Arthrogryposis Muliplex Congenita Support, Inc

Board of Director's meeting minutes 2010

 June 27th, 2007 APPROVED

This meeting was called to order T. Lucas at 7:32 CST  Roll Call: Those present:  Ani Samargian, Founder, Theresa Lucas, President, Michele Schaffer, Vice President, Donna Carleton, Secretary, Jennifer Keeton, Treasurer, Doris Heckert, Parlimentarian , MaryBeth Eberhard, Member-at-large, Program Director, Harold van Bosse, Medical Advisor, Tracey Schalk, Member-at-large, Zak Purdon, Member-at-large Those absent-none I         Minutes from previous meeting a.       Corrections:  Harold’s title b.      T Schalk motioned to approve minutes, 2nd by M Eberhard c.       Motion Carried unanimously  Treasurer’s Report a.       Balance of Funds $27,542.06 b.      M. Schaffer made the motion to approve, 2nd D.Carleton c.       Motion Carried unanimously III.  Convention Update  a.      Keynote is set.  Jennifer Kumiyama Ms Wheelchair 2010 b.      Room blocks are good. c.       Working to finalize details with Luca.  Will not be going inside Disney. d.      Expecting 577 people.  Need BOD to register. e.      T Lucas and M Eberhard will be there on Monday. ** Executive Session entered at 7:48 and exited at 7:56.**IV.  Fundraising a.      Families are doing a wonderful job fundraising. b.      Store still selling items. c.      MK is not done with the paining; it will be done.  Dolphins will be in it. d.      Vista print items to sell at convention with logo.  V.  Old Business a.  Membership 170 Memberships  (single and family) 344 Members T Lucas to send membership list to D Carleton  b.  Insurance – Liability only insurance quote came in at $610.62 for 500 people.  D    Heckert motioned to purchase insurance.  D Carleton 2nd. C.      Missing Background checks – Need by July 1 d.      Membership newsletter D Heckert hasn’t called but will on Tuesday T Lucas added the newsletter to the webpage. e.      NICU packets ·         D Carleton reorganized the regions into 9. ·         T Schalk will re-evaluate for region contacts. ·         Information to be sent from National with a list of a regional contact. ·         Information to be sent to head of NICU and social worker.·         H van Bosse suggested to bring 9 regional contacts into the National BOD meeting every 3-4 months. ·         Z Purdon made a motion to move forward with the NICU Packets/regional contacts.  M Eberhard 2nd.  f.        AMC Day – ·         Wednesday June 30th ·         Rather than re-do all merchandise, our color will remain blue. ·         Each person to try to contact local media for awareness as well as market on social media outlets. Doris made a flyer to share. ·         Mass email to go out to members. g.      2011 Budget – tabled. h.      Yahoogroups.·         Reminders to go out on Wed and Friday before our meeting. i.        AMC chats  ·         Upgraded for $125 ·         Tracey & Beverly moderated.·         Success.·         Discussed need for tween chat (ages 8-16).  T Schalk agreed to moderate.  D Carleton made motion to begin tween chat.  J Keeton 2nd. VI.  New Business a.      Welcome Z Purdon, our new member-at-large.  Thank you for serving!  b.      Committees ·         Finance Committee – J Keeton to be Director with John as assistant. John brings great finance background and can help with investing and long term planning as well as future budgets. ·         T Schalk serves as director of the chat committee. ·         More committees to come as we grow. ** Executive Session entered at 8:57 and exited at 8:58. ** VII.  Adjorned at 9:17 CST by T Lucas.

