Minutes of the Board of Directors Meeting

May 17, 2009

 

Present	Richard Rowan, John Hollister, Martha Munson, Dyann Van Dusen, Kevin Freer, Deena Rowe-Krumdick, Ronna Abbott
Regrets	Scott Rosenberg, Bill Moore
Guests	Faye Farmer (Newsletter)

 

Welcome and Opening – President

Richard reminded the Board that we will be trying out a new format for committee reports. 

He also noted that the Nominations Committee will begin their work soon.  Let Richard know if you have any names of potential Board Members for next year.     

 

Roll Call – Secretary

 

Approval of Agenda -- Secretary

Deena asked for an agenda item to discuss TAP donations.      

Motion approved to accept the revised agenda.

 

Approval of Minutes of Last Meeting – Secretary

Minor changes were emailed  to Kevin by Martha.

Motion approved to accept the revised minutes.

 

Treasurer's Report

The Treasurer’s Report was emailed by John prior to the meeting.

• Tax filing for 2009 is completed. 
• Paid Membership:  74  with  15 new members
• Amount sent to Lesotho:  $29,113.14
• Current balance:  $38,533.25
• Operating balance: $4,025.10
• 84 non member cash donors

 

Treasurer’s Report affirmed by the Board.

 

Committee Reports

 

Executive Committee

Richard reported on plans for the Annual Meeting. 

• Peter Neuman will work to support Martha Munson, Committee Chair.
• Charles Fogelman sent a name of a possible speaker.

The Executive Committee voted to approve funds for Scott’s trip.

Kevin started working with the Website Redesign Task Force.

 

Board Development/ Operations

Martha is updating the Board Manual.

Finance

No report.

 

Membership

Dyann gave a brief report and led a discussion on mailings of donation thank you letters.

• 8 new lifetime members!
• 1000 brochures printed. Distribution strategy to be developed by Dyann for next newsletter.
• Donations letters currently being mailed by Membership Committee (over 70 last month for Madelene’s project).  The discussion centered on who should be sending letters to donors of projects that are not FOL sponsored..
• John reminded the group that there are plenty of funds for mailings.

 

Action Item:  Richard will contact Bill Moore to discuss having the Fundraising Committee
                        send thank you letters to donors.

 

Newsletter

Faye reported on the status of the next newsletter and the need for someone to take the responsibility for mailing the June Newsletter.

• Faye needs a Newswriter. Faye also needs content for the next newsletter. This would involve Googling and revising news stories and condensing information from David Ambrose’s news articles. Richard offered to rewrite some of David Ambrose’s news articles.
• Deena offered Jim Rubarth-Ley as a  possible volunteer for the newsletter.
• 250 members still receive newsletter hardcopy.

 

Action Item: John will send Richard, Bill and Faye newsletters from David Ambrose.

 

Action Item:  Richard will write news articles based on David Ambrose’s Newsletters.

 

Action Item:  All Committee Chairs to send reports to Faye by June 1.

 

Action Item:  Richard will print the next issue of newsletter.

 

• Due date for newsletter articles is June 1

 

Fundraising

No report this meeting.

 

Donations

Committee Minutes attached to Agenda mailing.

 

Deena reported on the Tuition Assistance Program.

• FOL was thanked for the check sent to Lesotho. 
• TAP Committee reported that there was not enough funds for this year’s applications. 

 

Motion made to direct Martha to contact Becky Banton immediately to determine funding needs for TAP.

 

Action Item:  Martha will email Becky Banton to confirm they received the last funds and
                        whether they needed more at this time.

 

Action Item:  John will send Martha copies of transmittals to TAP funds in Lesotho this year.

 

Richard suggested that we use Memorial Funds for Nursing Programs.

 

Old Business

 

NGO Status

Richard reported that he sent a letter to Scott to give to Greg Anderson for Bank access by PC Lesotho.  We can review transactions that way.  Richard will follow up with Ted for PC to handle the check book and not pay ‘Me Thembi to do this.  Scott will try to clear this all up while in Lesotho.

 

Sandy Puckett

John asked about Sandy Puckett who recently passed away. 

 

Action Item: Richard will get in touch with Bill Reed (Memorial Fund), to contact Taipei
                       School to explore a memorial project in Sandy Puckett’s honor. 

 

Action Item: Richard will send copies of things written about Sandy to the Taipei School
                     Administrator i.e. Khotso newsletter article and  FOL Newsletter. 

 

Action Item:  Dyann will send Khotso newsletter to Board Members each month until it is
                        posted on the website.

