January 23|2016 SCCGI BOD Minutes

SLAB CITY COMMUNITY GROUP INC (SCCGI)

MINUTES of BOARD OF DIRECTORS MEETING

Meeting Date: JANUARY 23, 2016

TIME: 12PM

PLACE: THE RANGE

1. CALL TO ORDER – 12:08PM

2. ROLL CALL OF DIRECTORS PRESENT: DAVE, BALU, ROBI, MARTY, TRISH, DOC, LYNNE, DREAMCATCHER, BUILDER BILL

EXCUSED DUE TO TECHNOLOGICAL DIFICULTIES: ANDRA, WYATT

3. APPROVAL OF AGENDA: MOTION MADE: LYNNE, 2ND: BILL – PASSED

4. OFFICER REPORTS

a. PRESIDENT: Dave Reported that this 2016 a lot is happening. There is a new Team on the BOD with fresh ideas and input. The 2016 Vision is to concentrate on Fundraising.  The Vision Summit is still important and will be revised and implemented at a future date as Fundraising goals are met.

MOTION TO ACCEPT REPORT: LYNNE, 2ND, MARTY – PASSED

b. SECRETARY: SUMMARY: (SEE ATTACHED 6 page report FOR  DETAILS Below)

  1. Website in place, Email notification and Newsletter system in place.
  2. SCCGI accepted in the Google NOn-Profit Grant
  3. Google email system (@sccgi.org) is in process of testing and troubleshooting.
  4. BOD Members are requested to help by following directions for sign on and
  5. reporting experience to Marty…who will be the main tester.

MOTION TO ACCEPT SECRETARY REPORT: Marty, 2nd Dreamcatcher – PASSED

c. TREASURER: (See details attached Summary 2015 Balance Sheet)

Total Assets: $164.72, Total Liabilities: ($429.24), Capital as of December 31, 2015 – $164.72, Total Liabilities and Owner’s Equity – ($264.52)

RESOLUTION will be printed to submit to Bank removing Andra from Debit Card and adding Marty on Debit Card for use to pay bills.

Resolution will be printed to submit to Paypal for removal of former SCCGI BOD Treasurer, Justin Davis, who is no longer a BOD member, and add Marty Maurer.

MOTION TO ACCEPT TREASURER REPORT: LYNNE, 2ND TRISH – PASSED

6. COMMITTEE REPORTS

SEEDLING – COMMITTE CHAIR – DREAMCATCHER

Dreamcatcher has contacted many organizations that can help with the Goal of Community Members growing and having their own access to healthy fresh vegetables and herbs, thus closing the gap of difficulty for the community to have a healthy diet.

Received donations of seeds and seedlings. Goal is to help community with seedling start and educate individual community members how to successfully grow those seedlings into maturity.

A budget for supplies will be worked up by the Committee Chair, Dreamcatcher, to be included in the overall SCCGI budget that would be included in Grant Proposals.

MOTION TO ACCEPT SEEDLING REPORT: Lynne, 2nd Doc – MOTION PASSED

FUNDRAISING – COMMITTEE CHAIR – Lynne

Two Online Fundraiser Campaigns have been started. They are : “GoFundMe”, and “Fundraizer”.  The reason why there are two is because each company offers a different choice of payment method to help satisfy Donors preferences.

The Campaigns are updated 2 times per week. Lynne requests Video Clips, w color and 30 second soundbites and lots of pictures.  These will be used Funding sites for Donor relationship building.

Coachella Fair – Fundraising Opportunities:

The fair is on two weekends, April 16th/17th and 23rd/24th, 2016

Discussed the possibility of having a booth at fair in the NOn-profit section that Coachella Fair administers offer to non-profits.

Black Tie Dinner – A “Rubber-duck-dinner” (reference to a catered dinner) can be organized.  This would be for high dollar donors ($100 a plate type).  Entertainment at Fair could be approached and asked if the band would consider playing for free, and if they do not want to, would they consider donating money.