May 16th, 2010 APPROVED

This meeting was called to order T. Lucas at 8:31 pm EST   Roll Call: Those present:   Theresa Lucas, President  Jennifer Keeton, Treasurer  Michele Schaffer, Vice President Ani Samargian, Founder  Doris Heckert, Parlimentarian  MaryBeth Eberhard, Member-at-large, Program Director  Donna Carleton, Member-at-large Tracey Schalk, Member-at-large  Those absent X Wendy Sifuentes, Secretary  X  Harold van Bosse, Medical advisor I         Minutes from previous meeting – Presented by M. Schaffer a.       Corrections:  None  b.      D. Heckert motioned to approve minutes, 2nd by D. Carleton  c.       Motion Carried unanimously II.  Treasurer’s Report –presented by J. Keeton  a.       Balance of Funds $25,061.73    b.      M. Schaffer made the motion to approve, 2nd D.Carleton  c.       Motion Carried unanimously III.  Convention Update – presented by M Eberhard  a.      Luca will walk prior to parks opening.  There may be a minimal fee for this. b.      Disney contact is still on vacation, but will be meeting with her on the 19th. c.       Compiling a list of technical equipment from each of the speakers and will determine if we can use Disney equipment. d.      Final agenda nearly complete. e.      Still waiting to determine if Rick (Positive Exposure) will need a room. f.        Concerned about childcare and working on those concerns.  Hotel does provide babysitting services for a fee.  g.      Gift bags to be sent to Maureen. h.       T Lucas asked if we could purchase Disney Stickers for kids gifts and if Disney quote may be used. Yes. i.        Mickey can be photographed, but not with alcohol or any logos.   j.        Still waiting on prices for t-shirts.  k.       Not sure of the parking fee at the Grand Floridian for those guest who are not staying on property. l.        Did not receive grant from Cracker barrel, but M. Eberhard wrote a new grant for Tiger Woods.  Still waiting. m.    Wrist bands will be purchased this week by T. Lucas. n.      We will collect orthotics at convention and ship to China to a group who can modify braces for kids without** Executive Session entered at 8:51 and exited at 8:53.**** Executive Session entered at 9:00 and exited at 9:04.** IV.  Fundraising – Presented by T. Lucas a.      According to Maggie, almost out of magnets. Will send her 50 and take the rest to convention.  She will take them home from there. b.      Zazzle – one more order.  c.       Ads – Reach for the Stars Ad ·         Has a printer to print the programs for free. ·         Need info by July 1 so our ad deadline will be June 25th. ·         Mailed out to 900 forum users.d.      Working on getting a 4X4 donated to raffle.V.  Old Business a.  Membership 168 Memberships  (single and family) 340 Members b.  Insurance – Underwriters could not break up the policy.   Working on getting liability only for convention C.      Missing Background checks – Need by July 1st, M Eberhard, D Carleton, M Schaffer, Convention Volunteers d.      Membership newsletter Went out week of April 5 from Atlanta bulk mail center.  Lost in mail.  Doris to send excess cards to Savanna to mail out. e.      NICU packets  T Schalk broke the country into regions with a main contact in each region.Sending regions to D Carleton for additional work on the west** Executive Session entered at 9:19 and exited at 9:36. ** VI.  New Business a.      Resignation of W Sifeuntes, M Eberhard motioned, with love, to accept the resignation. J Keeton 2nd . Motion carried unanimously b.      T. Lucas appointed D Carleton as the new secretary D Heckert motioned to accept the appointment. T Schalk 2nd. Motion carried unanimously ** Executive Session entered at 9:45 and exited at 9:59. ** c.       