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Minutes of Executive Meeting
July 19, 2009
A meeting of the Board was held on Sunday, July 19, 2009, at
Dino's Pizza prior to the regular Ring meeting.
Officers:
- President: Geoffrey Miller (present)
- Vice President: Gary Jewell (present)
- Secretary: Paul Szauter (present)
- Treasurer: Randy Von Smith (present)
- Sergeant At Arms: Aubrey Smith (present)
- Past President: Danny Baker (present)
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Agenda
Call to Order, Rules of Order, Agenda, Minutes.
President Geoffrey Miller called the meeting to order under the revised Rules of Order.
The Board adopted the agenda, which had been developed in advance via email.
The Minutes of the prior Board meeting (February 8, 2009) were approved.
Treasurer's Report
Treasurer Randy Von Smith reported the bank balances. The bank balance was $2,075.85 and there was $375.00 in petty cash for a total of $2,450.85.
President Geoffrey Miller expressed concern that there was no indication in the Treasurer's Report of how closely we were following the budget.
The Treasurer offered to prepare a report in time for the next Ring meeting (August 16, 2009).
Old Business
A. Calendar.
1. Current Calendar. The 2009 Calendar to date is:
| Date |
Theme |
Special Event (if any) |
| 07/19/2009 |
Showstoppers |
Dr. Wilson: Wagers |
| 08/16/2009 |
Wellsprings |
Professor Miller: Costume and Character |
| 09/20/2009 |
Nate Leipzig Close-Up Magic Contest |
|
| 10/20/2009 |
Max Malini Parlor Magic Contest? |
|
| 11/20/2009 |
Turkeys |
|
3. September Meeting. The Board discussed having the Malini Parlor Magic Contest and the Nate Leipzig Close-Up Magic Contest in September.
They decided that the Nate Leipzig Close-Up Magic Contest should be held at the Ring meeting on Sunday, September 20.
4. Teaching Tables. Professor Miller has proposed a Teaching Table on Costume & Character for the August meeting. Various other Ring members will be tapped for Teaching Tables or lectures.
B. SFOA Magic Class
The Secretary reported that the cost for the Joshua Jay book/DVD set and the Ring DVD for 26 students was $395.
The Ring had budgeted $100, and a solicitation to members was made at the June meeting. Member contributions totalled $45.
The Treasurer moved to make up the difference from the Discretionary Fund. The motion passed.
C. Nate Leipzig Close-Up Magic Contest
The President reported that the Nate Leipzig Close-Up Magic Contest was scheduled for September 20, 2009, at 4:00 pm at Thistle's Restaurant in Bangor.
The President reported that the current balance of the Leipzig endowment was zero, and indicated his willingness to fund the contest.
D. Max Malini Parlor Magic Contest
The Board awaited information from Brother Don Paul on the Max Malini Parlor Magic Contest, tentatively scheduled in October (possibly October 18) at All Souls Congregational Church.
Brother Don Paul is expected to have news at the Ring meeting on July 19, 2009.
New Business
A. Nominations for Ring Office. The Secretary reminded the Board that there are two mechanisms for nomination: the Nomination Committee, and petitions for nomination.
The Secretary was concerned that the contests scheduled for September and October would interfere with business meetings and nominations.
Given the time constraints, the President suggested that all nominations would be made by petition, and that he would not appoint a Nomination Committee.
The Secretary distributed nomination petitions and the entire Board renominated itself.
Nomination petitions will be offered to members at the July, August, and September meetings.
With no further business, a motion was made to adjourn the meeting. The motion passed unanimously.
Appendix
September 2009. Treasurer Randy Von Smith submitted a year-to-date summary to the Secretary on September 18, 2009.
The document was printed on paper, and is reproduced in the image below.
The Secretary was charged with converting this into a format to compare budgeted vs. actual expenses in each category.
