March 15, 2020 Board Minutes

North Texas Mensa

A Local Group of American Mensa Ltd.

 A Not-for-Profit Corporation

 

This meeting was cancelled due to the COVID-19 pandemic.

February 19, 2020 Board Minutes

North Texas Mensa

A Local Group of American Mensa Ltd.

 A Not-for-Profit Corporation

Meeting called to order at 6:05 pm by President John Marshall.  Attendees: Vice-President George Schmidt, Treasurer Roger Durham, Secretary Anne Whiteman, and Board Members at Large Rolando Chapa and Pamela Evers.

  1. Reports

Secretary – The proposed January 2020 Board Meeting Minutes were circulated.  Schmidt moved, Evers seconded to approve the minutes as amended with the budget being approved, which passed unanimously.           

Treasurer – Treasurer Durham reported on the January 2020 financials.  The January 31 bank account balance was $20,684.41 together with a note receivable of $10,000.00, showing an increase in net worth to $30,684.41, compared to net worth of $30.359.47 at year-end.  Income of $1,203.06 and expenses of $878.12 generated a surplus of $324.94 for the month of January 2020.

President – President Marshall prepared the following agenda of topics to discuss:

  • Renew membership, if necessary.
  • Adopt budget – this was done at January’s meeting.
  • Adopt standing policies and proposed election code from 2020 Handbook. Durham moved and Evers seconded.
  • Need committee or chair, date, location, for New Members Party to be in March M-AURA.
    • Evers’ location will not work for the spring party. The membership chair has 3 possibilities to check into.
  • Next Board Meeting: March 15, 2020.
    • Marshall will miss the March and April meetings.
    • No special approval needed by the board, since he hasn’t missed 3 consecutive meetings.

Membership – Paul Whiteman - reported that as of February 16 NTM had 1,233 members, which includes 17 entering members (9 joined, 7 rejoin, 1 move-in), and 2 leaving members. 

Marshall asked the Membership Chair for a report of the newer members, in order to do some “outreach” to get more participation and fresh blood doing volunteer activities in the organization.

Ombudsman - Randy Brack – nothing to report.

Election Committee – Vacant.

(Chapa) Editor – Bill Rock – M-Aura went to press Friday.  Thanks to all who provided timely inputs and reviews.

(Chapa) Publisher/Circulation Manager – Val Beasley – M-AURA is at the printer.  Val mentioned that there is a service in Florida that will print the M-AURAs and bulk mail them.  All NTM will need to do is send the file to them to print, they will print and bulk mail.  Val would not need to be involved anymore.  Several people who have used this service are happy with them.  Before going with this provider, local options will also be considered. 

(Chapa) Social and Communications – Vacant.

(Chapa) Publicity – Vacant.

(Evers) Webmaster – Andy McKellar – All appears well; nothing of substance to report.

(Evers) Testing Coordinator – Deborah Lockhart – Durham reported that 4 candidates were tested yesterday.  Lockhart reported that there are 139 candidates ready to test in East Texas.  Lockhart said they are looking for testing locations in 6 different areas to test these candidates. An NTM proctor who is new to the area is willing to travel to these 6 areas to proctor a test.

(Evers) Programs – Karen Brack – Karen feels she needs to resign from this position. For a second month in a row, she has not gotten a positive response for a speaker, despite having sent out many more invitations. She feels perhaps her approach and tactics have aged out and a new perspective is required.

(Evers) Calendar - Sara Hawkins – Everything is going fine in calendar-land. Nothing to report.

(Adair) Gifted Children - Bill Rock – No attendees for museum trip yesterday.  Mini-golf and games event happening in Texarkana today.  Events for March are bird watching in Lewisville and a museum trip in Texarkana.  In April, we have fossil hunting in Mineral Wells.

(Adair) S.I.G.H.T. - Gunny Hartman – No requests for SITE services.

Scholarship Chair – Ralf Kittenbacher – no report.

Regional Gathering – Vacant.

 

  1. Old Business:
  • NMP – Need chair/committee, date, and location.
  • 2020 RG? If so, need permission from National (First step, contact RVC).
    • Attendance has been dropping the past few years.
    • Not enough room nights have been bought to provide free meeting space at hotels.
    • First weekend of October was suggested as an alternate to Thanksgiving weekend.
    • No chair for the RG committee has been identified yet.
    • The gatherings committee is working on a location, which needs to be determined before the RG can happen.
  1. New Business:      
  • New Badges with new roles – Whiteman was assigned the task of placing the order. She created a spreadsheet of the proposed name tags and titles for everyone on the board to review for spelling and title correctness. Order will be placed this week.

