MINUTES - CAROLINA SOUTHERN DIVISION

OFFICERS AND DIRECTORS MEETING

Saturday, December 12, 2009

The meeting was held at 10:00 at the Hopewell Presbyterian Scout Hut, Huntersville, NC.

Steve opened the meeting at 10:11.

Attendees:
Steve August
Dick Bronson
Bob Halsey
Roy Becker
Jack Haynes

RMU:
Steve reported that he had 7 registrations so far. Advertising would begin in a week or so. Bob will contact newspapers in early January. There have been some name changes to some classes. Tony Sissons will do weathering locos. Dave Chance will do a session on AP Judging. The MER is pushing some significant changes in its guidelines for judges, primarily in the area of providing feedback to the modeler. They are looking for a place to roll it out. Steve has been in contact with Charlie Flichman, MER AP Chair.

Annual Report:
Steve presented his draft of the Division Annual Report. Gil is sending his final report on Brookford and Steve will update accordingly. Directors reviewed and suggested a few minor corrections.

Web Site:
There was discussion on ways the web site could be improved. Gil also has requested some direction from Steve and the Board on how long to retain content before archiving it. This led to further discussion on general retention and backup issues for Division data.

Steve will discuss changes with Gil with the objectives of having a simpler home page, promoting upcoming Division events, streamlining navigation to content, and facilitating performing incremental updates with current information. He will also get information on what space various content requires to consider in providing guidelines for archiving.

It was felt generally that the Division web site should be a resource for Division members, but also a place that anyone interested in model railroading can go to for activities in our area either with basic information listed or by links to other local groups. Anyone who has information posted on the site should be asked to maintain it by sending updates to our webmaster.

Incorporation:
Steve has information from NC Secretary of State department on incorporating as not-for-profit. He wants to form a committee tasked with:
1.   Look into what needs to be done.
2.   Get necessary paperwork started.
3.   Once incorporated, get 501(c) and 501(c)3 status so we can accept contributions that will be tax deductible. This requires documentation of educational purpose and activities.
4.   Prepare motion for Annual Meeting to authorize Division to proceed with the process.

Bylaws may have to be revised. Steve has copy of Carolina Piedmont Division bylaws and their application for incorporation. They have already incorporated. The advantage of these is that they have already been reviewed by an attorney and accepted by the Dept of State.

Bob Halsey will chair the committee. He will assemble a committee of at least three members and at most five. Jack Haynes offered to assist. The committee will prepare a proposal for the Annual Business Meeting and a draft of new bylaws.

2010 Calendar:
Incorporation process: Proposal to incorporate-January 30; draft of new bylaws submitted to membership for comment-March 1; finalize bylaws and approve motion to submit to membership for approval March 30; Mail out paper ballot on bylaws - April, return by mail by early May (date to be determined), or bring to Division Business Meeting in May.

Steve hopes to have more frequent board meetings so they will be shorter with fewer items for discussion.

Steve presented tentative schedule of events and possible events for the Division in 2010. He is in contact with several sites and groups to finalize arrangements.

MER Convention:
MER asked Steve for the Division to host the Regional convention in 2011. He felt we might consider 2013, but need seed money. We may be able to get enough from future Ops Weekends and RMU's, but we are not in a position to support it now.

Meeting adjourned at 12:26

Respectfully submitted
Jack Haynes
Division Clerk

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