BOD Meeting Minutes - April 16, 2007
1. CALL TO ORDER- 7:11 PM
ATTENDING: KEITH JOHNSON, JAY VOSS, SCOTT PRANDY, IMRAN KHAN, PAUL LE PERRE, JOHN RITGER. - QUORUM MET
2. FEBRUARY MINUTES - POSTPONED UNTIL AVAILABLE
3. OLD BUSINESS
A) CONSTITUTION DISCUSSION AND AMMENDMENTS
PUBLICATION OF MEMBERSHIP INFO, OTHER THAN NAME AND ADGO # IS TO BE ON AN OPT OUT BASIS FOR PRIVACY ISSUES, WITH A READ ONLY THREAD ON THE MESSAGE BOARD CONTAINING THE INFORMATION.
CONSTITUTION WAS AMENDED IN ARTICLE 3 TO READ AS FOLLOWS:
Article 3: Membership, Eligibility, Dues & Benefits
Membership in the ADGO is available to any person who is interested in the sport of disc golf. All applications for membership shall be accompanied by remittance of annual dues. Initial membership fee and annual dues will be determined by the Board of Directors during the 4th quarter of the calendar year for the following year. Changes can only take place after (30) days of posted notification.
Benefits to members of the ADGO shall include:
1. Membership in the Atlanta Disc Golf Organization.
2. Eligibility to run and serve as an ADGO Board Member (current Active members only).
3. Eligibility to compete in all ADGO tournaments & events.
4. ADGO membership card (bag tag) with lifetime number.
5. Eligibility to represent their affiliate club in ADGO team competition.
Membership classes are as follows:
Active: All members whose dues are current (includes voting rights).
Non-Active: All members whose dues are not current (non-voting rights).
Honorary: Those selected by the BOD to receive membership at no charge as a gesture of goodwill or for promotional purposes (considered "active" members without voting rights or privileges).
Voting rights for active membership includes:
1) Electing BOD Members
2) Amending the Constitution.
The ADGO Constitution shall be available online and will be mailed to any member upon request.
The ADGO member directory will be available on the club website in read only format, with members having the choice to "opt-out"? of display of personal information other than member number and member name.
CONSTITUTION WAS AMENDED IN ARTICLE 4 TO READ AS FOLLOWS:
Article 4: Ethical Standards
ADGO members agree to adhere to the following club ethics:
Play within the rules of the sport as set forth by the PDGA.
Reasonable, ordinary and prudent behavior on the disc golf course.
Proper disposal of trash on the course and compliance of all park rules.
Inappropriate actions on the ADGO website may result in suspension/loss of any or all of these privileges.
The ADGO Board of Directors may with a 3/4 affirmative vote, suspend any member from the club and/or club event for conduct detrimental to the image of the organization or the sport.
CONSTITUTION WAS AMENDED IN ARTICLE 5 TO READ AS FOLLOWS:
Article 5: Board of Directors
Management of club affairs shall be vested in the ADGO Board of Directors (BOD) which shall consist of:
Membership/Public Relations Director
Course Liaison Director
There shall be a majority of BOD members present to constitute a quorum and to conduct official ADGO BOD business.
Nominations for elected positions will occur during November of each year, with elections taking place in December, and newly elected BOD members taking office in January of the following year.
Elections for the positions of President, Secretary, Events Director and Course Liaison Director will be held in ODD calendar years and for Vice President, Treasurer, Membership/ Public Relations Director and Communication Director in EVEN calendar years.
Elected BOD members shall serve a term of 2 years.
In the event of resignation or when a BOD member cannot continue to perform his/her duties, the remaining BOD members shall appoint a successor to take office immediately and serve until the next election for that position.
CONSTITUTION WAS AMENDED IN ARTICLE 6 TO READ AS FOLLOWS:
Article 6: Duties of Club Officers
The President shall be responsible for the day-to-day business of the club and will be responsible for organizing the club meeting agenda and presiding over the meetings. It shall be his/her duty to oversee that the other BOD members are performing their assigned duties and to assist them in whatever way possible.
The Vice-President shall assist the club president and will take on the responsibilities of the President in the event of his/her absence. The Vice-President shall be responsible for coordinating with the various club committees and for giving a report on the progress or status of these committees at the club meetings.
