D2Care

09.07.08 D2Care Board Meeting Minutes
Started at 5:07 PST, ended at 6:26 PST.
I. Attendance:
Katrina McGinnis, Myra Ellis, Kara Gilmore, Laura Brown, Monica Kaskey, Becca Incledon and Lori Skinner.
Absent: Jennifer Laus, and Rhonda Champion.
II. Review of Meeting Minutes of July 2008:
Clarification was made of the missing 2nd motions made in the July board meeting minutes. Myra moved that the board record the previous minutes not being recorded, but having the motions passed. Becca seconded the motion. Motion passed.

Review of May meeting minutes moved to end of Sept board meeting as moved by Monica. Becca 2nd the motion. Motion passed.
III. Treasurer Report:
a) Kara motioned to accept the treasurer’s report and file. Myra seconded the motion. Motion passed.
IV. Committees:
a) Membership Development committee: 3rd reminder sent out for dues – 4 said they forgot and would mail their checks ASAP, one said could not afford it this year and had dropped all memberships but to keep up the good work, and one said mailed the check and we must not have received it but would mail another ASAP.
b) Community Outreach committee: In final stage of approval for the informational brochure. Many new suggestions have slowed the final approval but the brochure should be done shortly; next task to investigate various means of distribution for the brochure. The initial plan is to create as many options as possible and no/low cost. This will be discussed immediately after the final approval; committee will then be looking for suggestions on ideas for future projects. If you have any ideas, please pass them along.
c) Merchandise committee: Received an order of T-Shirts (royal blue with white imprint) and is waiting for a sales page on the web so sales can begin. The committee will next look into pricing for logo imprinted window clings.
d) Grants & Affiliates committee: No new activity in previous reporting period.
e) Web committee: No report.
f) Aid committee: Waiting for dispersal of funds.

Myra motioned to file the reports as written. Becca seconded the motion. Motion passed.
V. Old Business:
VI. New Business:
* Survey – including survey in the dues reminder to find out why people are not renewing. Only 6 responded out of approximately 30 that received the survey. Myra motioned to have Kara send a list of non-renews to the board list to have board members contact and ask the non-renewers why they are not renewing. Kara seconded the motion. Motion passed.
* T-shirts – Royal blue with white logo t-shirts now in stock. Webpage will be set up for orders.
VII. Comments/Questions/Additional Items:

Lori motioned to adjourn the meeting. Myra seconded the motion. Motion passed. Meeting adjourned at 6:26pm PST.

07.13.08 D2Care Board Meeting Minutes
Started at 5:04pm PST, ended at 7:03pm PST

Attendance: Jennifer Laus, Katrina McGinnis, Myra Ellis, Laura Brown, Monica Kaskey, Rhonda Champion, Kara Gilmore, Lori Skinner, and Becca Incledon

Review of May 4, 2008 Meeting Minutes:
* 05.04.08 meeting minutes – deferred to September meeting to allow board members time to review the meeting minutes after Monica post the meeting minutes. Katrina motioned to defer the May meeting minutes until September. Motion passed.

Treasurer Report:
* Myra reported that the bank sent notice that they will start charging fees for service, so Myra will look for another no-cost bank before September.
* Treasurer’s report accepted and filed.

Committees:
* Membership Development committee: Emailed renewal letters on May 25th. Still have members who have not renewed yet. Another round of renewal letters will go out on July 14th (a month behind). Bylaws state that members are considered delinquent from July 1 to July 30 then they are terminated. Becca motioned to use the word lapse in both types of mailings (email and snail mail) and on the website. Motion passed.
* Rhonda moved the word Lapse/lapsed replace the words terminated or expire in any reference to membership. Motion passed.
* Myra moved to take revisions of the renewal letter to the board list for final wording. Jennifer seconded Myra’s motion. Motion passed.

* Community Outreach committee: Rhonda moved to allow Monica to revise the brochure and present it to the board via email. Laura seconded the motion. Motion passed.

* Merchandise committee: no report

* Grants & Affiliates committee: No new activity to report.

* Web committee: No report.

* Aid committee: Aid applications approved.

Old Business:
No old business.

New Business:
* Per Bylaws, the Bylaws committee has 120 days to bring any recommendations back to the Board. Not much action has been taken due to people being busy. Myra moved to lift the time constraint and the work will continue on the committee list with due diligence being put forth to complete work on anything needed that is pending or upcoming. Laura seconded the motion. Motion passed.
* Jennifer motioned that the board discuss regenerating interest in D2Care to the Board list. Kara seconded the motion. Motion passed.