This was the Budget approved in February 2009.
| Revenue |
| Item | |
2009 | |
Notes |
| Dues | |
$200.00 | |
Assumes 20 members at $10 each |
| Advertising | |
$40.00 | |
Assumes 4 website ads at $10 each |
| Donations | |
$100.00 | |
Assumes that people will donate |
| Raffles and Auctions | |
$200.00 | |
Funds raised at monthly raffle and proposed auction |
| Shows and Contests | |
$900.00 | |
Includes all shows and contests, breakdown accounted for separately |
| |
| Total Revenue | |
$1,440.00 | | |
| |
| Expenses |
| Item | |
2009 | |
Notes |
| Corporate Filing Fee | |
$35.00 | |
Annual fee |
| Postage | |
$250.00 | |
2008 figures not broken out |
| Website | |
$0.00 | |
Fee paid in 2008 was biannual. |
| Shows and Contests | |
$500.00 | |
Breakdown accounted for separately |
| Education Supplies | |
$100.00 | |
For SFOA Class |
| Archive Materials | |
$100.00 | |
Historian supplies and video archiving of Ring shows |
| Discretionary Expenses | |
$400.00 | |
Used at discretion of Board, requires a vote |
| President's Fund | |
$100.00 | |
Used at sole discretion of the President |
| |
| Total Expenses | |
$1,485.00 | |
|
| |
| Net Ordinary Revenue | |
($45.00) | | |
Here is the year-to-date (YTD) comparison of budgeted vs. actual income and expenses.
| Revenue |
| Item | |
Budgeted | |
YTD | |
Notes |
| Dues | |
$200.00 | |
$200.00 | |
Submitted report shows $210, one item is actually ad payment for Alan Drew. |
| Advertising | |
$40.00 | |
$60.00 | |
Submitted report shows $40.
Submitted report records ad payment by Alan Drew as duplicate dues payment.
Submitted report does not show ad payment by Phil Smith (which was made). |
| Donations | |
$100.00 | |
$45.00 | |
Donations from Randy Von Smith and Dayton Salisbury for SFOA supplies. |
| Raffles and Auctions | |
$200.00 | |
$161.00 | |
Raffle $26, Auction $125, Wagers Lecture $10 |
| Shows and Contests | |
$900.00 | |
$420.00 | |
Income from Chung Ling Soo Stage Magic Competition was $420. |
| |
| Total Revenue | |
$1,440.00 | |
$886.00 | |
| |
| Expenses |
| Item | |
2009 | |
Actual | |
Notes |
| Corporate Filing Fee | |
$35.00 | |
$35.00 | |
|
| Postage | |
$250.00 | |
$220.31 | |
The printing cost for Chung Ling Soo postcards was $123.43.
Stamps and other postage was $96.88. |
| Website | |
$0.00 | |
$0.00 | |
Fee paid in 2008 was biannual. |
| Shows and Contests | |
$500.00 | |
$497.28 | |
Alamo Theater rental for Chung Ling Soo was $250.
Alamo Theater deposit (half of rent) for Xmas show was $125.
Room rental for Elliott Card Challenge was $40.
Awards for Chung Ling Soo were $59.64.
Trophy for Elliott Card Challenge was $22.64. |
| Education Supplies | |
$100.00 | |
$395.00 | |
Joshua Jay book/DVD and Ring DVD for 26 students. |
| Archive Materials | |
$100.00 | |
$0 | |
|
| Discretionary Expenses | |
$400.00 | |
$195.00 | |
The $195 expense given is the excess cost for SFOA ($295) minus the $100 not used for Archive Materials. |
| President's Fund | |
$100.00 | |
$0 | |
Used at sole discretion of the President |
| |
| Total Expenses | |
$1,485.00 | |
$1,147.59 | |
|
| |
| Net Ordinary Revenue | |
($45.00) | |
($261.59) | | |
09/28/2009 Minutes and attached financial report approved in an email vote by the Board.