BAY AREA DIVERS
The 'Get Wet' Club!

www.bayareadivers.org







   


Bay Area Divers - Board of Directors

Monthly Meeting Minutes

 

Click on the month to see the minutes

 

2007 2006 2005 2004
  • January

  • February

  • March

  • April

  •  May

  • June

  • July

  • August

  • September

  • October

  • November

  • January

  • February

  • March

  • April

  •  May

  • June

  • July

  • August

  • September

  • October

  • November

Over the course of time, the minutes have been taken by various individuals. Reading them, you will appreciate the difference in styles of writing by the different individuals.

November 2007

October 2007

September 2007

 

August 2007

Start 7.03pm
Guests: Fred S., Chris C.
BOD: Randy, Steve, Tonya, Butch, Jim, Ja Van, Lucinda

August minutes - reviewed.
Jim motions to approve, JV 2nds - passes unanimous

Treasurer report:
Start: 5924.43
dep: 356
withdrawals: 655.70
end: 5624.73

JV motions to approve, Steve 2nds - passes unanimous

Old Business:

Form 900EZ - Randy is looking for someone to fill out
the form. After discussion, Randy will take care of
it, Fred will email the form to the BOD.

Positions available:

Need secretary.
Need Nominations Committeee chair and assistants.
Randy has made general announcements and nobody has
stepped forward.

Anniversary party:
Door prizes - $250 total
Ja Van and Beverly will split

Flea Market
getting vendors to sign up
getting people to help
will send out additional mailers in the next 2 weeks.

New business:

Trashfest:
Jim proposes that shirts be made up for BAD team
members for TrashFest. Perticipants will pay the
individual entry fee of $15 to BAD and BAD will pay
the team entry fee of $100 for 8 and the difference
will be returned to BAD.
Butch motions $300 for 24 shirts. JV 2nds
Motion passes
Steve abstains, Tanya, Butch, Jim, JV and Lucinda for.

Membership roster:
officially, roster is joint responsibility of the
Editor, Treasurer and Secretary. Randy asked JV and
Lucinda to maintain records. Lucinda needs a current
copy. Jim proposes google spreadsheet. Ja Van shall
maintain roster and send updated to the BOD as they
occur. Butch states that paid members should have
access to the list. There was general agreement.

Lunar Fins
Fred Swerdlin asked the BOD to instruct the President
to engage in discussion with Lunar Fins to merge BAD
into Lunar Fins. He feels that both clubs use the same
resources. Lunar Fins will be getting a new building
at NASA and a fill station and that would be a
benefit. He proposed that BAD dissolve, turn over the
bank account to Lunar Fins and in return members of
BAD get a couple years of free membership with Lunar
Fins. He feels that BAD has seen a loss of longtime
membership and a lack of member participation and that
the club will be eventually nonviable. Discussion was
held. The general feeling was that was not acceptable.

Steve motions to adjourn, Tanya 2nds
end: 8.18pm
 

July 2007

June 2007

May 2007

 

April  2007

start 7.06pm

All BOD members present except Jim Carmin
Guests included Bill, Wendy, Judy, Beverly, Verna

Rowe - motion to approve Randy appointment of Steve
Geisler to replace Rowe as BOD General Director
position
Jim 2nds
Passes unanimous

=====================================

No minutes from past BOD meeting to approve. Jim
Carmin took them and never forwarded them.

==========================================
Reports

Treasurer Report
prev $6374.20
expenses 540.06
income 23.50
current $6478.65

Lucinda reports that only 60 members have paid to
date.

Tanya motions to approve report
Butch 2nds
passes unanimous

Randy asks who is taking care of membership list
Lucinda is currently updating the list
Jim asks who is officially responsible for membership
Answer - membership responsibilities are shared
between Treasurer, Secretary and Editor
The Treasurer is responsible for keeping track of
current members and dues.
The Editor notifies members in the newsletter that
membership dues need to be paid.
There is nobody officially responsible for membership
retention or recruitment.
It was confirmed that after the March newsletter that
members that are not up to date will no longer get the
newsletter.

Speakers
April speaker - Aquarena Springs
May speaker - HUPS - Dennis Deavenport
June - Jim Rosborough - Environmental Awareness

suggested that we look in bringing in Mike Cryer with
Mammoth Lake

=========================
Old Business

SeaSpace
it rained
the movie was moved
good turnout on Sunday

Trip Guidelines
Jim presented the revised Guidelines
Ja Van motion to accept
Jim 2nds
passes unanimous

Randy asks Jim to post to website and write article

Twin Lakes
scheduled for May 5th
Randy asks Jim to write article

Randy is looking for a BOD Secretary
Madeline has offered to help train the new Secretary

Bill Jones suggested the following at the general
meeting to remind members that
- they need to renew membership
- we need a membership chair
- need a secretary
- need a TGCC rep

Ja Van sent an invoice to WW Diving but has got no
response
======================

New Business

Lucinda presented a letter from the people who we send
the Roatan donation to us thanking us.

