Minutes 2010

2010 ExComm Meeting Minutes, Charlotte/Blue Ridge Mensa

January February March
April May June
July August September
October (No Meeting) November December (No Meeting)

December, 2010

Per motion made and carried in the November meeting, the ExComm did not meet in December.

November, 2010

Called to order at 7:15 pm. November 8, 2010.
Attendance: ExComm members Nancy Campbell, Bonnie Haskins, and John Barnes, Bo Milligan, and Joe Barrett.
September minutes were read, and some of Bonnies statements were recorded incorrectly. After changes were made, the minutes were accepted as amended.
In informal discussion, existing LDW arrangements were confirmed. Nancy and John plan to attend and will drive separately, reservation for a suite has been made on the chapter debit card.
Discussion moved to a member having not received the newsletter for several months. An informal review of process and specific history followed.
Website status was then discussed. Our most recent website host had a catastrophic server failure, and the former website was reactivated on donated server space with a commercial host. Some recent content and functions were lost in this transition, especially the local forum and the automatic email event reminders. Other recent content has been recreated on the restored site, with relevant new pages added.
Bo moved that we request a forum page on the national servers. Nancy seconded, motion passed unopposed.
(LocSec Note: The request was made, but National is no longer providing this service.)
Another draft copy of the Members Manual was distributed and reviewed, including additional sections. Recommendations were made for a change in font, no changes were suggested regarding content. The PDF will be updated and posted on the website.
Bo moved that we cancel the December ExComm meeting. Nancy seconded, motion passed unopposed.
This places the next ExComm meeting at 7:00 pm Monday, January 10, 2011. Location remains Showmars on Arrowood, at the corner of SOUTH Tryon Street.
Bo moved to adjourn, Joe seconded, adjourned at 8:40 pm.

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October, 2010

Per motion made and carried in the September meeting, the ExComm did not meet in October.

September, 2010

Called to order at 7:50 pm September 13, 2010.
Attendance: ExComm members Joe Barrett, Nancy Campbell, Bonnie Haskins, and John Barnes.
August minutes were read and approved.
In discussion of the November LDW in Greeneville, SC, it was noted that Nancy Campbell and John Barnes are already registered to attend. Nancy moved that the chapter cover the cost of a suite for the weekend, Joe seconded. Motion passed unopposed.
Discussion moved to the request for a government proclamation recognizing the 50th Anniversary of American Mensa. Nancy reported that the proclamation will not be available for the October IdioM.
Bonnie suggested we ask about having the IdioM printed earlier. Discussion supported the suggestion, no motion was made.
Joe suggested we print extra copies of the IdioM for the Oktoberfest event. After discussion, the suggestion was tabled.
Nancy suggested we advertise among the membership for a possible event location: an apartment complex community room or a large home belonging to a member. Discussion was in favor, no motion was made.
John stated his work schedule would conflict with a Monday meeting in October. Nancy moved that the October meeting be canceled, Joe seconded. Motion passed unopposed.
Nancy announced that Scholarship Applications are being accepted from September 15 to January 15.
Joe moved to adjourn, Nancy seconded, adjourned at 8:28 pm.

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August 9, 2010

Called to order at 7:30 pm.
Attendance: ExComm members Bonnie Haskins, John Barnes, Bo Milligan, Nancy Campbell, and Joe Barrett.
After an attendance correction, Bo moved that July minutes be accepted. Joe seconded, motion passed unopposed.
Nancy having asked to step down as Publicity Chair and Membership Officer, the committee discussed how to fill those positions. No immediate candidates were suggested.
Nancy provided an update on plans for an “Oktoberfest” event with a focus on brewing, currently planned for October 9.
The phone tree discussed in July was reviewed, with Bo suggesting that currently active members be approached first. The committee will compare notes via email to identify specific candidates.
Discussion moved to the Leadership Development workshop planned for November 19-21 in Greenville, SC. Nancy pointed out that one of the sessions is “Setting up and running a Gifted Children’s Program”, and suggested we contact the parents of youth members to investigate their interest in attending.
Prior to elections, it was informally suggested that the ExComm meetings be held every other month rather than monthly. Bo suggested that we discuss this idea via email over the next month, to find out if it is practical to conduct discussions online in preparation for meetings.
Bonnie was reimbursed for IdioM printing expenses, and it was noted that the address on our paper checks is outdated. Nancy moved that Joe investigate what else might need to be updated, and initiate the appropriate changes. Bo seconded, motion passed unopposed.
Bo moved to adjourn at 8:39, Joe seconded, motion passed unopposed.

