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CAMELBACK HIGH SCHOOL ALUMNI ASSOCIATION BOARD OF DIRECTORS MEETING November 14, 2011
The meeting was called to order at 5:15 by Vice-President Sean Hannafin. Other board members in attendance were: Ilene Rudnicki, Kathy Lloyd, David Ashworth, Susie Sabel, Naomi Oglesby and Marilyn Pollard. Also present was Principal Chad Gestson.
The minutes of the April 13, 2011 meeting were approved.
David Ashworth submitted a treasurer’s report showing a balance of $10,091.62 in the association’s checking account, $3,165.05 in the endowment account and $14,595 in the Social Venture Partners account. David and Kathy Lloyd discussed various checks that have been received from individuals and entities during the summer months accompanied by requests that the money be expended on various school programs. For example, monies were received from an organization seeking to fund a football camp for Camelback’s football team by donating the money to the alumni association; monies were also received to sponsor seminars and travel expenses. A discussion was held concerning the manner in which these individual donations and expenditures can be made in the future in a manner to include the full board in the process. Principal Gestson stated that he understood the accounting problems raised when the board is unaware of various initiative programs being sponsored by individuals and organizations other than SVP with whom the board has previously partnered. He suggested that we create a form that can be filled in by donors with requests for expenditures. There was a consensus that except in cases of emergency, these forms can be handled on a monthly basis by the board. SVP donations and expenditures of SVP monies approved by Principal Gestson can be handled between board meetings without the necessity of full board approval. Principal Gestson stated that he will attend the next board meeting to apprise the board of the various initiative programs in which the school is currently involved.
The board may need to meet during the summer months to deal with various donations and requests for funds that are received based on the experiences of last summer. Accordingly, the board discussed exercising its authority to reduce the number of board members to ensure the existence of a quorum. Several board members have been unable to regularly attend board meetings and this problem tends to increase during the summer months. The board voted to reduce the number of directors from 13 to 9. Terms of seven members will expire at the next Annual General Meeting (AGM) in 2012. Six members have terms extending until the 2013 AGM. Therefore, there will be an election to fill three vacancies on the board at the 2012 AGM to fill all 9 positions on the board. If it becomes necessary to enlarge the board at a later date, the board has authority to do so under the bylaws.
The board voted to conduct the next AGM at the Camelback High School Library at 4:30 p.m. on January 18, 2012. Notice of the AGM will be mailed to members of the association along with information concerning last year’s activities and information concerning tax credit for donations directly to Camelback High School.
Marilyn Pollard, who resigned as secretary in April 2011, provided the board with digital copies of all forms necessary for the mailing plus including the master roster spreadsheet. She also gave hard copies of the minutes (2006-2011) and other files including statutes governing the filing requirements of the Arizona Corporation Commission and the Arizona Secretary of State plus digital copies of other forms utilized by the association to Susie Sabel. Susie will print the documents to be mailed to the membership prior to the AGM.
Marilyn Pollard reported that she was unable to contact the association’s statutory agent in spite of leaving voice mail messages in order to make sure he is aware of our current mailing address and to question whether there has been a change in his address. The Arizona Corporation Commission requires that these addresses be kept up-to-date.
Susie Sabel and Sean Hannafin will attend meetings of SVP on behalf of the association in order to facilitate better communications between the two groups.
The next regular meeting of the Alumni Association will be held at Camelback High School on December 5, 2011 at 5:00 p.m. Prior to the meeting, members of the board will meet at 3:30 p.m. to prepare documents to be mailed to the general membership.
The meeting was adjourned at 6:20 p.m.
Respectfully submitted;
Marilyn Pollard Acting Secretary
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