Attending: Linda Delgado, Kathi Cambiano, Sonia Dyer, Loyd Monaco, Roger Lane & Bill Kurtz
Additional Attendees: Jaan Lepson, Peter Beiersdorfer, Ellen Stubblefield and Gary Stubblefield
Meeting called to order @ 11:00
Meeting was a round table of information regarding future meetings and the Spring Show and Sale (S & S)
Loyd to take over the post cards and flyers from Tony B
Tony to send Sonia artwork
Loyd suggested a flash drive to save important information
We also discussed a permanent drop box
Loyd will work on the Rosettes for the judged winners
Roger is taking over lining up the Judges for our S & S
Roger to work with Bill K
Roger will bring the labels and stamps for the post cards 03/05/2017
Roger to work on the check list for the S & S
We discussed the early customers at our S & S
Okay as long as they know that they can’t buy until the S & S is open
They are not to interfere with the vendors that may still be setting up
We will all be aware and make sure that security is followed
January 2017 Action Items:
Loyd to look into new ribbons for the S & S (Maybe fancy ones)
Loyd has contacted the vendor about the rosettes and has worked with Jaan and Peter regarding the count
Sonia to contact Peter and Jaan regarding S & S and 501 (C-3)
Follow-up with San Francisco and Monterey clubs
Maybe get help or copies of their paperwork
Peter shared what he knew about the set-up. Added to 501 (C-3) info
Sonia, Kathi and Loyd to follow-up with Tony B about the flyers
February 2017 New Action Items:
Sonia to ask Monterey Club why they went to a formal Non-Profit Club
Roger checking in March regarding Harry’s status
Loyd to check on the American Legion Post 419 (Jacky Wilk)
Kathi to investigate setting up club Dropbox account for storage of board member common information: Artwork, checklists, etc.
Consensus was reached to remove pursuing 501 (C-3) the club will investigate the possibility of becoming a non-profit status
501 (C-3) Filing :Preliminary listing updated
Concerns:
Tax: City, State & Federal
Paperwork
Thresholds of $ balance
• Amount the club can earn in a year
• Amount the club can have on the books
Internal Audit required?
Do we need a Resale License for the club? We may have this already
Do we need to be incorporated?
Does it impact our Insurance?
Does this open us up to “Public Records?”
We may need/have a business license
Would we need to get a Lawyer to look at this for us?
Do we want to pursue for one club member?
What is required by law for our club?
Are we an Educational or Social club?
Pros:
We can give receipts for donations
We may be tax exempt
If we are incorporated we may have protection from litigation
We want all of our members to be happy
Schedule for 2017 (Working)
| March 5 | Ernesto Sandoval from UC Davis to present Frost Hardy Aloes Postcards and flyers in (Loyd) Stamps and labels (Roger) Entry Forms (Kathi) | |
| April 2 | Prep for S & S Show prep in all areas New Vendor info Show plant prep Round table event | |
| April 29 & 30 | Spring Show & Sale | |
| May 14 | Possible trip to Santa Cruz: the UCSC Arboretum and possibly a nursery (Loyd to finalize this) | |
| June 4 | Open (May be Russel Wagner) | |
| July 9 | Country Store | |
| August 6 or 13 | Open | |
| September 10 | Open (May be Fred Dortort) | |
| September 29 | Succulent Gardens Extravaganza Note: This will be on a Saturday | |
| October 12-14 | Set-up October 12: Fall S & S October 13 & 14 | |
| November 5 | Open | |
| December 2 | Party (Location to be determined: Hoping for Harry’s) |
Adjourned @ 12:15: LD