Meeting Minutes - Board of Directors - January 7, 2016

Meeting Minutes: PUBS Board of Directors Meeting 01/07/16 Edits made on 2/5/2016 are reflective of feedback at the February 2016 BoD Meeting

Meeting Start: 6:30pm

Meeting Adjourn: __________

Present: Jason Williamson, Don Isbell, Tim Dozier, Jeff Jacobs, David Long, Chris Mattox, Ginny Moreau, Paul (Moreau?), Jeff Butterworth, Mike Moore

Last Month’s Minutes: Not presented

 

Topics Covered:

  1. Welcome to new board members and board members in new positions – persons holding past position commented on challenges and/or reviewed duties/tasks of position
    1. President (David Long)
      1. Prepare for each meeting, organize speakers, acquire equipment (projector, screen, etc.)
      2. Most challenging duty: work for maintain non-profit status
    2. Treasurer (Jeff Jacobs)
      1. Had Jeff monitor cash flow while David covered accounting – should ultimately be one person doing these two duties
      2. Strive for transparency and “squeaky clean” status
    3. Secretary (Tim Dozier)
      1. Take BoD meeting minutes. Type them up and send to President. Print out 5 copies for approval in next month’s meeting.
      2. Coordinate election, retain file-folder with paper records
    4. Membership (Don Isbell)
      1. Keep track of new members, shirt (merchandise) count (order more if needed, 3 or less)
      2. Make and distribute membership cards
    5. Vice President (Jason Williamson)
      1. Responsible for commercial examples for style competition
      2. Support the president in any way possible
    6. Key notes/comments provided in lieu of past board members not present
      1. Ginny Moreau: Requests standard non-profit donation form. Ginny to draw up a draft
    7. By-laws: President requests board members to review club by-laws before next BoD meeting.
  • 2016 Budget
    1. President asks board to review the 2016 budget for next BoD meeting in which a vote will be made to approve the budget
    2. Club Needs
      1. Understanding of projector capabilities
      2. Storage space
    3. Discussion of 2016 Dates
      1. Add Holiday party to list of dates
      2. Motion to not hold “family camp” in 2016
    4. Key Initiatives
      1. Brewing Scholarship: President requests board members to review brewing-scholarship proposal document before next BoD meeting, and provide suggestions/comments
      2. Expand Fundraisers: Motion to hire “501C3 specialist” (tax and/or legal) for consulting purposes
        1. Suggestion to consider “rent a lawyer” options such as “Legal Shield”
      3. Membership Discounts: Intent is to find more ways to add value to club membership.
        1. President asks BoD members to consider suggestions to add value to club membership for next BoD meeting
      4. 2016 Style Schedule: March and February have been swapped such that stouts are in March and lagers are in February.
    5. Note: The above meeting minutes recorded by Jeff Butterworth and the below meeting minutes recorded by Jason Williamson
  • Cellar Master
    1. Group agrees system to determine who shoulders this responsibility needs a little work
      1. Can over burden a club meeting at times if not planned
    2. Board members will be trained on duties
    3. Ask for 6 volunteers from the club
      1. Each volunteer potentially does 2 meetings this year
      2. Amount of volunteers shares the responsibility so no one gets burned out
    4. Should always be two people
      1. One Cellar Master and one person learning to perform duties
  • Stewards
    1. Not as large of an issue as CM
    2. Ask for volunteers
      1. People who have never had the opportunity
    3. Being a steward is very cool
      1. Meet a lot of club members
      2. Learn from listening to multiple different tables
    4. Style Competition
      1. Entry guidelines
        1. Membership necessary – ratified with one opposed BM
        2. A minimum of 48 44 ounces of brew (Corrected details on 2/5/16)
          1. 4 singles Four 12oz singles
          2. 3 Bombers Two 22oz “Bombers”
          3. 1 Growler One “Growler”
        3. Brewer of the Year/Monthly Style Competition – ratified with one opposed, one undecided
          1. 2016 Point System
            1. 1st, 2nd, 3rd place all give points
              1. 12 pts, 6 pts, 3 pts respectively
              2. Total points awarded not nominal
                1. In the case of a tie for one or more placements both parties are awarded full points for placement in addition to full points awarded for other placements (e.g. tie for 2nd place = both brewers receiving 6 pts. each, plus 12 pts. for 1st, and 3 pts. for 3rd)
              3. B.O.T.Y. based on 11 competitions (Jan-Nov)
                1. Includes Brewers Choice
                2. Dec - Holiday Party w/Brewer’s Choice
                  1. scores do not count toward B.O.T.Y.

Meeting minutes recorded by: Jeff Butterworth and Jason Williamson

Key Action Items [person(s),deadline]:

  • [All, Feb. BoD Meeting]: President requests board members to review club by-laws before next BoD meeting.
  • [All, Feb. BoD Meeting]: President asks board to review the 2016 budget for next BoD meeting in which a vote will be made to approve the budget
  • [All, Feb. BoD Meeting]: President requests board members to review brewing-scholarship proposal document before next BoD meeting, and provide suggestions/comments
  • [All, Feb. BoD Meeting]: President asks BoD members to consider suggestions to add value to club membership for next BoD meeting