 

 

New Business

None

 

Review Action Items

 

1)      Richard will contact Bill Moore to discuss having the Fundraising Committee send thank you letters to donors.

 

2)      John will send Richard, Bill and Faye newsletters from David Ambrose.

 

3)      Richard will write news articles based on David Ambrose’s Newsletters.

 

4)      All Committee Chairs to send reports to Faye by June 1.

 

5)      Richard will print the next issue of newsletter.

 

6)      Martha will email Becky Banton to confirm they received the last funds and whether they needed more at this time.

 

7)      John will send Martha copies of transmittals to TAP funds in Lesotho this year.

 

8)      Richard will get in touch with Bill Reed (Memorial Fund), to contact Taipei
School to explore a memorial project in Sandy Puckett’s honor. 

 

9)      Richard will send copies of things written about Sandy to the Taipei School
Administrator i.e. Khotso newsletter article and  FOL Newsletter. 

 

10)  Dyann will send Khotso newsletter to Board Members each month until it is
posted on the website.

 

Closing – President

Richard adjourned the meeting at 8:10   PM.

 

Due date for newsletter articles is June 1

 

Next Meeting – July 19, 2009

 

 

 Friends of Lesotho

Draft Board Minutes 15 March 2009

 

Present:  Ronna Abbott, Kevin Freer, John Hollister, Bill Moore, Martha Munson, Scott Rosenberg, Richard Rowan, Deena Rowe-Krumdick, Dyann Van Dusen. 

 

Regrets:  None

Guests:   Bill Dunn, Faye Farmer

 

Minutes of the January 18, 2009 Board Meeting were approved without revision.

 

 

I.          Welcome and Opening – President

           

II.        Roll Call – Secretary

 

III.       Approval of Agenda – Secretary

·     Agenda approved with no revisions.

 

IV.       Approval of Minutes of Last Meeting – Secretary

·     Minutes approved with no revisions.

 

V.        Treasurer's Report

·     John distributed financial reports via email for the meeting.

·     $48,150.54 in the bank; 46 paid members to date; 13 new members; 8 non-member cash contributors. 

·     $5,240.60 budget for 2009 approved.

 

·     Action Item: Faye will confirm financial information with John before sending out the next newsletter.

 

VI       Committee Reports

 

Executive Committee	Focus on reducing duplication and mailing. Action Item:  Richard will communicate with committee chairs on how we can reduce duplication and mailing costs with each committee.   Committee Communications – create a monthly e-newsletter that would appeal to membership.  Action Item:  Richard will discuss the workings of a monthly e-newsletter with the Membership Committee.
Board Development/ Operations	Approval of 2009 Budget made during the Treasurer’s Report.   Action Item:  Committee Chairs need to update workplans on website under committee notes.   Action Item:  Martha will update Board Manual for 2009.   Coordinator of Annual Meeting needed.  Action Item:  Richard will find a volunteer to coordinate the Annual Meeting.  Dyann will ask Peter Newman.   Going Green Initiative for 2009 discussed by Richard in the Executive Committee report.
Finance	No committee work since John has been working on 2009 budget this period.   FOL received a check from Network for Good which was deposited for the undesignated fund. John checked out Network for Good (through Guidestar which also administers justgive.org) and found their policies and procedures acceptable with no obligations from FOL to this networking group.
Membership	Motion made by Dyann Van Dusen approved:   As Chair of the Membership Committee, having received unanimous approval by the Committee, hereby make a motion that the FOL Board authorize transmission of an electronic version of the Membership Directory to the PC Lesotho Administrative Office, for the sole purpose of producing a printed copy for use by PCVs as a networking and support resource.   NOTE: Bill will develop the most useful format, based on Membership Committee discussions on 2/7/09. Dyann will add the words, “not for reproduction” with a note explaining the purpose of the directory a service from FOL.   Action Item:  Bill will transmit the Directory to the PC Lesotho Administration Office.           Motion made by Dyann Van Dusen approved:   As Chair of the Membership Committee, having received unanimous approval by the Committee, hereby make a motion that one (1) year free FOL membership be granted to COSing PCVs, as an incentive for future paid membership. Wait for revised wording from Dyann   Note: The Membership Committee will communicate this benefit to COSing PCVs. Items in the Workplan include gifts for staging and swearing in ceremonies.   Action Item:  Richard to contact Janissa to find out if she is setting up a Facebook Page.
Fundraising	Bill is writing a newsletter article on the costs associated for print and mailing in hopes to get member involvement in this budget line.   Bill is updating information on Guidestar for justgive.org. Bill also working on improving search strategies for potential donors.   Membership Committee is researching alternative on-line sites to use for membership which also can be used for on-line donations and membership renewals.
Newsletter	Spring Newsletter to be mailed out this week:  Nicole did layout; Fayee did the coordination; Dyann did the proofing.   Need information on Lesotho.  Faye will include revised financial report.   Next newsletter deadline June 1.   Action Item:  All Committee Chairs send in reports for next newsletter.   Action Item:  Richard will begin discussions with Dyann on Going Green for the newsletter and other publications and mailings.  If we go totally electronic, Faye may be able to continue her coordinator role.  Faye will continue to advertise for the need for a replacement.
Donations and Distributions	Motion made by Martha approved: Martha made a correction of authorization of amount of funds to send to TAP:  Increased from M4,700 to M47,000 M.   Motion made by Martha approved: Donations Committee makes a Motion to approve the disbursement of $1,800 to Scott Rosenberg for service trips by Wittenberg University students to Lesotho; funds shall be used for projects such as the Leratong Community Center, LCCU, Little Angels daycare orphanage, Lesotho Save the Children, Skillshare, and Khubelu Village during Spring and Summer, 2009.   The Treasurer is authorized to take the $1,800 from the Undesignated Fund line item.    Emails from the two groups of Wittenburg Students working in Lesotho will be sent to Bill to post on our website (May 20 – July 15).   Action Item:  Bill will work with Martha on how to update the FOL website during Bill’s absence this summer.   Motion made by Deena  approved. Approval of MOU with Mountain Schools (sent via email by  Deena  to all Board Members).   Action Item:  John to send check in amount of donations for the Mountain Schools now and Scott will carry over the second dispersement  in May (arranged through Martha).   Action Item:  Deena will send MOU to Martha to include in the Board Manual.

