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B.U.F.F. Board Meeting of March 16, 2005 Minutes
The March meeting of the B.U.F.F. board of directors was held at the Church of Ascension and Holy Trinity in Wyoming, Ohio. The meeting was called to order at approximately 7:02 PM and adjourned at approximately 9:08 PM.
Board members not in attendance are indicated below:
Doug Mowell attended as a guest. Items discussed were as follows:
Administrative Items / Proposals
Each board member introduced him or herself and the 2005 board member binders were distributed.
Don Hogue had nothing to report.
There were no changes to the minutes other than those already sent to Pat Hider by email. Jim Boude made a motion to approve the February minutes, it was seconded by Ken West and the motion passed.
All budget requests must be submitted to the President by April1, 2005. A sample form for the request was distributed at the meeting and an electronic copy will be provided by Mike Bryant to all board members. At the April Board Meeting, each request will be reviewed and approved or rejected. Mike Bryant will create the new 2005 budget summary based on all the requests he receives. The B.U.F.F. fiscal year runs from April 1, 2005 to March 31, 2006.
Mike Bryant was contacted by Jerry Snyder who offered to donate a rod built by him as a fundraiser. Jerry has a reputation as being an expert rod builder and has kindly donated to B.U.F.F. in the past. Mike Bryant will create a proposal for using the rod in the best way to raise funds.
It was suggested by Mike that about 200 tickets could be sold to the membership at the regular monthly meetings. Bob Mackey proposed for consideration that the money raised go back to the membership. Board members were asked to consider how the money could be best used and bring ideas to a future board meeting.
Within the next couple of weeks, Mike Bryant will schedule a critique meeting for a Sunday afternoon. Mike will send out an email to board members with possible dates for the meeting. B.U.F.F. lost money on the show. Is this acceptable to the board?
Lou Haynes has the registration forms from the show participants and Debbie Hampton volunteered to enter the names into a database prior to the critique meeting.
Fund raising is a big part of the purpose of the banquet. The number of bidders will be examined at the critique meeting.
Joe Cornwall has agreed to head-up the day trip program and prepare a plan for the upcoming fishing season. Mike Bryant will call a meeting in the near future to get the plan in place. Ken West suggested that a fly tying session be held the night before the planned fishing trip to tie flies to use while fishing. Lou Haynes suggested scheduling a lake back-up for each trip in the event that the stream is washed out on the day of the trip.
Persons interested in participating in the day trip program subcommittee: Mike Bryant, Patti Howell, Jeff McElravy, Doug Mowell and Ken West.
The President expressed a wish to have more organization and involvement in this area. Volunteers were recruited to form a subcommittee to: 1.) Define the goals and objectives of the conservation activities of B.U.F.F.; 2.) Determine whether or not B.U.F.F. wants to pursue grants in this area; 3.) Plan coordination interaction with other organizations involved in conservation. Persons interested in participating in the conservation subcommittee: Mike Bryant, Pat Hider, Jon Kennard.
Orders for 42 shirts have been received to date and Debbie Hampton has 12 shirts in her possession that need to be embroidered with the logo on the right side of each shirt. After much discussion, Lou Haynes made a motion that the 54 shirts be embroidered and delivered to the members who placed the orders or sold to other members. Bob Mackey seconded the motion and it passed.
Additional orders will be taken either at the April dinner meeting or over the web site with a cut-off date of April 16 for placing orders. No more shirt orders will be taken until around October, 2005.
The cost of each shirt is about $23.00 with an additional cost of $5.00 per shirt for the embroidery. B.U.F.F. is selling the shirts for $30.00.
Don Hogue presented the attractive B.U.F.F. pins and patches to the members. $375 was authorized for their purchase at a prior meeting and the cost was actually $667.40. Jim Hampton made a motion to authorize and additional $292.40 to cover the cost of the pins and patches. The motion was seconded by Dave Jones and it passed.
Each pin and patch will be sold to the membership at dinner meetings for $5.00 each. Each board member may select a pin or a patch as a complimentary gift from the President.
Linda Roederer has volunteered to be the club historian. Written material on the club’s history will be prepared for distribution to the board.
The Ohio Secretary of State’s office periodically asks for B.U.F.F. to report the number of hours volunteers have worked. Pat Hider will find out the purpose of this report so the board can decided how best to capture the hours.
Joe Panfalone described a point system used by other organizations to keep track of member involvement. As points are accumulated in exchange for time spent participating, the member can redeem the points for rewards. This method results in the volunteer hours being recorded.
Jim Hampton suggested that a log of hours contributed could be kept on the web site.
Mike Bryant stated that he wanted the number of hours of volunteers kept so that future leaders in the organization could be identified as well as each party’s skills.
Finally, Don Prince suggested that a form could be created and circulated at each board meeting. The various chairs would be responsible for stating the number of hours worked in their respective sections based on the programs that each person knows is in existence. Don will create the form for review at an upcoming board meeting.
Lou Haynes was contacted by Fishing Has No Boundaries for donation. Debbie Hampton will include it in the budget request she will be preparing as the chair for Outreach.
Next year’s banquet will be on March 4, 2006 at Receptions. Much discussion ensued regarding the date on which Easter will fall next year. A suggestion was made to have the banquet after the monthly meeting (rather than before) but it was decided to let the date of the banquet fall before a monthly meeting since doing otherwise may cause too much strain on the parties involved. The 2006 banquet will be co-chaired by Bob Miller and Roger Corrado.