2 guys from New York came to the meeting last month
found BAD on the internet

April 21st - HUPS is doing a workshop
Jim will go to the HUPS website and see about getting
more information and forwarding to everyone in a Blurb

Website modifications needed
KenLees is out of business
Dick Osbourne is no longer an instructor

Larry McKenna asked us to help with a South Pacific
trip when we were at SeaSpace. The BOD could not see
how we could effectively do this.

Butch motions to adjourn
Rowe 2nds

Adjourn at 7.58pm
 

March 2007

 

February 2007

February 6, 2007
1) Welcome - Roll Call 7:05pm
Randy Widaman, Pres. -
Jim DeLane, VP - Jim Carmin, Secretary
Lucinda Guajardo, Treasurer -
Ja Van Pruett, Editor -
Rowe Henry, Board -
Butch Shannon, Board -
Tanya Gorguraki, Board

Visitors:
Verna Shannon
2) Minutes
Discussion:
Jim Delane took minutes and sent out after last
meeting.
No copies were brought to this meeting.
will approve at a later date
Approved:

3) Treasures Report -    
Lucinda Guajardo

Previous Balance:   7523.33
Expenses: 892.66
income 406.50
Current Balance:  7268.06
Future Expenses: 

Discussion:

Approved:
Jim moves
Tanya seconds
Approved: unanimous


4) Speakers -
Jim DeLane

Month           Name   Topic    Door Prizes

February TBA Ja Van
March TBA Tanya
April TBA JaVan
May TBA


Discussion:

Approved:


5) Old Business-

1) Storage Shed Location
leave it there for now - table until March
2) Seaspace Booth
Randy, Valarie, Dee & Doug Hinton, Bill Jones offer
to work booth
Jim Delane volunteers to find item
JaVan motion to spend $100 on door prize item, Rowe
seconds, passes unanimous
Jim will produce flea market postcard flyers and
get business cards w/ FM entry discount
Randy sent off app for electricity
Booth 551 - Environmental area
3) 2007 Budget
discussed it last month
est income $7295.00 / expenses $10117.00 / loss
$2522.00
Jim motions to approve budget
Butch seconds
Bill Jones recommends that BAD purchase BAD shirt
for Trashfest team
budget approved unanimous
4) 2007 events Chairman
librarian/historian - open
Seaspace Randy
Valerie Lyons - assistant

5) Trip Guide Lines
Discussion about sponsor definition
Jim offers to write proposed changed guidelines

Bill Jones trip
Jim asked if can be posted to web
discussion - can be posted as long as disclaimers are
present
Jim motions to accept this exception to current
guidelines
Butch seconds
passes unanimous

Further discussion

discussed trips by members vs commercial

it is important to get the trips info to membership

Guideline rules (what needs to be included:
price
date
location
member vs commercial (dive shop) trip
website link

Wendy's trip - table until March

Liability release discussion:
discussed dropping liability release

Twin Lakes - Jim has offered to coordinatea club trip
to Twin Lakes, Saturday, May 5th.



New Business -

1) New Secretary for 2007
Jim Carmin got job in Hawaii and will not be able
to be Secretary
2) WW Diving invoice - Lucinda needs to get with Fred

3) TGCC membership renewal
Rowe motions to renew
Butch seconds
passes unanimous
4) State Tax exempt status
RANDY MAILED OFF REGISTRATION TO sEC OF sTATE for
tax exempt status and nonprofit status
current board is listed
 
5) Lucinda asked about sheet for bamk. Randy willturn in Friday
  Ajourn-
Butch motions
JaVan seconds
passes unanimous - 8:30pm
 

January 2007

January 2, 2007 Minutes                                                                        

 

1)

Start: 7pm

Welcome - Roll Call      

                                                                       

Board Members present:

Randy Widaman - Pres.

Jim Delane - VP                                                                        

Rowe Henry - Board                                                                  

Butch Shannon - Board

Tanya Gorguraki - Board

                                                                       

Board members arriving after start:

Ja Van Pruett - Editor

Lucinda Guajardo - Treasurer

 

Board members not present:

Jim Carmin - Secretary

                       

Visitors:           

Bill

Wendy

Fred

Polly

Judy

 

Randy will forward agenda, etc. to the Board and asks that the BOD print out copies before we come to meeting since he does not have access to a copier.

Jim volunteers to do the minutes

 

2) Dec Minutes                                                                                                                         

 

Motion to approve by: Butch

2nd by: Rowe

Vote: unanimous

                                                                       

 

 

3) Treasurers Report - Lucinda Guajardo                                                 

                                                                                               

Previous Balance: $7715.22                                                                   

Expenses: $192                                                

Current Balance: $7523.22                                                                     

                                                                       

Motion to approve by: Jim

2nd by: Rowe

Vote: unanimous

 

 

4) Speakers -     Jim DeLane

                       

Month                   Name                    Topic           Door Prizes

 

January             TBA                              TBA                  Dennis Camp

February           TBA                              TBA                  Ja Van

March               TBA                              TBA                  Tanya

 

 

 

 

 

5) Old Business-           

 

            a)         Storage Shed Location

                                    Is paid for 3 months thru March 2007. per Fred - no notice required to vacate. Last year, Board considered place across the street - less money, more space. Randy passed out access information to storage and mailbox. Board asked to consider and will discuss at a later date before end of current contract.

