AramcoBrats, Inc.

Formal Meeting Minutes


Because ABI board members reside all over the country, it conducts most business via email. To make it possible to follow multiple conversations, each item offered for discussion and voting is given its own Formal Meeting (FM) Number. The table below summarizes the FMs that have been conducted throughout the term.

For a record of previous terms' minutes, go to the Archives.      
FM # Date Meeting Summary Vote
19-25  6-3-19
IRS Letters for Tax Years 2016 & 2017 and Reimbursement for Registration Change Cash

TEL recommend that payments for the penalties and interest of $78.74 for 2016 and $120.73 for 2017 be approved and remitted to the IRS and charged the new COA number (8000) for Tax. I recommend that Tom Littlejohn be reimbursed for the $100 in cash he supplied to the cash box at Registration.

 Yes: 10
19-24  6-2-19
Reimbursement for purchased gifts

HAG purposed that Joy Neumann be reimbursed for the above noted gifts, itemized below for a total of $267.00

  1. Stuffed camel - $84
  2. Calligraphy names - $40
  3. Frames for calligraphic names - $143
 Yes: 10
19-23      
19-22      
19-21 5-20-19

Q1 2019 Financials 

TEL recommends that the Q1 financial information from the ABI Budget & Income report be approved by the Board for posting on the ABI website.

 Yes: 10
19-20
5-18-19
 Additional Postage for Ballots
LHC moved that an additional $145.04 be included in the original quote of $2854.16 to account for the actual charge of $2999.20.
Yes: 10
19-19
5-18-19
Reunion Expenses

I move that Dawn be reimbursed $82.60 for the delivery of raffle items to Phoenix, and $43.29 for signage printed.  Total of $125.89 to COA 5820/5830.  Payment may be sent to Dawn’s PayPal account.  Receipts attached.

I move that Marie be reimbursed for the following expenses.  Payment can be sent via Chase Zelle.

Date

Vendor


5810

5820

5/9/2019

USPS

$4.49

$4.49


5/9/2019

1/2 Price Boxes

$1.61


$1.61

5/14/2019

UPS

$150.06

$50.02

$100.04


TOTAL

$156.16

$54.51

$101.6

 

I move that Liz be reimbursed for the following expenses.  Payment can be sent via Chase Zelle.

Vendor

Item

Cost

COA

Amazon

Badge Supplies

$271.01

7111

Amazon

Printer Ink

$64.25

7115

Amazon

Printer

$97.73

7122

Amazon

Batteries

$21.99

7112

Amazon

Paper

$8.09

7115

Amazon

Camel Float

$49.94

7122

Total

 

 

$513.01

 

I move that we pay Southwest Sunset Production $400.00 COA 7113. Payment can be made via check on Sunday May 26,2019.

Yes: 10
19-18
5-10-19
Federal Tax Forms
TEL recommended that the tax forms be approved by the Board, filed with the IRS and posted on the ABI website, and taxes due paid via check. 
Yes: 10
19-17
5-9-19
Motion to Reimburse for Reunion Brochure Printing
ADN moved that she be reimbursed $183.43 for 720 Reunion Brochures. COA 7111 and payment may be made to <address snipped>
Yes: 10
19-16
5-7-19
Activation of Virtual Terminal
TEL moved that the Virtual Terminal feature on ABI's PayPal account be activated for one month for use for walk-in and any other credit card payments at the reunion.
Yes: 10
19-15
5-7-19
Reunion Raffle Supply Reimbursement
DEK moved that she be reimbursed $45.47 for the purchase of gift boxes, and $231.51 for Office Depot supplies.  Total of $276.98 to COA 5820/5830.  Payment may be sent to my PayPal account.
Yes: 10
19-14
5-2-19
Postage for Ballots

LHC moved that ABI pays Conlin’s printing Domestic postage $1614.64 and international postage $626.75. using the ABI credit card on file.

Yes: 10
19-13
4-30-19
Goodie Bag Purchase

LAG moved that we pay the following vendors via ABI Credit Card, as follows and assign to account #7111 (Goodie Bag Expense):
Design a Shirt: T-Shirts: $4,490.77
4Imprint: Reunion Bags $2,236.91
4AllPromos: Koozies $1,510.63

Yes: 10

19-12  

4-29-19

Wufoo temporary account upgrade

PBA moved that the payment should be made by ABI credit card, already on file with Wufoo.

