2007 ADGO Board of Directors Meeting Minutes

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2007 ADGO Board of Directors Meeting Minutes

Postby Woodrow » Sat Jul 07, 2007 4:26 pm

As minutes from the ADGO Board of Directors meetings are approved, they will be posted here.

BOD members - PLEASE don't post responses here. PM the Secretary if you have any comments. Thanks.
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January 9, 2007

Postby Woodrow » Sat Jul 07, 2007 4:41 pm

(1st) Board of Directors(BOD) Meeting - January 9, 2007
Approved Minutes * emended from original ( )

7:35pm ET Meeting was convened by ADGO President Keith Johnson. Minutes by ADGO Secretary Woody Blackwell.

Present:
Keith Johnson(KJ), Jay Voss(JV), Woody Blackwell(WB), John Ritger(JR), Scott Prandy(SP), Imran Khan(IK), Paul LaPerre(PL), Greg Campbell(GC)

Quorum met.
Copy of ADGO Costitution distributed to all.

1. KJ proposed monthly meetings of the BOD - all agreed.

2. KJ proposed using Robert's Rules of Order as a mechanism for future BOD meetings. All agreed and to familiarize themselves (with them).

3. JV proposed a thread on the ADGO forum to coordinate future BOD meetings. All agreed.

4. Membership Discussion and Results

A. Need to contact existing members, solicit continued participation.
1. Existing ADGO membership numbers retained
2. Use ADGO web site - IK to develop on main page
a. Establish announcement thread
b. Membership Director thread (perhaps for each BOD member.)

B. Membership fees; benefits (*)
1. New renewal Active ($15) - retain original ADGO number, t-shirt w/ logo, membership card or bag tag (tbd)
2. New renewal Associate ($10) - retain original ADGO number, card or tag.
3. New member assigned sequential ADGO number.

C. Fees ; benefits( adopted as above.)
1. GC to get t-shirt costs from Jordy Boyd and others.
2. GC to investigate bag-tag options (i.e. Mike Dammes, etc).
3. KJ to investigate disc options.

D. SP to lead effort for accounting of current membership, compose membership application ASAP
1. JR to compile Exel file of membership list.

5. Constitution
A. Each BOD member to review for ratification.
B. Continue discussion on-line.
C. March 31st 2007 deadline for ratification.

6. Club activities/tournaments discussed.

7. JR to investigate Not-for-profit regulations and other club options and present to BOD.

8. JR to set up ADGO Club account/transition with Wes Matthews.

9. Motion to adjourn - WB
For: unanimous
Motion passed

Meeting adjourned - 8:42pm ET
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February, 2007

Postby Woodrow » Sat Jul 07, 2007 4:42 pm

BOD Meeting Minutes - February, 2007

Lost by 'yours truly'. I will rewrite and post them as soon as I have the patience to sit through the 2 hour recording of the Feb. meeting again. Thanks for your patience. :cry:
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March, 2007

Postby Woodrow » Sat Jul 07, 2007 4:43 pm

BOD Meeting Minutes - March, 2007

March BOD Meeting canceled
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April 16, 2007

Postby Woodrow » Sat Jul 07, 2007 7:05 pm

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

MOTION:
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.
PASSED

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:

President
Vice-President
Secretary
Treasurer
Membership/Public Relations Director
Communications Director
Events 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
Motion
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.
Passed

C) ADGO SPONSORSHIP
Motion
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.
Passed

Motion
The ADGO will NOT take sponsorships from individuals to ANY tournament to be made through the ADGO .
Passed

D) ADDITIONAL BOD MEMBER
Motion
To add another BOD position.
Failed

E) HOTLANTA
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
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May 14, 2007

Postby Woodrow » Sat Jul 07, 2007 7:47 pm

BOD Meeting Minutes - May 14,2007

1. CALL TO ORDER
- 7:12 PM
ATTENDING: KEITH JOHNSON, JAY VOSS, SCOTT PRANDY, IMRAN KHAN, PAUL LE PERRE,JOHN RITGER.
QUORUM MET

2. APRIL MINUTES - Approved by the BOD.

3. OLD BUSINESS
A) BANK ACCOUNT UPDATE
Keith reported that account was reopened to Atlanta Disc Golf Organization after finally getting the EIN number from the IRS. The check was deposited in the account, and everything was as before the account was closed.