 

            b)         Flea Market Dates Fri and/or Saturday

                                    Got contracts for both dates. Discussed the cost of $125 per day, pros and cons of having Friday to set up. Randy may want to change set up time on Saturday from 7 am to 6am.

 

Motion to approve contracts for both days by: Jim

2nd by: Rowe

Vote: unanimous

 

           

 

 

 

6) New Business -         

 

            a)         2007 events

 

                                    possible events that the club may do;

 

                                    1) Mardi Gras - Jim is a member of a local Mardi Gras Krewe and would like to invite the club members to participate in the Krewe activities. Board provided approval.

                                    2) Rodeo - Jim will look into a Rodeo night for the club

                                    3) Hockey - Randy will look into a hockey night for the club

                                    4) Tour of Galveston Coast Guard facility - Randy will look into arrangements

                                    5) Twin Lakes dive and picnic - Rowe will look into this

                                    6) Lake 288 dive and picnic - Butch will look into this

                                    7) Texas Mammal Stranding Network - tour the facitity

                                    8) Armand Bayou Boat Tour - Polly will look into this

                                    9) Blue Lagoon Annual dive and campout - July

                                               

 

                                                                       

            b)         2007 Budget     

                                    discussed income and expenses line items

                                    made revisions

                                    Randy will present revised budget at Feb meeting

                                                                       

            c)         SeaSpace Exhibit booth

                                    event is March 31-April 1

                                    Bill Jones volunteered to man the booth both days

                                    chairperson is needed to coordinate setup and details

                                                           

            d)         March Open House

                                    discussed the lack of member interest and participation

                                    Board decided against doing the Open House and decided to have a speaker instead. The budget was adjusted accordingly

                                                                       

            e)         Standing committees - Chairs appointed by President Randy

                                    Seaspace - open

                                    Flea Market - Jim Delane

                                    Librarian/Historian - open

                                    Bartender - Polly Swerdlin

                                    Merchandise - Verna Shannon

                                    Anniversary Party - Randy Wideman

                                    Webmaster - Jim Delane

 

            Motion to approve by: Butch

            2nd by: Tanya

            Vote: unanimous           

 

            f) BAD Trip Liability Waiver

                        Waiver is currently used on BAD trips. Question - is it necessary. Question - are trips 'member trips' or 'club trip'. Possible definition of a 'club trip' is where money is passed through the club. Since all money on trips pass through the trip leader - is this a 'member trip'. Per Bill Jones - Lunar Fins recently discussed this issue and defined a 'club trip' as a trip in which only club members can participate in. A 'member trip' is a trip brought to the club where the general public can participate in. Trip leaders like Bill Jones provide a liability waiver which the trip participant acknowledges that the dangers involved with the trip. Since trip leaders get liability releases, this is perhaps an unnecessary burden to trip leaders since many trip participants are not BAD members. Suggestion that trip leaders provide letter to club stating that any liability releases will be provided if requested and trip leader takes responsibility for the trip. Bill agreed that may be reasonable. Bill stated that he knows of no instance that a dive club in Houston has ever been sued. Wendy felt that this leads to less trips because of the hassle. She has done 2 trips to Florida but left BAD out because of the waiver issue. Butch would like to see a definition in the guidelines. Jim said that the guidelines are publicly posted on the website. Randy will work on the guidelines. Bill will assist. Randy recommends that board review the guidelines. Further discussion tabled until Feb meeting where Randy will present revised guidelines.                    

                                                                                               

           

            Motion to adjourn by: Butch

            2nd by: Tanya

            Vote: unanimous                                                                                               

                                                                                               

            7)  Ajourn -        9pm                    

December 2006

Board of Directors’ (BOD) Meeting

Bay Area Divers

December 5, 2006

  • Attendees Were:  President – Beverly Cutler, Vice President – Jim Delane,

      Treasurer- Fred Swerdlin, Secretary - Madeleine Barnes, and BAD BOD

      Members Rowe Henry, Butch Shannon, and Randy

      Widaman.

Guests: Bill Jones, Lucinda Guajardo, Polly Swerdlin, Verna Shannon, Bill Whitehouse, and Wendy Whitehouse.

  • Meeting Began: 7:02 p.m.

 

OLD BUSINESS

  • Minutes – November 7, 2006 – Motion made to approve minutes. 1st Randy

     Widaman, 2nd Jim Delane and Approved with 6 Votes For and 0 Votes

     Against. 

  • Treasurer’s Report – November 1, 2006 (Revised) and December 1, 2006

      Treasurer’s Reports and the Flea Market Summary, and Anniversary Party

      Fred Swerdlin presented reports. Motion made to approve

      reports. 1st Madeleine Barnes, 2nd Rowe Henry and Approved with 6

      Votes For and 0 Votes Against.

  • Tax Return Filing – Beverly Cutler reported the payment of $5 had been sent to the

      State Comptroller’s Office. A copy of the return will be given to secretary

      to be filed with the secretary’s records for 2006. 

  • Storage Area Rental – Motion made to pay 3 months storage rental for January-

      March 2007. 1st Rowe Henry, 2nd  Jim Delane and Approved with 6

      Votes For and 0 Votes Against. New BOD for 2007 can consider

      Continuation of current storage location with payment for the rest of the

      year or the possibility of moving to another location.