Bylaw Revision  Need to revise at the end of year with hopes of working on them by convention.  If not feasible, begin working on the revision by September. d.      2011 Budget  working towards preparing a budget based on present year.  e.      AMC Day/ Color June 30th is AMC day.  Possible vote to change colors.  Stickers “ASK me why I’m wearing (color) for Kadi?” f.        Yahoogroup  D Carleton will set up a yahoogroup by our next meeting to use for board correspondence to keep our inboxes clear.g.      AMC chats Families are asking for our chat to come back.   Looking for additional moderators as well as back up moderators for Pacific and Eastern time zones.  T Schalk and Bev are currently volunteering to be moderators. $80 per year to log the chat.  D Carleton motioned to pay this fee for chat.  M Schaffer 2nd  Forum names can be changed.h.      Additional..Goodwin Hale donated books if we pay for shipping.  Can we charge to defray costs?  T. Lucas to ask him. Possible Dad session if time allows -  John Heckert to moderate it. Booths at convention – 10% or more to be donated back to AMC and they must man their own table.  Must be AMC related. All BOD will have a job at convention! J  VII.  Adjorned at 10:35EST by T Lucas.

J. Keeton - Treasurer’s Report Summary Reflects Financial Data from:  04/16/10 - 05/10/10

 I.            Current Available Balance: $25,061.73  a)    PNC Bank: $24,916.09 b)      PayPal: $145.64 II.            PNC Bank Transactions: a)    Credit: $126.45 (excluding PayPal Transfers) 1.      Management & General: $0.00 2.      Program Services: $0.00 1.      Fundraising: $126.45 ($56.50 pending) ·        ’10 FL. Convention Missionfish/Ebay Auction Sales - $126.45 b)    Debit(s): $217.83*2.      Management & General: $217.83 ·        Formspring/Formstack.com – $190.00 ·        FedEx Kinko’s – Office Supplies – $3.10 ·        Walmart Supercenter – Office Supplies - $24.73 3.      Program Services: $0.00 4.      Fundraising: $0.00 III.            PayPal Transactions: a) Credit: $187.80 (Net)  1.      Management & General: $9.50 ·        General Donation – $9.48 ·        PayPal Money Market - $0.02 2.      Program Services: $14.30  ·     Membership Dues: 1 – Family Membership 3.      Fundraising: $164.00 ·        13– Wristband: $75.87 ·        5 – Car Magnets: $29.15 ·        1 – Sterling Silver Pin: $34.83·        1 – Other/AMCSI Convention 2010: $24.15 §         1 - Program “Reach for the Stars Note”  b) Debit (Expenditures /Transaction Fees): $5.75 1.   Management and General Expenses: $0.52·     1 - $10.00 General Donation PayPal Transaction Fee - $0.52 2.   Program Services: $0.70 ·     1 – Family Membership PayPal Transaction Fees - $0.70 3.   Fundraising Expenses: $4.53 ·     13 - Wristband Orders PayPal Transaction Fee - $2.13·     1 – Sterling Silver Pin Order PayPal Transaction Fees - $0.70 ·     5 – AMC Awareness Car Ribbon Magnet Orders PayPal Transaction Fee - $0.85 ·     1 - Program “Reach for the Stars Note” Order PayPal Transaction Fee - $0.85  IV.            GRAND TOTALS: a)    Credit: $257.75 b)    Debit: $223.58  2010 Florida Convention Financial Update I.            Income: $6,499.38 ·        From 2009: $1,677.07 ·        From 2010: $4,822.31  §         $126.45 – Missionfish/Ebay Auctions II.            Expenditures: $2,500.00 – Disney Reservations/Tickets ·     $586.32 - Denoted for Ani’s ‘Hopes & Dreams’ Session ($450.00 via PNC and $136.32 via PayPal) ·     $1,500.00 - Denoted for Painting with Theresa v      All USPS (United States Post Office) debits are for AMCSI General/Fundraising mailing &/or postage and shipping supplies, unless otherwise noted.
 v      PayPal Transfers are ‘not’ configured into PNC financial information as they are accounted for under III. PayPal a.) Credits and b.) Debit Transactions.

