CALL TO ORDER 6:02 p.m.
PRESENT: Steve, Tony, April, Dave, Joan, Kevin, Ken, Kerry. (Quorum)
ABSENT WITH NOTICE: Cathy C. (difficulty connecting to Zoom call)
ABSENT WITHOUT NOTICE: Kathy H., Tim, Patrick
Additions to Agenda – none. Agenda approved.
· Minutes of February 16, 2021 meeting were emailed to directors and published on TCAC website. No corrections or changes were noted.
Motion to accept Secretary’s report as submitted. Approved.
Kerry reported that as of Feb. 28, 2021:
· Checking: $5,524.24
· Savings: $17,509.42
· Total income: $2,489.75
· Total expenses: $802.40
· Net income: $1,687.35
Motion to accept Treasurer’s report as submitted. Approved.
BUILDING AND GROUNDS
· Inspected and made minor repairs to the handicap ramp and reported that additional repairs and painting will be needed, but not immediately necessary to keep the ramp safe.
· Inspected women’s restroom ceiling for additional leak damage, which was not apparent. Repairs are scheduled to be made in the next few months.
· Driveway repair that he did last fall is holding up well. Will continue to monitor.
· Defibrillator on wall near handicapped entrance needs to be inspected to make sure it remains functional. Steve suggested to call for volunteers from each meeting to learn the basics of operation. April volunteered to make copies of the basic instructions and have available for hand-out at each meeting.
Motion to accept Building and Grounds report as submitted. Approved.
Nothing to report.
· Memorial to honor Al P., discussion continued from last month’s meeting. Joan reported that she has been in contact with Martha for ideas on how to honor Al. Still under consideration. Various suggestions were discussed by the board. Discussion tabled until next meeting.
· Motion to go into closed session for confidential discussion. Approved.
· Return to open session. Discussion of replacing a director due to excessive meeting absences without notice, per our bylaws. Board agreed to seek a replacement from the runners-up from last year’s election. Top vote-getter will be contacted to confirm interest in serving on the board. Discussion tabled until next meeting.
· Steve will provide all board members with a copy of the bylaws.
· Discussion of when to schedule next Annual Meeting. The board reached tentative agreement on October 2021, date to be determined. This presumes that the current public gathering restrictions will be lifted and that greater voting participation from the membership can be expected. Until then, directors whose term expires in 2021 will be considered active and current until October. Replacement directors will be elected at that time to a term of six months, until April 2022, when we will return to our regular annual meeting schedule.
· Changes to public gathering restrictions that affect the club. Recent state guidelines on public gatherings have been eased to allow for up to 25 people at indoor locations. The board agreed to increase meeting capacity in the big room to 25 and keep the back room capacity at 4. Kevin volunteered to arrange for returning five chairs from storage.
· Discussion of adding new A.A. meetings to website and posted to front door. Steve suggested that the decision be tabled until next meeting to confirm commitment(s) from meeting-openers and to further confirm that meetings will be held as scheduled.
The meeting was adjourned at 6:47 p.m.
Notes taken by Steve G., President
The Zoom meeting was called to order by President Steve G. at 6:02 P.M.
PRESENT: Steve, Tony, Tim, Dave, Joan, Kerry, Kathy, Ken, KevinABSENT WITH NOTICE: CathyABSENT
WITHOUT NOTICE: Patrick, April
SECRETARY’S REPORTMinutes of Jan. 19, 2021 meeting were accepted as submitted by Kathy.
TREASURER’S REPORT · Kerry reported as of 1/31/2021: $6,337.14 checking and $15,009.17 savings.
· Kerry suggested transfer of $2,500 to prudent reserve (savings}. Approved.
· Total income: $4,076.81 which includes group and individual donations, membership dues and donations in memory of member Al P.
· Total expenses: $1,518.57
· Net income: $2,558.24
Treasurer’s report was accepted as submitted.
BUILDING AND GROUNDS· Tony has replaced the defective lock box at the front door. Contact phone numbers are posted on the front door for member access if needed on a one-time basis or for emergency access. Otherwise, the club policy on access keys remains in effect.
· Tony contacted the snow removal provider about sidewalk shoveling, but he declined. Tony made some inquiries to find another provider for hire but no one has responded yet. After board discussion about how this duty was performed in the past, it was decided to request meeting attendees to perform this service as needed on a volunteer basis. Shovels and salt are available at the club.
