January 2015 Minutes
DAKOTA ALANO BOARD MEETING NOTES
January 18, 2015
The meeting opened with the Serenity Prayer at 6:00 pm. Introductions were made and the Twelve Traditions were read by Tim Y.
Board Members Present: Lonnie L, Mary Jo C, Dan W, Martha D, Mike F, Rusty S, Mark L, Michon P.
Board Members Absent: Lee G
Guests: Susan H, Kandy C, Tim Y
Secretary’s Report: Martha reported there were no suggested modifications to the minutes as emailed to members last week and provided to Mary Jo tonight. Mary Jo made a motion to accept the December Board Meeting minutes. Mark seconded the motion and the motion passed.
Treasurer’s Report: Mike reviewed the December 2014 Meeting Donation Summary, Profit & Loss Statement, and Balance Sheet. Mark made a motion to accept the financial statements as prepared. Mary Jo seconded the motion and the motion passed.
Visitor Questions and Concerns:
Kandy C brought to the Board a question about sponsorship. She received feedback from several others in attendance.
Squad Leader Reports:
Lonnie reported that the January Quarterly Squad Leader meeting preceded tonight’s Board meeting. Martha mentioned that one idea proposed was to have a squad leaders' email list as a way for squad leaders to get updates and information. Sue said there are two places to look for updates: the newsletter and the DAS website. Dan reported he had talked to Hilary (webmaster) and it wouldn’t be difficult to set up a Squad Leaders' Page.
The Board discussed the distinction between it being the trusted servant's responsibility to seek input and stay informed, as opposed to the Board's responsibility to distribute information in more than a couple ways. In other words, in addition to the updates being available on the website, in the newsletter, and in a proposed squad leaders’ section on the website, should the Board also create an email list that would be challenging to keep up to date to share the same information.
Literature& Medallions (Mary Jo C): Mary Jo reported that materials are up to date.
Facilities Maintenance (Rusty S): Rusty reported no concerns. He reported that the thermostat continues to be changed by members.
Publications& Public Relations (Dan W): Dan reported that he and Susan met with Hilary today and reviewed the DAS website. Much easier to navigate than old website. Now putting Sat night speaker on the website. Doing better job at keeping website up to date. Tab was put on the top to for quick access to Board Minutes. Kandy suggested that squad leaders could tell their meetings that there is a website. Mark suggested putting a sign up, which he will do.
Supplies (Michon P): Michon reported she had restocked pop machine and brought vacuum cleaner bags in.
House Security (Lee G): no report
Archives (Martha D): Archives are up to date.
Mike reviewed there is (approx.) $12,000 in checking account, $4500 in savings account, and $22,000 operating reserve. The operating reserve originated with concern many years ago that the church was no longer going to rent the House. At that time, a building fund was started, assuming that the DAS would need to relocate and purchase another site. Funds were designated for this use only.
Discussion about how much money should be reserved as safe cushion, the likelihood of ever needing to move from the current site, whether or not those funds can be used for something else at this time. Potential expenditures could be made for replacing the kitchen floor, for example.
Susan said there is nothing legal that she is aware of that prohibits use of the money. Mike suggested perhaps talking to the church about long term plans. Lonnie said we have 3 add'l years on the lease. Mark suggested talking to the church about the lease and potential improvements. Tim offered to inquire with church. Lonnie suggested it might be best if he use his channel already established, but thanked Tim for his offer. Lonnie will do so. Mark suggested that continuing to carry a relatively large balance for cushion is prudent. Mike mentioned that current pledge drive is coming up. Mark asked if pledge drive might be suspended temporarily due to adequate reserve. Michon suggested that a pledge drive could be earmarked for specific capital improvements.
Mark made a motion that we approach the church regarding using reserves for house improvement. Rusty seconded the motion and the motion passed.
Motion to Close:
A motion to close the meeting was made by Mary Jo. Mike seconded the motion and the motion passed. The meeting closed with the Lord’s Prayer at 6:36 pm.
Yours in service,