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July 12, 2010

Called to order at 7:30 pm.
Attendance: ExComm members Joe Barrett, Bonnie Haskins, John Barnes, Bo Milligan, and Nancy Campbell.
June minutes were approved as submitted.
Nominations were opened for 2010-2011 LocSec. Joe nominated John, Bo seconded. Ballots were not taken as no other nominations were put forth.
Nancy moved that Joe continue as Treasurer, Bo seconded, motion passed unopposed.
Nancy moved that the new Members Manual (as provided in June) be posted on the website as currently written, with updates to be made as needed. Bo seconded, motion passed unopposed.
Discussion moved to the new secure web page. A repeat announcement of its availability will be placed in the IdioM. Possibilities for live chat will be considered, as well as a possible link to a membership directory.
Discussions of event planning followed. Nancy will be following up with plans for a special late September “Oktoberfest” event on brewing. A possible presentation on Reiki will be pursued for later in the year. A possible phone tree to promote attendance was discussed, Joe moved that John place an article in the IdioM requesting volunteers, Nancy seconded, motion passed unopposed.
Nancy moved that we plan a Christmas party, Bo seconded, motion passed unopposed.
Discussions followed regarding the registration for our website Domain Name. Arrangements will remain unchanged, with Joe handling this and being reimbursed.
The August ExComm meeting will remain on the second Monday of the month, scheduled for 7:00 pm August 9 at Showmars on Arrowood, at the corner of SOUTH Tryon Street.
Bo moved to adjourn, Joe seconded, adjourned at 8:30 pm.

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June 14, 2010

Called to order at 7:05 pm.
Attendance: ExComm members Bo Milligan, John Barnes, Nancy Campbell, and Martha Covington. Treasurer Joe Barrett, and Iredell Area Coordinator Craig Du Tremble.
Minutes for May were distributed and reviewed. Nancy moved to approve, Bo seconded, Martha favored.
The committee discussed the WEBSITE, especially in regard to personally identifying information about event hosts. Host names and directions have been showing up in Google searches. Also, our website is currently being hosted on a privately owned server, managed by a former member who has not renewed. The committee discussed various options for maintaining the website. Bo moved that material we wish to keep secure (such as the personally identifiable information about event hosts) be moved to a members only page on the national servers, while other arrangements remain the same. Nancy seconded, Martha favored.
Nancy provided an expanded copy of the new MEMBERS MANUAL, and again requested committee input. Discussion followed on the specifics of distribution – as determined last month, the manual will be posted on the website. Joe suggested that it be available in two formats: full pages in sequence, and half pages in the proper order to be folded and stapled like the IdioM.
September 30, 2010, is the 50th Anniversary of American Mensa Limited. National is offering a procedures guide on requesting government proclamations. Nancy, as Publicity Chair, volunteered to investigate this material.
Nancy reopened discussion of a possible event related to local beer brewing activities. She proposed this as the topic for a special “Oktoberfest” meeting, to which the public would be invited.
Martha Covington, having been reelected to the ExComm for 2010-2011, must withdraw for personal reasons. Nancy moved that we officially thank Martha for her service, Bo seconded, Martha accepted.
Joe volunteered to take on the duties of CALENDAR COORDINATOR.
The July ExComm meeting will remain at 7:00 pm on the second Monday of the month, July 12, 2010. The location will change to Showmars on Arrowood, at the corner of SOUTH Tryon Street.
Bo moved to adjourn, Nancy seconded, Martha favored, adjourned at 8:13 pm.

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May, 2010

Called to order at 7:20 pm.
Attendance: ExComm members Bonnie Haskins, John Barnes, Bo Milligan, Martha Covington, and Nancy Campbell.
April minutes were previously approved by email.
Status of the intended quarterly special event was discussed, specific plans are currently on hold.
Without questioning votes, we confirmed that several ballots had been submitted among the committee for the 2010-2011 ExComm elections.
Nancy provided preliminary copy for a new Membership Manual, and has requested feedback from the committee.
Distribution of the Membership Manual was discussed. Once complete, a copy will be made available on the website as a PDF, and the link published in the IdioM. Members will be able to print their own copies.
The June ExComm meeting will remain on the second Monday of the month, scheduled for 7:00 pm on June 14, 2010. Location: McAlister’s Deli, 9601-A North Tryon Street, Charlotte.
Bo moved to adjourn, Nancy seconded, adjourned at 8:09 pm.

