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8/10/2019 Minutes Boardmeeting

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Minutes

Board of Directors MeetingFriends of the Manitous

Date:Saturday, August 27, 2005Time:2:30 PMLocation: Roo A!030, M"#ech Faci$ity, %a$aa&oo 'a$$ey (ounity (o$$ege

Present: )ohn ( Mc(ann, President*a+erne % oods, 'ice Presidenti$$ia ) Strating, Secretaryi$$ard # Sith, M-MS .ostess

Absent: .enry Morris, e/ officio Past President1)ane % i$$iason, #reasurerSa$$y F )aeson, Media Director

I Call to order : at 2:5 PM y 4residing officer )ohn Mc(ann

II Quorum:four of se+en Board eers 4resent four re6uired1

III Reading and Approval of Minutes: Minutes of the )u$y 30, 2005 Board eeting acce4ted as4re+ious$y 4u$ished and 4osted on friendsoftheanitousorg and a44ro+ed y unanious consentMinutes of )u$y 30, 2005 Annua$ Meeting acce4ted as 4re+ious$y 4u$ished and 4osted onfriendsoftheanitousorg and a44ro+ed y unanious consent Ref R8R!0th9d1,457,*20"321

IV Treasurers Report

A 8o re4ort see re4ort in inutes of )u$y 30, 2005 eetings1

B A suary of ne eershi4s, eershi4 audit res4onses and recei4ts thus far in the firstfisca$ 6uarter ere re+ieed:

!1 !7 ne eers contriuting ;2,25021 others contriuting ;


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VI "nfinis#ed $usiness and %eneral &rders:

A -RS A44$ication for 9/e4tion

!1 #he *etter of DeterinationC designating the Friends as a 50!c131 (harita$ergani&ation Pu$ic (harity1 as recei+ed #he deterination as issued on August !2,2005 ith an effecti+e date of A4ri$ 2!, 2005 the date of a44$ication1

21 An Ad+ance Ru$ingC as rendered #he ad+ance ru$ing 4eriod ends )une 30, 200>

31 Acce4ted y unanious consent and fi$ed

B .aas )ens1 .ouse Roof Re4air Proect

!1 Deferred fro 7E3!E05 eeting on $ac of 6uoru

21 Pau$ )ens, 4re+ious oner, has offered to 4ro+idepro bono$aor if soeone e$se4ro+ides the needed ateria$s )ohn Mc(ann i$$ contact Mr )ens to deterine e/act$yhat ateria$s and su44$ies ou$d e needed, and the cost

31 (hicago area contractor Standard 9/terior -nsta$$ations has indicated an interest in this4roect *a+erne oods i$$ deterine the e/tent of the co4anys interest, and underhat circustances they ight e i$$ing to undertae the o

1 Referred to an ad hoccoittee consisting of Mc(ann and oods

VII !e' $usiness:

A Resignation G )ane % i$$iason, #reasurer

!1 A $etter of resignation has not een recei+ed @nder the y$as no action can e taen

B A44ointents

!1 A44ointents terinate ith the a44ointing Board #hose no ser+ing as .os4ita$ityDirectorC and Media DirectorC are rea44ointed for a second ter y consensus of theBoard at this eeting

( Finance H Funds Manageent

!1 Present assets are around ;2I,000 of hich aout ;22,000 resides in +arious a$$ocatedfundsC

21 i$$ia Strating 4ro+ided +arious archi+a$ docuents deonstrating that these funds,ith the 4ossi$e e/ce4tion of a Bui$ding Restoration FundC hich has thus far not eenidentified as to source or origina$ 4ur4ose1 are a$$ actua$$y donor ad+ised fundsC, ratherthan restricted fundsC #herefore, the Boards 4rerogati+es as to the use of these fundsare not $iited in any ay

31 Strating further 4ro+ided docuents indicating that the uses origina$$y ad+ised y those4$acing this oney at the Friends dis4osa$ ne+er ere, or no $onger are, rea$istic,4ractica$ or 4ossi$e

1 According$y, Strating suggested that this oney shou$d no e re"designated as non"

designated fundsC and transferred to the Jenera$ Fund

a1 #he Board, y consensus, conditiona$$y agreed, and ordered that the 9/ecuti+eDirector rite $etters to the heirs of inston %itchen and A$an Burdic, and to %aty9+ans1 Shan e/4$aining its rationa$e for doing so, and offering these interested4arties an o44ortunity to coent