 

Motion to adjourn made by Schmidt, seconded by Durham, and passed unanimously. Meeting adjourned at 6:57 p.m.  Submitted as Board Proceedings pending approval as Minutes by Whiteman, NTM Secretary.

     December 15, 2019 Board Minutes

North Texas Mensa

A Local Group of

American Mensa Ltd.

   A Not-for-Profit Corporation

Meeting called to order at 6:00 pm by President Gunny Hartman. Attendees: Vice-President John Marshall, Treasurer Doug Fix, Secretary Roger Durham, and Board members Chris Cree, George Schmidt, and Anne Whiteman.

  1. Reports

Secretary - The proposed November 2019 Board Meeting Minutes were circulated. Marshall moved, Schmidt seconded to approve the minutes as submitted, which passed unanimously.   

Treasurer – Treasurer Doug Fix reported on the November financials which included income of $1,236.56 and expenses of $1,275.92, generating a net deficit of $39.36 for the month of November. Total assets decreased to $32,626.48 as of November 30, 2019. Report received with thanks.

President – Hartman presented the President’s Report. He began by introducing Aaron Adair, a new Board member for 2020, following which the current Board members introduced themselves. Hartman then informed everyone that the first Board meeting of 2020 will be on January 19, 2020, at the usual time and place. The following reports were also received (names in parentheses are Board liaisons for each office):

Membership – Paul Whiteman - reported by email that as of November 30 NTM had 1,200 members, up from 1,169 on November 30. Whiteman has agreed to serve in the same position for 2020.

Ombudsman - Randy Brack – reported a problem with the NTM Election Code which needs to be resolved. Full discussion was deferred to New Business.

Election Committee – Andy McKellar – reported by email that the election of 2020 officers was held at the November General Meeting. John Marshall (President), George Schmidt (Vice-President), Anne Whiteman (Secretary), and Roger Durham (Treasurer) were all unopposed and therefore declared elected. Ballots for Board Member at Large were counted and Rolando Chapa, Pamela Evers, and Aaron Adair were declared elected. In addition, the following officers of the NTM Scholarship Foundation were re-elected: Deborah Lockhart (President), Dennis Nienkerk (Vice-President), Anne Whiteman (Secretary), and Roger Durham (Treasurer). (The full election report appears in the January M-Aura.)

(Cree) Editor – Bill Rock - reported by email that the newsletter will go to the printer as soon as he receives the RVC’s column. He will continue as Editor for 2020.

(Cree) Publisher/Circulation Manager – Val Beasley – no report, but is willing to continue in office for another year.

(Cree) Social and Communications – Vacant.

(Cree) Publicity – Vacant.

(Whiteman) Webmaster – Andy McKellar – nothing to report, but will continue as Webmaster for 2020.

(Whiteman) Testing Coordinator – Deborah Lockhart – Durham reported that 4 candidates were tested on December 14. Lockhart agreed to continue in this position for another year.

(Whiteman) Programs – Karen Brack – no report, but has agreed to continue as Program Chair next year.

(Whiteman) Calendar - Sara Hawkins – reported that Ty O’Neal’s weekly lunch event has been removed from the calendar, as the venue has closed and no one has been able to reach Ty. Hawkins will continue in this position in 2020.

(Schmidt) Gifted Children - Bill Rock - reported that plans for later this month include a plant tour and Meals on Wheels. The holiday crafts session today was attended by 3 families. Rock will continue for another year.

(Schmidt) S.I.G.H.T. - Gunny Hartman – nothing to report, but will serve for another year.

(Schmidt) Scholarship Chair – Ralf Kittenbacher – no report, but will serve for another year.

(Schmidt) Regional Gathering – Carol Hilson and Anne Whiteman – Whiteman reported that everyone appeared to enjoy the RG. Durham (RG Treasurer) reported that only 95 people attended, most of whom did not stay at the hotel, and that in consequence a loss of nearly $3,000 was sustained, due to our failure to meet our guarantee of 96 room/nights.

President-elect – Marshall reported that, in addition to those noted above, Pam Kittenbacher and Cookie Neely have agreed to continue as Area Coordinators, and Art Pletcher will continue as East Texas Gifted Youth Coordinator.

2. Old Business:

None.

3. New Business:

       Durham moved, Marshall seconded, to appropriate the sum of up to $3,000 to be transferred to the RG Committee to pay all remaining obligations for the RG. Passed unanimously.

       Durham moved, Marshall seconded, that he be authorized to give the Marriott Quorum notice of cancellation of the remaining 2 years of our contract, and to begin discussions with both them and other hotels for a new contract with a lower room guarantee. Passed unanimously.