APRIL 25th 2010 (Open) Approved

This meeting was called to order T. Lucas at 8:30 pm EST Roll Call: Those present:   Theresa Lucas, President Jennifer Keeton, Treasurer Michele Schaffer, Vice President Ani Samargian, Founder Doris Heckert, Parlimentarian  MaryBeth Eberhard, Member-at-large, Program Director Donna Carleton, Member-at-large  Tracey Schalk, Member-at-large Harold van Bosse, Member at Large*  *Due to technical difficulties, Harold was not present at roll call.  However, he joined the call within 5 minutes  Those absent  X Wendy Sifuentes, Secretary Members of AMCSI in attendance at the open meeting: Maggie Howell, Cheryl Schalk, Nancy Dassonville, Debbie Carr, Maggie Howell, Olga I         Minutes from previous meeting – a.       Minutes of March 21, 2010, meeting presented by M. Schaffer. b.  Corrections:  None c. M. Eberhard motioned to approve minutes, 2nd by J. Keeton d. Motion Carried unanimously II.  Treasurer’s Report a.  Balance of Funds 25,022.34 1 b.   M. Eberhard made the motion to approve, 2nd  D.Carleton  c.   Motion Carried unanimously  d.  All documents need for IRS filing are with the accountant III.  Convention –A.     Convention 2010 update-  1.  Grand Floridian Hotel Contact has been on Vacation, MB to contact with list of ever-growing questions  2.Additional 25 rooms added to block, Does NOT increase our rooms for attrition. 3.Convention schedule will be very loose, family friendly and provide time for interaction  4 Convention Committee continues to work and raise funds.5.  Ken Kwarciany and family have offered their spare room to a family who might  need a place to stay During Convention.  Families may contact T. Lucas for contact information.  (THANK YOU to the Kwarciany family!) 6.  Luca “Lazylegz” Patuelli has confirmed he will attend. a. Luca walked .5 of a Kilometer last year without his crutches, this year, he wants to walk a full Kilometer WITH the AMC kiddos at  Convention.7.  Group Photo at Convention needs to be planned carefully, so it is EASILY accessible for all attendees. M. Eberhard to discuss possible locations with Disney. 8.  Positive Exposure (Rick) will possibly be in attendance on the 6th. He will be overseas, and may not be able to make convention this year 9. Reach for the Stars Ads in Program may be paid by check, money order or Paypal a. Member $2 b. Non member $30 10. Donor recognition in Program:  Just names under levels of giving a. Possible Levels:        Bronze   $25-$100 Silver       $101-$500  Gold       $501-$1000 Platinum $1001 and above  IV. Fundraising – A.  Vista Print items – for sale at convention B.  Zazzle Store sold one item C.  AMCSI wristbands and magnets continue to sell D.  “Reach for the Stars” Ads (see Section III #9) V.   Old Business – A. Membership 1. 4/23/2010 152 memberships with a total of 306 members 2. S. Keeton to maintain Membership Database 3.  Membership newsletter a. Missing in USPS system. b. D. Heckert continues to request updated information from the  USPS. i.   sent 3/20 ii.  inquiries 4/13, 4/21, 4/24, USPS trying to trace iii. meeting with USPS 4/26   4.      BOD will email copies to all members and offer opportunity to pick up membership cards at convention.  If not attending convention, will mail via USPS. 5.      H. vanBosse motion to email newsletter, 2nd J. Keeton. Motion carried unanimously.B.   Background Checks 1.      All volunteers MUST have background check prior to convention 2.      Volunteers must self pay for checks a.       $15 at www.certifiedbackground.com b.      Only President, T.Lucas, and Parliamentarian, D. Heckert to see results. C. Insurance 1.      T. Lucas Motioned to purchase Owners and Officers Insurance purchased for BOD at a cost of  $1,336.15 M. Schaffer 2nd. 2.      BOD voted electronically:  7 yes, 2 not available for vote (out of country) 3.      General Liability Insurance:  Under advisement of Legal Council  D.  Information Packets/NICU Packets: 1.      Waiting on Revision of Letter to Medical professionals 2.      Country broken into 5 or 6 regions (Groups of contiguous states) with one Contact person per region.3.    Still in progress VI. New Business A.  Support Forums 1.  Need to bulk up content a. “Let’s get Reacquainted” thread b. BOD needs to make sure we maintain our active status on forums c.       Email Moderators and inquire if they wish to continue.  If they wish to continue, need to keep up with “housekeeping” d.      SPRING CLEAN Threads e.       Link AMCSI Facebook pages to forums f.        Refresh the “how to” section on the forums g.       Ask members if there are new threads they would like to see Ex:  Fixators, ADLs  2.  Encourage Facebook contacts to find forums, don’t let Facebook take over. 4.  Ani will reply to admin emails sent to admin@amcsupport.org B.  AMCSI “official” document 1.  As we don’t have a brick and mortar headquarters, Official documents will be available for viewing annually at convention a.  Information deemed to invade the privacy of people NOT on the board of directors has been removed. b. Private information of our members/member list will NOT be made available 2.  Members can have copies made (at their expense) at convention.  $1.00 for first page, subsequent pages at the rate charged per copy at the convention hotel or $0.15 a page whichever is greater.3. Requests for documents at other times (Not convention) will be filled as follows: a. Request must be made in writing b.  AMCSI will provide an invoice to person making the request. c. Invoice must be paid IN FULL by check, money order or Paypal prior to documents being mailed c. AMCSI will provide copies at the following rates $1.00 for the first page, $0.15 per page thereafte d. Documents will be mailed:  Certified Priority Mail, Electronic Return Receipt and Restricted Delivery to avoid questions regarding document delivery. VII.  Questions from our Members: 1.  Is there a point that AMCSI expects to be able to fund the attendance of the members of their BOD for conventions? I realize that this is a huge expense for our volunteers on the BOD and they shoulder this expense themselves. I was wondering how the financial status is of the organization is in regards to making this a reality in the near future. J.Keeton Answered: a. Financially, we do not feel we can do this, maybe down the road. b. Right now, the BOD pays the same fees and room rates as our members c. Our Bylaws state the BOD will receive NO pay or compensation.  Free rooms would fall under this category. d. Please remember we have only had our non-profit status since the fall of 07' , and we operate based solely on the generous donations from our members.   