The Secretary shall be responsible for all written communication and taking of minutes at BOD meetings. The Secretary will also publish all APPROVED minutes to the website in a timely manner after approval from the BOD.
The Treasurer shall collect, deposit, and make authorized disbursements in the name of the ADGO of all club funds. The Treasurer shall maintain a simple and thorough system of accounting and shall provide financial updates monthly, at all BOD meetings and at each annual meeting (January).
The Membership Director shall be responsible for all ADGO membership issues, motivation of members to get involved in order to produce leaders, and for working with local Tournament Directors to resolve any PDGA membership issues prior to a tournament.
The Communications Director shall assign a Webmaster(WM) and Assistant Webmaster(AWM) responsible for website currentness, growth, and all duties related to website management. All website information, changes, and ideas will be submitted to the WM & AWM by the Communications Director.
The Events Director shall be responsible for planning ADGO events, gathering all information on upcoming events by working with local TDs, scanning the PDGA Tour Events website and in passing this information by means of a press release to local media outlets, attempt to secure on site reporters for these events.
The Course Liaison Director shall chair a committee of local Course Managers to assist and or guide them with the growth of disc golf in their communities. This will include working with local Recreation & Parks Authorities, enhancing current courses, and development of new courses.
CONSTITUTION WAS AMENDED IN ARTICLE 7 TO READ AS FOLLOWS:
Article 7: Rules of Order:
All ADGO BOD meetings shall be held in accordance with Robert's Rules of Order.
Monthly Business meetings will be held by the BOD via any available form of communications (i.e. conference call, public meeting, on-line internet) with minutes to be published to the ADGO membership.
The ADGO fiscal year will be aligned with the calendar year, ending 12/31.
Access to the ADGO bank account shall be restricted to the President and Treasurer.
All disbursements of ADGO funds in excess of $100 require BOD approval/notification.
B) BANK ACCOUNT UPDATE
John reported that the account was closed and a check issued to Atlanta Disc Golf Organization for the balance. This was due to not having the EIN number from the IRS(which has repeatedly sent the form back for clerical changes). After an EIN number in received from the IRS, all funds collected plus this check will be deposited into a new ADGO account.
C) ADGO WEBSITE / MESSAGE BOARD UPDATE
Imran asked for feedback on the new board and hopes for an April 23 go live date, with an automated online link.
Paul asked for a mouse-over on the calendar allowing the info to expand when the date is clicked on. He also asked to remove ADGO BOD from the welcome message.
John asked about course picture applications, course linking abilities, with possibilities of add-on, and link updates notifications being done by using the member E-mail list.
D) PDGA AFFILIATE CLUB UPDATE
Keith reported that only about 5 people had taken advantage of the Club Affiliate option thru the PDGA with about 20 or so other Atlanta area members not using the option.
Keith also acknowledged that with the late start that 2007 memberships would probably already mostly be over, but that with promotion in the fall, timed with the PDGA renewal season could possibly encourage people to take advantage of this benefit.
4. NEW BUSINESS
A) COURSE INFO FROM JOHN RITGER
John mentioned he was working with a group called Park Pride Organization to affect getting a possible course into Perkerson Park, which has approximately 50 acres for use inside the perimeter and that he will work with Greg to further move the process forward.
B) ORIGINAL ADGO
To allow the original 114 ADGO members to keep their numbers and that they would become inactive members until they renewed their membership, effective 4/16/07 in accordance with the Constitution.
C) ADGO SPONSORSHIP
To have the ADGO sponsor ONLY PDGA sanctioned events from a budget of $500 each fiscal year. Tournament directors would have to request sponsorship which would be limited to Tee-sign sponsorship at that event. The ADGO could also provide upon request, TD support materials such as a Scorepointe, clock, dry erase board, etc. in lieu of cash sponsorships.
The ADGO will NOT take sponsorships from individuals to ANY tournament to be made through the ADGO .
D) ADDITIONAL BOD MEMBER
To add another BOD position.
Paul submitted a package with information about the event and asked that the BOD read it and post any questions online.
F) MILLEDGEVILLE COURSE
Scott presented the BOD with an information packet about sponsoring a hole at the new course in Milledgeville going in at Oak Hill Middle School. Cost was $300 which covered 3 years of a Tee-sign sponsorship. The BOD asked Scott to contact the person in charge and ask about the possibility of $100 a year for 3 years instead.
Meeting adjourned - 9:28 PM