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April 2010

Called to order at 7:20 pm April 12, 2010.
Attendance: ExComm members Nancy Campbell, Bonnie Haskins, John Barnes, and Bo Milligan.
March minutes were previously approved by email.
OLD BUSINESS:
Treasurer Joe Barrett has applied for an ATM card, as moved and passed at the March meeting. He has confirmed that the national reimbursement for retreat expenses has been deposited.
The new Membership Manual is still pending. An online survey went to selected members who have joined in the last two years, asking what they would have wanted to see in such a manual. The strongest responses favored having sections on bringing guests, repeating events, the online community, and the nature of the ExComm.
The suggestion was made that we should prepare an advertisement for our online communities to run on the cover of the IdioM.
Dave Burley has agreed to serve as Chair of the Elections Committee, but is still the only member.
NEW BUSINESS:
All current ExComm members have agreed to run for office again. Two other candidates were nominated, and the Election Committee Chair will be asked to confirm their willingness to run.
An informal discussion of election procedures produced no motions.
The May ExComm meeting will remain on the second Monday of the month, scheduled for 7:00 pm on May 10, 2010. Location: McAlister’s Deli, 9601-A North Tryon Street, Charlotte.
Bo moved to adjourn, Nancy seconded, adjourned at 8:17 pm.

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March 2010

Called to order at 7:33 pm March 8, 2010.
Attendance: ExComm members John Barnes, Nancy Campbell, Bonnie Haskins, and Martha Covington.
February minutes were approved by email prior to IdioM publication.
OLD BUSINESS:
RETREAT EXPENSES have been approved for reimbursement by national. Confirmation of the deposit is pending, our bank requires an ATM or Debit card to be issued before they will allow online access. Nancy moved that we get an ATM card to be held by the LocSec, Martha seconded, passed.
The new Members Manual is still in process. Nancy will email a preliminary version to the ExComm and to Lerissa, for proofing and graphics work.
The position of Ombudsman was again discussed. John will provide a blurb for the IdioM outlining the requirements and seeking a local member willing to serve.
ELECTION COMMITTEE: Dave Birley has agreed to serve on the Election Committee. Martha moved that we appoint him to the committee and ask him to serve as chairman again. Nancy seconded, passed.
SCHOLARSHIP ESSAYS have been judged locally and submitted to regional for the next phase. Nancy will check if we are allowed to publish the local winners essay in the IdioM.
NEW BUSINESS:
Informal discussion of chapter events. John has scheduled Scrabble for April 17, and a camping event at Kings Mountain State Park (SC) for June 11-13. Per Martha, Bo has committed to repeat Poker Night and Billiards Night in April, but has not fixed the date. It was suggested that we change the location of Lunatic Fringe in hopes of increasing participation, those attending next month should be polled for suggestions.
The April ExComm meeting will remain on the second Monday of the month, scheduled for 7:00 pm on April 12, 2010. Location: McAlister’s Deli, 9601-A North Tryon Street, Charlotte.
Nancy moved to adjourn, Martha seconded, adjourned at 8:33 pm.

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February 2010

Called to order at 7:20 pm February 8, 2010.
Attendance: ExComm members Martha Covington, Bo Milligan, John Barnes, Nancy Campbell, and Bonnie Haskins.
December minutes were approved by email prior to IdioM publication.The Leadership Retreat replaced the January ExComm meeting, with formal minutes replaced by the final list of action items.
OLD BUSINESS:
The committee discussed the results of the Retreat. Those attending the Retreat were Kathi Rich, Lerissa Rentas, Chris Narmi, Bo Milligan, Jack Howard, Nancy Campbell, John Barnes, and facilitator Jill Hendrix. Specific action items were defined, along with responsible parties, as listed in the C/BR MENSA 2010 GOALS spreadsheet. Brief review followed on the status of specific action items: Newsletter article expected from Jill Hendrix has been submitted.
Publications committee will hold its first meeting on February 9, 2010.
Charity Events committee is pending; John plans an IdioM article to seek volunteers.
New Member Manual is in development. Confirmed that appropriate New Member information is available for orientation use.
C/BR Mensa has reimbursed the facilitator for retreat expenses in the amount of $187.85, and those expenses will be submitted to national seeking reimbursement for the chapter.
The committee informally discussed policy and practice regarding the handling of disagreements between members. A consensus was reached that we should investigate the qualifications for an Ombudsman, and find out if a suitable local candidate is available.
The March ExComm meeting will remain on the second Monday of the month, scheduled for 7:00 pm on March 8, 2010. Location: McAlister’s Deli, 9601-A North Tryon Street, Charlotte.
Bo moved to adjourn, Martha seconded, adjourned at 8:05 pm.

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January 2010

It was moved and passed in the December 2009 meeting that the normal January 2010 ExComm meeting be canceled. The Leadership Retreat replaced the ExComm meeting.

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