· minutes of the Executive Board Meeting January 14, 2006
· WISCONSIN GOURD SOCIETY 2006 STRATEGIC PLAN
Summary of our Meeting 10.16.05
Meeting Purposes. The purposes of the meeting were to recruit members for our soon-to-be formed Wisconsin Gourd Society and discuss how we wish to structure and operate our Society.
Attendance. I counted 22 people at our informal first meeting at The Gourd Guy in Blue Mounds, WI on October 15th from 1-2pm.
Meeting Recap. Terri Schmit led the meeting. Amy Thomas took notes. No decisions specific to the Society’s structure or operation were made final at the meeting. Instead, Terri talked about all agenda items noted in the Agenda and attendees gave input. The following are the ideas and plans we have going forward (subject to change depending on proposed and accepted changes to Constitution and Bylaws):
We plan to organize:
Newsletter. Our newsletter will be The Gourderly-Quarterly Newsletter. It will be mailed and/or e-mailed to members on a quarterly basis.
Sponsors. Members who have a gourd related business may be Society sponsors and may offer members discounts. Their names will be listed in the newsletter. Please contact Terri Schmit or Amy Thomas if you would like to be a sponsor.
Officer Nominations. Nominations for offices of President, Treasurer, Vice President, Secretary and Membership Secretary will be accepted until November 1st. Nominations may be mailed or called in.
Officer Elections. Ballots will be sent out on November 15th. Members should vote by December 1st. Results will be sent out December 15th. For this vote those that wish to may e-mail their votes if they do not wish to send them through the regular mail.
Officers Terms. Terms will be staggered, but the first terms will be extended by one year for offices of Vice President, Treasurer, Membership Secretary and one Director due to our first vote being on an odd numbered year. Terms will otherwise be two-year terms.
Membership Details. Membership dues will be $12 annually. Membership starts the day of purchase and ends one day from day of purchase. Memberships are family memberships that cover all family members in a household. Dues may only be paid by cash or check.
District Representatives. We have the following volunteers for District Representatives: Fred Kurtin and Mary Rose Mansour -- Southeast; Ron Richter -- Northeastern area; Nancy Johnson – Northwest; Terri Schmit – Southwest. Please contact Amy Thomas or Terri Schmit if you are interested in being a District Representative in your area.
Members’ Contact List. We plan to make and distribute a members’ contact list to make it easy for us to contact and collaborate with gourders in our area. This list will be included in the newsletter.
Yahoo! Group. Members may use the Yahoo! Group called “wiscogourding” to communicate with other members. Photos, messages, files, calendar events and updates will be posted to this site.
Hat Contest. We plan to have a hat “contest” at our Spring Meeting. Please make a hat! It’ll be fun!
--Written by Amy Thomas
Meeting Minutes
Wisconsin Gourd Society
Executive Board Meeting
January 14, 2006
Steven's Point Library Conference Room
1pm
Board Members
Present: Amy Thomas (Recording Secretary), Katie Powderly (Vice
President), Sarah Bradley (Membership Secretary), Nancy Johnson (Regional
Representative), Teri Adler (Regional Representative / Treasurer), Terri Schmit
(President)
Absent: Fred Kurtin (Regional Representative)
Quorum present? Yes
Others Present: Lee Johnson
Call to Order
The president called to order the 1st Executive Board Meeting in the Charles M.
White Library Building Conference Room, 1001 Main Street in Stevens Point at
1:10pm.
Treasurer's Report
Financial Statement
The society has $756.33 in its bank account. The treasurer paid $92.67 to
J&J Mailing for the first newsletter mailing invoice.
Non-profit Status
The society has not yet achieved non-profit status. We agreed that the
society shall first attain the required FEIN (Federal Employee Identification
Number), second draft Articles of Association, third apply for 501 (c)(3)
status as a non-profit association. The reason for this short-term
decision was based in part on the facts that federal and state laws protect
small non-profit associations against liability; that the state of Wisconsin
charges a $600 fee to incorporate. We agreed that the society shall work
to achieve non-profit incorporation in the mid- to long-term for tax purposes,
such as tax exempt donations and purchases.
Treasurer Recruitment
It was resolved by vote that Teri Adler shall be the treasurer. We agreed
that the physical society address shall for now remain at 2099 County Road E,
Blue Mounds, WI, 53715; that correspondence with the treasurer regarding taxes,
accounting, and banking shall be addressed to the treasurer's home address. The
treasurer requests that all board members shall propose a monetary budget for
their respective positions and present it to the executive board for approval;
that officers work together to find efficiencies in costs when possible.
