SUN CITY COMPUTER CLUB
EXECUTIVE BOARD MEETING
February 3, 2005 , 9:30 a.M.
HOLIDAY INN EXPRESS CONFERNCE ROOM
The Meeting was called to order at 9:30 A.M. by Gael Miller, President .
Announcement by President – Gene Uselton submitted a letter dated January 24, 2005 resigning as Vice President, citing the state of his health as being the reason. Gene ask that the resignation be effective soon, but stated he would remain in the position until a replacement was found. President Gael Miller stated that Sec. D of the Bylaws states that if any office becomes vacant, the President will fill by vacancy by appointment from among the Members eligible to hold that office, subject to approval by a majority of the Executive Board . The President nominated Dick Smith . A motion was made by Don Snapp and seconded by Dave Hanna to appoint Dick Smith as Vice President, effective immediately. The motion passed unanimously.
Present :
Nancy Alexander, Secretary
Rex Davenport, Programs Director
Dave Hanna, Communications Director
Gael Miller, President
Joe Razek, Training Director
Peter Roll , Founder
Linda Shanhouse , Treasurer
Dick Smith , Incoming Vice-President
Don Snapp, CyberCenter
Peggy Uselton , Membership Director
Doug Willoughby, Special Interest Groups Director
Absent
Gene Uselton , Outgoing Vice-President
Agenda Changes - None
Guests – None
Approval of Minutes
January Board Minutes and Annual Meeting Minutes - A motion was made by Don Snapp and seconded by Peter Roll to accept the January Board Minutes and Annual Meeting Minutes with corrections.
Financial Report
Linda Shanhouse presented the January 31, 2005 Financial Report. A motion to accept the January 31, 2005 report was made by Peggy Uselton an seconded by Doug Willoughby. The motion passed. The financial report will be filed for audit.
It was agreed that future reports would be changed to Income and Expense Statement rather than P&L Budget Comparison. Also, it was agreed that the monthly budget did not need to be included in monthly reports in the future. The monthly reports will show the yearly budget with year to date expenses.
DISCUSSION OF DIRECTORS’ REPORTS RECEIVED BY E-MAIL (attached)
Communications, Dave Hanna
We will have Jeff Kenner from Cox Communications as a guest at the February 14 Monday meeting who would like to learn more about Sun City and our e-mail situation.
Dave will set up a web based discussion group for the Mentors hosted by QuickTopics to see if it is feasible.
The request for media conversion equipment and software was discussed as New Business.
CyberCenter, Don Snapp
Issue on retirement of two CRT monitors and replacing them with LCD units was deferred to the Planning Meeting and then considered when the meeting was brought back to order.
Replacing the five work tables with i- level tables needs more consideration since the work stations with media conversion should be one level. Someone in System Administration will work on cleaning and adjusting the trays for now.
Issue on AV Equipment Rental Fee increase was deferred to the Planning Meeting.
Issue on whether or not to maintain the library was deferred to the Planning Meeting.
Don has learned that the University of Texas has a graduate program wherein graduate students develop record retention for businesses. He has a call in to UT to see if they would allow the students to do this for a non profit organization such as the Computer Club.
Membership, Peggy Uselton
There are 1,227 club members as of January 31, 2005 . This is 72% of last year’s membership.
Beginning next month, Peggy will send only 2005 membership list to the Board.
It was agreed that the Membership Director should begin sending an e-mail to new members welcoming them into the club and explaining the many opportunities that the club offers. If the new member does not have an e-mail address, they will be mailed a letter. Peggy will design an e-mail and letter that is personalized.
Programs, Rex Davenport
The results of the January 2005 Computer Club Membership Survey is attached.
The Program Calendar submitted needs to be corrected to show that there is no April 25 program as the Quicken Program is May 23. Rex will send a corrected program list for April and May.
Wes Odell wants a statement of objectives on programs.
Training, Joe Razek
January was a very good month and February enrollments are fantastic.
Anyone who answers a question from the Q&A Form should send a copy to the Board.
Dave Hanna will include “Class of the Week” in his weekly updates.
The March 15 luncheon for instructors and assistants will not be open to spouses due to size of the room. There needs to be more water available this year.
Special Interest Groups, Doug Willoughby
The change to one meeting a month in the Windows Beginners SIG begins in February.
Peter Roll has volunteered to provide a 36-cup coffee pot for the Kaffee Klatch. All other SIGS will not have coffee. A lock can be ordered to lock a cabinet in the kitchen on the other side of the Atrium to store the coffee pot and supplies.
There is still no answer from John Polich on the statement of purpose for the Kaffee Klatch SIG. All others have been approved by the leaders of the respective SIGs. Doug Willoughby made a motion that the statement of purpose attached for the SIGs are approved to be used as descriptive on the web page. Peter Roll seconded the motion. The motion passed unanimously.
UNFINISHED BUSINESS
- New Payment Voucher – The new voucher is on the web page.
- SIG Statement of Purpose for approval – This was completed in the Special Interest Group agenda.
NEW BUSINESS
- Copy of Membership Roster to Yolanda Noyola by Feb. 28 – Peggy Uselton will send a list of the names only of 2005 members.
- New Asset listing for 2005 to Ann Dodson – Peter Roll will revise the form provided by Ann Dodson so that it will correspond with our purchase vouchers. He will add a column for disposal date for our records. The form will be completed throughout the year as equipment and software are purchased, and then submitted to Ann Dodson December 31, 2005 .
- Equipment Considerations
- VCR to DVD – Dave Hanna moved to purchase a Sony, Model RDR-VX500 DVD recorder for a cost not to exceed $460 which would be compatible with all DVD players. Doug Willoughby seconded the motion. After discussion, the motion passed unanimously.