 

VII.    Old Business

             Gifts and certificates purchased by Ronna in Lesotho sent to Bill and Ella.

 

VIII.   New Business

Ronna gave a report on the NGO Status  in Lesotho.  Issues related to their
            Constitution and the role of ‘Me Thembi and the purpose of the NGO as a funding
            agency. FOL’s relationship needs to be reassessed before any additional funds are
            sent to Lesotho. Signing of the checks for the VAC and TAP now with ‘Me
            Thembi.  Ronna advises going back to a PCV coordinator for VAC.  Richard
           should contact Ted Mooney to discuss this further.

 

             Action Item:  Ronna will get a copy of the NGO’s Constitution and send to all
                                    FOL Board Members.

             Action Item:  Richard will contact Ted Mooney to inform him that FOL will not
                                    send any additional money to TAP or VAC until the funding
                                    process is straightened out between FOL and the PC Office in
                                    Lesotho.

 

IX.      Review of Action Items

1.      Action Item: Faye will confirm financial information with John before sending out the next newsletter.

2.      Action Item:  Richard will communicate with committee chairs on how we can reduce duplication and mailing costs with each committee.

3.      Action Item:  Richard will discuss the workings of a monthly e-newsletter with the Membership Committee.

4.       Action Item:  Committee Chairs need to update workplans on website under committee notes.

5.       Action Item:  Martha will update Board Manual for 2009.

6.       Action Item:  Richard will find a volunteer to coordinate the Annual Meeting.  Dyann will ask Peter Newman.

7.       Action Item:  Richard to contact Janissa to find out if she is setting up a Facebook Page.

8.       Action Item:  All Committee Chairs send in reports for next newsletter.

9.       Action Item:  Richard will begin discussions with Dyann on Going Green for the newsletter and other publications and mailings.  If we go totally electronic, Faye may be able to continue her coordinator role.  Faye will continue to advertise for the need for a replacement.

10.   Action Item:  Bill will work with Martha on how to update the FOL website during Bill’s absence this summer

11.   Action Item:  John to send check in amount of donations for the Mountain Schools now and Scott will carry over the second dispersement  in May (arranged through Martha).

12.   Action Item:  Deena will send MOU to Martha to include in the Board Manual.

13.  Action Item:  Roona will get a copy of the NGO’s Constitution and send to all FOL Board Members.      

14.  Action Item:  Richard will contact Ted Mooney to inform him that FOL will not  send any additional money to TAP or VAC until the funding process is straightened out between FOL and the PC Office in  Lesotho.

15.  Action Item:  Board Members were asked to pay special attention to the Action Items since they were not reviewed at this meeting as we went over our two hour time limit.

 

X.       Closing – President

           Richard closed the meeting at 9:10 PM ET.

 

Next Board Meeting – May 17, 2009, 7pm Eastern