Approval of Bills
(1) We approved reimbursements for supplies to the following members for the
respective amounts: Terri Schmit, $73.18; Amy Thomas, $71.64; Sarah
Bradley, $22.84.
(2) We approved buying a roll of stamps for the membership secretary.
Communications
The Wisconsin Gourd Society officially became the Zeta Chapter of the American
Gourd Society on December 14, 2005. The society has 61 members.
Committee Reports
Publicity, Activities, Education
The president appointed the Publicity, Activities and Education
Committees. We agreed that the Committee Chairs shall be: Publicity, Amy
Thomas; Activities, Terri Schmit; Education, open position; that committee
chairs shall draft guidelines for their own committee's procedures, propose an
annual budget, ask for volunteers, work together to achieve society objectives.
Unfinished Business
We agreed that future consideration shall be given to formally defining the
directors' roles, budgets, committee guidelines.
New Business
Executive Board Member Roles
The president read the officers' roles and responsibilities to the executive
board as defined in the Constitution & Bylaws.
Strategic Plan
The president proposed a one-year strategic plan. The board will approve
the final document. [Note: The strategic plan is attached to this document as
an addendum.]
Spring Meeting & Wisconsin Gourd Festival
We agreed that Activities Committee will perform the detailed planning for the
Spring Meeting and the Wisconsin Gourd Festival.
Executive Board & Committee Meetings
We agreed that the executive board shall meet quarterly; that committees shall
meet at least monthly until the Spring Meeting is planned; that officers who
will be unable to attend meetings shall be able to send to the recording
secretary items (suggestions, objections, ideas, etc.) to which they would like
the president to speak (however, there will be no absentee voting); that
officers shall R.S.V.P. stating their intentions to attend or not attend
meetings.
Liability Issues
We agreed that the society shall require members and non-members who
participate in society sponsored classes to sign a waiver releasing the society
and its members from liabilities; that a standard form shall be drafted for the
board to approve.
Constitution & Bylaws
ARTICLE IV., Section 3. shall be changed to read "Recording
Secretary" instead of "Secretary."
ARTICLE V., Section 3. shall be changed to "Four members shall constitute
a quorum at an Executive Board meeting. Ten percent of the membership
shall constitute a quorum at a membership meeting."
Article V., Section 3. shall be changed to define the fiscal year from January
through December" to now run "October 1 through September
30." We based our decision in part on the fact that the society will
be able to better file taxes with the new fiscal year.
Appointments
The president appointed the Publicity, Activities and Education Committees.
We appointed Teri Adler to be Treasurer.
Adjournment
The meeting ended at 3:45pm.
This document was written by Amy Thomas. As elected Recording Secretary, I certify that to the best of my knowledge and ability that these minutes are accurate.
Approved by the board on: ________________
{Addendum}
WISCONSIN GOURD
SOCIETY
2006 STRATEGIC PLAN
The purpose of this document is to state a simple overview of what the Wisconsin Gourd Society will accomplish for the 2006 planning year. This document should be reviewed before year end and used as a platform on which to build future strategic plans. Future strategic plans may span two to as many as five years, but will require review on an annual basis.
Mission Statement
The purpose of the Wisconsin Gourd Society shall be educational in nature. WIGS shall create a community that sows the seeds of understanding and appreciation of gourds and their history, cultural identities, horticulture, utility and role as art medium.
Goals
Encourage knowledge of gourds and their uses through individual instruction, group classes, information sharing sessions, festivities.
Objectives
· Organize and lead classes for membership and non-membership on an ad hoc basis
· Provide opportunities for artists, crafters and growers to encourage gourding experiences on their own
· Publish Gourderly-Quarterly newsletter
· Plan two membership meetings, one spring and one fall
· Plan one festival in the spring
· Gain new membership and encourage membership to AGS
· Attain 501(c)(3) status
Activities
· Quarterly classes on art or craft
· Spring festival & membership meeting, April 22, 2006, Shake Rag Alley, Mineral Point
· Fall membership meeting, date and location TBD
· Quarterly newsletter - March, June, September and December
· Ongoing fundraising and membership recruitment
Resources
· Cash
· Equipment
· Office Supplies
· Chairs & Tables (for seminars/events)*
· Photo/video equipment*
· Volunteers
· Board members
· Service sponsors (printers, caterers, activity sites)
· Media contacts for publicity
· Miscellaneous contacts: accountants, business people, government regulators, etc.
