Conference Room of the Arkadelphia Senior Activity Center
On August 2nd 2023 10 AM
Attendance
In attendance were President David Lynn Skinner, Vice-President Eunice Stroud, Secretary Brenda Bunn, Treasurer Brena Karber, Past President Bill Goff, Site Director Sharon Bell, Directors at large Anne Mahan, Maggie Winton and Lucius Grisgly.
President David Lynn Skinner asked Vice-President Eunice Stroud to preside over the meeting.
Call to Order
Vice-President Eunice Stroud called the meeting to order. Invocation by David Lynn Skinner.
Reading of Minutes and Treasurer’s Report
The minutes of the June 7th 2023 board meeting and the June 2023 Treasurer's Report were read by Brenda Bunn. On a motion made by David Skinner, seconded by Eunice Stroud, and unanimously approved, the minutes and treasurer’s report were accepted as read.
Brenda Karber read the treasurer’s report for July 2023. On a motion made by David Skinner, seconded by Eunice Stroud, and unanimously approved, the treasurer’s report was accepted as read.
A thank you card from Margaret Frazier was read to the board. She is one of the many volunteers for the Meals for Seniors Program administered by the CADC that have been encouraged by gifts of appreciation from ACOA.
Point of Procedure
Bill Goff raised two points of procedure.
David Skinner responded.
First. The president is responsible for presiding over the meetings but he is allowed to delegate that responsibility to the vice president at his discretion per the By-Laws.
Second. Robert’s Rules of Order specifically provides that the presiding officer may make motions and engage in discussions with the number of board members less than 12.
Bill Goff responded:
While it was convenient to follow abbreviated procedures when the board was short-staffed, now that we have a full board, we should be using the proper parliamentary procedure as prescribed in Robert’s Rules of Order as specified in the duly exact By-laws.
David Skinner responded:
Old Business
With unanimous consent, Eunice Stroud proceeded to the old business.
David Skinner reported
The https://ArkadelphiaSeniors.BlogSpot.com website is online and ready to have a donations button added. Google reports over 1000 visitors per month, with over 600 checking the map for our location. Board members can post photos and reports directly from their phones.
The https://Meet.Jit.si/ArkadelphiaSeniors website is also working from time to time when activated.
The new computer has been purchased and installed and is ready to be used. It is currently being used as a webcam to allow members who are shut in to join from home. Any member of the board who would like to have an account on the machine to enable them to post on our website may obtain assistance from David Skinner.
While reviewing the by-laws, I noticed some things that need to be adjusted. I shall address these items one at a time each month.
First is compliance with Federal IRS 503(c) regulations.
ACOA was organized as an affiliate of CADC by the Area Agency on Aging in 1976 and is currently registered as such with the Arkansas Secretary of State.
After the IRS issued 503(c), both the CADC and the AAOA complied by making appropriate changes to their by-laws as required by the Federal statute.
The ACOA by-laws were never revised so we are currently not compliant.
I can present a copy of the proposed amendment at the next council member meeting and schedule a vote on the amendment for the next regular meeting.
Discussion
There was some discussion by board members who were unaware of the facts, so there will be further discussion next month after everyone has had a chance to review the information being presented.
On a motion made by Eunice Stroud and seconded by Bill Goff, it was unanimously approved to continue providing birthday gift card door prizes as scheduled until the end of the year.
Sharon Bell explained to the board the flow of funds. Funds raised by the ACOA are to be used by the board at this for the four specific purposes defined in the By-Laws and Articles of Incorporation, namely to
support the programs of the CADC, like the Meals for Seniors
support and promote the senior centres in Clark County,
promote the well-being of seniors through health, education, activities, trips, etc.
Promote senior interests in the community.
Due to the advent of COVID, all fundraising activities ceased. The City of Arkadelphia provides us with relief by sending funds to the CADC. The CADC then provided funds to ACOA so that we could continue some modest support of our ball teams and volunteers and meet any special needs our members may have in common.
The CADC does not tell us how to spend the funds, they expect us to use our own good judgement.
New Business
Request Nominations of Tellers from the Council Members. Placed on agenda for next council member meeting.
Request Nominations of candidates for interim director from the Council Members. Placed on agenda for next council member meeting.
Discussion to accept donations on our website using Paypal connected to our website. Deferred until David Skinner and Brenda Karber can obtain the correct forms.
Discussion of budget proposals deferred until next month to obtain a specific list.
Adjourned
On a motion made by Brenda Karber and seconded by Brenda Bunn, the meeting was adjourned until 11 AM Wednesday, September 6th 2023.