e. The BOD feels funds can be better used to support our mission Statement. f. With the economy experiencing such a financial down turn money is tight for everybody g. Finding a centrally located (based upon our membership base) site for holding convention each year and NOT charging admission fees to anyone in attendance takes a the majority  of our funds.  (For Reference, Most similar non profits charge between $100 and $500 per INDIVIDUAL in attendance, our convention is FREE)2.Is it possible to kick out a member who attempts to discredit, disassemble and disparage the organization?  This is how I recommend the board  address it should it come to that…. I’m not interested in this being  a popularity contest so maybe write into the bylaws that only  members of the organization can make this request to the board  (this would make sure that the board isn’t able to kick out people who disagree with them; bring balance). Then allow the actual members, again the board of directors wouldn’t make the ultimate decision on this, so allow the actual members to vote on this issue. H.vanBosse Answered a.  To become a member of AMCSI, one must pay their dues and support the goals and mission of the organization.  Our bylaws need to be amended to address these issues.  The BOD will be researching how other similar organizations handle these situations.1. If dues are in arrears, AMCSI could provide members with a verbal warning and subsequently a written warning informing them if their dues are not paid, they will be removed from the membership roster of the group. 2. If a member behaves in a manner that is not supportive of the goals of the group, set policy should be in place to insure fair and impartial treatment for all.  This procedure might include both verbal and written warnings from the president and or parliamentarian, the appointment of an impartial panel of members chaired by the Parliamentarian to impartially hear both sides of the story, the panel would then report their opinions to the BOD, and the BOD would make a ruling.  A system of Checks and balances would need to be in place to hear any appeals from both sides.                                  3.  Will convention continue to remain without an attendance fee?  M.Eberhard answered:  a. At this time and for the foreseeable future Convention will remain free.  b.  As the organization continues to grow, and Convention attendance continues to grow, we may need to revisit this topic. The GOAL remains to keep each family’s cost to their Room and Board and any other “extras” they choose to include.  VIII.  Floor Opened to Members in Attendance- M. Howell thanked the BOD for their hard work.  She stated was happy to hear the discussion regarding the forums and “housekeeping”.  She has spent many hours moderating the threads and cleaning out material that was not in the proper location.  She encourages moderators to do their job, and to remind people that their photo bucket account will become inactive if not used every 90 days.  Inactive accounts create broken links on the boards.  N. Dassonville, also expressed her thanks for the hours of work the BOD invests in AMCSI.  She inquired as to when the agenda for the Convention will be available for families to make plans for their free time.  M. Eberhard replied that the tentative agenda will be posted on the Florida page soon.  She also shared that there would be NO dinner this year, but that breakfast would be provided on two mornings in the form of a “brown bag” meal to allow families casual time to interact.  The talent show will also return to showcase our AMCers.  The daily schedule will tentatively be available for approval by the next BOD meeting.  Families can plan on sessions ending between 4:00 and 4:30 daily, with plenty of time throughout the day to socialize.T. Lucas asked if any of the other members in attendance had additional questions or comments.  None were offered. T. Lucas noted the Next regularly scheduled BOD meeting will be May 23, 2010.  The next Open BOD meeting will be held at Convention, date to be determined T. Lucas adjourned the meeting at 9:35 PM  Respectfully submitted:  M. Schaffer I.            Current Available Balance: $25,022.34 a)    PNC Bank: $24,763.81 b)      PayPal: $258.53 II.            PNC Bank Transactions: a)    Credit: $35.00 (excluding PayPal Transfers) 1.      Management & General: $0.00 2.      Program Services: $25.00 ·        Membership Dues: $25.00§         1 – Family: $15.00§         1 – Individual: $10.00 3.      Fundraising: $10.00 ·        Goede Family Convention 2010 Fundraiser: $10.00 b)    Debit(s): $420.17 1.      Management & General: $91.85·        Walmart Supercenter – Printer Ink – $91.85 2.      Program Services (PS): $29.78 ·        123print.com – Membership Card Order - $9.85·        USPS Mailing/Shipping PS Materials - $19.93 3.      Fundraising: $298.54 ·        Vista Print.com – Fundraising Merchandise (S&H) - $298.54III.            PayPal Transactions: a) Credit: $886.87 (Net) 1.      Management & General: PayPal Money Market - $0.01 2.      Program Services: $653.30   ·        Membership Dues: $653.30§         1 – Individual: $9.67§         1 – Personal Patron: $48.60  §         4 - Family: $57.73 §         1 - Family Patron: $48.60 §         1 – Lifetime: $488.70 3.      Fundraising: $211.04 ·        1– Wristband: $5.62 ·        1 – Car Magnets: $5.68 ·        4 – Other/AMCSI Convention 2010: $199.74 §         Convention Ad Placement/Form Trial: $24.15 (J. Keeton to be reimbursed) §         AMCSI Merchandise Store: 3 – Bertke Therapy Benches: $175.59b) Debit (Expenditures /Transaction Fees): $184.90 1.   Management and General Expenses: $100.00 ·     ICD Soft Limited – Website Renewal Fee - $100.00·     PayPal Transaction Fee - $0.00 2.   Program Services: PayPal Transaction Fees - $16.70 3.   Fundraising Expenses: $68.20  ·     VistaPrint.com - $62.39·     PayPal Transaction Fees - $5.81IV.            GRAND TOTALS: a)    Credit: $921.87 b)    Debit: $605.07 2010 Florida Convention Financial Update
 I.            Income: $6,372.93 ·        From 2009: $1,677.07 ·        From 2010: $4,695.86  II.            Expenditures: $2,500.00 – Disney Reservations/Tickets·     $586.32 - Denoted for Ani’s ‘Hopes & Dreams’ Session  ($450.00 via PNC and $136.32 via PayPal) ·     $1,500.00 - Denoted for Painting with Theresa v      All USPS (United States Post Office) debits are for AMCSI General/Fundraising mailing &/or postage and shipping supplies, unless otherwise noted. v      PayPal Transfers are ‘not’ configured into PNC financial information as they are accounted for under III. PayPal a.) Credits and b.) Debit Transactions.