Boeing has a Grant that SCCGI could qualify for and must be submitted soon.  Dave, Lynne and community volunteer Sarah Andrews will work on writing the grant and submitting. Deadline is Feb 28, 2016

Treasurer, Marty added that he has not received receipt of Grant Request to County (Funds submitted to County from Solar company/Energy projects). Discussion to Prepare a Proposed Budget on How Requested Amount could be used and resubmit to Imperial County as an Update on previous request and require a formal receipt that our request has been received in the proper County Office of the Grant decision makers. All Committee Chairs are to submit a budget to Marty for inclusion in this Updated Grant Request ASAP.

All BOD members are requested to do research to find Grants that seem to match our Mission, Goals, etc. Send links to Fundraising Committee Chair, Lynne with short summary of Name of Grant, Deadline, requirements.

Total Raised to Date: $540.00 

Motion to Accept: Trish, 2nd Robi – PASSED

6.  APPROVAL OF MINUTES OF THE FOLLOWING

A.  MINUTES OF ANNUAL GENERAL MEMBERS DEC 12, 2015

Motion to Approve: Lynne, 2nd Marty – PASSED

B.  MINUTES OF SPECIAL MEETING OF THE MEMBERS JAN 9, 2016

Motion to Approve: Lynne, 2nd Dreamcatcher – PASSED

C.  MINUTES OF DEC 19TH 2015 BOD MEETING

Motion- Doc, 2nd – Marty – PASSED

7. OLD BUSINESS: Vision Summit is postponed temporarily to allow BOD to focus on Fundraising.

8. NEW BUSINESS

BOD MEETING SCHEDULING DISCUSSION – 

  1. Board of Director Meetings will continue to be set for future date at end of previous meeting.  
  2. BOD members will attempt to have meetings on Sat, at 12 noon, at the Range, but will not be set in stone due to the Board of Directors’ wishes to have flexibility to accommodate the majority of BOD Members varied schedules. 
  3. Dreamcatcher also noted that having meetings on the same day, every month is not part of our inclusive culture, but rather a practice of what we term “Babylon” which is outside The Slabs Culture.

OFFICIAL REPRESENTATION OF SCCGI FOR COUNTY STATE: 

  1. Committee Formed: Doc and Trish, Robi will listen in as available to learn and assist.  
  2. A list of County Meetings that can be attended online will be furnished by committee to all BOD Members, and ALL BOD Members will attempt to start attending whatever meetings they can.

MOTION TO RESCIND ALL PRIOR NON-DISCLOSURE AGREEMENTS 

MOTION MADE – Lynne, 2nd – Balu – PASSED

10. STAKEHOLDER QUESTIONS AND ANSWERS – One of the Stakeholders asked about how or where he might find a job. Vice President game suggestions. Other stakeholders did not have questions.  BOD invited them to feel free to contact us in the future if they thought of a question.

9. SET NEXT BOARD OF DIRECTORS MEETING DATE:

March 5th, 2016. 12pm, The Range

11. MOTION TO ADJOURN – Doc,  2nd- Lynne and all BOD members present. Meeting adjourned at __1:30___pm

MINUTES APROVAL DATE: _____Approved March 5, 2016___ SECRETARY __rh______

SCCGI – Secretary Report – Jan 23, 2016 Pg. 1 of 6

A. CORPORATE BOOK:

The Corporate book is up to date, and in fact I have to say that I was very

pleased to see that during the last two years, the current BOD members of

that time kept it legal and had all the legal corporate requirements…thank

you Lynne for making sure that was up to date…that is a very important job

and setting it up is the hardest part. Job well done!

B. MEMBERSHIP APPLICATIONS

1). SIMPLIFIED APPLICATION SATISFYING LEGAL

REQUIREMENTS

We are still working on a simplified application. This application helps

with the paper trail of all of our members…it helps with accountability.

SCCGI will continue to include on Membership application the legal CA

Non-profit Corporations requirement for Member List of Name, Address

and Member Classification.

2). NOT VALID UNLESS SIGNED

The application IS NOT VALID UNLESS SIGNED. There have been some

challenges to our list, so we have worked on what constitutes a valid

membership.

