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COBA Board Information

June 13, 2011 Meeting Minutes

Present: Dana Stahlman, Mike Hatter, Bill Valentine-Cooper, Susan Valentine-Cooper, Rod Pritchard, Barb Bloetscher, Nina Bagley, Gail Walter, John George, Terry Eddy, Dan Wampler, Mary Wampler, Joy Voorhees.
Absent: Barry Conrad

  1. Dana Stahlman: Comments from President to make sure to that meeting decorum is maintained and that all views can be heard (no side conversations, etc.). All COBA members are welcome to attend and the intent is not to silence anyone. Board members will be recognized to speak first on issues, then non-Board members will be recognized to speak. Only Board members vote on issues.
  2. The motion was made to have COBA apply for 501C3 status. The motion was defeated, eight to zero. All Board members present (Joy Voorhees not present at the time) voted against this proposal.
  3. Financial report: The Board has purchased Quick Books for use in tracking financial expenses. There has been a delay in implementing the use of Quick Books for tracking our finances due to lack of availability of accountant for training the Treasurer. Anticipated implementation is July. A current written report on an excel spreadsheet was submitted by the treasurer for review and entered into the minutes. The Quick Books report will be reviewed at the July Board meeting
  4. Other financial matters: John George made a motion as follows, seconded by Pat Chambers:
    1. The audit committee shall review all tax filings and shall ensure the organization is in compliance with all federal, state, and local tax laws, including sales tax collection on sales. The committee shall annually certify compliance to the board.
    2. The Treasurer shall provide to the board at least quarterly financial statements that include but are not limited to revenues, expenses, and opening and closing balances in all funds or accounts.
    3. The Treasurer shall provide to all Board members and committee chairpersons the balances for each line item as well as expenses in each line item of budgets approved by the board for that calendar year on a monthly basis.
    4. The finance committee shall be responsible for ensuring the accuracy and completeness of all financial reports and provide to the board a record of minutes for all meetings held.
    Discussion followed. The role of the audit committee in reviewing the filings was clarified (the committee will not do the filings). The Board received notification from the Treasurer that tax filing for 2009 was made on 11-18-10 (form 990-N). This was past the May 15 due date. There is no information about the status of filings prior to that date, or for 2010. According to IRS listing, the tax exempt status of COBA has been revoked due to failure to file for all required years in a timely fashion.

    The 990 form filing has nothing to do whether or not our club sells anything or not. There was a change in the tax code in 2006, requiring annual filing whether or not anything is sold or regardless of revenue from the club. The 990-N is an on-line postcard. The paperwork for reinstatement needs to be filed by December 31, 2011. There is a $100 fee. Form 1024 needs to be filed for reinstatement. Once we are reinstated, then form 990-N needs to be filed yearly, by May 15.

    Three years of financial information needs to be provided for re-instatement (2010, 2009, 2008). With re-instatement, the club's nonprofit status can be maintained.

    The motion passed unanimously.

    The Board then addressed the question of need for support for the audit committee. A motion was made to hire a tax consultant to assist the treasurer in preparing necessary tax documents. The motion passed 7 to 2.

    Quick Books, once implemented, will provide documentation of what needs to be done yearly (for tax filings).

    Dan Wampler moved to hire Susan Valentine-Cooper to assist the club in preparing the necessary tax documents to reinstate tax exempt status. The motion carried unanimously. Susan agreed to do this job.

    Finance Committee: According to the constitution, the Finance Committee needs to have three members, with the Treasurer as the chairman. The Treasurer will be notified that he needs to select two qualified and willing individuals for this committee.

  5. Policy handbook: The audit committee has supplied a policy statement. Thank you, audit committee. All committee chairpersons are asked to supply a statement for the Policy handbook.
  6. Political Action Committee pamphlet: Wording was discussed and suggestions made: What could Ohio be like without bees or other pollinators? John will finalize comments tonight, send to the Board, and the Board must contact John immediately with any additional concerns . Nina will obtain a quote for printing, and Sue Daly is also obtaining quotes. Numbers for printing to be determined based on cost. Motion made for copies to be printed and distributed by COBA, with a maximum cost of $400. Motion carried with one vote no. In future years, the possibility of a vocational school print shop doing this at reduced cost can be explored.

    Discussion followed as to the target population for distribution. This should be determined by the Political Action Committee. Request made for some pamphlets for Lithopolis Honey Fest.

    A swarm has been captured for an observation hive, and has been placed in a nuc. This now needs to go into a full size hive. Education Committee with work with John George regarding available hive equipment. Pat and Joy will work with John on installing this hive into a full size hive. The education committee is authorized to use existing equipment and purchase additional equipment needed to this task.

  7. Franklin Park Conservatory: the relationship between COBA and Franklin Park Conservatory was discussed. Dana has conversed with Barbara Arnold from FPC. FPC indicates that maintenance of the bee yard is not FPC's responsibility, but is COBA's responsibility. This includes weeding. Nina, Patti French and the Stovers recently weeded the be yard enclosure and this will need to be done monthly with COBA volunteers. Contact Nina if you would like to volunteer. We are also required to take care of bee- related matters for FPC (the bee hives and swarms). In return they are providing us with free space for our classes and meetings. COBA agrees to maintain the relationship on these terms.
  8. COBA picnic: Our annual club picnic is July 3. Volunteers still needed. Board members requested to assist. The Board will assess the pros and cons of the date over the 4th of July, depending upon attendance at the upcoming picnic.
  9. June 15 COBA members meeting: Question and answer and roundtable.
  10. Future speakers: Goal is for us to have speakers set up for all of 2012 by January. Need to work ahead.

New Business

  1. Maintaining of the membership list. Bill Valentine-Cooper has volunteered to help. Secretary and Bill will meet to determine ways to maintain and disseminate the roster, and keep the membership roster up to date. Members need to pay dues by June 1 to be considered active, or else they are considered inactive. Membership committee is chaired by the Vice President (currently in constitution)
Meeting adjourned.
Email Us: centralohiobeekeepersassoc@gmail.com