       Marshall moved, Schmidt seconded, to amend the 2020 Election Code to delete the last sentence of Section 3, Rule 14, and substitute the following: “Verification shall take place after in-person voting has completed. If a mail-in ballot is found for a person who has voted in person, the mail-in ballot shall be discarded.” Passed unanimously.

      

 Motion to adjourn made by Marshall, seconded by Schmidt, unanimously approved. Meeting adjourned at 6:54 p.m. Submitted by Roger Durham, NTM Secretary.

January 19, 2020 Board Minutes

North Texas Mensa

A Local Group of

American Mensa Ltd.

    A Not-for-Profit Corporation

Meeting called to order at 6:05 pm by Vice President George Schmidt.  Attendees: Vice-President George Schmidt, Treasurer Roger Durham, Secretary Anne Whiteman, and Board Members at Large Rolando Chapa and Aaron Adair.

  1. Reports

Secretary – The proposed December 2019 Board Meeting Minutes were circulated.  Durham moved, Chapa seconded to approve the minutes as submitted, which passed unanimously. 

Treasurer – Treasurer Roger Durham reported on the December financials which included income of $1,045.30 and expenses of $1,275.92, generating a net deficit of $39.36 for the month of December. Total assets decreased to $32,626.48 as of December 31, 2019.  Report received with thanks.  Budget for 2020 was presented – Whiteman moved to approve the proposed budget, Chapa seconded.  Unanimously approved.

Change of signatures needed at Chase Bank to transfer access to the new President (John Marshall) and Treasurer (Roger Durham).  Secretary (Anne Whiteman) will attend also to provide the meeting proceedings which authorize this.  Chapa moved, and Durham seconded.  Unanimously approved.

President – President John Marshall was out of town, so Vice President George Schmidt presided.  Marshall prepared the following agenda of topics to discuss in his absence:

  • Announcement of 2020 Officers and Board Members.
    • List of chairs for next year were approved for the coming year. Durham moved.  Chapa seconded.  Unanimously approved.
    • Paul Whiteman, membership chair, asked if the area coordinators were being included in the approvals. Currently Pam Kittenbacher is the only one recognized by National as being an Area Coordinator.
  • Treasurer will arrange banking change – Durham will arrange.
  • Financial Review needed (to be conducted by incoming Treasurer).
    • Durham will handle.
  • Standing Policies: Review and modify, if so desired.
    • Standing Policy changes are not required at this time, but Board members were asked to review current policies for any needed amendments.
  • Need committee or chair for New Members Party.
    • Paul Whiteman mentioned that there had been a couple offers to host future new member parties. He will check with those people to see if one of them will host the 2020 Spring New Member Party.
  • 2020 Board Meetings: 3rd Sunday, 6PM (Q: Father’s Day 6/21).
    • Board Meeting Dates will remain on the 3rd Sunday at 6 PM.
    • Board members agreed that we did not have to change the meeting on Father’s Day.
  • Discussion of 2020 RG, to be voted upon in February.
    • Due to the $3000 loss of our 2019 Regional Gathering, Roger Durham gave the Marriott Quorum notice of cancellation of the remaining 2 years of our contract before the end of 2019 (so there was no penalty for cancellation). In the near future, Roger will begin discussions with both them and other hotels for a new contract with a lower room guarantee. A 2020 Regional Gathering can only be scheduled if we find a new hotel and establish a new contract.
  • Contemplate particulars of 2020 Budget and approve.
  • Next Board Meeting: February 16, 2020.

Membership – Paul Whiteman - reported that as of January 19 NTM had 1,218 members, which includes 17 joining members and 1 leaving member.  Most of the new members are re-joins (5 are initially joining, 3 are move-ins, and the rest are re-joins). 

Ombudsman - Randy Brack – reported just minor problems.

Election Committee – Andy McKellar – mail box was closed out. No significant mail received.

(Chapa) Editor – Bill Rock - reported by email that the newsletter will go to the printer as soon as he receives the RVC’s column.  He will continue as Editor for 2020.

(Chapa) Publisher/Circulation Manager – Val Beasley – M-AURA is at the printer.  Post Office is still not fond of us.

(Chapa) Social and Communications – Vacant.

(Chapa) Publicity – Vacant.

(Evers) Webmaster – Andy McKellar – nothing to report.

(Evers) Testing Coordinator – Deborah Lockhart – Durham reported that 4 candidates were tested on December 14 and 2 were offered membership.  No testing was done in January.

(Evers) Programs – Karen Brack – Karen said that she would like to get other people involved in this activity.  Aaron Adair volunteered to assist some with this activity.

(Evers) Calendar - Sara Hawkins – Everything is going fine in calendar-land. Nothing to report.

