DAKOTA ALANO SOCIETY, INC.
BOARD MEETING MINUTES
June 21, 2020
The Board Meeting opened with the Serenity Prayer at 5:01 pm. Introductions were made and the Twelve Traditions were read by Daren G.
Board members present: Jean D., Sarah C., Daren G., Pat B., John F., Jerry H., and Martha D., Noah D.
Board members absent: Paul T.
Guests: Susan H.
Secretary's Report: Board members received via email the May 17th Board Meeting minutes and the June 7th Special Board Meeting minutes. Jean made a motion to approve the May 17th Board Meeting minutes. John seconded the motion and the motion passed. Decided to table until next Board meeting approval of June 7th Special Board Meeting Minutes so Board members can read them first.
Treasurer's Report:
Sarah noted that she had gone onto QuickBooks to do financial documents and the subscription has been canceled. Board discussed whether or not to re-subscribe. Sarah noted it was $19.95/month previously (because it was linked to someone else’s account) but is now $70.00/month. Sarah, Jean and Jerry will gather options and report back to the Board next month. May financial documents will be reviewed next month as well.
Visitor Questions and Concerns: Pat said that a member, Eddie, mentioned that we should have a thermometer on hand to check everyone’s temperature as they enter the Alano.
Committee Reports:
Literature & Medallions: Pat said he was able to get the literature cabinet drawers functional.
Facilities Maintenance: No report.
Publications & Public Relations: Martha mentioned the Google Analytics report that Alano member Dan W. provided the Board.
Supplies: Will be discussed under Re-opening discussion.
House Security: Noah mentioned he has gone through the Alano once a week to check security and it is getting very musty inside. Board discussed turning the air conditioning back on. Daren suggested we might want to invest in an additional de-humidifier. Jerry will ask the Church to turn the air conditioning back on.
Old Business:
Summer Picnic: Current reservation for August 20th. Jerry suggested we wait until next month to make final decision. Jerry said the current State guideline is gatherings of no more than 250 people.
Wells Fargo credit card: Jerry followed up with the bank and they need one last piece for approval from their end; sent Jerry a form for two Board members to sign.
Re-opening of Alano:
Jerry spoke with Church who said outside meetings are fine.
John expressed concern that with Thursday night meeting, attendance is very large; potential challenge to turn people away.
Jean has spoken to most trusted servants; asked them if they are willing to come back, willing to clean and follow guidelines, willing to maintain reasonable group size and/or willing to hold meeting outside. They have all said yes.
Jean said she doesn’t know 3 of the trusted servants.
Daren and Martha spoke about need to open Alano sooner rather than later.
Susan suggested we review the guidelines that Noah sent today. Suggested that we add that people not congregate in the kitchen. And if a meeting chooses not to meet at the House, this should be posted at the House.
Jerry reiterated that we post on the website and on the door what meetings are being held in person and what meetings are being held online.
Daren said we post on each door what the room capacity is. Make sure trusted servants have the rules.
Daren made a motion to accept the Trusted Servant Responsibilities as written and revised. Jerry seconded the motion and the motion passed.
Jerry mentioned that he received a professional cleaning bid which was higher than expected; questioned whether it is prudent use of money. Both Pat and Daren suggested we rely on trusted servants to clean before and after meetings.
Jerry will ask Church to turn on water and air conditioning.
Noah will post the guidelines.
John will contact Hilary to update the website with the opening date and guidelines.
Pat will unhook coffee maker and will run water once he knows it’s hooked up.
Jerry will remove all but 12 chairs in the main room.
Daren made a motion to re-open the Dakota Alano Society on Sunday, June 28th. Jerry seconded and the motion passed.
Noah made a motion to close the meeting. John seconded.
The meeting closed with the Lord's Prayer at 6:16 pm.
Respectfully submitted,
Martha D