B) ADGO WEBSITE / MESSAGE BOARD UPDATE
Imran reported that feedback has been favorable to this point, and Barry A. has been doing quite a bit of the work on the site.

The possibility of a 'mouse-over' on the calendar allowing the info to expand when the date is clicked on is not an option with Google calendars. Keith is to check with the NC guys to find out what calendar they are using which allows 'mouse over' functions. Another possibility mentioned was using color coding for the days to show different colors for events, work days, bag tags, etc.

Also proposed was a listing of last 5 members to join, and last number issued.

Jay is looking to make the gossip thread open only to current ADGO members to be able to view AND post in by having a valid screen name tied to a valid email address.

C) EVENTS SPONSORSHIP
MOTION
Any TD requesting sponsorship from the ADGO must be an ADGO member (beginning with events after June 1st, 2007).
PASSED

The BOD also approved tee-sign sponsorships for the FCO ($25) Atlanta Open ($50) and Hotlanta ($50) leaving $225 dollars in the budget for sponsorships for the remainder of the year.

John is mailing Milledgeville's contact a sponsorship check and ADGO logo for the tee-sign and Keith is handing the Ridge Ferry check to Greg to give to Mike Dammes.

D) HOTLANTA
Paul clarified issues with the Hotlanta plan, with some being answered and other items to be clarified at the June meeting.

E) NEW COURSE INFO
John reports that he is meeting with Park Pride Organization on Friday, May 18th about getting help to have a course installed in Perkerson Park. He also mentioned a few other Atlanta area golfers would be there to show support.

Jay asked for possible donations for a chain saw to give to Chris Anderson for help in Monticello, although he also may have one available for use.

F) CLUB DISCS
Keith reported that the discs will arrive before the Atlanta Open to have for new members and there is a slight possibility they will arrive before the Rome event.

G) MEMBERSHIP (BAG)TAGS
Keith reported that the cards from BREINER INC. would be the same stock as the PDGA members cards, and that we could get 200 for $1 each or 100 for $1.50 each. The BOD voted to get the 200 cards and will work before the next meeting to gather what info to have on the cards.

Proposed was to have the ADGO logo on top with member name, member #, and member since date underneath logo.

4. NEW BUSINESS
John is getting 300 business cards made with ADGO logo and website address on them for BOD members to hand out to anyone interested in the ADGO.

Motion

$20 expenditure for ADGO business cards.
PASSED

John presented an 'Adopt a Hole' idea sheet. It could work for several courses and also have a possible 'best hole' at each course competing for a 'best hole' of the year award. A yearly tag could travel from course to course for the winning hole.

Meeting Adjourned - 8:32 PM
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Jun 11, 2007

Postby Woodrow » Sun Jul 29, 2007 7:07 pm

BOD Meeting Minutes - Jun 11, 2007

1. Call to order - 6:51pm
Attending - Keith Kohnson, Jay Voss, Paul LaPerre, John Ritger, Scott Prandy, Greg Campbell, Woodrow Blackwell Quorum met.

