Executive Committee minutes, November 2017

SOUTHEAST ARIZONA BUTTERFLY ASSOCIATION                                                                                       

Executive Committee Meeting Minutes                                                                                                                                     

Tuesday, November 28, 2017

Lutheran Church of the Foothills


The Executive Committee (ExCom) meeting was called to order by Larry Fellows, President, at 5:30 p.m.


Members in attendance:  Larry Fellows, President; Gerry Wolfe, Vice President/ Webmaster/Hospitality; Sharon Overstreet, Executive at Large, Fred Heath, Education Chairperson; and Vicki Wolfe, Publicity Chairperson.


Absent:   Priscilla Brodkin, Treasurer; Yvonne Bourgeois, Executive at Large; and Cindy Bethard, Membership Chairperson.


Minutes: Minutes of the October 2017 ExCom meeting were reviewed and unanimously approved.


ExCom Membership: The Committee discussed the continuing need for additional ExCom members. Yvonne has informed the ExCom that due to changing personal circumstances she will probably not be able to attend meetings in the future. The ExCom noted that the Secretary, and three At-Large member positions are currently vacant. There is also a need to recruit members to fill positions for the coming year, including the President, since Larry has stated that he will not stand for reelection in May.


General Meetings: The Committee discussed computer/projector set-up difficulties experienced at a few recent meetings. Larry will follow up on this and attempt to find a permanent solution.


Website: Gerry reported he will finish updating field trip reports within about a week. Fred will provide speaker topics and descriptions for web posting on the upcoming January and March meetings. Gerry will follow up on fees for maintaining the website.


Budget:  The Committee discussed Pricilla’s Profit and Loss Statement for the 2016-17 fiscal year which ended October 31 and formulated a draft budget for the coming fiscal year. The Committee projects that SEABA will remain in healthy financial shape for the coming year.


Publicity: Publicity was authorized funding to advertise the upcoming January, February and September meetings in the Desert Leaf, a magazine centered in the Catalina Foothills, the area surrounding where our monthly meetings are held. Vicki will follow through with that as well as free ads in the AZ Daily Star and Tubac Villager.


Membership: Cindy has provided the most recent membership roster to the Executive Committee. Larry will ask Cindy for a copy of her membership email list for use as backup whenever Cindy is unavailable to forward messages such as Field Trip announcement and Meeting reminders to the general membership. It was agreed to begin posting the ExCom minutes on the website so SEABA members might better understand the functioning of the ExCom.


The next ExCom Meeting will be January 23, 2018 at 5:30PM at the Lutheran Church of the Foothills.


Meeting was adjourned at 6:32 PM


Respectfully submitted by

Gerry Wolfe, VP