Minutes of the
Friends of IAGenWeb Annual Meeting
July 23-Aug 12, 2018

Agenda
1. Welcome, Roll Call and Announcements
2. Secretary's Report - Minutes of the previous meeting
3. Treasurer's Report
4. Old Business
5. New Business:
a. Confirmation of Appointments
To be confirmed:
  1.  Karen De Groote as secretary.
  2.  Sarah Thorson Little as delegate-at-large.
b. Other New Business
6. Closing Comments & Adjournment

1. Call to Order
July 23, 2018 12:17 am  Meeting called to order by President Paul Nagy, welcome stated and roll call requested of all members present by noon on Wednesday July 25, 2018.
 

July 25, 2018 9:58 am
Paul Nagy-I hereby call the 2018 meeting of the Friends of IAGenWeb to order.  All current directors have responded to the roll call and those present:

De Groote, Karen - Secretary (to be confirmed)
Martin, Janelle - Secretary (outgoing)
Nagy, Paul - President
Christian, Mark - Treasurer
Diamond, Constance
Ferrall, Sheryl
Haloupek, Bill
Hug, Barbara
Kilgore, Gail
Leonard, Ralph
McCleary, Lynn
McDaniel Hall, Conni  - Excused
Siebrass, Cheryl
Thorson Little, Sarah  - Delegate-at- Large (to be confirmed)
Williams, Steve
Ziemann, Linda

A quorum is present
Welcome.
No Announcements
Presentation of minutes of the 2017 meeting requested.

2. Secretary's Report
Secretary, Janelle Martin, presented the secretary's report.
The minutes of the last annual meeting, held Jul 16-28, 2017, was approved as presented.
2017 Annual Meeting minutes are posted at:  http://iagenweb.org/state/friends_of_iagenweb-operations/meetings/minutes2017Annual.htm
Results of vote announced and request for Treasurer's Report made by president Nagy.
 

3. Treasurer's Report
Treasurer, Mark Christian, presented the treasurer's report on Saturday Jul 28, 2018. All documents can be found at: 
http://iagenweb.org/state/friends_of_iagenweb-operations/.

Year-to-date:  Our asset balance (bank plus PayPal accounts) as of June 30, 2018 was $15,752.74, an increase of $96.75 over the starting balance
on January 1, 2018. Income (donations) increased $180.00 over the corresponding period last year.  Expenses increased $139,83 over the
preceding period. The increase was largely due to the one-year prepayment of server fees at a highly discounted rate. Period to period  expenses should be considerably lower by year end as we have no additional server expenses this year.

Year-to-year: Our asset balance increased by $673.98 during the 12 months ending June 30, 2018.

In the July, 2017 annual meeting the directors authorized $65.95 per month server expense through July, 2018.  Virtacore Systems received a total of eight payments averaging $63.87. (Payments varied by the numbers of days in a month.) In an emergency directors meeting held in March, 2018 $359.88 was allocated for one year of server hosting by InMotion Hosting.  This was spent in late March.  A contingency fund of $75.00 was also authorized.  Of that, $70.00 was spent in April, 2018
for additional InMotion Hosting technical support.  No additional server expenses are anticipated until March, 2019. Thus no new server expense authorization motion is required at this time.

As authorized by the Executive Committee, the Treasurer set up Friends of IAGenWeb to receive donations through the Amazon Smile Foundation. 
(Purchases made through smile.amazon.com result in a one-half percent donation to the purchaser's specified 501(c)(3) organization. This is at no cost to the purchaser.) No funds have been received as of this date.  They are paid quarterly when the total reaches a minimum of $5.00, then annually no matter what the total.  There is currently no way to query the outstanding balance due, but based upon one email from Amazon I
believe it is between $3.00-$4.00.
Motion made by Steve Williams on June 29, 2018 and seconded by Cheryl Siebrass to accept the treasurer's report without change.
Motion recognized by Paul Nagy and vote called for on June 30, 2018  12:28 am
Motion passed with 10 yes votes, 0 opposed, 2 excused and 1 non-participant.