3). MEMBERSHIP FOR ONE YEAR AT A TIME

To facilitate accuracy of the membership list, and to preserve the validity of

Member’s Meetings and Elections of Board of Directors,we will accept

membership applications and dues for one year ONLY at a time.

Memberships are valid from January 1st through December 31 of each year.

4). MEMBERSHIP CERTIFICATES

ARTICLE II: MEMBERSHIP

7. Membership Meetings

i. Certificates of Membership

“Certificates of Membership, numbered and signed by the President

or Secretary or such other officers as may be designated by the

Board of Directors, may be issued to each member certifying the

class of membership held in the corporation.”

SCCGI – Secretary Report – Jan 23, 2016 Pg. 2 of 6

4). MEMBERSHIP CERTIFICATES(CONT)

SCCGI is not issuing Certificates at this time. Members ensure they receive

a receipt noting, date paid, amount, and class of membership. All Member’s

Names, including the Class of Membership is kept on a list by the Secretary

and cross-checked with application forms filled out and signed by Member.

The Membership List is updated monthly.

C. WEBSITE

We have a WEBSITE! http://www.sccgi.org/

The designer of the website has been working on it for over 6 weeks

averaging 2-6 hours per DAY! The web designer is donating the design

time as a Like Kind Donation.

The cost of the domain name, sccgi.org is $26 through WordPress. The

website designer has donated the first year’s payment of that cost.

The website does not have yearly hosting fees. It is on the WordPress.com

platform. Because it is free hosting, the website designer and website

administrator does not have access to the C-Panel. A “C-Panel” is the back

engine of websites where various functions and files can be directly

uploaded and modified. Thus the SCCGI website will have some limitations

on customization. The Secretary of the corporation has deemed this

limitation as not affecting the goals of communication of the Corporate

Message.

D. OFFICIAL SCCGI EMAIL SYSTEM

GOOGLE NON-PROFIT GRANT RECEIVED

The SCCGI Secretary has applied, on behalf of SCCGI, for the Google Non-

Profit Program. SCCGI has been accepted.

SCCGI.ORG Email

Google Non-Profit Program allows SCCGI to have an OFFICIAL email

@sccgi.org

SCCGI – Secretary Report – Jan 23, 2016 Pg. 3 of 6

SCCGI.ORG EMAIL (CONT)

Currently the Secretary and the Treasurer are troubleshooting some

glitches through this Google System. BOD members will be asked to test the

system. Secretary requests all BOD members to have patience with this

process and feels once it is set up the SCCGI BOD members will be very

pleased with the many Google Products offered that will enhance time

saving and communications in the operation of the Corporation and the

BOD Members Communications and Professionalism.

GOOGLE Grant for Advertising

Google also has available a grant for $10,000 worth of GOOGLE ADS for

FREE! SCCGI can use about $300 worth of credit ads each month. Google

donates this as a “Like in Kind” Donation.

MEMBER NOTIFICATION BY EMAIL / NEWSLETTER SYSTEM

A trial system has been implemented to satisfy the following section of the

SCCGI ByLaws.

ARTICLE II: MEMBERSHIP

7. Membership Meetings

a. Notice of Meetings.

“Meeting dates of Membership Meetings shall be posted at the

information kiosk at beyond the second guard shack at Slab City

and at the Community Board at the corner of Low Road and Beal

Road and shall include an agenda for the meeting.

Except as otherwise provided in Article VIII of these Bylaws, notice shall

be emailed at least seven days prior to a meeting, to the email the

member provides to the Corporation. The member bears the

responsibility of providing an accurate email address, and the

Corporation bears no responsibility in confirming the validity of

that email address.

One of the member requests was to be notified by email of upcoming BOD

and Member meetings.

SCCGI – Secretary Report – Jan 23, 2016 Pg. 4 of 6

The Secretary notes that Board of Directors Meeting Notification is only

legally required to be given to the Board of Directors and not to the

Membership at Large. At the end of each BOD meeting and before

adjournment, the BOD decide on the next meeting date, so the BOD

members present are duly notified beyond ByLaws requirement.

