The Society CT LLC
Board Meeting Sunday August 21, 2022
In Attendance: Facilitator, Co-Facilitator, Treasurer, Member at Large, Ombudsman.
Members: E., R., JB,
Guests: BC, AF, sd
Call to order: 4:03pm by Facilitator
Quorum Check: Pass
Ombudsmen Concerns
No Concerns
Treasure’s report
| Period Start Bank Account Balance | 7/1/22 | $ 24,394.22 |
| Period End Bank Account Balance | 7/31/22 | $ 23,854.61 |
| Deposits/Credits | $ 48.25 | |
| Withdrawals/Debits | -$ 587.86 | |
| Total GoFundMe Donations in July 2022: | $ 48.25 | |
| Total Square Income in July 2022: | $ 0.00 | |
| Credit card payments | 7/15 | $ 587.86 |
Old Business
- Virtual Memberships and By-Laws: Changes to Membership Pathways can’t move forward without rewriting by-laws. Documents have been made accessible to the entire board. Board is working on taking the last approved by-laws, proposed by-law changes by the previous board as well as re-writiting sections to fit the current status of the Society as an Event and Virtual organization. Status: In Progress
- Tax returns and Quickbooks: 2018 Taxes records found. Taxes were required every 2 years. 2020 CT eliminated the Business Entity Tax File, therefore we are all up to date on required filed taxes. Treasure is still working on rectifying Quickbooks.
- Storage cleanout: Board members have had busy weekends. Impact Studios still has equipment in their possession in a trailer, they need to return these items in September. The space is available in the storage unit, it’s a matter of a board member with access to the unit being available to open it. Truck rental to dispose of any cleaned out items as there is no onsite garbage disposal at the Storage Unit. Look into the possibility of renting a dumpster onsite to clean out.
- Website revamp: Not much taking place on the website in relation to registering for classes or becoming members and making payments. Improvements to the Voting System would require increase in hosting bandwidth at an increased cost.
- Google Workspace Changes: Workspace went from free to tiered pricing. Unnecessary user accounts were removed and the content of the accounts were backed up. Charges should begin in September. Class Action Lawsuit over Google charging for something that was offered as free for life may change that. The Board will continue to monitor that and update as we learn more.
New Business
- ADT contract & Date: We have a copy of the contract. Contract was for 3 Years and ends February 2023. Automatic 1 year renewal if we don’t cancel within 30 days of the end of the contract. Facilitator will follow with ADT to determine how early we can terminate to avoid the renewal.
- Budget: It was brought up that a budget for the 2022-2023 fiscal year has not yet been created and needs to be in accordance with the by-laws. The Treasurer has been keeping an expense report for each month since they took over in 2022. The Treasurer did not find a 2021-2022 fiscal year budget but did find a previous year’s budget. The previous budget will be used as a template for creating the 2022-2023 fiscal budget.
- Meeting Dates Sept 2022-July 2023: There are no known date conflicts over the next 4 months. Board will review meeting dates 3 months in advance for any conflicts due to holiday or other events.
- Committees: We have some openings for committee chairs. Without members stepping up who is responsible for the duties of a Committee Chair? Committee chair positions are dependent on Pathway to Membership and By-law Changes getting done and approved. Only Society Members can hold committee chair positions but anyone can be a part of the committee. The topic of allowing non-Society members to hold committee chair positions was brought up for discussion, unfortunately this would require a by-law change. Committee Chairs also represent The Society and concern was expressed about non-members being the responsible party and the need for possible funds when handling committee chair responsibilities.
- Events and Munches: At minimum a monthly activity event or munch needs to be planned so that we can offer opportunities for potential new members and drum up interest in The Society as an organization. In the absence of an Events chair it was discussed who should be responsible for implementing this. The Facilitator mentioned that the Co-Facilitator is responsible for overseeing the Committee Chairs so in the absence of such chairs that the Co-Facilitator would be responsible for filling on those responsibilities. It was also mentioned that other Board members can be assigned to assist Committee Chairs or help in covering the duties of open committee chair positions. The suggestion was made to look for available options in Middletown, CT for event locations due to its central location. Main St has a number of various options for Munch or events. The Athenian Diner on Washington St. was mentioned as a possible venue as there have been previous groups that have used this location for munches. The Ombudsman will reach out to find out more information from the diner about possible use of this location.
- State paperwork and business records: Discussed what address to use for the business listing as it requires a physical address and we no longer have a physical location. Use of the Facilitators home address or a UPS address that would appear as a physical address was discussed. Member at Large mentioned that we have not filed the required annual report since 2018, this was confirmed by the treasurer. As we need to update our Principal, Agent and Business address it was mentioned that this can be completed as part of the annual report paperwork. We should check to see if there is a single reduced fee if done through the annual report paperwork over filing the changes and annual report separately. Facilitators will look into the cost and process of the UPS virtual address as well as the current USPS Post Office Box lease time frame.
- 101 Class for Virtual Society: The old 101 course framework will need to be updated to match the current operating status of the organization. While the Board is working on updated by-laws and membership pathways it was suggested that individuals trained to teach the 101 course as well as members and non-members interested in working on putting together suggested updates for the 101 be found and charged with working on that. The 101 will be needed for new and renewed memberships once the pathways are approved. Member at Large to oversee this project.
Motion to Adjourn
Motion: Member at Large Second: Facilitator Time: 5:03 pm