Atlantic Division Executive Comm

The Board of Directors held a meeting on June 19, 2004, at the Lake Sebago Camp. The sole purpose of this short meeting was to address the appointment of Anne Schneider to the Reserve Fund. Present were Eve Khieninson (Chair), Sherri Winkworth (Treasurer), Ray Schneider (Secretary), Don Uebel, Scott Greifenberger, and Mick Raffle. A quorum was obtained. The meeting began at about 3:20 PM.

Appointment

Brian Kassenbrock had written several times that there were procedural issues and questioned the legitimacy of the Board’s appointment of Anne Schneider to the Reserve Fund. The Board did not agree with Mr. Kassenbrock’s interpretation. However, for the sake of closure, the following motion was proposed by Ray Schneider and seconded by Scott Greifenberger:

"Resolved, to elect Anne Schneider as a Trustee of the Reserve Fund for the Term 2004-2006."

The motion was passed unanimously.

Adjournment

A motion was made by Scott Greifenberger, and seconded by Mick Raffle, to adjourn the meeting so that one member could take care of his personal business. The motion was passed unanimously and the meeting was adjourned. The understanding was that the meeting would be re-opened after a short period of time.

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After a brief interlude, S. Greifenberger made a motion to re-open the meeting, seconded by Mick Raffle. All in favor.

The minutes of the above meeting were read by the members. S. Greifenberger made a motion to accept the minutes, seconded by Sherri Winkworth. All in favor.

(At this point, Lenore Knudson joined the Board meeting).

Treasurer’s Report

Sherrie Winkworth reported to the Board that ACA National was planning to set new rules for Accounting and Fund-Raising. She distributed two handouts:

1. Proposed ACA National Accounting Guidelines

2. Proposed ACA Fund-raising Coordinating procedures.

The gist of these proposed new procedures was that ACA National wanted to centralize:

1. Accounting Procedures: the practical effect of the proposed guidelines was that the ACA Atlantic Division would have to report even the smallest income and expenditure receipts to and have them approved by National in order that the financial transactions be completed. For example, National would be a co-signer of all financial transactions from our Divisional checking account so that, in effect, the Division could not purchase light bulbs or toilet paper without running it through National

2. Fund-raising Coordinating Procedures: In a similar manner, all Fund-raising solicitations would have to be approved by and co-ordinated with National, even applications for a $500 grant from a sponsor.

It was agreed that the Atlantic Division Finance Committee would meet to review and comment on the above two proposals and report their comments and opinions to the Chair of this Board, who would then respond to National’s request for comments and suggestions on these proposed procedures.

Sherrie Winkworth reported that the balance on the Divisional checking account as of today was $2,391.28.

Secretary’s Report:

Nothing new to report except the above election of Anne Schneider as a Trustee of the Reserve Fund.

Competition Report

S. Greifenberger gave an overview of the Atlantic Division’s sponsoring and running of least three major events:

1. Empire State Games

2. Memorial Day Races

3. Youth Regatta (August 5^th)

Conservation

Don Uebel reported on an unauthorized landfill beyond the Sebago CC cabin. He also said that he wanted to deal with all unauthorized trails..

(At this point, Dave Mahler joined the meeting)

He said that he wanted to protect the cabins from any unauthorized staining or painting or modifications. He volunteered to draft a notice to this effect, to be delivered to all tenants by S. Greifenberger.

Internet Communication Committee

Mick Raffle presented two lists to all Board Members of the work he has done in researching material from a) all affiliated clubs and b) all functioning Activity Committees that already publish their information on their own websites:

1. Of the 14 affiliated clubs, 7 already publish on-line

2. Of the 11 Activity Committees, 4 already publish on-line.

It was agreed that M. Raffle and S. Greifenberger will check with Peter Wade to see how far he has gotten with the official Atlantic Division website.

A motion was made by Don Uebel and seconded by S. Winkworth

that: a) all the approved minutes of the Board of Directors and

b) all the approved agendas of Board Meetings

be sent to Jim McLoone for publication on the Interim Website by the Secretary.

The motion was passed unanimously.

A motion was made by L. Knudson and seconded by S. Winkworth that the Board of Directors go into a closed session. All in favor.

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CLOSED SESSION - FOR BOARD MEMBERS’ EYES ONLY

L. Knudson made the motion, seconded by Mick Raffle that the Board would return to an open session. All in favor.

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(At this point, Don Uebel left the meeting.)

Identifying and involving the Activity Committees with the Workings of the Board of Directors, and Vice-versa

Mick Raffle asked the Board a question: How could the Board identify and involve the affiliates clubs and Activity Committees with the workings of the Board of Directors, and vice-versa?

S. Greifenberger suggested that the Board host a luncheon for: a) all officers of affiliated clubs, and b) all activity chairs or their representatives at the August 8, 2004 meeting of the Board of Directors.

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At this point, S. Greifenberger made a motion to adjourn the meeting, seconded by Mick Raffle. All members were in favor and the meeting was adjourned.