Dave Hanna moved to purchase software for a second Lab PC for digital video editing not to exceed $90.00. Linda Shanhouse seconded. Don Snapp amended the motion to not exceed $100.00. The motion passed unanimously.
OTHER BUSINESS
The next Executive Board Meeting will be 9:00 Thursday, March 3, 2005 , at the Sun City CyberCenter Meeting Room.
The Secretary will be absent at the March meeting and will contact Darrylin Coleman to act as recording secretary, with Ruth Lawrence as a backup.
The meeting was adjourned at 11:45 a.m for lunch. The board members were scheduled to reconvene after lunch for the Planning Meeting.
The meeting was brought back to order at 3:20 p.m. to consider purchase of two LCD monitors to replace the last two CRT monitors. A motion was made by Peter Roll and seconded by Rex Davenport to purchase two LCD monitors for the CyberCenter at a cost of $800, plus tax. The motion passed.
The second meeting adjourned at 3:24 p.m.
/s/ Mar. 3, 2005
Nancy Alexander __________________________
Secretary Date of approval
SUN CITY COMPUTER CLUB
EXECUTIVE PLANNING MEETING
February 3, 2005
Holiday Inn Express Meeting Room
The board reconvened at 12:40 p.m. for the Executive Board Planning Meeting.
Ballroom
There is no new information from Rob McDaniel on the closing the ballroom for expansion. The ballroom will be closed completely approximately October 1. The Community Association is searching for sites away from Sun City that the Charter Clubs can use during the renovation. The Worship Place is not an option. Rob says that all clubs will have to give up something during this time.
Room Reservations for 2006
The Ballroom has been reserved through October 1, 2005 from 12:00 noon to 2:00 p.m. for the Monday meetings.
The Annual Meeting next January will not be in the Ballroom if the renovation takes place as planned. We might submit a reservation for January just in case the closing is postponed
There are four new member receptions scheduled in the Atrium when there is a fifth Tuesday in the month.
The Digital Camera SIG will be on the third Thursday each month at 4:00 p.m in the Atrium.
Pro Show Gold will be on the second Wednesday from 10:00 a.m. to 12:00 noon in the Atrium.
We will wait until after the first meeting of the Kaffee Klatch to see how many attend before deciding where it will be held each month. The Atrium and meeting rooms are options.
Peter Roll stated that the complete building needs to be wired for internet before the ballroom closes. The connection to the Crafts Center across the street from the CyberCenter needs internet access only. Don Snapp will get the technician to restore the internet to the Bridge Club side of the Activity Center as soon as possible.
Review of Policies and Procedures
We will allow other clubs to use our rooms, but only if asked. No card games will be allowed in our rooms.
President Gael Miller stated that no changes were needed to the by-laws, but that the Board should review them.
At the CA Charter Club meeting held on Jan 26th, they issued a new set of documents pertaining to activities. In the Appendix E, AV Equipment Rental Fee Schedule, there were some price adjustments for rental of AV equipment. The most significant change was their rental charge for the In-Focus machine which was established at $100. This seems too high for the In-Focus machine.
Our fee schedule (see Equipment Fee in Section E of our Policy on Use of Equipment) should match the CA schedule, with the exception of the In-Focus Projector. Our rentals to those outside Sun City will be the same as the CA rate, but it will go through the CA for payment.
Doug reported the SIG set up crews for our meeting rooms are assigned but may need further training
Charter Clubs must have certified operators for equipment in order to rent it if our trained members are not available. The Charter Clubs could send computer club members to our Monday meetings to learn the setup.
The board feels that the Community Association needs to start providing technicians for set ups. Rex Davenport is on the CA Activities Committee and he will check into this. Some clubs have their own equipment (such as Theater Club and Singers), and do not want to share with other clubs. If the CA had equipment compatible to all, it would alleviate the problem.
Sun City Web Site
This is a job for a full time paid person. This is a profit making venture like the Sun Ray magazine. The CA has a committee working on it now. It will probably involve computer club members, but not the Computer Club, per se.
Mentor Program
There is burn out in this program. Overall, it is working but we need to recruit more mentors. We need under studies that could go to homes with mentors to learn. We could invite members to come to participate in workshop forums when we add hard drives to computers.
Right now we have the mentor list and Q&A form on the web site. We might add the Quick Topic approach on the form. Martha Lawlor could set this up. An example of Quick Topics should be sent to mentors prior the mentor meeting this month to get feedback from them on this approach.
Lab Monitor Program
Dave Hanna suggested we set up a schedule where monitors would sign up for a fixed time slot each month, such as 1 st & 3 rd Mondays. We would need a list of substitutes for last minute changes if a monitor could not come in on their day.
We need a group to work on the problem of overload as the number of people coming into the lab is overwhelming for some. We might have persons sign up for classes on line and pay in two days, but not everyone could use this (i.e., inexperienced users). We will try scheduling 1 or 2 days fixed time slots for now.
December and January will always need more monitors due to membership renewals and luncheon tickets being sold.
Library Discussion
Doug Willoughby will follow up with the SIGs to see if there is an interest in “leasing” a shelf in our library. The SIG would maintain the shelf with reference books and CD’s purchased by the club. They would not be allowed to have multiple copies of books. This might be something that Genealogy, Mac, and Digital Camera SIGs would find beneficial.
Village Store Copy Authorization Sheet
The authorization sheet was signed by those who need multiple copies.
Equipment Needs for 2006 – this will be raised in September 2005.
The meeting was adjourned at 3:20 p.m.
Nancy Alexander ______________________________
Secretary Date of Approval