(Note: thank you for your patience and understanding as we continue to update the blog with a backlog of meeting minutes for 2024. Please send any comments to secretary@wpcampus.org.)
Meeting date/time: February 23, 2024 at 3:30 pm Eastern
Attendees: Ed Beck, Rachel Cherry, Kiera Howe, Dash Kees, Reed Piernock
Goals
- Welcome, Nathan!
- Elect officers for the next business year.
- Begin task management for new standing committees.
Agenda
Roll Call
- Note attendees of this meeting (in the Details section above), and list any absences.
- Recognize attendee guests.
Approval of Minutes
- Review, correct, and approve the minutes from the previous meeting.
Reports or Presentations
- Report on the organization’s finances.
- Report on the 2024 annual conference.
Old Business
- Discuss changes to the organization bylaws.
- Discuss unresolved action items from the previous meeting.
New Business
- Consider changes to board membership.
- Elect officers for the next business year.
- Begin task management for new standing committees.
Private Session
- A private session may be held here if there are matters that only members of the Board of Directors need to discuss at this time.
Action Items
- A list of action items as a result of this meeting
Closing
- Confirm April 19, 2024 for the next meeting.
- Final thoughts, reminders, or general chit-chat.
Minutes
Call to order.
Dash called to order the monthly meeting of the WPCampus Board of Directors at 3:37 pm (Eastern) on 15 March 2024, virtually in Zoom.
Danielle, Ed, Rachel, Dash, Reed, and Nathan were in attendance. Guests included Kevin Grimley.
Report on the organization’s finances.
Ed created a folder in the Meetings directory for this month’s financial reports. Going forward, he expects to give regular monthly reports.
For calendar year 2023, the organization ended the year with approximately $7000 in profits. He is working to reconcile the account, and to match any categories that are out of sync to clarify actual expenses or vendor accounts.
QuickBooks can assist with a new budget based on last year’s reports. Estimated budgets for committees will empower those committees to decide on their own expenses without always requiring Board approval. Committees will receive their own virtual credit cards for expenses.
Ed will research how to add multiple authorized users to the organization’s accounts. The Board can also reimburse anyone who needs to make small personal purchases, such as a roll of missing tape at a conference event.
Report on the 2024 annual conference.
The Board welcomed Nathan Wallace to the board as the Director of Events.
Dash will introduce Nathan to the relevant people with Georgetown University’s events office, and give him an “info dump” of conference planning so far.
Georgetown University sent back the completed form and requested a more accurate head count for attendees staying in dorms. The Board settled on including 42.
The tax office with the District of Columbia rejected the paper form that Dash provided them and requested the information in electronic form instead. The email from the tax office was confusing, and Ed volunteered to review that email.
Rachel will schedule a meeting with herself, Dash, Nathan, and Tommy Bennett with the Georgetown University Summer Events office. If possible, the meeting will be recorded and added to the organization’s Google Drive.
Discuss the organization’s Zoom accounts.
Rachel asked for time to research how to set up Zoom accounts and licenses for the organization, and the Board of Directors specifically. Danielle volunteered for this research. The Board decided this task would eventually be assigned to the Communications committee.
Discuss changes to the organization bylaws.
The Board briefly reviewed the proposed changes to the bylaws discussed in the February meeting. These changes would allow the Board to move the start of a board member’s terms, including nominations and elections. These changes would also clarify Section 2.9.
Reed moved to approve the changes; Ed seconded the motion. The Board approved the bylaws.
Dash will finalize the edits, and create version 1.2 of the document.
Off-board previous members of the board.
The Board needed to officially off-board Kiera from the Board of Directors and from her position as Treasurer. The Board also agreed to create a task template in ClickUp for off-boarding purposes, with sub-tasks such as removing a person from various organization accounts.
Private session to discuss board member elections.
The board met privately to discuss nominations for incoming board members. Kevin Shoffner was elected to the board. Dash was re-elected President, and Reed was re-elected Secretary. Ed was officially elected as Treasurer.
Launch the organization’s standing committees.
Nathan, as Director of Events, will begin putting together the Events committee.
Rachel, as Interim Director of Technology, will begin putting together the Technical committee.
Until other committees have formed, Danielle will begin preliminary plans for the Membership and Communications committees. Reed and Dash will begin preliminary plans for the Librarians.
The Nominations committee is considered ad-hoc, and will not launch until a later date.
Rachel asked how the committees will report back to the full Board of Directors, and what information those reports will include. Reed worried the length of the monthly meetings will greatly increase. Danielle suggested an add-on for Slack that would provide reporting capabilities.
Ed and Nathan will review last year’s conference budget and final report, and create a budget for the 2024 conference and the Events committee in general.
Closing.
Ed inquired about a new monthly meeting day and time. Dash suggested waiting until the April meeting to include all board members, existing and incoming. The Board then confirmed Friday 19 April 2024 at 3:30 pm (Eastern) as the date and time for the next meeting.
The meeting adjourned at 5:10 pm.