1 #he Board, y consensus, agreed that the aintenance of a Jenera$ Fund a$anceor Reser+e FundC ca4a$e of generating earnings sufficient to fund a iniu ofessentia$ Friends functions ie: the nes$etters and the Annua$ Reunion1 or retire


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une/4ected year"end deficits is 4rudent and a44ro4riate -n+estent strategies and aforu$a for deterining ho uch oney shou$d e he$d in reser+e i$$ e de+ised

c1 8o action i$$ e taen toards redesigning these funds unti$ the ne/t Board eeting,after ha+ing a$$oed a reasona$e o44ortunity for coent, as entioned ao+e

D Jift Acce4tance Po$icy

!1 #o 4rec$ude future isunderstandings ith regard to aor gifts and e6uests, and toencourage eers to 4ro+ide such contriutions, the consensus of the Board is that aJift Acce4tance Po$icyC shou$d e 4u$ished

21 #he Secretary i$$ draft a great$y si4$ified and 4$ain$y orded docuent ased u4on thee/a4$e inc$uded in a tutoria$ y %athryn A Miree, a 4hi$anthro4ic ad+isory consu$tant ofBiringha, A* for consideration at the ne/t Board eeting

9 Authori&ation of Acti+ities for 2005E200< Progra Kear

!1 Meer RecruitentERetention H Fundraising

a1 (ounications

i1 S4ring, Suer and Fa$$Einter 8es$etters G authori&ed at the current e/4ense$e+e$ 4rinting and 4ostage a44ro/iate$y ;


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d1 Port neida Fair G authori&ed #he 4a+i$ion shou$d offer soe acti+ity of interests4ecifica$$y to chi$dren )ohn Mc(ann i$$ $oo into the 4ossii$ity of offering food orrefreshents for sa$e as a fund raising enter4rise

21 Mission Proects

a1 South Manitou -s$and -nter4reter G authori&ed at current e/4ense $e+e$ contingent on

otaining grants or donor ad+ised gifts sufficient to co+er at $east a sustantia$ 4ortionof the cost for a Seasona$ Ranger and su44orting $iterature

1 8orth Manitou -s$and 'isitors Juide G authori&ed as a +o$unteer authoring 4roectDistriution of the oo$et i$$ then e coined as 4art of the -s$and -nter4reterinitiati+eC, as 4ro+ided for ao+e a1

c1 .arrison .aas .oe

i1 Roof re4air G referred, see ite '-B ao+e1

ii1 RestorationEReode$ing G referred to ad+isory coittee of one? )ohn Mc(anni$$ contact *aeshore officia$s and atte4t to de+e$o4 a 4$an and cost estiatefor such a 4roect #he Friends i$$ then consider the 4ossii$ities of otaininggrant funding for the 4roect

d1 #heodore Bec .oe #he *odgeC1 G referred to ad+isory coittee of one? )ohnMc(ann i$$ contact *aeshore officia$s and atte4t to de+e$o4 a 4$an and costestiate for such a 4roect #he Friends i$$ then consider the 4ossii$ities ofotaining grant funding for the 4roect, 4ossi$y in concert ith Preser+e .istoricS$ee4ing Bear, ho e+a$uated this site ear$ier this year

e1 Sheridan .enry H Maggie .ut&$er1 .aas1 .oe G referred to ad+isory coittee ofone? )ohn Mc(ann i$$ +isua$$y ins4ect this 4ro4erty soetie in ctoer todeterine hat inds of su44ort the Friends ight e a$e to offer

f1 S4ring ($eaning eeend G authori&ed as a +o$unteer 4roect to c$ean in and around+i$$age and far ui$dings once 4er year, 4roa$y in the S4ring i$$ia Stratingassigned to e+a$uate the 4ossii$ity ith the *aeshore and organi&e the 4roect ifa44ro+ed y the Su4erintendent

g1 Beach ($eanu4 G authori&ed as a +o$unteer 4roect to c$ean u4 &era usc$eaccuu$ations and other offensi+e f$otsa a$ong the each fro Sandy Point to the*ighthouse i$$ia Strating assigned to e+a$uate the 4ossii$ity ith the *aeshoreand organi&e the 4roect if a44ro+ed y the Su4erintendent

h1 -ncidenta$ @nschedu$ed Proects G funding authori&ed at a $e+e$ of ;5,000 for s4ot4roectsC such as this years fence re4air acti+ity on 8orth Manitou

