Cultural Preservation Society

Board Meeting Minutes

October 7, 2015

Roll Call at 10:15 a.m.  Ron Lane, Don Sullivan, Susan Schaal, Mike Sattelmier, Greg Gutsche attending.  Jase Anderson absent, Antonio Rodriguez absent.  Dave in attendance.

Linda McCall appointed recording secretary

Approval of minutes from Sept. 23, 2015 – Mike moved to approve, Susan seconded.  No discussion.  All in favor.

Treasurer’s Report: 

Ron asked Dave if anything was addressed with Blue Pineapple for the internet– David talked informally to an attorney to see if CPS is liable.  Since we’re the end user, we are probably not on the line for damages.  Hasn’t heard from Waterway wireless.  Mike from Blue Pineapple took the main antennae down.  We don’t know what is happening with Blue Pineapple and Waterway, still in a state of flux.  Blue Pineapple is still up, but we still have our AT&T DSL account for $15 a month to keep our internet in place until things settle down.  AT&T line still working, gives us issues now and again with our computer but we have it in place.  Discussion of the placement of the master box for electricity at the kiosk to keep computer running.  We will have keys, Susan has called Terry Justice (engineer) at the City for keys to box with no return calls about status.  Susan asked Don to call the City to ensure they are running electricity to the kiosk.  We have electric boxes on each end of the arches, which will keep the draw off of the kiosk for our windy day set up.   Review of P/L statement.  Showing a loss but a large part of it is due the paid out insurance expense of almost $3k.  We have to charge and collect sales tax on the set up cost, participants pay $15 but CPS doesn’t get the full $15.  7.5% goes to the State.  We also pay sales tax to the City for our rent.  Dave is deducting the “legal deduction” of the sales tax we pay to the City, from the monthly deduction to the sales tax for the set ups.

Susan moved to accept, Mike seconded.  Quick discussion, Dave brought up the charitable organization form that we have to submit with the state, it’s mainly for non-conflict of interest to soliciting donations.  The board will need to sign it today.  Board will sign at meeting and give to Dave to file.

All in favor, none opposed.

Pier Manager’s Report:  none.  Board discussed how to have a report now that we have a new company.  Decision is that the Pier Manager will continue to write in the book each night, we will get the book and review at the Board Meetings.  On billing topic, the Board asked Dave to be the main contact for security company and contact them regarding billings which have not been received yet.

Performer’s Committee Report:  No report but we have suggested changes from them to go to the committee for SOP changes.

PC Report:  Presented by LeeAnne.  Discussion on the fact that Feruz came to rejury again for Henna– the Board reiterated that he is only to rejury again after the first of the year under the rules with no fee per the previous board meeting decision and discussion.  Motion made by Greg, Ron seconded.  All in favor.  No opposition. 

Susan moved to approve the remaining PC report with the exception of Feruz, Mike seconded.  All in favor.

New Business:  On 12/2/15, the Navy Band will perform near the Memorial.  (this is a Wednesday night)  Board discussed and Don will contact the City to get event rolling.  No motion needed.

Don wants to appoint a committee to bring in community activism for marine related issues.  Committee would be Joe Bemnet (popcorn), Greg G. and Terry Riley.   Outreach to the Turtle Hosp., Mote Marine/Eco Discovery center and Sea Shephard for example.  Susan moved to approve formation of a committee to promote community activism for marine related issue.  Ron seconded.  All in favor.

LeeAnne asked to reserve hall for Thanksgiving - $100 approved by Board to reserve the hall.  Susanne Buxton appointed for Thanksgiving Committee.  Susan moved to approve, Greg seconded.  Traditional date is the Monday before Thanksgiving.

Susan spoke with Marilyn at City, City feels we have obligation to notify Paradise Protection about the situation with Lyndsay.  Don said we need to compose a letter, have it typed and signed and written.  Ron Lane will take the lead on this and handle.  Susan made motion to have Ron write letter and explain what happened.  Discussion on the information to be included followed.  Letter to be cc’d to Marilyn and Maria at the City.

Ron said we had not had any word from B.P. on our claim with them.

Ron brought up the cashless decision and general feeling.  Dave is against it from a bookkeeping stand point.  Example is we have a cash deposit of “X” and can go to the bank online and match the amounts up very easily.  If we have a credit card processor, it’s not very easy to match up because we have the deduction of the credit card fees and we don’t get the deposits the next day.  Discussion followed.  We have a check and balance system now of participant sign in and the key cards.  Susan doesn’t feel we have a problem at this time for checks and balances now.  Dave said he doesn’t see a problem now using the checks and balance system.  Dave has been checking the sign in sheets vs. the printout.  There have been a few discrepancies here and there on the system, but that’s going to happen.  Discussion on random headcounts process.  Dave will make a checklist for use.

We need a nominating committee for 2016 Board Members today of 4 members, current Chair cannot be a member.  The committee members will be Greg, Susan, Susanne and Mike S.  Nominees will come before the board and the Board will vet them.  Motioned by Susan, Greg seconded.

The date of the General Membership Meeting will be the 2^nd Monday of December which is December 14, 2015.  Location to be determined.

Susan moved to approve, Ron seconded.

Meeting adjourned at 11:16 a.m.