Business to be completed on the Board List, Committee Lists, or at the next board meeting:
* Katrina’s proposal on how to deal with delinquent renewal dues.
* Monica will revise the community outreach brochure and present it to the board via the Board email list.
* Monica will post the May meeting minutes to the files.
* Myra will search for another bank that does not charge fees for service.
* Discussion on how to regenerate interest in D2Care will take place on the Board email list.

Katrina moved to adjourn the meeting. Kara seconded the motion. Meeting adjourned at 7:03pm PST.

05.04.08 D2Care Board Meeting Minutes
Started at 5:04pm PST, ended at 6:47pm PST

Attendance: Jennifer Laus, Katrina McGinnis, Myra Ellis, Kara Gilmore, Monica Kaskey, Rhonda Champion, Becca Incledon and Lori Skinner.
Absent: Laura Brown

Review of Meeting Minutes of March 2008:
* Laura was not in attendance for questions about the March 2, 2008 meeting minutes. Katrina asked if there are any changes or additions/deletions. There were none.
* Motion to accept March 2, 2008 meeting minutes as posted by Becca, seconded by Monica. Motion Passed.

Treasurer Report:
* Katrina requested the treasurer’s report be put into the Members Only area to prepare for the next Members meeting by May 18th. Jennifer and Myra agreed to do so.  Accepted and filed.

Committees:
* Web committee: See Adopt-A-Dog (below).

* Adopt-A-Dog committee: Slowly but surely getting this together, the front-end face needs more testing.

* Aid Committee: D2Care donated to a rescue in the west. It was determined that the surgery was not needed and the money was returned. The application is still a work-in-progress and would benefit from more input from committee members. An application was mailed for a Fox Terrier in need, but the application was not returned.

* Bylaws Committee: Will continue working on the bylaws

* Grants & Affiliates: No new information.

* Market and Merchandise committee: Sweatshirts will be sent this coming week

* Outreach Committee: Working on brochure for distribution, will continue looking for ideas and feedback on the draft in the near future

Old Business:
* The Paypal option on the D2Care Myspace page has been deleted because of technical difficulties. There is now a link to the D2Care website for those interested in donating.
* The Calendar fundraiser project will be taken off the board agenda until more information is gathered.

New Business:
* Members Meeting (May 18th) Agenda was discussed. Already on the agenda is the financial review. Only new item suggestion is to include a question/answer/idea time for members. Katrina indicated that she and Kara will come up with something to cue the group to provide input on how D2Care is doing. The agenda is to be completed and posted this week.
* The format of the chat room was discussed. Due to the technical difficulties from the previous member meeting, it was determined that a new format be chosen. Jennifer agreed to do research on other chat room options and possible back-up options. Summary: Chat room will be changed, using the same meeting protocol as the previous meeting.
* Member dues renewal process: Kara posted a renewal letter for input. It was requested that more time be given to Board members to look over the letter and come up with suggestions. After discussion about past renewal practices Myra made a motion to email the first, snail mail the second and email the final renewal reminders to members seconded by Becca. Motion Passed.

Comments/Questions/Additional Items:
None.

Monica moved to adjourn the meeting. Myra seconded the motion. Meeting adjourned at 6:47pm PST.

03.02.08 D2Care Board Meeting Minutes
Started at 5:06pm PST, ended at 7:30pm PST

Attendance:
Jennifer Laus, Katrina McGinnis, Myra Ellis, Laura Brown, Monica Kaskey, Rhonda Champion, Kara Gilmore, and Lori Skinner. Absent: Becca Incledon

Review of Meeting Minutes of January 13, 2008:
* 01.13.08 meeting minutes – add committee reports filed in yahoogroup files. Katrina motioned to accept both meeting minutes (after changes are made). Kara seconded the motion. Motion passed.

Treasurer Report:
* Myra will mail a contribution to an applicant for funds as soon as the cover letter is done.
* Should start to see affiliates money coming into the bank account by next board meeting.
* Rhonda and Myra will confer privately off-list to help tweak the financial report in a more concise manner for everyone to understand. Katrina moved to have the financial report format discussion taken to the Board’s grouplist. Rhonda seconded the motion. Motion passed.
* Treasurer’s report accepted and filed.

Committees:
* Membership committee: No report. Rhonda thanked those involved in the Membership certificates as they were nicely done!

* Adopt-A-Dog committee: No report.

* Funding committee: See committee report filed in yahoogroup files.

* Marketing and Merchandise committee: See committee report filed in yahoogroups files. Monica will get more information on the calendar project. Sweatshirt pricing and s/h fee are considered to be very reasonable. Possible to have presales order up on D2Care’s website by Tuesday, March 4th.

