2. Patrick stated that we need to make people more aware of the benefits of membership and educate them about the good work their dues are doing. We don’t generally check for membership at events–should we make some events exclusive to members? Susie suggested a discount for members for some events. Patrick also wants to have forms more readily available to members. Anne Kimberley suggested reaching out to families of current PCVs, or even getting info on local PCVs who have been evacuated.
  3. Susie Robillard moved to accept the 2015 Budget as written. Joel Salter seconded. The budget was unanimously accepted.

General Announcements

  1. Patrick: possibly forming a subcommittee to look at member retention. If anyone is interested or has ideas, please contact him.
  2. Gordon: Robert Thornhill (RPCV Latvia) is working to get non-competitive eligibility for PCVs at the state and local government level.
  3. Dré: need for speakers at a Vancouver elementary school; if interested, let her or Kat know. Also in need of speakers for a high school career event in Gresham. Dré also asked about the speaker’s bureau list and how best to update it with speakers who are actually in town and available. Maybe it is best to just start a new one? Let Dré and Kat know if you have thoughts. Joel suggested some sort of shared document.
  4. Joel: Camp GLOW from Micronesia was funded through a CRPCA grant and would like to present results. There are very few program slots, so maybe a soiree?
  5. Angie: need a host for March and April potlucks.
  6. Anne Kimberley volunteered for March
  7. Liz Samuels volunteered for April.

Adjourned

If you need a printable version of these minutes, please use the document version.

June 8th, 2014 Business Meeting Minutes

Columbia River Peace Corps Association

Business Meeting

June 8, 2014

Board Member Present Position Present?
Patrick Findler President x
Erin Gettling Secretary x
Matthew Forgue Treasurer x
Phyllis Shelton Fundraising Coordinator x
Joel Salter Grants Coordinator
Angie Basurtto Program Coordinator x
Kat Barnes Education Coordinator x
Dré Mayrose Education Coordinator x
Meaghan Corwin Webmaster/Newsletter Editor
Adrienne Wolf-Lockett Membership Coordinator
Bob Lockett Membership Coordinator
Tom DeMeo Service Coordinator
Susie Robillard E-Update Editor x
Nora Olsgaard Events Coordinator
Liz Samuels Scheduling Coordinator
Gordon Young Networking Coordinator x

Introductions

  1. Name and something you learned during your Peace Corps service.

Announcements

  1. Angie looking for a housemate
  2. Gabriella reminded us about the upcoming writer’s workshop
  3. Kat and Dré reminded us about the speakers’ listserv. Can email either Kat or Dré to be considered for speaking opportunities. Especially looking for speakers for an event in November for high school and college students.

Business

  1. Matthew and Phyllis presented two resolutions to change from OnPoint to Umpqua. The OnPoint account was not originally set up as a business account and cannot be changed. The idea was suggested to open a new account at a bank that’s more convenient to signers. Phyllis Shelton read the first motion: Matthew Forgue, current Treasurer of the Board, is to open new checking and savings accounts in the name of the Columbia River Peace Corps Association at Umpqua Bank. The signers on the new accounts shall be the Treasurer (Matthew Forgue), President (Patrick Findler), and Secretary (Erin Gettling). The treasurer shall process all paperwork necessary to set up the new account and to update any linked transactions (transfers from PayPal and automatic deposits from NPCA) to the new account. Bill Stein: I move that we accept the motion as written. Kat Barnes seconded. No discussion, Patrick called the question. Decision was unanimous in favor.
  2. Second resolution: Once the new accounts are set up, the CRPCA board directs Past Treasurer and active checking account signer, Phyllis Shelton, to close the current checking and savings accounts held at OnPoint Community Credit Union, and convert all assets to a Cashier’s Check, which will then be immediately deposited into the new accounts. Gordon Young: I move that we accept as written. Gabriella Maertens seconded. Decision was unanimous in favor.
  3. Matthew presented the third motion: Resolved – that the Treasurer shall cause CRPCA to purchase from TechSoup one license each of Inuit QuickBooks and Microsoft Office, each license to be held in the name of the organization. Discussion: Phyllis has been using Quickbooks to manage accounts. Matthew would like to continue this system through the organization TechSoup, which helps with licensing fees to Quickbooks and Excel for $69 (administrative fee only). This would be a license for the organization and would most likely be transferrable. A normal subscription to Quickbooks is approximately $350. Gordon Young: I move that we accept this motion. Dré Mayrose seconded. Decision was unanimous in favor.