Yes: 10

19-11  4-27-19

Election Ballot

LHC moved that the 2019 ballot be printed by Conlins and that payment should be made by ABI credit card to expedite the process.
Yes: 10
19-10  4-23-19 Reunion Table Decor Order and Suq Expense Reimbursement
MLD moved that MLD be reimbursed $131.11 for suq expenses and that ABI order the reunion table decor and charge $1003.58 to ABI’s credit card.
Yes: 10
19-9  4-16-19

Reunion Expenses
LAG moved that we purchase the tumblers and pint classes from Discount Mugs.

Discount Mugs:
$3728.02 to be paid via ABI Credit Card (COA#7111)
$489 to be paid via ABI Credit Card ($101.88 - COA#7116, $169.79 - COA#7141, $217.33 - #COA5810)

Yes: 10
19-8  4-10-19

Reunion Expenses

ADN moved that the Board approve the attached agreements for registration personnel and the for the bowling alley for the 2019 ABI Reunion. Additionally, ADN moved that we issue the $400 deposit via check to Let it Roll, 8925 N 12th St, Phoenix, AZ 85020.
Yes: 10
19-7  4-2-19 IRS Forms 990-T and Taxes for Tax Years 2015-2017
TEL I recommend that the IRS Forms 990-T for the years 2015, 2016 and 2017 be approved and remitted to the IRS along with taxes due, including interest, of $278.36.
Yes: 10
19-6  3-11-19
Yes: 10
19-5  3-5-19 Approval of Reimbursement for Email Forwarding Service
DEK moved that DEK be reimbursed $90.00 for one year of DuoCircle email service. Payment can be sent to my paypal account.
Yes: 10
19-4
 2-11-19 Q4 2018 Financials
TEL recommends that the Q3 financial information from the ABI Budget & Income report be approved by the Board for posting on the ABI website.
 Yes: 10
19-3
 1-26-19 Reunion Chair Registration Fee
LAG moved that we waive the $95.00 registration fee for the reunion chair, Bridget Halpin.
 Yes: 10
19-2
1-13-19
Save The Date Postcard Postage
LHC moved that the postage costs (US: $1,785.80, International: $653.20) including the 3% surcharge be payable via the ABI credit card. This will save time and allow us to get the postcards in the mail much sooner.
Yes: 10
19-1
 1-17-19 Contracts for Reunion DJ and Photobooth
LAG moved that the ABI sign the contract for DJ services provided by Southwest Sunset Productions. Payment for the DJ to be paid on May 26, 2019 via check.