NEW BUSINESS

  • Gulf Diving – Beverly Cutler reported on discussion with Captain Frank and the

      possibility of the club being able to book trips for the Spree. The Spree

      will have online booking and will be separate from the Fling. The trip will

      have increased costs for this next year. Both boats may be fully booked

      for 2007 according to Randy Widaman. Booking can be for maximum of

      10 slots at a time. Discussion referenced possibility of booking trips

      through Capt. Waldo for 2007 also. Issue to be researched/reviewed by

      new BOD in 2007.

  • Treasurer’s Issues for new BOD – Fred Swerdlin reported on the establishment of

new user profiles with WAMU (bank) for the 2007 officers prior to submittal of signature cards. Recommendation made to move some of the club funds to a CD so interest could be earned and still maintain the minimum balance in the account to avoid additional banking fees. Issue for new BOD to consider in 2007.

  • Issue regarding Secretary continuation -  Butch Shannon raised issue of current

      secretary continuing duties for one month (January 2007) due to absence

      of new secretary. Madeleine Barnes did not agree with request.

  • Proposal re: Armand Bayou Events – Polly Swerdlin discussed possibility of

      event scheduling for the next year. Consensus of BOD is to research

      pontoon boat cruise (towards the bay) during full moon in April. Polly

      Swerdlin will research possible dates and present event details to the BOD

      later for approval. 

  • Announcement of new BOD &Transition – Beverly Cutler thanked the current

      BOD for their service in 2006 and announced the new 2007 Board of

      Directors effective January 1, 2007 consisting of:

     President - Randy Widaman

     Vice President – Jim Delane

     Treasurer – Lucinda Guajardo

     Secretary – Jim Carmin

     Editor – Ja Van Pruett

Board of Directors - Tanya Gorguraki

Rowe Henry

Butch Shannon.

            Fred Swerdlin met with Lucinda Guajardo to discuss and transition

duties and records as BAD Treasurer. 

  • Train Trip Event – Randy Widaman Motion discussed possibility of

      scheduling/presenting holiday train trip event from Burnett, Texas for club

      participation.

  • Adjourn: 7:53 p.m. – Motion to Adjourn. 1st Butch Shannon, 2nd Rowe Henry 

     and Approved with 3 Votes For and 0 Votes Against.

Respectfully Submitted,

Madeleine K. Barnes

Secretary, Bay Area Divers

December 9, 2006

 

November 2006

Board of Directors’ (BOD) Meeting

Bay Area Divers

November 7, 2006

  • Attendees Were:  President – Beverly Cutler, Vice President – Jim Delane,

      Treasurer- Fred Swerdlin, Secretary - Madeleine Barnes, and BAD BOD

      Members Rowe Henry, Butch Shannon, and Randy

      Widaman.

Guests: Verna Shannon and Judy Rabren.

  • Meeting Began: 7:04 p.m.

 

OLD BUSINESS

  • Minutes – October 3, 2006 – Motion made to approve minutes with corrections to

     secretary’s records due to minor misspelling. 1st Butch Shannon, 2nd

     Rowe Henry and Approved with 5 Votes For and 0 Votes Against. 

Beverly Cutler reported that July BOD Minutes do not need further correction.

  • Treasurer’s Report – November 1, 2006 and Flea Market Report dated October 14,

  1. Corrections needed regarding line item for helium/balloon to Flea

Market Report and then to Treasurer’s Report to be presented at the December BOD meeting. 

  • Tax Return Filing – Beverly Cutler reported that Rowe Henry prepared the forms

     and she signed/submitted them. State Comptrollers Office has requested

     that the payment of $5 be submitted as it did not accompany the form. 

     Check is to be sent.

  • TGCC Trashfest – Research confirms that the BAD team broke the previous record

     for number of cans collected.

  • Anniversary Party – Beverly Cutler reported that the 2006 Diver of the Year will be

     voted on at the party. 2 free tickets were provided by the club for the 2005

     Diver of the Year for this event and Randy Widaman reported on event

     Status with 41 tickets sold. Beverly Cutler stated that she would provide

     the 2 free tickets for the 2006 Diver of the Year.

  • BOD Position Descriptions – Jim Delane reported that he has the descriptions

     and will email them to the BOD members.

NEW BUSINESS

  • November Meeting – Door Prizes – Judy Rabren

  • 2007 Meeting Dates  – Beverly Cutler confirmed the BAD Meeting dates for 2007

     as follows: January 31, February 28, March 28, April 25, May 30, June 27,

     July 25, August 29, September 26, October 24, and November 28.

  • Flea Market Table & Storage Area Issues – Beverly Cutler stated that these

     issues will be tabled for the next year’s BOD to address.

  • Newsletter/email Article – Jim Delane volunteered to prepare article/email

     distribution to encourage voting participation for the November elections.

  • Memorial Services – Randy Widaman reported that memorial services will be held

      this week for Dr. S. Harold Reuter, past HUC President and founder of

      Seaspace.