After this meeting was held it was learned that Receptions was requiring a deposit of $900 to hold the date of March 4, 2006 as they had also booked a wedding for that date. Mike Bryant conducted an electronic vote to approve the expenditure of $900. Eighteen board members (out of 23) voted yes to approve the expenditure. There were no votes.
Report of Chairs / Owners
1. Membership Bob Rohrbach sent out the member summary electronically to all board members prior to the meeting. B.U.F.F. currently has 272 members with 14 new members added since last month. Bob currently only sends the list to 4 members and there was a proposal to put the list on the web for password access by all the board. However, after discussion it was decided that the entire list would go the all board members. Jeff McElravy asked if the board could be informed as to the trend in membership compared to prior years. Bob agreed to begin adding that to his reports.
2. Outreach Gordon Bunard in Milford will be doing posters for CFR. 50 11 x 17 posters will be produced at no cost to B.U.F.F. Murphins Ridge is the location of the 2005 CFR retreat. It was thought that tents and chairs would be needed for the award ceremony on Sunday (in case it rained) but the restraint at the venue holds 75 people so that expense won’t be necessary.
Fund raising is underway for CFR. Debbie stated that the Ohio Association of Non-Profit Organizations is sponsoring a conference on May 5, 2005 in Columbus. Topics include grant writing. A request was made by Debbie Hampton that she and Patti Howell attend at a cost to B.U.F.F. of $265 for the registration fees for both. Pat Hider made a motion to authorize the expenditure, Ken West seconded it and the motion passed. Mike Bryant will follow-up with Tom Dressman and Steve Lilly to see if either gentleman would like to attend.
3. Treasurer’s Report The club currently has about $15,000 in cash and about $5,000 in a certificate of deposit. For details, see the Treasurer’s Reports at the end of these minutes.
4. Communication This month’s cut-off for articles to the BUFFER is 3/28/05. Jon Kennard stated that the list of officers, on the last page of the BUFFER, with email addresses and phone numbers will be updated to reflect the new 2005 board. Pat Hider requested that her phone number not be listed.
Joe Panfalone announced that the web site has received 650 visitors PER DAY and from all over the world over the last two months. Joe was pleased to see more use of the web site to support activities of the chairpersons of B.U.F.F. committees. Joe asked that he not be sent Microsoft Word documents with pictures embedded in the document. Please send pictures as attachments. Joe converts documents to html format.
5. Trips Information on the steelhead trip is on the website.
6. Education Lou Haynes reported that Fly Fishing 101 has 30 attendees and the third class will be held on March 17, 2005. Ken West reported that Beginners Fly Tying is going well. In addition, Ken reported that on June 25, 2005 Shane Stuart, famous fly tier, will be at Bass Pro for a tying class to include the caddis and may flies. More information will be forthcoming.
7. Monthly Meetings The speaker for the April dinner meeting will be John Tertuliani from Columbus. Mr. Tertuliani wrote the book “Smallmouth Bass and Streams - Thoughts on Fly Fishing.” Other speakers scheduled are Tony Kalbli for May speaking on fly fishing in South Florida; Tim Chad well in June; Kurt Wiemayer tentatively scheduled for September to speak on Lake Okeechobee. Other speakers being considered include Dustan Harley of Ripple Guide Service out of South Bend, Indiana; Chad Miller, a small mouth guide out of Lafayette, Indiana and Gerald McDaniel a Cumberland, Kentucky guide.
March 2004Treasurer’s Report Beginning Balance 15372.70
Deposits
Monthly Dinner 820 Membership 675 Raffle 2556 Banquet 660 3/$25 tickets 295 Donation 75 Blue/Red Cards 710 Silent Auction 525 Live Auction 8430 _________ Total deposits 14746 30118.70 Be reminded that $7680 is in M C or Visa
Disbursements Buffer Feb 191.48 Buffer March 195.22 Membership supplies 94.04 Show expense & raffle 693.30 Receptions 1153.12 Sunshine 2 people 65 Community Pub 100 Whiting Farms 340 Ripples Guide Service 563.41 Auctioneer 125 Receptions Dinners 2837.65 Brian Horsley – Speaker 832.70 Bank Charge 20.83 Casting for Recovery 1100 Debbie H 476.49 raffle 8.99 Ed, Banq. 54.49 Show 18.90 558.87 Hurst Show Parking 16 Education 13.28 Raffels Dinners 830 ________ Total Disbursements 9729.90 Balance 20388.80
March Treasurer’s report following Show & Banquet Beginning Balance 8999.19
Deposits
Shirt 690 Petty cash 300 March dinner 830 Monthly raffle 345 Membership 965 Match hatch 10 Donation 125 ____ Total Deposits 3265 12264.19
Disbursements
Raffels 940 Banquet 392.62 Shirts 287.40 Desk (Banquet) 254 Education 32.36 Cin Marshalls 60 Monthly Raffle 399.48 _______ Total Disbursmts 2365.86 9898.33
Pending Visa/MC 570.00 10468.33 Shirts 510 Dinner 10 Membership 50
Visa Early March 4822 15290.33
Joe Guenther Escrow 500 Petty cash 100 CD 509.78 Shirts Due $1200.00 |