Executive Board Meeting on January 7, 2018 Commences 11:18am, Adjourned 11:59am
In attendance : Merlyn, MJ, Sir Canada, Tori, Don Carlos, Lady Lori, Wendy, Stephanie
November Minutes: Tori to add Trustees to November Minutes and send out revised Minutes to Members. Names to be added: Carrie, Merlyn, Don Carlos.
Revised November Minutes accepted by executive.
PRESIDENT REPORT: AGM and Christmas Party went very well. Thank-you to Board for putting on. Looking forward to Lupercalia in February. New Executive Board to take over in February.
TREASURERS REPORT: $3003 was in bank November 25, with $500 cheque outstanding for Christmas party. $288.85 was spent for supplies and food for Christmas party, leaving $211.15 left over. Receipts for expenses submitted to Don Carlos, as well as cash for $750.00, which includes unused Christmas party money. 24 people attended Christmas party.
MEMBERSHIP REPORT: 2017 membership numbers were at 55. Currently, we have 18 paid memberships. Renewal due by April. Notices have yet to be sent out. Sir Canada suggested sending out email notifications to members to renew membership. Current director to inform New Director of suggestion.
ACTIVITY REPORT: DM workshop to be held January 27@7pm at Church. Notices will be sent out to members. Awaiting report from New Activities Director for 2018 Activities Schedule.
LUPERCALIA REPORT: Two meetings have been held since AGM. Committee has come to the decision to continue on with Lupercalia and its events. More tickets need to sold to meet quota. Study done by committee showing that most of Lupercalia tickets were sold in the month of January and February, so potential for meeting quota yet. App for Lupercalia MMXVIII now up and running, with last few details to be updated next few weeks. Need to focus on selling more tickets and finding volunteers to help with event.
LIBRARY REPORT: Nothing new to report.
WEBSITE REPORT: Tori to contact Neil about updating website, with New Executive Contact List, fixing of Schedule, any other items. Add workshop schedule to Website, so there is advanced notice to members. Post advanced events on Fetlife as well. Removal of EOS Application/Renewal Form from website, to reduce confusion. Put on website that “any members or those wanting to become members must email Membership director, requesting renewal form or application form”. Membership director to inform those not aware, of our process for Membership acceptance.
OLD BUSINESS: EOS Brochure: Still working on. Wishing to have brochure to hand out to those who will be attending events. Contact Neil about creating. Wendy to assist in updating last years brochure, and return to Neil for printing.
NEW BUSINESS: Sitting at a full executive board for EOS, with 4 new members for postions. For Lupercalia, Vice Chair position not filled. Wendy to contact Westmount Bank, on behalf of EOS, to transfer all old names to new names for Signing Authority. Discussion to be had with New Activities director on schedule for 2018 EOS events, especially details for summer activities. We have full availability at Church. Decision made to hold Board meetings at 12pm on Sundays, instead of 11am, at Rosarios.
NEXT MEETING: February 4, 2018 @ 12:00pm at Rosarios, with Munch to follow @ 1pm.