Committee report was accepted as submitted.
Nothing to report
A letter received through our website from a member was discussed. The member objected to meeting restrictions at the club during the pandemic such as safe distancing, mask-wearing, contact tracing logging, etc. After discussion, the Board agreed to continue to follow Health Department guidelines regarding meeting restrictions until the guidelines are updated. · Following last month’s discussion, the board agreed that the existing club guideline restricting pets inside during meetings will continue to be observed.
The board agreed to discuss a memorial of some kind to honor Al P. Joan will check with Martha for ideas. Discussion was tabled to next meeting.
Meeting adjourned at 6:42 P.M.
Respectfully submitted,Kathy H., Secretary
The Zoom meeting of the Board of Directors was called to order at 6:00 P.M.
In attendance: Steve, Dave, Kerry, April, Kathy, Cathy, Joan, Ken, Tony, Tim, Kevin
Absent without notice: Patrick
Kathy H. submitted minutes from the December 2020 meeting which were approved.
Kerry reported that we have $6,029.66 in the General Fund and $15,007.12 in savings.
Income included $1,868.31 from our recent fundraising appeal and $450 in new or renewed memberships. We also received $1,740 in honor of member Allan (Al) Plantenga Sr. who passed away Christmas night.
Kerry worked with AT&T to get our phone bill reduced due to our non-profit status. The bill for January was $16.00 due to a credit. Phone service will be about $70 per month going forward.
There was discussion regarding the cost of our bookkeeping service and it was decided that our provider, Carol Takas, offers excellent work at a good value. We will continue with her services.
BUILDING AND GROUNDS:
Tony will see if he can fix the problem with the ceiling in the women’s restroom.
April reported that we have 25-30 paid memberships for 2021 so far.
1: We discussed our history of receiving donations from meetings for use of the facility. As it stands, each autonomous meeting group sets their own amount. In the past this has worked well and it was decided to not make any changes at this time. Kathy suggested that a “blanket” thank-you be sent to those on the email list for their support during our recent appeal. April will take care of that.
2: Some people have notified us that when they came for a meeting the door was locked. April pointed out that there are four phone numbers listed on the door in case a person can’t get in. They can call any of them and get the pass code. There are designated people who are responsible for opening the Eye Opener and noon meeting. David J. will take responsibility for the 4:00 meeting. This will give us 3 daily AA meetings plus one Al Anon meeting on Saturdays at 10 a.m.
There was a report of a member bringing a pet into the building during meetings. Club guidelines state that pets may not be brought into the club. This was pointed out to the member and he eventually complied. Cathy pointed out that this is another insurance liability. Debate followed about changing the “no pets” guideline to a rule. It was agreed that board members will study the rules/guidelines and continue discussion at the February meeting.
Meeting was adjourned at 7:00 P.M.
Kathy H., Secretary
The meeting of the Tri-Cities Alano Club Board of Directors was called to order at 6:05 p.m.
Present: Steve, Dave, Kathy, Kerry, April, Joan, Ken, Kevin, Cathy C., Tony, Tim.
Absent with notice: Patrick
SECRETARY’S REPORT: Minutes from the previous meeting were approved.
TREASURER’S REPORT: Kerry: $3,563.61 in checking and $15,008.67 in savings.
*Cost to run the building is approximately $1000.00 per month.
*One large expense is the phone, used only for incoming calls. ATT is the provider and charges us $364.00 per month as it is billed as a business phone. Kerry will check with ATT and ask for a better rate, pleading our non-profit status. She will also explore other providers if necessary.
*Accounting is another large expense at $200.00 per month. Kerry will explore and see if there might be a better option with another accountant.
*It was decided that we should appeal to our membership for revenue via Zoom meetings, email and through the website, explaining what our needs are. Steve will write the appeal for board approval, then post on the website.
*Kevin suggested setting up a Zelle account, making it an easy way to donate.
*Discussion followed regarding how rent from the various meetings is collected and the problem of not getting much rent because there haven’t been many meetings and attendance is low.
*It was decided to table the meeting rent discussion until next month. Treasurer’s report was accepted.
BUILDING AND GROUNDS: Nothing to report.