 March 21st 2010 (approved)

This meeting was called to order T. Lucas at 8:36 pm EST  Roll Call: Those present:  Theresa Lucas, President Jennifer Keeton, Treasurer Michele Schaffer, Vice President Ani Samargian, Founder Doris Heckert, Parlimentarian  MaryBeth Eberhard, Member-at-large, Program Director Donna Carleton, Member-at-large (Excused Tardy) Tracey Schalk, Member-at-largeThose absent X  Harold van Bosse, Member at Large X Wendy Sifuentes, Secretary I         Minutes from previous meeting – a.       Minutes of February 21 meeting presented by T. Lucas. b.      Corrections:  VI:  Old Business F AMCSI Day:  June b.  Deleted. Item not assigned. c.       J. Keeton motioned to approve minutes with correction, 2nd by D. Heckert d.      Motion Carried unanimously  II.  Treasurer’s Report  a. Balance of Funds $24,677.42  See itemized report  b  M. Schaffer made the motion to approve, T. Schalk 2nd the motion.   c.       The motion carried unanimously.
III.  Convention –A.     Convention 2010 update-  1.  Per Disney Request, Convention moved to Grand Floridian Hotel2.  NO CHANGE IN ROOM RATE3. Waiting for Convention site to go live, must wait for Disney Approval.4.  Convention Committee continues to work and raise funds..5.   Next Conv. Committee meeting second Wednesday of April. (April 14)7.   Make families aware of accessibility passes at WDW resorts 8.  Program Days Thurs/Friday, Disney Day Saturday 9.  Families can utilize cheaper rates for park tickets in late afternoon/evening if they so choose. B.  Park Tickets donated by one of our families.  How do we determine who gets these tickets PRIOR to convention.  Ideas:  Raffle, Door Prize, Auction  C.  Sheraton Gift Certificates need to be used PRIOR to July.  This package will be auctioned  D.  New session for convention programming.  1  Adoption of Children with AMC Informational session to discuss the opportunities for children with AMC to find their forever families. *** Adjourned to Executive Session at 8:58 PM EST ****** Return from Executive Session at 9:00 PM EST **  IV. Fundraising – a.       Vista Print items – for sale at convention b.  M. Eberhard and K.Bateman to host square dance fundraiser.  c.  AMCSI store continues to ship items (Thanks to M. Howell V.   Old Business – a. Membership:1. 3/17/2010 141 memberships with a total of 235 members 2. S. Keeton to maintain Membership Database 3.  Membership newsletter sent out to CURRENT members as of 3/23/2010 A  Magnetic calendars are still MIA in USPS mail. 1. Cincinnati Bulk Mail Center says may have been destroyed by  their processing machine. 2.  May be discovered in the Atlanta Processing facility b.  Mailing Items.1.  All items valued at $25 or more will be shipped with Insurance paid. Motion to Approve:  M. Schaffer, 2nd J. Keeton, Motion Carried .c.  Insurance 1.      Continuing  process to complete paperwork and request price quotes 2.      BOD to cast electronic vote once all quotes are available  d.  Information Packets/NICU Packets 1. Waiting on Revision of Letter to Medical professionals 2. Country broken into 5 or 6 regions (Groups of contiguous states) with one Contact person per region. 3. Update again at April Meeting. e. Marty Sheedy 1. Project Scissor Gait seeking non-profit status a. no response from M. Sheedy in regards to informational request from T. Lucas. VI. New Business a.  Peg Chaidez requested the formation of an Interactive Marketing Committee-  Continued Discussion needed – T. Lucas to respond 2.  Need to determine How “Big” AMCSI can grow while maintaining a “family” atmosphere. 3.  How/when to determine that full time paid staff are needed 4.  amcsupport.org is Ani’s domain, bylaws state all final website decisions are Ani’s as founder/owner of the domain. T. Lucas pulled the board requesting if there was any additional business for discussion.  No additional business was brought to the table.  Next meeting scheduled for April 21 at 8:30 Eastern.  Meeting adjourned at 9:37 PM J. Keeton - Treasurer’s Report Summary Reflects Financial Data from:  02/22/10 - 03/18/10 I.            Current Available Balance: $24,677.42  a)    PNC Bank: $24,648.98   b)      PayPal: $28.44 II.            PNC Bank Transactions:  a)    Credit: $1,611.50 1.      Management & General: $0.00 2.      Program Services: $1,565.00  ·        Membership Dues: $1,525.00o       1 – Family: $15.00 o       1 – Individual: $10.00 ·        General Donations - $40.00 ·        10’ FL Convention – CVS Pharmacy Caremark Grant (Painting with Theresa) - $1,500.003.      Fundraising: $46.50 ·        General AMCSI: $28.50 (Zazzle.com)  ·        AMCSI Store: o       3 - Car Magnets: $18.00  b)    Debit(s): $305.02 m1.      Management & General: $109.05 ·        USPS – Shipping of Membership Materials from President, T. Lucas to Parliamentarian, D. Heckertt - $13.66 ·        Office Depot – Equipment Battery Backup - $95.39  2.      Program Services: $140.36 ·        123print.com – Membership Card Order - $16.16 ·        Docucopies.com – Printing of AMCSI Membership Newsletter (200) - $96.37 ·        Office Depot – Envelopes for mailing AMCSI Membership Newsletters - $27.83 3.      Fundraising: $56.51 ·        Check #555 – The Bertke’s – Reimbursement for shipping one (1) therapy bench from OH to FL. - $13.16 ·        Vista Print.com – Fundraising Merchandise (S&H) - $42.45 III.            PayPal Transactions: a)    Credit: $467.16 (Net) 1.      Program Services: $232.17  ·  General Donation(s): $97.21 §      PayPal Money Market: $0.01 §      General Donations: $97.20 ·  2010 Convention Donation(s): $0.00 ·  Membership Dues: $134.96 §        6 - Family: $86.21  §        1 - Family Patron: $48.75  2.      Fundraising: $234.99  ·  10 – Wristbands: $69.83 ·    6 – Car Magnets: $58.08 ·    2 – Other: $107.08 b)    Debit: $92.45 1.      General Expenses: $8.80 ·        ICD Soft Limited – Website Server ‘Switchover’ Fee - $6.00 ·        PayPal Transaction Fee - $2.80 2.      Program Services: $77.78 ·        PayPal Transaction Fees: $5.04 ·        Vista Print: $72.74 3.      Fundraising Expenses: $5.87 (PayPal Transaction Fees) IV.            GRAND TOTALS: a)    Credit: $2,078.66 b)    Debit: $397.47 v     All USPS (United States Post Office) debits are for AMCSI General/Fundraising mailing &/or postage and shipping supplies, unless otherwise noted. v     PayPal Transfers: $1,137.62 - Are ‘not’ configured into PNC ‘Credit’ here. Accounted for under III. PayPal a.) Credits and b.) Debit Transactions.2010 Florida Convention Financial Update I.            Income: $6,187.3 ·  From 2009: $1,677.07 ·  From 2010: $4,510.27 II.            Expenditures: $2,500.00 – Disney Reservations/Tickets o       $586.32 - Denoted for Ani’s ‘Hopes & Dreams’ Session  ($450.00 via NCB and $136.32 via PayPal) o       $1,500.00 - Denoted for Painting with Theresa

Feb. 21st 2010(approved)