F Budget for 2005E200< Progra Kear

!1 A draft udget 4ro+ided y the #reasurer as re+ieed as to forat and content, and asfound genera$$y acce4ta$e as a oring draft Further de+e$o4ent of the udget i$$continue after the status of currents fundsC is c$ear$y redefined see ite '-( ao+e1

J Funding Strategy for 2005E200< Progra Kear

!1 #he genera$ conce4t of o4erating ost acti+ities as re+enue neutra$C has 4ro+en in+a$id,since soe 4roects easi$y return uch ore than cost, hi$e others return $itt$e ornothing #he re+enue neutra$C idea is therefore retired

21 #he current eershi4 is 4roa$y eing a generous as shou$d e e/4ected insu44orting the organi&ation ith contriutions and gifts Different sa$$ contingents of theeershi4 !0L !5L1 usua$$y res4ond hen gi+en an o44ortunity y eans the


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en+e$o4es contained in the nes$etter, the ho$iday season ai$ing, and so on -n additionto ai$ings, so$icitations shou$d e a regu$ar function at eer"attended e+ents

31 .a+ing no achie+ed 50!c131 status, the Friends is no in a 4osition to a44$y for grantsand needs to recruit +o$unteers ho can ring re$ated no$edge and si$$s to the ta$e ain$y ho to disco+er grant o44ortunities and suit a44ro4riate a44$ications *a+erneoods i$$ study 4ossii$ities and re4ort at the ne/t eeting

1 +er the 4ast se+era$ years, there ha+e een +irtua$$y no e6uests or eoria$contriutions #he Secretary has de+e$o4ed a rather nice syste for co$$aorating ithsur+i+ors ho ish to designate the Friends as a recoended reci4ient of charita$egifts #his, and the fact that the Friends can e a good steard of e6uests, donorad+ised or otherise, i$$ e 4rooted as a sei"regu$ar nes$etter ite

. Accounting Standards

!1 #he Board discussed the re6uireents ne$y i4osed y the necessity of e+entua$$yre4orting financia$ data to the -RS, and of aing such inforation a+ai$a$e to sources ofgrants By consensus, the Board has chosen to ado4t FASB terino$ogy and the @(Achart of accounts

21 #reasurers i$$ e o$igated to or ithin these standards, hich i$$ a$so do uch to

faci$itate #reasurer transitions- th=uarter Board Meeting

!1 Motion y Secretary Strating: that the ne/t eeting of the Board of Directors of theFriends of the Manitous e he$d at the #onshi4 .a$$ in 94ire, Michigan on Saturday,Deceer !0, 2005 at !:00 PM

21 Motion unanious$y ado4ted

VIII &pen (orum:

A President Mc(ann and Secretary Strating are tentati+e$y 4$anning to attend #he 8on4rofit Boardof the 2!st(enturyC seinar at J'S@ in Jrand Ra4ids on Se4teer !7

B Presyterian (hurches genera$$y consider aing s4ace a+ai$a$e to charita$e organi&ations as

eing in concert ith their ission #he fee, set y indi+idua$ church Sessions, ranges fronothing to ;20 For future reference, eetings in the %a$aa&oo area can e he$d at theestinster Presyterian (hurch on .e$en Street for ;!0 hen thining aout ho$ding eetingsin other areas, consider eeting at the $oca$ Presyterian (hurch

( 8e/t eeting tentati+e$y set for $ate ctoer, 4ossi$y in Jrand .a+en

I) Ad*ournment:

A #here eing no further usiness, President Mc(ann dec$ared the eeting adourned yunanious consent

B Meeting adourned at 7:3! PM

Res4ectfu$$y suitted y,

i$$ia ) StratingSecretary

Ado4ted y the Board in the eeting

of NNNNNNNNNNNNNNNNNNNNNNNNN, Date of Meeting1

NNNNNNNNNNNNNNNNNNNNNNNNNNNN Signature of Presiding fficer1

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