  • BAD Dive Trip - Motion made to Approve trip presented by Randy Widaman with

     trip flyer to Coco View, Roatan, Honduras on October 20-27, 2007. Cost

     for the trip will be contingent on cost of airfare. Possible range of $1549 –

     $1595 for ocean front/cabanas subject to airfare changes. 1st Butch

     Shannon, 2nd Rowe Henry and Approved with 6 Votes For and 0 Votes

     Against. This trip is to be advertised as a BAD Trip, but “not approved,

     endorsed, or sponsored by BAD”.

  • Leatherback Turtle Shirts  – Butch Shannon reported on cost of shirts as $20

     through Aquatico. Jim Delane reviewed information regarding the trip to

     Indonesia as part of the conservation effort for this cause.

  • Adjourn: 8:05 p.m. – Motion to Adjourn. 1st Jim Delane, 2nd Randy Widaman 

     and Approved with 3 Votes For and 0 Votes Against.

Respectfully Submitted,

Madeleine K. Barnes

Secretary, Bay Area Divers

December 4, 2006

 

October 2006

Board of Directors’ (BOD) Meeting

Bay Area Divers

October 3, 2006

  • Attendees Were:  President – Beverly Cutler, Vice President – Jim Delane,

      Treasurer- Fred Swerdlin, Secretary - Madeleine Barnes, Editor - Ja Van

      Pruett and BAD BOD Members Rowe Henry, Butch Shannon, and Randy

      Widaman.

Guests: Don Eubanks, Bill Jones, Bill Whitehouse, and Wendy Whitehouse.

  • Meeting Began: 7:10 p.m.

 

OLD BUSINESS

  • Minutes – September 5, 2006 – Motion made to approve minutes with corrections.

     1st Randy Widaman, 2nd Rowe Henry and Approved with 6 Votes For and

     0 Votes Against. July minutes correction still pending by Verna Shannon.

  • Treasurer’s Report – October 1, 2006 – Motion made to approve report. 1st Randy

     Widaman, 2nd Rowe Henry and Approved with 6 Votes For and 0 Votes

     Against.

  • Flea Market – Jim Delane reported on status of event including new requirements

     regarding health certificate and additional security officer. Discussion as

     to set up, coolers needed by Rowe Henry (drinks), cards advertising event

     for Trashfest participants. Beverly Cutler requested that all volunteers

     notify her of attendance at the stage so that they could get their

     assignments and to be entered for the door prize drawing. Butch Shannon

     volunteered to take pictures at event.

  • Anniversary Party – Randy Widaman reported on event status and 37 tickets sold

     with 2 additional tickets for Bill Jones. There are 11 tickets left. Two

     volunteers will be purchasing door prizes for this event.

  • TGCC Trashfest -  Rowe Henry reported on team signup and event details for

     October 7, 2006.

  • Nominations Committee – Beverly Cutler announced Nominations Committee

     consisting of Dee Hinton, Chairperson, Linda Jorgensen, and Doug

     Hinton.

NEW BUSINESS

  • Liability Releases – Randy Widaman provided the majority of liability release forms

     for the Coco View Trip scheduled during October 2006.

  • Social Events  – Ja Van Pruett presented details regarding several events. Two

     plays “Blythe Spirit” at Clear Creek Theatre on 10/27-11/12 (discounts for

     groups of 10 or more, $10 per ticket) and “Christmas Express” at same

     location on 12/1-12/17 (regular tickets are $14 and $12 for seniors). 

     Motion made to offer attendance of play “Blythe Spirit” on Saturday,

     November 4th to the membership. 1st Ja Van Pruett, 2nd Butch Shannon

     and Approved with 6 Votes For and 0 Votes Against.

     Ja Van Pruett presented details of Italian Festival at Haack Winery, Santa

     Fe, on 10/22 – free attendance and Zydeco Joe and H Town Players

     entertainment on 11/22. Motion made to offer attendance of the Italian

     Festival event to the membership. 1st Ja Van Pruett, 2nd Butch Shannon

     and Approved with 5 Votes For and 0 Votes Against.

  • Newsletter Article – Beverly Cutler requested submittla of article regarding last

      month’s speaker on the leatherback turtle, to thank him for the

      presentation, and to include the website for information. Jim Delane

      volunteered to write the newsletter article.

  • Receipts –  Motion made that receipts be given for cash transactions or for goods

     and services, merchandise, not immediately received where a ticket or

     some other tracking mechanism is not in place or as requested. 1st Jim

     Delane, 2nd  Ja Van Pruett and Disapproved with 2 Votes For and 5 Votes

     Against.

     Motion made to rescind the approved motion of issuing receipt for all

     incoming monies and to make receipts available upon request. (Refer to

     September 5, 2006 minutes.) 1st Butch Shannon, 2nd  Jim Delane and

     Approved with 5 Votes For and 0 Votes Against. Consensus of board to

     inform membership that receipt books are available for taking in monies if

     someone requests a receipt. 

  • Update on Health -  Randy Widaman reported on health status of Lunnar Fins

     President, Paul Herring.

  • Issue regarding speaking/presenting subjects/trips to membership – Discussion

     regarding this topic from previous BOD meeting with conclusion that this

     opportunity to speak in front of the membership is at the discretion of the

     President.