LAG also moved the at the ABI sign the contract for photobooth services provided by Pixster.  I also move, that we pay via the ABI credit card  the $686.56  deposit (COA #7162) to finalize reservation of photobooth.
Yes: 10
18-17
12-21-18
Reunion Budget Approval & Golf Contract Signature
LAG moved that the attached budget for the 2019 Reunion be approved by the Board.  She also moved that the board approve the golf contract with Mountain Shadow Golf.
Yes: 10
18-16 12-17-18
Save The Date Postcard
LHC moved that Conlin's King of Prussia be paid $920.27 via ABI credit card for printing and mailing services for the 2019 Save the Date post card.
 Yes: 10
18-15 11-12-18 Reimbursement for JoinMe Annual Subscription
MLD move that Marie Littlejohn Dunn be reimbursed $255.71 for ABI’s JoinMe annual subscription (COA #5250) via Chase QuickPay.
 Yes: 10
18-14 11-9-18 Directors and Officer Liability Insurance Renewal
TEL moves that the board renews the directors and officers liability insurance policy for the annual premium of $1,087.00 (#5600).
 Yes: 10
18-13 11-5-18 Approval of Off-Year Board Meeting Minutes
ADN recommend that after additions and or corrections, that the attached minutes of the September 15, 2018 Board of Directors Meeting (docx file), be approved and posted to the ABI Website.
Yes: 10
18-12 11-2-18 Q3 2018 Financials
TEL recommends that the Q3 financial information from the attached ABI Budget & Income report be approved by the Board for posting on the ABI website.
Yes: 9
Abstain: 1
18-11 10-12-18
Logo Design Reimbursement
LAG moved that Mitchell Meek be reimbursed for logo design($100 to 71111).  Reimbursement can be sent via Check.
Yes: 10
18-10 9-27-18
Approval of 2018-2019 Budget
TEL moved the budget for the 2018-2019 fiscal term be approved by the Board.
Yes: 10
18-9 8-11-18 Travel Reimbursement for Board Meeting
DEK moved that Dawn Kolb be reimbursed for airfare ($307.96 to 5110). Reimbursement can be sent to my PayPal account.
Yes: 10
18-8 8-9-18 Travel Reimbursement for Board Meeting
LAG moved that Liz Germani be reimbursed for airfare ($293.40 to 5110). Reimbursement can be sent via Chase QuickPay; that Tom Littlejohn be reimbursed for airfare ($412.60 to 5110), and Caroline Masters be reimbursed for airfare ($360.40 to 5110).
Yes: 10
18-7 8-1-18
Travel Reimbursement for Board Meeting
ADN moves that Paul Allen be reimbursed $ for Southwest Airlines for ticket purchase for the upcoming board meeting ($313.96 to 5510). Reimbursement can be sent via PayPal.  ADN also moves that Amber Neal be reimbursed $140.39 for AA ticket purchase for upcoming board meeting ($140.39 to 5510). Reimbursement can be sent via Chase QuickPay.
Yes: 10
18-6 7-24-18 Miscellaneous Reimbursements
MLD moves that she be reimbursed $355.90 for (1) vector file purchase for reunion logo work ($12.99 to 7111), (2) Flck-Pro subscription renewal ($44.95 to 5420), and (3) SWA ticket purchase for upcoming board meeting (297.96 to 5510). Reimbursement can be sent via Chase QuickPay.

Yes: 10
18-5 5-25-18 Renewal of ABI Domain Name
DEK moves that we renew services for 2 years, at a total cost of $79.98 (acct 5400) I would like to submit payment via PayPal so that it is taken directly from our account, and no reimbursement would be needed.
Yes: 10
18-4 5-14-18 Approval for Federal Tax Forms
TEL recommend that the tax forms be approved by the Board, filed with the IRS, and posted on the ABI website.
Yes: 10
18-3 5-8-18 Approval for Q4 2017 Financials
TEL recommends that the Q4 financial information from the attached ABI Budget & Income report be approved by the Board for posting on the ABI website.

Yes: 10
18-2 3-1-18 Approval for Reimbursement of Email Forwarding Service
DEK moved that she be reimbursed $90.00 for one year of DuoCircle email service.
Yes: 10
18-1 2-6-18
Wild Apricot Annual Website Renewal
MLD moved that we change credit card information on our Wild Apricot account to ABI’s credit card and renew our Wild Apricot subscription for 1 year at the current Enterprise rate of $2916 annually (COA#5410).  I further move that we reevaluate web hosting/membership and event management options.
Yes: 10
17-40 12-30-17

Approval of the 2019 ABI Reunion Contract
The Reunion Oversight Director moves that the Board accept the terms and signing of the 2019 ABI Reunion contract.
 Yes: 10
17-39 12-28-17
Reimbursement for Reunion Site Expenses

ADN move that the board issues reimbursement as follows (COA 5900):

Amber Neal
Airfare: $347.96
 
Sandra Louchard 
Airfare $394.39
Car Rental: $151.05
Parking: $51.00
Total: $596.44
 
Liz Germani
Airfare: $338.98
Marie Dunn Airfare: $338.98 
Total: $677.96
 
Yes: 10
17-38 11-16-17
Directors and Officers Liability Insurance Renewal
TEL moves that the board renews the directors and officers liability insurance policy for the annual premium of $1,031.00 (#5600)
Yes: 10
17-37 11-08-17
Appointment of Directors for 2017-2019 Term
ADN moves that the following slate be approved to the appointed board positions:

o Liz Germani, Reunion Oversite Director
o Paul Allen, Nominations Director
o Leslie Homolka Craigmyle, Publications Director
o Caroline Homolka Masters, Database Director
o Dawn Kolb, Website Director
o Marie Littlejohn Dunn, Director at Large
Yes:4

Per the bylaws, only elected Board Members voted



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