Tallahassee ParrotHead Club

Meeting Minutes

March 10, 2010

Board members in attendance: Phil, Tiffanie, Leslie, Ron Jenn, Scott, Brenda, and Chris

Other attendees: Paula

1.       Previous minutes were not approved and classified as incomplete. Tiffanie asked that all those Board members who attended that meeting to email her notes and she will compile them and forward to Ron as the Scribe was unable to attend the last meeting.

2.       Financial report. Phil said we need the financial balance sheet from 2009 with the carry-over balance indicated. It was also suggested that (the Club) needs an income and expense report from 2009 with a carry-over to January 2010 income statement.

A.      Phil motioned to approve the financial statement presented to the Board from the Purser. Tiffanie seconded the motion. The Board members carried the motion unanimously.

3.       The current membership count for 2010 is estimated to be at 51 in Tallahassee and 27 in Monticello. Ron and Tiffanie are going to work together on the following membership items to make sure our records are kept up to date:

A.      Sign-in sheets from all TPHC events

B.      Membership list

C.      Name tag/event tags

D.      Maintaining the TPHClist email database

4.       Trailer location. Leslie asked that the trailer should be located in a more centrally located place (in Tallahassee). Three possible locations were discussed:

A.      At Leslie’s house (she has boat parking available)

B.      At Dave Sagasar’s house

C.      Cuzzy’s warehouse

Tiffanie suggested Cuzzy’s as it is a neutral location (not a private home). Phil agreed, adding that it is in a busy location and near the Sheriff’s office.

Leslie asked who would hold the keys for the trailer.

Phil suggested using a combination lock for the exterior that would then give access to the keys for the trailer. This way, keys would not have to exchange hands, only the combination.

5.       Financial policies and procedures. Leslie proposed the following policies and procedures:

A.      If Purser is not present where funds are being collected, only the Purser’s designee can receive monies. The designee will then notify the entire Executive Committee (EC) via email in a timely manner all funds collected at said event. Leslie motioned to approve this policy and procedure and Scott seconded the motion. The Board members carried the motion unanimously.

B.      Receipts must be obtained and retained by the Purser and/or the Purser’s designee in the following format:

1)      White receipts go to the customer

2)      Yellow receipts go to the Purser

3)      Pink receipts stay in the receipt book

Leslie motioned to approve this policy and procedure and Tiffanie seconded the motion. The Board members carried the motion unanimously

C.      If the Purser is unavailable to make deposits, the designee must make copies of all funds, including

1)      Cash

2)      Checks

3)      Deposit slips

Phil mentioned that the Club must exercise accountability when handling funds. For instance, having separated tills at events, with each till representing a different source of money, for example, one till for food money, one for the sale of leis, etc. Phil went on to say that these procedures should be a part of policy, voted on and adopted by TPHC Board members.

Paula added that the Club needs accountability but should be more flexibility in its policies (expecting such separating of funds is too granular); she added, that (the Club) cannot expect one person or persons to be absolutely dedicated to managing funds at an event (and leave no time for other functions, for example, having a person at the chili cook-off in charge of funds from 10 AM to 5 PM (as they would miss all the fun).

6. Leslie motioned that the Club remove Paula from the bank account (as she is no longer a Board member) and replace her with Jenn. Ron seconded the motion. All present Board members passed the motion unanimously.
7. Leslie stated that many members have approached her stating their distaste in being told to “shut up” by those making Club announcements from the outdoor stage at Barnacle. Leslie proposed that the Board members fan out amongst the crowd and (politely) ask them to be mindful of people on stage trying to make announcements. She went on to say that Board relationships and communication with members is crucial and it is very destructive to spread gossip without (first) bringing the issue(s) to the Board.

                Phil added to this point the importance of bringing issues to the Chair and Co-chairs of events    and to make (positive) suggestions. He also added that the Board should approach Chairs and              Co-chairs after an event (to discuss the event’s successes and problems- “lessons learned”).

8. Sunday Morning in Margaritaville radio show. Paula requested that the group approach her/assist her with material for the radio show as she will no longer ask for input. The show tapes on Wednesdays and information for the show must be received no later than 6 PM on Tuesday. She said text messages are preferred over emails.
9. St. George Island Chili Cook-off. The group congratulated Scott (and Ellen) for producing a wonderful event, along with a great Friday night gathering and awesome ribs. Scott mentioned that we needed to have more chili (and will adjust accordingly next year). Scott also mentioned that we need a sign at the booth that reads “ORDER HERE.”
10. St. Patrick’s Day. Leslie: an email was sent to Gayle for editing and once it is approved it will be sent out to the Club. Party details include no cover charge, one dollar pints all day, and Reed will play from 6:00 PM to 7:30 PM.
11. Springtime Tallahassee. Chris is going to meet with the Springtime Tallahassee committee tomorrow (3/11/10) to gather more information. Chris is making modifications to his trailer for the parade. Chris has been in touch with Lanier (with Cuzzy’s Sauces), coordinating for the Cuzzy’s van to pull the trailer. A theme was proposed: Life Evolves Around Paradise and Pirates.
12. A Pub Crawl meeting was announced at 3 PM for Sunday, March 14 at Dave Sagasar’s house.
13. MOTM (Meeting of the Minds). Tiffanie started talking it up about splitting up the cost (of going).
14. The meeting adjourned.

January 13^th Board Meeting Notes