2. May minutes - approved with no changes.

3. Old Business
a. Hotlanta
Paul distributed the tournament management plan outlining format, finances, sponsorships and staffing infomation. Comments were as follows:
- Online registration is available through Solstice Disc.
- Sponsorships are still available.
- Feature Sponsor to be posted on ADGO home page.
- Speedy will attempt to get the course fee waived at Redan.
- Paul will solicit Subzero about supplying water and ice.
- Grease will supply 'play money' for Am payout.
- Pavilion at Lenora option too expensive.
- Food setup at Lenora possible between hole 2 pin and hole 5 pin.
- Grease will supply PDGA and Innova banners.
- DGA suggested as supplier for basket raffle. Paul to investigate.
- Final staffing to be determined.
- Cleanup day at Redan to be determined.
b. ADGO Website/Message Board
- 'Atlanta Gossip' thread access to be limited to ADGO members only.(Recording time print-56:30,69:20,72:30)
- The BOD agreed that censorship of the message board is not preferred, but that in order to maintain a more presentable 'public image', posters should limit their more colorful comments to the 'Atlanta Gossip' thread. Comments deemed by the moderators to be unacceptable in this regard will be deleted or edited and a PM sent to the author as to why.
- 'Q&A' to remain public access.
- Investigate message board access through ADGO home page to increase hit counts.
- Minutes should be posted in the 'ADGO Announcements' thread.
c. Club Disc
- Indicate on membership form when disc/shirt is distributed.
- Everyone(BOD) should report how many disc/shirts they have to Scott for accounting.
- Scott will keep an accurate accounting of total disc/shirts in stock.
d. New Courses
- Perkerson Park gathering was a big success. No officials attended but John will follow up and supply them with pictures and a report.
- New course in Roswell on the Chattahoochie is in the works. Mark Holder will be working with Dave Gentry(PDGA) to install a championship course.
- Oregon Park is scheduled for improvements and Cobb County parks officials are interested in other installments depending on this success. Parks in Kennesaw and Acworth are under consideration.
- Mustang Park has been selected to have a course installed with baskets paid for by the park.
- Deshong Park in Gwinnett County includes a course in phase II, phase I is going in now. There is an expensive bridge issue that is holding up phase II now.
- Grease has information that could help with discussions with parks officials.
- Candler Park ITP is an opportunity for a course. ADGO will investigate.
e. ADGO Business Cards
- John distributed generic ADGO business cards to the BOD.

4. New Business
- An area course map and ADGO poster suggested for distribution to local disc/sports outlets.
- ADGO bag tag options were reviewed. Jay provided samples. Tag distribution is scheduled for end of June.
Motion(GC): Select red/black sample but w/ blue/white. Second(WB). Passed.
- ADGO bumper stickers suggested for fund raising.

Meeting Adjourned: 8:59pm
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July, 2007

Postby Woodrow » Fri Sep 28, 2007 1:16 am

BOD Meeting Minutes - Jul 16, 2007

1. Call to order - 7:09pm
Attending - Keith Johnson, Jay Voss, John Ritger, Scott Prandy, Greg Campbell, Woodrow Blackwell, Imran Khan(late) Quorum met. Also attending by request: Barry Arnson

2. June minutes - KJ requested amending to mention discussion and concerns voiced in regard to message board access. *Approved and posted to the forum Jul 29.

3. Old Business

Motion(WB): Review and prioritize meeting agenda at the start of each meeting. Second(KJ). Passed.

a. ADGO Website/Message Board
- Barry will attempt to recover the ADGO Constitution thread from the 'old' forum database.
- Woody will archive in a text file the BOD and ADGO Announcements thread.
- Keith will compile the approved Constitution to submit for ratification by the membership.
- Barry will look in to methods of integrating the forum announcements in to and access to the forum only from the ADGO home page.
- All BOD announcements should be posted for review in the BOD forum before posting to the ADGO Announcements thread.
- Each BOD member is encouraged to create a thread for a monthly report of their official business to the ADGO.

Motion(KJ):Create a private but displayed ADGO Members Only thread. Second(JV). Passed.

- The Atlanta Gossip thread will remain hidden/private.

b. ADGO Bag Tags
- Blue/gold smaller diameter with hole for chain approved.

c. Hotlanta
- The park fee at Redan was not waived.

d. New Courses
- Mustang Park still in the planning stage. No progress.
- Perkerson Park installation still being pursued by Ritger and he will be making a presentation to concerned officials. Impact studies are in progress.
- Imran reported ERP has proposed a $5/entrant fee for tournaments. He will propose alternatives for their consideration including fund raiser tournaments.


4. New Business

a. Finances
- Ritger reported that the beginning of June balance was $1122.43, end of June balance is $698.85.
- Jay proposed posting financial report to the membership. The Constitution dictates that finances be reported to the BOD monthly and annually to the membership.

