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Iðavelli Hof board meeting minutes: 2 April 2006
Members present: Phil, Jag, Dan, Tammie, Danny, Eric, Ana Last meeting's minutes unanimously approved I. Tax Year Rather than the calendar year, it makes more sense for the tax year to be from July 1 - June 30, given that the Þing will be at the end of June. II. Þing 2006 The Þing will be held at Ana's new parcel, which closes on April 11th. There will be workdays to clear it and prepare it for the Þing on the 15th and 30th of April, and probably a few days in May as well. Þing costs: $75 flat cost for toilet About $10 per person for food Other miscellaneous costs, but people are willing to donate if necessary Ana and Eric are donating the use of the land in exchange for the work of preparing it. We should brew a 5 gallon batch of mead for the following year, and Danny will donate the honey. Prices to attend: Members: Adults - $20 Children - $5 Students and Seniors - $15 Non-members: Adults - $25 Children - $8 Students and Seniors - $20 III. Banks Tammie researched BBT, Bank of America, SunTrust, and Wachovia. BBT and Bank of America both have large minimum balances or monthly fees. Wachovia offers free banking with no fees but has no Hillsborough location. SunTrust offers banking with minimal fees for excessive transactions but no other costs and has two Hillsborough branches as well as throughout the Triangle. It was decided to use SunTrust. The Jarl and the Treasurer will be listed on the account, but only the Treasurer until the first Þing. Anyone can make a deposit without being named on the paperwork. We need a tax ID / EIN to open the account. IV. Non-profit status The Articles of Incorporation were filed and accepted by the state this week. Phil will apply for the EIN tomorrow so that we can get a checking account in the next week or two. We expect to have federal nonprofit status before the end of 2006, but not before the Þing. V. Voting The Ristakona shall be responsible for elections, but with the board's approval may appoint someone to help out. Nominations must be received by 15 May. A person may nominate themselves. A person must be nominated by at least two individuals to be considered a nominee. The Ristakona (or aide) needs to contact nominees to ensure that they are willing and able to serve. If there are not enough nominees, the board may nominate after the deadline. On 1 June the Ristakona will send out by snail mail the list of nominees along with the schedule for the Þing. The list will include notice that if people want to vote absentee they need to request a ballot, and that absentee votes can't be guaranteed to be secret. Absentee ballots must be received by the Ristakona before the Þing so that all ballots can be counted at the Þing. VI. Website Ana will maintain all but the calendar. Jag will maintain the calendar until a web-based updating interface is in place.Once the web interface is implemented Eric will maintain the calendar. Phil will look into web-based management systems. Dan will be responsible for writing most of the content, but won't have time until after his family moves next month. Meeting minutes will be posted on the website. We should have a news update section on the main page. VII. Membership update John wants to join but his membership form hasn't yet been received. There was some miscommunication with Matt but now he is planning to join. Rich is considering, but hasn't decided yet. Everyone else declined for various personal reasons. The invite may not have clearly communicated our goals for the Hof, and Dan will send out a clarification. VIII. Public Announcement Needs better wording than the founding member invitation! Will list Þing information and blot information. Blots will require an RSVP since they are still at private sites. Will describe the various member types and reasons for them. We will have a public board meeting on May 13th: 1. Danny will make arrangements to rent a room at UUCH. 2. We will have the blot first, then a Q&A and discussion of the bylaws draft. 3. It will start at 5:00pm. 4. Phil is donating the funds to rent the room from UUCH. IX. Agenda for the open meeting Bylaws draft Clergy input Nonprofit status Þing status X. Next meeting Wednesday 12 April at 6:30 at (private) Bylaws draft Open invite status Open meeting plans Bank account update |