  • Adjourn: 9:10 p.m. – Motion to Adjourn. 1st Ja Van Pruett, 2nd Butch Shannon 

     and Approved with 5 Votes For and 0 Votes Against.

Respectfully Submitted,

Madeleine K. Barnes

Secretary, Bay Area Divers

November 6, 2006

 

September 2006

Board of Directors’ (BOD) Meeting

Bay Area Divers

September 5, 2006

Corrected Minutes

  • Attendees Were:  President – Beverly Cutler, Vice President – Jim Delane,

      Treasurer- Fred Swerdlin, Secretary - Madeleine Barnes,

      and BAD BOD Members Rowe Henry, Butch Shannon, and Randy

      Widaman.

Guests: Bill Jones, Bill Whitehouse, and Wendy Whitehouse.

  • Meeting Began: 7:13 p.m.

 

OLD BUSINESS

  • Minutes – August 1, 2006 – Motion made to approve minutes with corrections. 1st

     1st Butch Shannon, 2nd Jim Delane and Approved with 6 Votes For and 0

     Votes Against. July minutes correction still pending by Verna Shannon.

  • Treasurer’s Report – September 1, 2006 – Motion made to approve report. 1st Jim

     Delane, 2nd Rowe Henry and Approved with 5 Votes For and 0 Votes

     Against.

  • Trip Flyers on back tables – Beverly Cutler reviewed issue regarding placement of

     trip flyers to be placed on back table and that anyone can place them on the

     table, but may not verbally address the membership unless BAD Trip

     Guidelines are followed and approved by BAD BOD. Also donated dive

     related magazines may be placed on the back table for the membership to

     take.

  • TGCC – Rowe Henry gave report as to number of teams for Trashfest.

  • Flea Market – Jim Delane reported on status of event. Brochure was reviewed that

     July Rabren developed for club advertisement at the event. Consensus to

     reproduce 400 copies with club logo for use at this event and other

     meetings/events. Butch Shannon presented suggestion of providing event

     volunteers with a hat complete with club logo at a cost of $8. Motion

     made to purchase 40 hats with logo for volunteers. 1st Fred Swerdlin, 2nd

     Randy Widaman and Approved with 6 Votes For and 0 Votes Against.

     Suggestion made to use this next year as an incentive for participation.

  • Anniversary Party – Randy Widaman reported on event status and pricing

     decisions regarding dinner scheduled for November 18, 2006.

  • Gary Connella – Copies of historical minutes referencing security

     provision/agreement were provided by Beverly Cutler for review. Notice

     regarding voting on this budget item will appear in this month’s newsletter

     and voting will be conducted at the September membership meeting.

  • Guidelines –  Guidelines for all BOD positions are due by the October BOD

     meeting.

  • Nominations Committee – Beverly Cutler reported on status of nominations

     committee.

NEW BUSINESS

  • Issue regarding speaking/presenting subjects/trips to membership  – Bill Jones

     raised issue of issue of presenting or speaking about boat trips or any other

issues to the membership at the monthly membership meetings. Discussion and development of guidelines regarding this issue was postponed for inclusion on the agenda of the October BOD meeting.

  • Receipts –  Beverly Cutler introduced topic regarding receipt issuance for any

     incoming monies for BAD with the exception of the Flea Market gate

     tickets and concessions (drinks and food). Motion made to purchase

     receipt books and issue receipts as recommended for all incoming monies. 

     1st Butch Shannon, 2nd  Jim Delane and Approved with 4 Votes For and 2

     Votes Against.

  • Advertising -  Fred Swerdlin outlined timeframe for current vendor’s billing and

     recommended start of next billing as January 2007 for accounting purposes

     and allowing current vendor’s advertising to continue free to end of this

     2006 year. Consensus of BOD was in agreement with the

     recommendation.

  • HUPS Photo Workshop – Madeleine Barnes made a request to submit a newsletter

     article regarding the upcoming HUPS Photo Workshop on Digital

     Workflow and editing for possible membership participation. Request

     withdrawn.

     

  • Adjourn: 9:06 p.m. – Motion to Adjourn. 1st Jim Delane, 2nd Madeleine Barnes 

     and Approved with 4 Votes For and 0 Votes Against.

Respectfully Submitted,

Madeleine K. Barnes

Secretary, Bay Area Divers

October 2, 2006

 

August 2006

B.A.D. B.O.D.

Corrected Minutes

Aug. 1, 2006

  • Attendees Were:  Pres. Beverly Cutler, Vice Pres. – Jim Delane, Treasurer-

Fred Swerdlin -, Editor – Ja Van Pruett and BAD BOD

Members Rowe Henry, Butch Shannon and Randy Widaman.

Guests were PeeWee Dwire, Judy Rabren, Verna Shannon, 

      Wendy Whitehouse & Bill Jones.

  • Meeting Began: 7:04 P.M.

 

OLD BUSINESS

  • Minutes – July, 2006 – 1st Randy Widaman, 2nd Rowe Henry and

Approved with corrections noted with the correct names for the

Organizations BAD will be donating to in 2006. 6 Votes For

And 0 Votes Against.