4.  Confirmation Vote-Secretary Appointment
President Nagy called for a confirmation vote of appointee Karen De Groote, as Friend's secretary, on July 31, 2018 at 12:32 pm.
Lynn McCleary moved and Sharyl Ferrall seconded a motion to confirm Karen as secretary.
Voting was called for at 3:47 pm on the 31st of July and completed at 12:54 pm  Aug 1, 2018.
The vote was unanimous among the members present according to President Nagy at 1:29 pm Aug 1, 2018.

5.  Confirmation Vote-Delegate-At-Large
President Nagy called for a confirmation vote of appointee Sarah Thorson Little as delegate-at-large, for Friends of IAGenWeb,  Aug 1, 2018 at 1:33 pm.
Karen De Groote moved and Cheryl Siebrass seconded a motion to confirm Sarah as delegate-at-large, immediately thereafter.
Motion recognized and vote called for at 7:41 pm on Aug 1, 2018 by president Nagy.
The vote was completed at 7:19 pm Aug 2, 2018 and president Nagy announced the unanimous result at 6:16 am Aug 3, 2018.

6.  Waiver of Required Notice to Enable Voting on Amazon Smile-Other New Business
President Nagy requested that a motion be made to waive the two week notice required for voting on an agenda item.  The Amazon Smile program that was approved in an Executive Board meeting in  May was discussed earlier in this meeting, at least in part, and a ratification vote was needed.  Aug 3, 2018 at 2:05 pm.
Lynn McCleary moved and Steve Williams seconded a motion to waive the two week notification as required.
President Nagy asked for a vote of support to add this item to the agenda also at 2:05 and the voting ended at 11:22 pm also on Aug 3, 2018.
Waiver of the notification passed 2/3rd of the board according to President Nagy at 11:07 pm Aug 3, 2018.  Discussion was called for at this time and the deadline for end of discussion period was set as Monday morning, Aug 6,.2018.

7.  Amazon Smile Discussion and Vote
Discussion ceased at 12:01 pm CST on Aug 6, 2018.  President Nagy asked for a motion at 11:58 am Aug 6, 2018.
Karen De Groote moved and Sarah Thorson-Little seconded, a motion to ratify the executive board decision to enable Friends of IAGenWeb to participate in the Amazon Smile program.
President Nagy recognized the motion made at 1:12 pm, Aug 6, 2018 with a deadline for casting a vote of 2:00 pm on Aug 7, 2018.
The vote was unanimous in support of ratifying the executive board decision according to the announcement made by president Nagy at 10:06 am Aug 7, 2018
Nagy then asked for any other discussion. 

8. Amazon Smile Notification Discussion and Vote
The board members discussed the notification or publicity of Friends taking part in the Amazon Smile program. 
Sharyl Ferrall moved and Cheryl Siebrass seconded a motion determining the extent of the notification for the Amazon Smile program at 6:20 and 6:32 pm, respectively on Aug 7, 2018.
At 8:38 pm that same day, president Nagy recognized the motion and called for the vote, deadline to be 9:00 CDT Aug 8, 2018.
The last vote was received at 12:05 on Aug 8, 2018 and the result of the vote announced by president Nagy at 4:13 pm the same day which was 12 yes votes and 1 non-vote. 

At this time president Nagy asked for any new business which resulted in a brief clarification discussion as well as a request for guests to the meeting be posted after the floor was open to visitor comment. 
Guests Were: (posted at 10:28 pm)
Jorgenson, Debbie
Meyer, Kris
Pustola, Colleen
Rossmiller-Dolan, Janet
Schneiderman, Robin  

9.  Guest Comments and Meeting Close
Guest comments were favorable.  President Nagy gave a deadline for comments of Aug 11, 2018.  Although there was some confusion about the process of adjournment, President Nagy adjourned the meeting at 2:15 pm Aug 12, 2018. 

Respectfully submitted,
Karen De Groote
Secretary, Friends of IAGenWeb   
 

Note:  All spelling corrections made by secretary in assembling this report.  Time stamps are Central Daylight Time.