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April 06 Board Meeting
DAY AND DATE: April 14, 2006
MEETING TYPE: Board
REASON FOR MEETING:  Bi-yearly Meeting
PRESENT:
Michael Young, President, Board Member, Asst. Instructor
Craig Slack, Board Member, Head Instructor
Jurgen Schmidt, Vice President, Board Member
Shawn Young, Secretary, Board Member, Asst. Instructor
Sylvia Castillo, Treasurer, Board Member
CHAIR PERSON:  Michael Young
TIME:  Meeting called to order at 7:54pm by Michael Young.

MINUTES:  Reading of the minutes were waived by all present.  

REPORTS:  
NEW BUSINESS

PRESIDENT REPORT:  The organization is in the black with a monetary surplus, consideration needs to be given to what to do with the extra income.  After reviewing the financial information provided by the treasurer, it was suggested the organization set up a “Building Fund”.  This would involve opening a separate savings account with $5000 to start and add $500 per month.  In this way the organization can fulfill IRS requirements for surplus money taken in, and ensure it is re-invested into the organization.  
     Another recommendation for the extra income was to begin a fund that would go towards paying for instructors going to development seminars.  All agreed that instructors attending seminars are important to the growth of every student.  Instructors must increase their understanding to help the dojo continually grow and progress.  After discussion everyone decided to revisit this idea in 6 months, after determining how the addition of the building fund savings account will affect finances.  A specific policy and monetary amounts to devote to such a fund could be determined at that time.
     The dojo should also look into membership recruitment in the form of advertising.  The President is currently looking into the cost of a road sign and possibly banners.  Another possibility is a one line listing in the Yellow Pages which also provides a listing on the Yellow Pages on the web.  It was also recommended to look into the cost of a sponsored link through Google.  The President will explore these avenues and costs for each and make a decision with the treasurer as to which, if any, to persue.
     Although the list is getting smaller and smaller, there are still projects to be done at the dojo.  The first on the “to do” list is to build ducting to improve air circulation before summer arrives.  Ikeda Sensei gave us a suggestion on how to keep our mats from shifting so now we need to put it into practice.  Some other things we need to get done are running power to the pole near the mat, build another weapons rack, move the small fan up high, fix the fallen trim over the mat, reapply pigeon glue, and put down carpet in the women's dressing room.
 To improve the organization of records, the President is going to donate a computer to the dojo.  Jurgen has a printer he will let the dojo use as well.  This should help us centralize all our records, membership, financial, etc. The centralization of records will take place over the next few months.
     A new policy regarding personal property at the dojo will be enacted.  All members need to mark all of their personal items (gi, hakama, bokken, jo, tonto, etc.). Periodically a thorough dojo cleaning will be done and all unmarked items left for more than 2 months will become dojo property.  Any weapons or items left behind by a member after they withdraw will be considered abandoned property and will be disposed of or sold by the dojo.

VICE PRESIDENT REPORT:  Jurgen had nothing specific to report on at this time.

TREASURER REPORT:  Sylvia's report showed that the dojo is doing well financially.  With 34 members (21 adults and 13 kids) our account is currently at $7689.  Our only monthly bills are rent and insurance, with an average monthly income of $1800.  The seminar with Ikeda Sensei was a great success and gave us a big boost.   
     We are having some minor problems with the statement option on AAC, mostly with members not paying dues in a timely manner.  Also we need to remember when registering new members that if they choose the statement option of monthly payment on AAC there is an extra $5 charge for this option.  The reason for this is because this option costs us more so we charge more for members to use this option.  
     The three month introductory special seems to be working out well.  We need to remember that this offer is $200 up front for three months of dues, a gi, and ASU dues for one year.  It's preferable if new members pay the $200 when they join.  If they cannot pay the full amount they can pay $100 when they join then pay the remaining $100 by the end of the week to be eligible for the three month introductory special, otherwise they must pay $15/$10 for the rest of ASU dues and one month sign up cost.  This breaks down as follows:  $60 monthly dues + $20/$15 gi (depending on size) + $35 ASU dues.
     Overall things are running smoothly and the dojo is in good shape financially.  

SECRETARY REPORT:  Shawn had nothing new to report at this time.

HEAD INSTRUCTOR REPORT:  Sensei Craig had nothing new to report at this time.

MOTION
1ST MOTION:  Have the treasure open a specific savings account for a building fund, to be started with $5000 of present funds.  $500 monthly will be deposited into this account as long as approximately $2000 remains in the checking account.  The purpose of the account is to provide a fund for the possible buying of a building in the future.

WHO MADE MOTION:  President Michael Young

WHO SECONDED MOTION: Vice President Jurgen Schmidtt

PASS/FAIL: unanimously passed

ASSIGNED TASKS



MOTION TO END MEETING

WHO MADE MOTION:  Michael

WHO SECONDED MOTION:  Jurgen

TIME OF CONCLUSION:  9:15pm