  • Treasurers Report – July, 2006 – 1st Randy Widaman, 2nd Rowe Henry

and Approved with 6 Votes For and 0 Votes Against. With

discussion and decision that information on who bought what

not be included in future BAD BOD Reports.

  • Hyperbaric Chamber – Aug. 12th. Still have openings.

  • TGCC - BAD has paid dues for 2006.

  • Flyers – To advertise BAD will be designed by Judy Raben. About 400 will be

Available to hand out at the Flea Market Gate.

  • Vendor Mail Outs - A total of 3 different times these will be sent out. 1st has

already been sent.

  • Anniversary Party – All BAD BOD Members have tickets for sale. Bill Jones

will be given 2 tickets to BAD’s Anniversary Party since TGCC

did not have their Banquet in 2006.

  • Haak Tour – JaVan has no updates.

  • TrashFest – Randy issued a challenge to Lunarfins. Terms are yet to be identified.

Page 2

  • Dive Lessons for Gary Canella – Fred is going back in past minutes to look for any

information about this subject. Beverly said she would pay for

rental equipment for lessons. PeeWee said he would chip in

$50. Tabled until next BAD BOD. Motion to pay for 1 lesson

1ST JaVan Pruett, 2nd Randy Widaman. 5 Votes For, 0 Votes

Against.

  • Motion to Shred old Bank Checks and Deposit Slips – 1st Rowe Henry, 2nd Butch

Shannon. 6 Votes For and 0 Votes Against.

  • Nominations Committee Chairperson – No Volunteers.

- IRS Income Tax filing – Fred Swerdlin says this needs to be done.

 

  • Speakers – August – Kelly Drinnen With Flower Garden Banks National Marine

Sanctuary.

September, - Still Open

  • Door Prizes –- August – JaVan Pruett.

September – JaVan Pruett

October– Beverly Cutler

  • Adjourn – 8:45 P.M.  Motion to Adjourn, 1st Jim Delane, 2nd Butch Shannon

and Approved with 5 Votes For, 0 Votes Against.

 

July 2006

June 2006

May 2006

April  2006

March 2006

February 2006

 

January 2006

Board of Directors’ (BOD) Meeting

Bay Area Divers

Corrected Meeting Minutes for January 3, 2006

  • Attendees Were:  President – Beverly Cutler, Vice President - Jim Delane,

Treasurer- Fred Swerdlin, Secretary – Madeleine Barnes, Editor – Ja Van Pruett and BAD BOD Members Rowe Henry, Butch Shannon, and Randy Widaman.

Guest: Polly Swerdlin.

  • Meeting Began: 7:00 p.m.

 

OLD BUSINESS

  • Minutes – December 6, 2005 – Motion made to approve minutes with corrections as

     Noted. 1st Jim Delane, 2nd Rowe Henry and Approved with 6 Votes For

     and 0 Votes Against.

  • Treasurer’s Report – January 3, 2006,Year End for 2005 – Motion made to approve

Report. 1st Madeleine Barnes, 2nd  Jim Delane and Approved with 6 Votes For and 0 Votes Against.

  • Transition of officer responsibilities – President discussed transition of new

officers and passing/sharing of information and duties from the previous officers with them.

  • Storage space – Consensus to leave storage location the same for this year and to

leave the current lock in place. Beverly Cutler reviewed a list of club assets. Storage space contains the flag, television, photo history, and video library. Ja Van Pruett has the club’s printer. Randy Widaman has the club’s projector. Mike White has the display board. Fred Swerdlin will store the 2005 treasurer’s records in the storage area after the next meeting. Madeleine Barnes currently has the secretary’s records for 2002-2005. The original and only copy of the 501c4 documents are currently kept by Don Eubanks and Randy Widaman, respectively, and Beverly Cutler will get with Don Eubanks and/or Randy Widaman to obtain the documents/copies for the club files.

  • Bank signature card – Fred Swerdlin presented the officers with the new signature

forms for completion/signing. Consensus to review and discuss the possible transfer of account later.

  • Landholt Pavilion Contract for 2006 Flea Market – Motion made to approve the

payment of the full amount of $250 as security deposit instead of $125 and not claim the 501c4 tax status due to pending filing issues - 1st Jim Delane, 2nd Rowe Henry and Approved with 7 Votes For and 0 Votes Against.

  • 501c4 Non-profit Tax Status –- Discussion of the current advantages of maintaining

the non-profit tax status of 501c4 status: (1) no sales tax on purchases such as food and beverages for the Flea Market, events, meetings, door prizes, etc., (2) no taxes on any interest earned on the club’s account, and (3) a reduction in the cost of postage for club mailings. The disadvantages identified are: (1) the recordkeeping required, and (2) the completion and filing of tax forms on a routine basis by the club. The current status is that the club’s charter has expired and that no tax filings have been made since the receipt of the non-profit 501c4 status. The original advantages for the club’s application were outlined as the limitation in liability in applying for the 501c3, which was denied by the IRS due to lack of educational application and the 501c4 was then approved. The consensus was to identify questions (see attachment) regarding the club’s tax liability for Fred Swerdlin to present to a tax attorney for answers. The issue of continuing the 501c4 and also the current tax liability for the past years was deferred for discussion upon receipt of those responses from the tax attorney.

