**TX4WD-ALL MEMBERS INVITED to the BOP Quarterly Meeting (conference call): 03-16-2014 06:00 PM - 07:00 PM

[BagBat]

Amy requested I post these on her behalf. She is having IPad 'technical' issues


2014 - Q1 Board of Presidents MEETING MINUTES
3/16/14
AGENDA: See posted

Meeting was called to order at 7:19pm

Roll call:
BOP Officers:
Teresa, Chair, Brian, Co-Chair, Lupe, Treasurer, Amy, Secretary
BOP:
Dallas/ Fort Worth
Jeremy, President
Houston
Clint, President
Justin, Vice President
Katy
Brian, President
Susan, Vice President
Lupe, Treasure
San Antonio
Adam, President
Tomball/Conroe
Alex, member

Chapters not represented on call:
Bryan/College Station
Lufkin
Liberty
Southeast

Reading of the minutes of proceeding meeting
Amy read the highlights
Motion to accept, Clint
Seconded to the motion, Brian
Motion was passed to accepted past minutes.
Reports
Officer Reports
Financial Report- No changes from last BOP call
Motion to accept, Jeremy
Seconded, Brian
Motion passed to accept the financial report in the record.
Committee Reports
No reports presented
Special Orders
No special orders reports presented

OLD BUSINESS
TOPIC: Finances of the organization.
How can chapters support the organization to help cover expenses?
(various ideas listed from Q1 Conf. call)
*4WP Discount Cards in organization name for all members (cash back revenue for organization)
*Sticker / decal sales
*Organization T-shirt
*Vendor Members
*Runs, asking park owners to donate portion of entry fees back to organization
Concerns about smaller chapters not being able to obtain raffle items and or participation from to raise funds.
*Ask for donations from vendor members,
*Have multi month raffles; sell tickets for two or more months for item
*Have an attendance raffle every other month or as fit to chapter size and item

General discussion
TOPIC: 501c7 Discussion
*research clarification, Lupe
*No more than 35% of income can come from non-member contributions.
*Teresa explained that the vendor members are considered members and the funds received from them will help with this. No decisions have been made, research and initial legal consult only.
Will convene committee for further discussion and recommendation for vote by BOP.

TOPIC: Texas Incorporation & Funding organization
Discussion - how we would cover the cost of Texas Incorporation, $65-80 estimated, and get the organization out of debt.
Jeremy from DFW reports that his chapter was willing to give $250 cover some of the costs.
Brian expressed concerns with not having monetary support from all chapters. Teresa reminded us that with the bylaws we cannot require chapters participate in helping cover these costs.
Brian made suggestion that each chapter donate what they can.

Motion was made by Justin and seconded by Jeremy to proceed with incorporation and EIN application. All chapters can donate what they able capable of, by April 1, 2014. These funds will go towards the incorporation fee, EIN fee and. Anything that is remaining will stay in account and be voted on before used.
Results: Unanimous vote to accept motion.

Motion was made by Jeremy and seconded by Adam to approve expenditures for Texas Incorporation and EIN Number. The estimate cost is $65-80.
Results: Unanimous vote to accept motion.

New Chapter Application
Application was submitted in January to the secretary of the board to start a Sugar Land Chapter. During last BOP meeting the discussion was made to try and join this chapter with another and regroup at the next BOP meeting. Follow up: Since that meeting the two leaders of the groups were able to talk and decided to have two separate chapters.
Vote to accept Sugar Land as a provisionary chapter
Dfw, yay
Houston, abstain
Katy, yay
San Antonio, yay
Results: Sugar Land Chapter was accepted into Texas Four Wheel Drive Organization as a provisionary chapter.

NEW BUSINESS
TOPIC: Tomball/Conroe Chapter
Motion was made to open discussion on splitting the Tomball/Conroe chapter into two separate chapters.
Results: Unanimous vote to accept motion.
Teresa will discuss further with the interested parties on this matter and bring back to BOP next quarter.

TOPIC: State Meeting
Each Chapter has a role?
General discussion on topic.
Brian agreed to be head of the setup team for state meet up and coordinate with the B/CS chapter.

The meeting was adjourned at 9:36pm.

Closing message from your Officers
We want to thank each of you that took the time to participate in this meeting. We look forward to working with you all over this next year.

[basselete]

i completely disagree that tomball conroe should be split up theres not enough people to support one chapter let alone two. was this ever going to be brought up on the forum?

[BagBat]

i completely disagree that tomball conroe should be split up theres not enough people to support one chapter let alone two. was this ever going to be brought up on the forum?

As noted in the minutes, I took the action (as a MEMBER of the T/C chapter, NOT as chair) to discuss this further - with the 'concerned parties'.
You resigned as President of the chapter and I had been approached by a member who volunteered to lead a chapter in the Conroe area. the motion was made to open the topic for DISCUSSION, no decisions can be made without vote by the BOP!

It'll be discussed at the meeting this Friday - and on the forum and in the meetin next month, I would imagine! We DO have elections coming up so, it's a good time to open up discussion.

[texasfrog]

he is still acting President until it's official and voted on in the next meeting by the chapter members. that has not happened yet.

[BagBat]

he is still acting President until it's official and voted on in the next meeting by the chapter members. that has not happened yet.

I saw his post stating that. (I was stating facts. the topic wasn't brought up until after he announced his resignation)

[texasfrog]

I don't know who this member is but before you split a chapter on a whim,has this member been active in the T/C chapter? has this member helped with any events in the last full year or so?How many meetings has this member attended in 2013-14 ?
I would sure hate to see chapters started just to get BOD votes with no members behind a facade.

[BagBat]

...I would sure hate to see chapters started just to get BOD votes with no members behind a facade.

I agree.
Thats partially the reason we bring new chapters in as 'provisionary' - no voting priviledges for the first year on matters affecting the organization.

[BagBat]

Well now...seems my reply (to 'who made the motion') is now MIA....

the long and short of it.
Sorry for the oversight. I've asked Amy to provide that information and we'll update the minutes to include who made and seconded the motion.

I believe it was Clint and Justin (I had turned the chair over to Brian for this discussion - so I brought the topic to the floor as an active member of the T/C chapter. In that role (member) I can't make motions....

[basselete]

how did you vote on anything without a quorum? i count only 4 out of the 8 or 9 chapters?