· Access to funding sources (sponsors, donors, government)
· Skills and expertise of key people (business, technical)
Note: *Indicates WIGS has access to these resources thru membership but does not own them.
Strategies (SWOT)
Looking over this list (which is not meant to be all-inclusive), the board members should collectively identify strategies to best take advantage of our strengths and opportunities and to minimize the weaknesses and threats.
Strengths
· experienced board members
· Unique program in the state
· Several Sponsors
· Good computer experience & database skills
· Dense population pockets throughout state
Weaknesses
· Lack of reputation by the public or target community
· Moderate expertise in fundraising
· Expansive geographic area of state
Opportunities
· Children's educational sessions: school districts, children's organizations (i.e., scouts)
· Member educational sessions
· Grants
· Increased awareness and media coverage
Threats
· Risk of personal injury claims
Note: This document is an addendum to the1.14.06 Meeting Minutes and
is posted online in the "wiscogourding" group "Files."
Meeting Minutes
Wisconsin Gourd Society
General Membership Meeting
April 22, 2006
Shake Rag Alley Center for the Arts
6:45 pm
Call to Order
President Terri Schmit called to order the 1st General Membership Meeting in
the Cabinet Shop building at Shake Rag Alley Center for the Arts, 18 Shake Rag
Street in Mineral Point at 6:35 pm.
Board Introductions Terri introduced the
officers including herself as president, Katie Powderly as vice president, Amy
Thomas as recording secretary, Sarah Bradley as membership secretary, and Teri
Adler as treasurer (and regional director.
Regional Directors Nancy Johnson and Fred Kurtin did not attend and were
not introduced.)
Festival Organizer’s
Report
Volunteers Terri Schmit, festival
organizer, thanked festival volunteers: “Special thanks to the volunteers, too
numerous to mention, who made this festival possible.”
Letter from Bob James
Terri explained that the American Gourd Society President Bob James
would like to have been able to attend but could not because of frequent flyer
restrictions. She passed on his
well-wishes for our society.
Sponsors & donors
Terri thanked festival sponsors and donors: Barb Cesal, Beyond the Nest,
Incan World Gifts, Nancy “Sha” Johnson, Moraine Meadow, Jack’s Grain and
Gourds, Sew What Supplies, Shake Rag Alley Center for the Arts, The Caning
Shop, The Gourd Guy, The Gourd Girl, Amy Thomas, Sandy Bulgrin.
Festival Committee
The festival committee
included Terri Schmit (organizer), Teri Adler, Sarah Bradley, and Deb Ready.
Membership Secretary’s Report
Sarah said
she updated the Membership Directory
and Ways to Get Involved and Stay In
Touch documents and set copies on a table for attendees. She reported that the society had a new
total of 111 members after 17 people joined during the festival.
Treasurer's Report
Financial Statement Teri
Adler read a preliminary financial report that included rough numbers for the
festival. (A financial report is
attached at the bottom of these minutes.)
President’s Report
Board meetings and minutes
Terri Schmit reminded members the first board meeting was
held on January 14th and meeting minutes are posted on the web
site. She said members who would like a
paper copy of any meeting minutes should send a request via e-mail to Amy Thomas. She also said another board meeting will be
held at a future date, after a post-festival break.
Workshops Terri
said Teri Adler has been organizing classes and is trying to schedule one class
per month. She reminded members that
Mary Rose Mansour will be teaching a class May 13th in West
Allis. She also said Teri is trying to
organize a chip-carving class sometime soon.
Newsletter
Terri told members
they’ll still be getting the newsletter.
Terri reminded members that the deadline for newsletter submissions is
May 1. She requested that members send
articles and pictures to Amy Thomas before the deadline.
Festival Awards
People’s Choice Award
The People’s Choice Award went to Cindy Cech-Auxier.
Door Prize The door prize went to Randy Paulz.
Adjournment
The meeting ended at 6:50 pm.
This document was written
by Amy Thomas. As elected Recording Secretary, I certify that to the best
of my knowledge and ability that these minutes are accurate.
Approved by the board on:
________________