  • Reconsideration of BAD Dive Trip Motion made to Approve trip presented by

Randy Widaman with trip flyer to Coco View, Roatan, Honduras on October 21-28, 2006. Cost for the trip will be $1495 for ocean front rooms (5) and $1549 for cabanas (2) including airfare. All rooms are air conditioned. 1st Jim Delane, 2nd Rowe Henry and Approved with 7 Votes For and 0 Votes Against. This trip is to be advertised as a BAD Trip, but “not approved, endorsed, or sponsored by BAD”.

  • Constitution and By-laws –- Beverly Cutler assigned Madeleine Barnes to

determine the official wording of the current constitution and by-laws for the BOD and for use on the website. The results are to be presented at the next BOD meeting.

  • 2006 Budget – President deferred the review and discussion of the proposed budget

and any new additions/changes until next month’s BOD meeting in February.

 

NEW BUSINESS

  • Standing Committee Chairs – President reviewed list of committee chairs and

identified possible chairpersons as follows:

Anniversary Party – Randy Widaman

Bartender – Polly Swerdlin

Flea Market – Open

Librarian/historian – Open

Merchandise sales – Verna Shannon

Scuba Olympics – Open

Spearfishing Rodeo – Open

Webmaster – Jim Delane

President deferred approval of chairpersons until later. Rowe Henry volunteered to bring the leftover soft drinks from the Flea Market to the next meeting. Fred Swerdlin and Jim Delane volunteered to assist the chairperson, to be designated, with the 2006 Flea Market. Jim Delane volunteered to get the library of VHS tapes transferred to DVDs through a friend, with the club covering the minimal cost of the DVD’s. Discussion of Scuba Olympics and issues/costs involved for further investigation with the membership as to possible participation in this event, if held. Madeleine Barnes volunteered to discuss possible co-hosting of Capt. Waldo’s Spearfishing Contest with W.W. Diving or approval as a club sanctioned event. Beverly Cutler volunteered to write a newsletter article regarding proposed events for membership feedback. The events also include: Blue Lagoon, Twin Lakes Dive Days, Conroe Camp Out, Trashfest teams, Flower Garden Trips, and Gulf Diving (non-commercial). Beverly Cutler volunteered to coordinate the Blue Lagoon event this year. Ja Van Pruett volunteered to discuss the possibility of another Pool Day with W.W. Diving for gear check out.

  • Door Prizes –- Discussion regarding membership feedback regarding door prizes.

Motion made to increase the maximum spending limit from $40 to $80 per month. 1st Rowe Henry, 2nd  Jim Delane and Approved with 4 Votes For and 3 Votes Against. Consensus to obtain better door prizes with less overall number of prizes (4-6 maximum) and to give each guest a BAD club logo stick on as a gift. Consensus that guests would not be eligible to participate in the actual door prize drawing unless they joined the club during the meeting. Door prize purchase volunteers are as follows:

January 2006 – Ja Van Pruett

February 2006 – Madeleine Barnes

  • Membership Meetings – Jim Delane referred to Randy Widaman who is working

on getting a speaker for the January 2006 Meeting, who will be announced later. Jim Delane will write an article regarding the January speaker for the newsletter. The next upcoming speaker is:

February 2006 Meeting – Jesse Cancelmo

  • Open House March 2006 – Vendors have been contacted and there is a limit of 15

maximum.

  • Website – Jim Delane requested that all corrections be addressed to him for the

website. He stated that he wants to list trips on the website and discussed potential use of the club website to post review/critique articles on dive/resort operations, whether the trip was advertised as a BAD trip or not, regarding customer satisfaction/approval rating for the accessibility of members/others. This would increase the traffic and visibility of our website according to Jim Delane. Beverly Cutler directed all BOD members to review the website for possible corrections and changes for discussion later.

  • Post office box – Madeleine Barnes identified that the club’s mail is being picked up

by Fred Swerdlin currently and requested that this remain unchanged unless Fred Swerdlin was unable to do this.

  • Adjourn : 9:12 p.m.  Motion to Adjourn, 1st Jim Delane, 2nd Beverly Cutler

and Approved with 5 Votes For and 0 Votes Against.

Respectfully Submitted,

Madeleine K. Barnes

Bay Area Divers Secretary

March 4, 2006

 

 
 

Issues for Tax Status Research

Re: Bay Area Divers Club 501c4

  1. What will it cost to set up/re-instate the 501c4 for 2005/2006?

  2. What is the renewal fee amount per year?

  3. Do we file taxes quarterly or annually?

  4. What forms need to be completed and filed? Who needs to file the forms, a CPA or the club treasurer?

  5. For a club, is there a maximum amount of income or bank balance in order to limit tax liability? What monies or accounts cannot exceed a certain amount in order to limit the club’s tax liability with or without 501c4 tax status?

  6. What is the obligation of the club now to file for the past 2 years as a 501c4? What actions need to be taken by the club?

 

November 2005

October 2005

September 2005

August 2005

July 2005

June 2005

May 2005

April  2005

March 2005

February 2005

January 2005

November 2004

October 2004

September 2004

August 2004

July 2004

June 2004

May 2004

April  2004

March 2004

February 2004

January 2004

 

 

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