(Adair) Gifted Children - Bill Rock - 4 attended the ornament making, and 3 attended Meals On Wheels. They will take TRE Rail to the Kimball in Fort Worth in February. 

(Adair) S.I.G.H.T. - Gunny Hartman – No requests for SITE services.

Scholarship Chair – Ralf Kittenbacher – reported a problem.  Normally Ralf gets 200 scholarship essays.  This time he received over 400 scholarship essays, 350 of which met the minimum specifications.  Since each entry needs to be read by 3 different people, if you can spare some time to do some reading of scholarship essays, please contact Ralf. 

Regional Gathering – Vacant.

 

  1. 2. Old Business:

None.

  1. New Business:

      

  • Durham moved to disband the election committee with the Board’s thanks, Whiteman seconded, passed unanimously.
  • New Badges with new roles – NTM will pay, and Whiteman was assigned the task of placing the order. Durham moved, Adair seconded, passed unanimously.   

 

 

Motion to adjourn made by Chapa, seconded by Adair, and passed unanimously. Meeting adjourned at 6:43 p.m.  Submitted as Board Proceedings pending approval as Minutes by Anne Whiteman, NTM Secretary.

                                                                November 17, 2019 Board Minutes

  North Texas Mensa

A Local Group of

American Mensa Ltd.

    A Not-for-Profit Corporation

Meeting called to order at 6:00 pm by President Gunny Hartman.  Attendees: Vice President John Marshall, Treasurer Doug Fix, Secretary Roger Durham. Board members Chris Cree and Anne Whiteman arrived late.

  1. Reports

Secretary - The proposed October 2019 Board Meeting Minutes were circulated.  Marshall moved, Fix seconded to approve the minutes as submitted, which passed unanimously.          

Treasurer – Treasurer Doug Fix reported on the October financials which included income of $1,099.92 and expenses of $657.88, generating a net surplus of $442.04 for the month of October, primarily due to a credit of $407.99 for an undeposited check for website expenses.  This credit will be reversed in November.  Total assets increased to $32,665.84 as of October 31, 2019.  Report received with thanks.

President – Hartman presented the President’s Report.  He began by encouraging all members of the Board to stay for the Election Meeting, and attend the Regional Gathering over Thanksgiving Weekend, even if only for a day or two.  He then reminded everyone that the next Board meeting will be on December 15, 2019, at the usual time and place.  The following reports were also received (names in parentheses are Board liaisons for each office):

Membership – Paul Whiteman - reported by email that as of October 31 NTM had 1,169 members, up from 1,163 on September 30.

Ombudsman - Randy Brack – nothing to report.

Election Committee – Andy McKellar – reported that everything is ready for tonight’s election meeting.

(Cree) Editor – Bill Rock - reported by e-mail that the newsletter went to the printer on Friday.

(Cree) Publisher/Circulation Manager – Val Beasley – no report.

(Cree) Social and Communications – Vacant.

(Cree) Publicity – Vacant.

(Whiteman) Webmaster – Andy McKellar – nothing to report.

(Whiteman) Testing Coordinator – Deborah Lockhart – reported that 13 candidates were tested on October 26.

(Whiteman) Programs – Karen Brack – no report.

(Whiteman) Calendar - Sara Hawkins – reported by email that she wishes to recognize Bill Rock for his help keeping the calendar updated.

(Schmidt) Gifted Children - Bill Rock - reported by e-mail that this month featured a tour of In Sync Exotics Big Cat Sanctuary, attended by about a dozen people, plus golf and games in Texarkana, with several people participating.  Plans for December include a plant tour, Meals on Wheels, and holiday crafts.

(Schmidt) S.I.G.H.T. - Gunny Hartman – nothing to report.

(Schmidt) Scholarship Chair – Ralf Kittenbacher – no report.

(Schmidt) Regional Gathering – Carol Hilson and Anne Whiteman – Whiteman reported that organizing for the RG continues.  All speaker slots have been filled.  The wine and chocolate tastings are sold out.  Hilson reported by email that as of yesterday we had 73 paid registrations, with several more reportedly in the mail.  Durham reported that hotel reservations are lagging, and if they don’t pick up by Thanksgiving we could owe the hotel a penalty in excess of $1,000.

2. Old Business:

None.

3. New Business:   

       Marshall moved, Cree seconded that the several hundred books left to NTM by the late Wayne Pierce be given to the RG for a book swap.  Any books left over after the RG will be taken by Randy Brack for distribution to various organizations.  Passed unanimously.

 

 Motion to adjourn made by Durham, seconded by Fix, unanimously approved.  Meeting adjourned at 6:40 p.m.  Submitted by Roger Durham, NTM Secretary.