This meeting was called to order T. Lucas at 8:35 pm EST      Roll Call:  Those present:   Theresa Lucas, President, Jennifer Keeton, Treasurer, Michele Schaffer, Vice President, Ani Samargian, Founder, Doris Heckert, Parlimentarian  , MaryBeth Eberhard, Member-at-large, Harold vanBosse, Medical Advisor, Tracey Schalk, Member-at-large Those absent, X Donna Carleton, Member-at-large, X Wendy Sifuentes, Secretary I         Minutes from previous meeting – a.       Minutes of Jan 31st meeting presented by T. Lucas. b.   Corrections:  None   c.    M. Eberhard motioned to approve minutes with correction, 2nd by D. Heckert d.      Motion Carried unanimously II.  Treasurer’s Report a. Balance of Funds $23,031.80   b. Balance in funds marked for Convention:  $5, 510.57   c.   D. Heckert made the motion to approve, T. Schalk 2nd the motion.  d.      The motion carried unanimously.
III.  Convention –A.     Convention 2010 update-  1.  Live for Paid Members 2.  Disney is a machine, we MUST work within their parameters 3. ALL correspondence with Disney MUST go through M. Eberhard. 4  Convention rates are available to our families 3 days prior and 3 days after convention . 5  To utilize extended rates, must CALL DISNEY Directly, not use website 6  120 people/31 families registered 7  Convention activities, agenda, in process  8  Continuing fundraising 9  Future Convention locations discussed a.       Locations determined by:  1.      Volunteers willing to serve as co-chairs locally 2.      Proximity to the majority of PAID MEMBERS of AMCSI  3. Cost of hotel space to both families and AMCSI *** Adjourned to Executive Session at 8:42 EST ****** Return from Executive Session at 8:47 EST ** IV. Fundraising – a.       Links to merchandise on Membership applications continues to provide increased sales. b.      Update on Zazzle.com Store: Purchases are significantly down.  c.       Tamish family holding fishing tourney in FL d. T. Lucas and Co. working on Cook Out Plans e. Possible “footprint” sale similar to MDA shamrocks discussed 1. local stores to sell 2. Doris to research footprints V.   Old Business – a. Membership:1. 154 members 2. Magnets, ID cards and Newsletters to be sent this month 3. 200 copies of newsletter cost $74 Motion to print and send newsletters:  M. Schaffer, 2nd J. Keeton  Motion carried unanimously  b.  Insurance 1.      T. Lucas, J. Keeton & M. Schaffer continue processing documents needed to provide liability insurance for AMCSI a.  Once all documents are complete price quote will be presented to the BOD for selection. c.  Information Packets/NICU Packets: 1. Letter to Docs 2. Country broken into 5 or 6 regions with one Contact person 3. March of Dimes good contact point 4. Parent to Parent contacts 5. Hospitals in Regions VI. New Business a. Excused Absences 1. Medical 2. Personal with Prior notice b. Marty Sheedy 1. Project Scissor Gait seeking non-profit status a. wants to work with AMCSI b. provide grants to college age AMCers  c. Wants information on members 2. BOD needs more information before agreeing. a. File under our “Umbrella” or as completely separate entity? b. T. Lucas to respond to Marty c. Tax Season a.  Treasurer J. Keeton to secure services of Tax accountant to file completed paperwork with IRS for AMCSI. d. Fundraising a.  possibility of selling AMCSI T-Shirts that show relationship of person  to AMCer IE: Mom of …” , “e.  Donations a. specific items donated for convention.  1.  How do we best use them for maximum benefit of AMCSI   f.  AMCSI Day: June 30 (Day Support Forum went “live”) a. How do we arrange for a specific day to become our day? T. Lucas pulled the board requesting if there was any additional business for discussion.  No additional business was brought to the table. Next meeting scheduled for March 21 at 8:30 Eastern. Meeting adjourned at 9:24 PM        J. Keeton - Treasurer’s report Summary Reflects Financial Data from: 02/01/09-02/21/10  I. Current Available Balance: $23,031.80 a) PNC Bank: $22,942.43  b) PayPal: $89.37  II. PNC Bank Transactions:  a) Credit: $857.00  1. Management & General: $0.00 2. Program Services: $783.00    Membership Dues - $603.00  General Donations - $180.00 3. Fundraising: $74.00  10’ Convention: $74.00  b) Debit(s): $140.98 1. Management & General: $0.00 2. Program Services: $140.98  Vista Print.com - $140.98 3. Fundraising: $0.00  III. PayPal Transactions: a) Credit: $1,188.03 1. Program Services: $1,124.49 (Net)  General Donation(s): $189.39 PayPal Money Market: $0.02 ‘Family’ Donation: $14.37 J. Keeton – Testing Registration Form PayPal link: $175.00  2010 Convention Donation(s): $0.00  Membership Dues: $935.10 13 - Individual: $123.88 0 - Personal Patron: $0.00 1 - Lifetime: $488.70 19 - Family: $273.92 1 - Family Patron: $48.60 0 - Corporate Patron: $0.00 2. Fundraising: $63.54  5 – Wristbands: $28.85  5 – Car Magnets: $29.12  1 – Convention 2010 - Other: 09’ PA T-Shirt: $5.57 b) Debit: $243.74 1. General Expenses: $179.15  Refunding J. Keeton for Testing PayPal linking to 10’ Registration form: $175.00  PayPal Cancellation Fee: $4.15 2. Program Services: $62.13  PayPal Transaction Fees: $29.90  Vista Print – Convention Gifts: $32.23 3. Fundraising Expenses: $2.46 (PayPal Transaction Fees)  IV. GRAND TOTALS: a) Credit: $2,045.03 b) Debit: $384.72 All USPS (United States Post Office) debits are for AMCSI General/Fundraising mailing &/or postage and shipping supplies, unless otherwise noted. PayPal Transfers: $1,137.62 - Are ‘not’ configured into PNC ‘Credit’ here. Accounted for under III. PayPal a.) Credits and b.) Debit Transactions

January 31 2010 (approved)

