Please tolerate another organizational issue I feel we should discuss. We used to post on our password protected Membership page minutes of out meetings. Annual club meetings for certain, and some Board meeting when minutes were available. Since changing to the improved online meeting format we have ceased doing so.

To remain a transparent and open Board, we should/must share with the general membership what their elected Board is doing on their behalf.

I propose after each quarterly and annual meeting, the President or Secretary or some Board designee prepare a brief report discussing key meeting issues. The report does not need to be extensive. The level of financial detail reported is open for discussion here now.    

I could do this, unless Secretary Todd wishes to.

My question is, what would be the best process for sharing?  I don't like the idea of an email blast personally.  Is there a pw protected link that we could have/create on the website to view this summary?

@acasseday

Yes, there has been a pw protected on the Member page forever.

@dlehmann

So, we could simply place the summary minutes within the same page that has the discount codes,etc?  Sound logical Andrew?

@acasseday

That is the Protected Page I am referring to. The earlier website included several meeting minutes. We did not move them over, but maybe should. 

We need to remind folks of the site and password, that includes me. We might also email a report upon request to verified members.

I agree that we should post the minutes from our previous meetings. The easiest thing to do is to allow website viewers with password to view these discussions directly, instead of requiring someone to write another summary for us to then post somewhere else.

My intention all along was to take these discussions and save them as pdf to post somewhere else, but could never figure out how to gracefully accomplish that. I've figured out a way to make these e-board meetings visible to only those logged-in to the website (RD's and BoDs), while non-visible to visitors. After the conclusion of the meeting, we can save and make visible to all.

As an example, if you follow the breadcrumbs at the top of this forum, click the home (house) button on the far left. You'll now see another forum with the title Minutes and a discussion called Testing. This is where I would put this meeting after we conclude (or after we accept the minutes during our next meeting).

A summary from meetings is more appropriate than the full discussion.  It could be as simple as a list of the agenda items and the outcome for those items if any.  For financial reports, the statement of activity summary for the entire club for each calendar year should be made available. If the detailed statement is requested it can be provided or just posted along with the summary.  Posting those in the pw protected site would be fine and easy. If anyone complains about the reports they will be nominated to take over the responsibility.

This should be standard practice. I don't believe a vote is even required. A summary report will be posted following each BoD meeting. Minutes of the  Annual Membership Meeting would be appropriate as well. 

@dlehmann

I will do this.  It's simply going to be taking our voting wrap-up item and adding in a little bit of detail.

Is this actually required by our bylaws, state law, or IRS?  

I fine with agendas and the final results but not the discussion.

I also pause on making our private non-profit club financials available on the internet, yes I realize that it is in the forum.

If you come to the annual meeting then you are welcome to them, but to have our records screen captured by a member and then posted on reddit, etc I suggest you pause.

I think we only do what is required by the law or our current bylaw. 

@daniel

We could simply say that the Treasure's Report was made and accepted by the Board.  We do not need to give numbers.  Thoughts?

Good point on internet publishing, DT. 

Our IRS 990 is public record as part of our filing with WV Secretary of State. Our club accounting report, such as submitted in the treasurer's report, would not be. 

Having financials at the annual meeting has been standard.  

I reviewed the bylaws adopted Jan 4 2003 with amendments dated Dec 30, 2005 and they do not address publishing minutes or financials to members so there is no requirement to go by.

Having a policy is good. The policy might be to publish minutes for each quarterly meeting and have an annual financial report available at the annual meeting or upon request.

@matt

I support that plan of action.