Grants

  1. Paul Robillard reviewed the new grant process for the group. The committee is comprised of Joel Salter, Kat Barnes, Tom DeMeo, Bill Stein, and Paul Robillard. The met on May 26th, with Lloyd Meyer sitting in for Tom and Susie Robillard participated but did not vote.
  2. The committee reviewed four grants with a preference for PCV projects with a regional link, meting community needs, monitoring and evaluation, and self-sustaining projects. The four projects were: Camp Glow in Micronesia, a 3-day camp for young women with an emphasis on leadership development; Furniture for a primary school in Sierra Leone, Lights for Girls in Rwanda (solar power project), and a Solar Power project in Sierra Leone

All four projects demonstrated community involvement and support, as well as a viable maintenance plan.

Committee Recommendations:

  1. Camp Glow: $1000
  2. Furniture for Gbumbeth: not funded
  3. Lights for Girls had incomplete application. Joel is communicating this to them and they can re-apply in the next cycle.
  4. Solar Power in Sierra Leone: $2200

Discussion

  1. Bill: A lot of interest in solar power in general and its capacity to expand productivity after dark.
  2. Patrick: does the Sierra Leone group have experience with installing rural solar power? Paul–yes. Strong track record and strong partner organization with experience.
  3. Gordon: What did Camp Glow ask for? Paul: $1085. Gordon: why not fully fund that and take away from solar panel project. Paul and Kat pointed out that cuts could be made in the Camp Glow Budget (e.g. t-shirts).
  4. Dré: solar panels can be stolen easily. Study rooms were actually easier without them (behavior, etc.) when using candlelight. Do they have a security plan? Kat: organization has built 15 schools, among other projects. No specific experience listed for maintaining solar panels over an extended period of time.
  5. Patrick: what exactly was communicated to Rwanda project? Bill: they were told before the deadline that their project had no budget, but it was never sent. Lloyd said that it was unclear whether their budget was $3600 or $36,000. Lack of budget clarity was communicated to them via Joel Salter. Patrick: Are all the projects seeking other amounts of funding? Yes, other than Camp Glow.
  6. Susie: although Camp Glow was only 3 days, there would be lasting impact from the community members who participated. Kelly, Dré, Angie agreed that Camp Glow was very worthwhile. Matthew: what portion of glow’s budget provides for t-shirts? Kat: $600 out of approximately $1000. Dré: T-shirts can be a way to remind people and advertise the project.
  7. Bill: I move that we accept this recommendation. Angie seconded. John: is this one vote or can we separate them out? Patrick: if we have a majority, no. If we don’t have a majority, we can explore alternatives. Matthew: the reason this committee was formed was to simplify the process. Let’s be true to the goals of the committee and either approve or reject.
  8. Paul: please speak up if you have major objections/serious reasons/know anything about the organizations that the group as whole should also know.
  9. Kat: who should vote? Should committee members vote as well? Bill: any member in good standing can vote.
  10. Patrick called the question. Unanimous decision to accept the committee’s recommendation and the motion carried.
  11. Susie: having observed grant committee meeting, it was great that the committee had thoroughly read the applications and could truly make an informed decision.
  12. Bill: this committee will meet for 2 more grant cycles. New people will have the opportunity in April 2015.
  13. Patrick: We are very appreciative to the grants committee for their work and Paul for his presentation.

Approval of minutes from April 13th, 2014 business meeting.

  1. Gordon Young moved that we accept the minutes as written, Patrick Findler seconded. All in favor.

If you need a printable version of these minutes, please use the document version.