Motion(JV):Balance to be reported monthly to the BOD and posted in the meeting minutes. Second(WB). Passed.

b. Future Projects
- Grease recommended ADGO 'free' tournaments.

Motion(JV):Compile ideas and discuss in the BOD thread online. Second(KJ). Passed by acclamation-no vote.

c. Miscellaneous
- We will continue to not sell ADGO discs other than as part of a membership through 2007.

Meeting Adjourned: 9:30pm
Last edited by Woodrow on Fri Sep 28, 2007 3:10 pm, edited 2 times in total.
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August, 2007

Postby Woodrow » Fri Sep 28, 2007 1:17 am

BOD Meeting Minutes - August, 2007

August BOD Meeting canceled.
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September, 2007

Postby Woodrow » Fri Sep 28, 2007 1:25 am

BOD Meeting Minutes - Sep 27, 2007

1. Call to order - 8:20pm
Attending - Keith Johnson, Jay Voss, John Ritger, Scott Prandy, Greg Campbell, Woodrow Blackwell, Imran Khan, Paul LaPerre Quorum met.

2. July minutes - approved with no changes.

3. Old Business

a. ADGO Website/Message Board
- Imran reported that the move to a new host was successful.
- Encryption has been added to new account log-ins.
- Barry will attempt to recover the ADGO Constitution thread from the 'old' forum database.

MOTION(?):Create a private ADGO Members Only thread. Second(JV). Passed.

b. Projects
1. East Roswell Park
- Course not permanent. Need to identify Roswell resident disc golfers and show use statistics.
- New club established to demonstrate interests and usage.
2. Fall Member Tournament
- Jay will propose to John Chapman that his Sequoyah Park tournament(Dec 1st) be the ADGO Fall Tournament.
- Paul to work on proposal, format and tournament details.

c. Finances
- Ritger reported that June balance is $779.24 with $275.00 to be deposited for balance of $1054.24
- Balance includes $240.00 in new dues, $142.00 from Hotlanta tournament and expense of $25.00 for Lost In the Woods sponsorship.

d. ADGO Bag Tags
- Jay Voss is gathering numbers and names for new tags.
- Costs for tags printing will be $300.00.
- No attachment apparatus will be provided.
- Printing to be made for December distribution.

4. New Business

a. Georgia State Coordinator Report
- Reminder for Tournament Directors to submit 2008 tournament dates.
- Early submittal should prevent conflicts like in 2007.

b. On-line Sign-ups
- Soltice Disc currently offers on-line ADGO Membership sign-up.
- ADGO Membership sign-up will be available through DiscGolfSeries.com

c. Membership Renewals
- Scott Prandy will post affiliate club benefits along with ADGO sign-up information.
- ADGO discs will not be sold through 2007 but will be offered only as membership benefit.
- Keith to investigate costs of mini-discs for ADGO renewals.

d. Expenditure Proposals
- Purchase baskets for new courses or new sleeves for existing courses.
- Reward for PDGA course evaluation.
- Offer members only CTPs at local tournaments.
- Establish budget for local course improvements.
- Provide PDGA rules sign at local courses with ADGO sponsorship notice.
- ADGO 'hoodie' as prize at ADGO events.

e. Tournaments
- ADGO will be 'host' of 2008 Atlanta Open only.

MOTION(KJ):The ADGO will not run PDGA Sanctioned tournaments. Second(WB). Passed

f. Sponsorships 2007
- $275 remains in sponsorship budget for 2007.
- $25 alloted for sponsorship of SquirrelFest.
- $25 alloted for sponsorship of PPIC.
- Remainder to rollover to 2008.

g. Forum Advertisements
- Banners and flyers in posts slows down page loading in the discussion forums.
- ADGO to offer advertisment space on the ADGO home page for 2008(to be structured at a later date).
- Local Georgia tournaments only to be 'sticky-ed' in the forum Tournaments thread.

MOTION(WB):No advertisements or banners other than text links will be allowed on the ADGO Message Board. Second(KJ). Passed


Meeting Adjourned: 10:11pm
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