However, SCCGI aims to be transparent to satisfy the General Membership.

All Meetings, BOD meetings and Member meetings, as of this date, have

been posted at designated information kiosk and guardshack within the

required notification requirements for Board of Directors.

EMAIL NOTIFICATION

SCCGI has been accepted for a FREE program through a company called

Benchmarkemail. This company has a system where people can sign up for

Newsletters and Meeting Notifications. The Secretary manually entered 34

emails and sent out a test newsletter…here are the results:

SENT: 34 Newletter emails

1. 2 were opened (Solar Mike and Bob Pearson)

2. 29 bounced (not delivered)

3. 3 were unopened

4. 2 links from the Newsletter were clicked

What does this mean? It means that the emails that were manually entered

did not go through because the system did not have a confirmation by the

individuals.

What does Confirmation Mean?

BEST Email Marketing Standards of Practice to avoid SPAM or the

appearance of SPAM is to have what is called a “Double OPT-In

System”.

1) The person requesting to be added to an email or newsletter system

must first fill out an online form.

2) That person must “Confirm” that they really did want to sign up by

clicking the confirmation link that is sent in the initial email

generated by filling out the online form.

SCCGI – Secretary Report – Jan 23, 2016 Pg. 5 of 6

EMAIL NOTIFICATION (CONT)

All manually entered emails have been deleted. From this point on, All

SCCGI members will bear the responsability of confirming the accuracy of

their email under ARTICLE II: MEMBERSHIP, 7. Membership Meetings, a.

Notice of Meetings.

Here is the Process:

1. Members will go to website, sccgi.org.

2. They will click on the email sign up form on the right side of the Home

Page.

3. They will enter the information required and click on the SAVE button.

4. Members will receive a pop-up window that reminds them their sign

up is NOT COMPLETE until they click on the Confirmation Link

provided in an introductory email.

5. Once the member has clicked on that link, they will receive another

pop-up that verifies that member’s email address has been

confirmed.

Member Advisory Regarding the Process.

It is advisable that members add “news@sccgi.org” to their email white

listed contact list.

Sometimes the first email might get misfiled by a member’s particular email

company if said company does not see News@sccgi.org in member’s

contact list. Member will check spam folder for that email.

ADD: news@sccgi.org to your contact list and you should receive

newsletters.

SCCGI bears no responsibility of undelivered emails due to individual

member email settings of email, computer, or internet security system

settings.

If member does not get an email from “news@sccgi.org” within 30 days,

then member can contact SCCGI by sending an email to “news@sccgi.org”

SCCGI – Secretary Report – Jan 23, 2016 Pg. 6 of 6

EMAIL NOTIFICATION (CONT)

Benchmarkemail.com offers SCCGI 2,000 email name spots for free.

SCCGI does not currently have a budget to expand into paid Newsletter

system at this time.

For this reason: Emails that have been deemed delivered but unopened will

be deleted from the system after a second newsletter has been sent and

unopened. Member will have to go through the sign up process again.

Bounced email handling. This usually occurs because the member has not

confirmed, or the member’s email system is blocking it due to that email

system’s security settings. After a second attempt, the bounced email will

be deleted from the system. A list of bounced emails will be recorded.

Members can notify News@sccgi.org for clarification if their email has

bounced if the member has not received a Newsletter within 30 days.

If a member changes their email address: notify SCCGI by sending an email

to “news” to remove old email. Then proceed to the website and initiate the

sign up form process with the new desired email.

Please remember that this is a test system…be patient and help the

secretary understand any challenges you may have had.

Anyone can send SCCGI details of those challenges to “News@sccgi.org”.

allow 48 hours for a response during regular winter season. During the

summer a response may take 14-30 days.

Addition Comments added: Lynne recommended Secretary/website

developer check out features on Techsoup.com

Secretary will also secure a NEW Free Conference Call number and learn

and implement the record meeting function.

END OF SCCGI – Secretary Report – Jan 23, 2016

MOTION TO APPROVE: Marty, 2nd Dreamcatcher – PASSED

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