PUBLIC RELATIONS: Nothing to report.
EXECUTIVE: Nothing to report.
OLD BUSINESS: Nothing to report
NEW BUSINESS: Dave: There still are no Big Books in the Literature cabinet. Kathy H. will check with Karen, get an update, and make sure she has the code for getting into the club. April pointed out that is the responsibility of each meeting to furnish their own literature.
*Tony requested an agenda prior to each board meeting. Steve asked for board members to submit issues to him to be included on the agenda.
*Steve suggested that the website include ONLY the meetings that are active at this time. Those meetings are 7:30, noon and 4:00. Members agreed that this is a good idea.
Meeting was adjourned at 7:05 p.m.
Kathy Hamm, Secretary
The meeting of the Tri-Cities Alano Club Board of Directors was called to order by Steve G. at 6:00 p.m. Present: Steve, Joan, David, April, Tony, Kerry, Kathy H., Kevin.
Absent with notice: Ken, Tim.
Absent without notice: Patrick, Cathy C.
SECRETARY’S REPORT: Minutes of the previous meeting were approved.
TREASURER’S REPORT (Kerry): We have $3,955.75 in the checking account. A current statement from the accountant was not available. Report was tabled until next month’s meeting.
DISCUSSION: Regarding the Covid pandemic and closing of the club:
* A member from the noon meeting tested positive for Covid. David reports our contact tracing procedures were implemented and effective. Steve notified the Ottawa County Health Department.
* Restrictions will be in place for 3 weeks, starting Wednesday, November 18, ending Dec. 9. The board voted to close the club and reassess at the end of three weeks.
* Signage will be placed on the doors to the club announcing the closing and directing people to the TCAC website for further information.
* Steve reports that there have been a number of inquiries on the website from people requesting help and information. Members of the board will make every effort to find the available Zoom meetings and pass them on to Steve for posting to the website. Consensus is that the website is the best tool we have to serve our population at this time.
BUILDING AND GROUNDS:
Cleanup of leaves and grounds was done by board members. A special thanks to Tony for the prep work.
Tony did a temporary patch to the asphalt in the back of the club. Driveway issues will be addressed in the Spring.
Damage to the Women’s restroom ceiling has been inspected and will be addressed in the Spring.
Issues with the handicap access door have been resolved.
Building and grounds: Tony, Ken, Kevin.
PR: April, Kathy.
Membership: April, Steve, Kathy.
Supplies: April, Ken.
Executive: Steve, Dave, Kathy H., Kerry
Special Events: April, Kathy, Kerry, Joan, Ken.
OLD BUSINESS: None.
NEW BUSINESS: None.
Meeting was adjourned at 7:00 P.M.
Kathy H., Secretary
The meeting of the Tri-Cities Alano Club Board of Directors was called to order by Steve G. at 6:00 p.m. Attendance was recorded: Steve, Dave, Kerry, Joan, April, Ken, Tim and Kathy. Quorum established. Absent with notice: Tony, Kevin, Patrick, Cathy
The Board has resolved that State of Michigan and Ottawa County Public Health Department mandates pertaining to public gatherings will be observed in the following ways that would apply specifically to our Club, including:
1. Face masks will be worn by all persons in the building at all times.
2. A maximum of 20 people will be allowed in the main room for regular meetings and a maximum of four people in the back room for sponsor or newcomer meetings.
3. Before the Club re-opens, extra chairs will be removed from the building and the remaining chairs will be numbered for purposes of contract tracing and placed to observe social distancing of six feet.
4. Attendance will be taken and information will be logged for contact tracing as detailed below.
5. To prevent the need for removing face masks, the coffee machine will be disabled and outside beverages will not be permitted in the Club.
Discussion followed on how to implement these requirements:
Face masks: The Club will provide face masks to be used by those who are unaware of the policy (such as newcomers) or those who forget to bring masks. Each meeting should eventually supply their own masks. It is the Board’s intent that no one shall be turned away from a meeting for not wearing a mask, but is willing to do so.
Contact tracing: Each meeting chairperson will be responsible for logging attendance. The Chairperson (or a designated volunteer) will greet attendees at the door, inform each person of the face mask policy, log their first name and phone number, and assign them to a numbered seat. The log must be dated and identified by group meeting name or day/time. The chairperson is required to keep the logs for at least 21 days.