This meeting was called to order T. Lucas at 8:40 pm EST Roll Call: Those present:  Theresa Lucas, President Jennifer Keeton, Treasurer Michele Schaffer, Vice President
 Ani Samargian, Founder Doris Heckert, Parlimentarian  MaryBeth Eberhard, Member-at-large Donna Carleton, Member-at-large Tracey Schalk, Member-at-large
Those absentX Harold van Bosse, Medical Advisor X Wendy Sifuentes, Secretary
I Minutes from previous meeting – a. Minutes of December 6 meeting presented by T. Lucas. b. Correction: T. Schalk was present at meeting. Motion made to amend minutes to reflect correction made by T. Schalk, seconded by M. Schaffer M. Eberhard motioned to approve minutes with correction, 2nd by D. Heckert. d. Motion Carried unanimously
II. Treasurer’s Report a. Balance of Funds $21,190.57 (Including $600.00 pending transfer from Paypal) b. Due to technical issues, detailed financial reports were not available for meeting.
Documents will be forwarded as soon as technical difficulties are corrected. Financials will be posted as soon as available, and approved at February 21, 2009meeting. c. M. Eberhard made the motion to approve, D. Heckert 2nd the motion. d. The motion carried unanimously.
III. Convention – A. Convention 2010 update- 1. Requested budget $16, 065.00 a. $5000.00 food b. T-Shirts c. Stipends d. Printing e. Cost of Business 2. Convention Committee Meeting scheduled Wed. Feb. 3 3. Buckeye Tech will provide AV and Transport T-Shirts to FL 4. ALL correspondence with Disney MUST go through M. Eberhard. 5. Registration form waiting approval from Disney, Link to hotel is ready to go live, but cannot until Registration form is approved. 6. Convention Committee will determine what day will be AMCSI Day at Disney. (Not officially recognized by WDW.)7. R. Donohoe to complete Vendor/exhibitor packets, T. Lucas & M. Schaffer to be points of Contact 8. Keynote Speaker being invited, not confirmed at this time. 9. Convention will be “AMC Family Centered” using time and talents of the members of AMCSI.10. M. Eberhard stated that the issues with the AMCSI Disney “log-on” are being resolved as quickly as possible.11. J. Keeton will provide monthly convention funding updates to M. Eberhard  12. Future Convention locations discussed a. Locations determined by: 1. Volunteers willing to serve as co-chairs locally2. Proximity to the majority of PAID MEMBERS of AMCSI 3. Cost of hotel space to both families and AMCSI
*** Adjourned to Executive Session at 8:55 EST *** *** Return from Executive Session at 9:04 EST ***M. Eberhard was excused from meeting at 9:04 PM due to family commitments.
IV. Fundraising – a. Links to merchandise on Membership applications has provided increased sales. *Acknowledgement to Savanna Keeton for this idea b. Update on Zazzle.com Store: Purchases are significantly down.  c. M. Howell is now sending All merchandise from AMCSI store. d. Wristbands still selling at a steady rate. e. T. Lucas working with local printer to generate more ideas for store items
V. Old Business – a. January Membership Drive HUGE success. Over 200 Members, including those family memberships with two votes.  1. 1 new lifetime 2. 58 memberships since 12/3 b. Medical Advisory Board:  1. Dr. Judith Hall has agreed to appointment on committee.  2. H. van Bosse will Chair committee c. Insurance 1. T. Lucas, J. Keeton & M. Schaffer continue processing documents needed to provide liability insurance for AMCSI 2. Once all documents are complete price quote will be presented to the BOD for selection. d. Information Packets: 1. W. Sifentes provided with Stamps, Brochures and envelopes 2. Discussion tabled until Feb 21 meeting. e. Web space upgraded at an annual cost of approximately $85.00
VI. New Business a. Criminal and Sexual Offender background checks 1. Due to Liability concerns, All Volunteers both year round and at convention, MUST complete a Criminal and Sexual Offender background check ANNUALLY at their own expense through an AMCSI selected provider. 2. http://www.certifiedbackground.com 3. fee: less than $25 4. Motion made by J. Keeton, 2nd by D. Carlton to make this requirement 5. Motion carried unanimously. b. Document Submission to Board 1. All documents submitted to entire BOD need to be saved in either a PDF file or early version of word, some members of BOD have had difficulty opening documents sent from other members of BOD. c. Handbook 1. All members of BOD are requested to read document and send any questions or concerns to T. Lucas ASAP. 2. Requirement of Background checks for all volunteers added to handbook e. NICU packets 1. M. Eberhard rewriting letter to medical professionals 2. Packets will include a “support” person in the hospital’s geographic region for parents to contact.f. Membership Newsletter 1. T. Schalk creating newsletter to Include: a. Member Spotlight b. BOD Bios & Image c. Philadelphia 2009 Convention Summary d. Orlando Information and Link to Disney Property e. Information regarding the availability of Business cards and  brochures. 2. BOD approval of newsletter will be required before T. Lucas submits for printing.
g. Official Color for AMCSI 1. Parliamentarian will announce nominations for official color and bring a vote to the membership in March.T. Lucas pulled the board requesting if there was any additional business for discussion. No additional business was brought to the table.Next meeting scheduled for February 21, 2010 at 8:30 Eastern. Meeting adjourned at 9:43 PM