* Grants committee: See committee report filed in yahoogroup files.

* Web committee: No report.

* Me2 moved to file all committee reports. Jennifer seconded the motion. Motion passed.

Old Business:
* Domain renewal – Motion passed.
* Membership dues – based on committee work, it is recommended to have membership expire after at least one election vote.
* The reasoning behind this is that voting and elections are the only part of being a Member that is “date dependent”. Jennifer seconded the motion. Motion passed.

New Business:
* Jennifer is still working on the new blog template for board minutes.
* Myra motioned to move the membership drive information back to the membership committee until they are ready for a report. Jennifer seconded the motion. Motion passed.
* Katrina motioned to have the members meeting on Sunday, March 16, 2008 to start at 5pm PST, 6pm MST, 7pm CST and 8pm EST. Lori seconded the motion. Motion passed.
* Members Meeting items: by-laws committee and treasurer’s report
* Rhonda and Laura will write up an etiquette plan for the members meeting.
* Kara will run the members meeting.
* Need more volunteers to help with the Adopt-A-Dog webpages.
* Meeting agenda to be posted to the members group by March 9th or 10th.

Business to be completed on the Board List, Committee Lists, or at the next board meeting:
* Membership Retention and Recruitment
* My Space and Paypal
* Calendar Project
* Passwords, location and access

* Jennifer moved to adjourn the meeting. Myra seconded the motion. Meeting adjourned at 7:30pm PST.

01.03.08 D2Care Board Meeting Minutes
Started at 5:03pm EST, ended at 7:29pm EST

Attendance: Jennifer Laus, Katrina McGinnis, Myra Ellis, Laura Brown, Monica Kaskey, Rhonda Champion, and Becca Incledon. Absent: Kara Gilmore and Lori Skinner.

Review of Meeting Minutes of September 16, 2007:

* 09.16.07 meeting minutes – change heading of minutes to D2Care from Deaf 2 Care.
* 11.11.07 meeting minutes – change Financial Aid form to funding aid request form. Katrina motioned to have both meeting minutes accepted (after changes are made). Becca seconded the motion. Motion passed.

Treasurer Report:
* Have not officially received any money back from the affiliates. Each affiliate has a different percentage agreement. Some are as high as 10% of the purchase, others as low as 2%. For example, Amazon will forward money of $10 or more if you have them do direct deposit, but if D2Care wants a check, Amazon needs to have $100 or more to forward to D2Care.
* Treasurer’s report accepted and filed.

Committees:
* Web committee: No report.

* Adopt-A-Dog committee: No report.

* Funding committee: See funding committee report in yahoo files.

* Grant committee: See grant committee report in yahoo files.

* Marketing and Merchandise committee: No report.

* Membership committee: See membership committee report in yahoo files.

Old Business:
* Rhonda motioned that the paypal password issue is to be discussed on the Board yahoogroup list prior to the Board’s March 2008 meeting and vote/finalize at the March board meeting. Myra seconded the motion. Motion passed.
* Letter of thanks for the LOGO to MR was mailed in December 2007.
* Affiliates – there are approximately 10 affiliates on D2Care website. Katrina has not approached dogwise.com yet. Katrina motioned that she will look further into setting up an affiliate program for dogwise, petlane, petrx and petco. Rhonda seconded the motion. Motion passed.
* Jennifer motioned to have the Calendar discussion moved to the Marketing and Merchandise committee for further refinement of the calendar proposal and ready for the March board meeting. Laura seconded the motion. Motion passed.

New Business:
* Increasing membership – tabled to next board meeting as Kara is not present.
* Members meeting will be on March 16, 2008. Quorum for the members meeting is 25% of registered membership. Myra motioned to have the Membership Committee working on the renewal letters and define how the members need to renew will be identified and notified. Jennifer seconded the motion. Motion passed.
* Katrina will add Jennifer to the Membership committee temporarily to discuss renewals of members in this committee.
* Jennifer motioned to have D2Care to renew the three domains – d2care.org, d2care.net and d2care.com and have the board discuss what to decide about the other 3 domain names on the Board yahoogroup list by February 1st. Myra seconded the motion. Motion passed.
* Adopt-A-Dog: Myra motioned to have the Adopt-A-Dog discussion taken off the board meeting and forwarded to the web committee or between Katrina and Jennifer to discuss and present by the March meeting. If not done by the March meeting, then brought back to the board to discuss. Laura seconded the motion. Motion passed.

Business to be completed on the Board List or at the next board meeting:
None stated.

Myra moved to adjourn the meeting. Rhonda seconded the motion. Meeting adjourned at 7:29pm EST.