Notification: All information regarding meeting requirements and restrictions will be posted on the TCAC website (tri-citiesalanoclub.org), emailed to members, posted on exterior doors, inside the building, and read by the chairperson at the beginning of each meeting.
Facility cleaning: The Club has renewed its contract for cleaning services on a daily basis, including disinfecting bathrooms, tables and other common surfaces. In addition, the Chairperson shall ask each member to clean his or her space at the close of the meeting with disinfecting solution and wipes provided by the Club.
Donations: Donations will be collected by one person walking the basket around the room, rather than passing the basket. Protective gloves will be provided by the Club for this purpose including counting and handling donations.
Entry door: The idea of using only one door for entry/exit was discussed but found not feasible due to fire code and handicap accessibility laws.
Enforcement: Individuals visiting the Club who do not observe these restrictions will be subject to the following consequences:
Each meeting group will be responsible for the actions of its own attendees. Group conscience adoption of these meeting restrictions includes enforcement of all rules, as follows:
1. First occurrence of an individual not observing these restrictions would result in a verbal warning from the chairperson and a request for compliance.
2. Second occurrence of an individual not observing these restrictions would result in the person being banned from the Club for one week.
3. Third occurrence of an individual not observing these restrictions will be referred to the Board for further disciplinary actions as specified in the Bylaws with actions including temporary or permanent banning from Club premises.
Length of restrictions: These rules will remain in effect until restrictions that apply to our type of facility are lifted by the State of Michigan and Ottawa County Public Health Departments.
A motion to adopt the requirements, restrictions and consequences as discussed was moved and seconded. The motion passed unanimously.
The date to re-open the building is scheduled for Nov. 2, 2020 precluding any public health code changes or violations which would prevent the Club from opening.
Meeting was adjourned at 7:00 P.M.
The meeting of the Tri-Cities Alano Club Board was called to order at 6:00 p.m. October 20, 2020 with Steve G. presiding.
Attendance was taken: Present: Steve G., Tim A., Kerry M., Tony D., David J., April A., Joan R., Kathy H., Cathy C., Devin VS, Ken N., Patrick L. New board members were introduced and welcomed.
Following nominations, officers were elected as follows:
It was decided that committee assignments would be tabled to a later date as the most pressing issue was how and when to reopen the Club for regular meetings. No motions were voted on, however discussion summaries follow:
* Postings on the doors are needed to explain regulations for attendance.
* Capacity limits: 20 people in the main room; five in the back room.
* To comply with State and health department mandates regarding face masks, those refusing to wear a mask will be asked to leave.
* Kerry suggested posting a greeter at the door.
* Dave suggested we offer masks at the door. Each meeting would supply masks.
* Kevin suggested that we remove extra chairs, leaving only the maximum allowed to comply with safe-distancing.
* Patrick suggested we not allow coffee or beverages in the building, eliminating the need
to remove masks.
* Each meeting will be held accountable for enforcing rules.
It was agreed that the Board needed more time to research and finalize rules and procedures to enable the Club re-opening. All directors agreed that we want to see the Club re-open as soon as it is safe to do so. The next meeting will be scheduled based on director availability within the next ten days and minutes will be posted as soon as possible.
Meeting was adjourned at 6:40 p.m.
The special election meeting was attended by five Board members and three Club members. Due to State of Michigan and Ottawa County Public Health Department mandates, face mask-wearing, social distancing, and room occupancy limits (10 people) were observed.
After nominations and ballot voting were closed, three non-candidate members volunteered to tally the ballots. The results are as follows:
Elected to 3-year terms:
Elected to 2-year terms
Elected to 1-year terms
Alternates may be installed on the Board to fill vacant positions if they occur before the next election. Vote tallies determine the order:
Board members may be contacted via Contact Us on the home page.
Steve G., Al-Anon
Dave J., A.A
Kathy H., A.A.,
Kerry M., A.A.,
BUILDING & GROUNDS
Kathy H, AA
Steve, Al Anon
Kathy H, AA
Steve, Al Anon
Kathy H., AA
Kerry, Al Anon
Kathy H., AA
Kerry, Al Anon
Joan, Al Anon
Cathy C., AA