M05oct16.htm  Posted October 19, 2005    Return to Board of Directors Minutes Home Page

 

Meeting of TCA Executive Board on October 16, and Board of Directors on October 17, 2005

(see Oct 17 meeting in second half of this page)

 

October 16, 2005  Trilby Community Building, 5 pm.

Herb Green, President, called a meeting of the Officers and the Chair of the Board of Directors.

Herb Green, Kathleen Fink, Richard Riley, Denny Mihalinec.  Absent: Kim Rowe  Also attending Jeremiah Fink.

Primary topic was the resignation of Denny Mihalinec from the Board of Directors and all other duties except for being on the Church Relations Committee, effective October 20.  This was confirmed and further clarified by an e-mail from Denny after the meeting.  Herb expressed the appreciation of the other members present and the Association for all that Denny has done these first years of the Association and for his dedication to the community.  Denny will be focusing his efforts in working with the Trilby United Methodist Church. 

Herb stated that one of the other purposes of this Executive Board meeting was to revamp the meeting organization and schedule.  The third Thursday of every month will be the general / public meeting, and will primarily be informational and community oriented.  There will not be a regularly scheduled business meeting during this Thursday meeting.

The Monday before the third Thursday will be a meeting at 7 pm (or 6 pm when there is a board meeting) of the executive board, which consists of the four officers of the Association.  These meetings will be for the monthly operation of the Association, and will be open to the public and especially open for the Board of Directors.  It will be in addition to a Board of Directors meeting, but will not assume any of the duties assigned the Board by the Association By-Laws.  The Board of Directors may not meet monthly, but will be convened when necessary, probably quarterly.

Richard presented a draft of an amendment to the By-Laws which allows for the creation of an Advisory Board which will have influential community members but will not be required to meet as often as the Board of Directors.  Board of Director members who miss three consecutive meetings or so request, may be transferred to the Advisory Board.

Other amendments to the By-Laws are:

In Article VI, Section 3, Officers:

Remove the words: “except the nominating committee.”  The By-Laws do not provide for any Officer to create and assign people to the nominating committee.  This allows the President to do so as he/she does with all other committees.

In Article IV, Vacancies:

Add: D.  The Board of Directors does not have to contain the maximum number of members allowed.  If the Board of Directors wishes to fill a vacancy before the annual election, nominations may be made by any member of the Board at a regular meeting and approved by a majority vote of the board.

Planned activities and projects through the first of the year (in no particular order).

1.            Organize and enter the Dade City Christmas Parade.  The parade this year is assumed to be December 2nd.  Build float.  Get mounted patrol as part of presentation.  Person Responsible:  Herb  (Kathleen will register and pay for entrance fees)

            October 28:  Ladies Luncheon.  Person Responsible:  Eileen Lamb

3.         Mow around the Magnolia trees on the trail and set up the posts to hold the plaques that were promised last May.  Temporary plaques need to be posted as soon as possible.  Person Responsible:  Richard

4.         Plan for a Christmas party on December 15, in place of the December general meeting.  Person responsible:  TBA

5.         Hold general elections in January.  Herb recommended members for a nominating committee with Kathleen as chair.  The nominating committee will announced in November, meet and recommend a slate of officers and returning board members, in December, and elections will be in January.  Person responsible: Kathleen

6.            Continue work on 501(c)(3) application.  Person responsible:  Richard

Planned activities for the next year need to be scheduled and assigned.  Some of the topics discussed were:

Children’s Safety Rally            April 29 (weekend before Mother’s Day)            Kathleen   (approved 10/17/05)
Awards Banquet            September            (approved 10/17/05)
Annual Country Western Dance            Winter/Spring  Herb  -- on hold, to be discussed further
Christmas Float            Oct/Nov   (approved 10/17/05)
Thanksgiving Dinner            November                   Pastor Juan/Denny  (approved 10/17/05)
Bike Rally            &GolfTournamentTBA            Kim  (approved 10/17/05)

New board members:

It was decided to nominate three new members for the Board of Directors.

Karyn Pirrello, Trilby Trails;   -- (approved unamiously  10/17/05)

Marline Nichols, Postmistress;  -- (approved unamiously  10/17/05)

Jeremiah Fink, High School Student.   -- (approved unamiously  10/17/05)

They have been contacted, and have agreed to serve if elected.  With Denny’s resignation, this will increase the board to 14.

Kathleen has been designated GTCA coordinator for the Community Building.  She will work with other community members in scheduling, cleaning, and maintaining the Community Center and its property.  Richard and Herb will build an outside box on the front of the center for Patrol Sheets and a combination lock for key access.

Richard has been designated the person responsible for Public Affairs and News Releases.

Kathleen is coordinating three students from St. Leo who are helping tutor students in Trilby.  At the moment, it is Monday evening 4:30 to 6 pm, each week.

Other activities coming up:

November 12               St. Leo Samaritan group to help clean Community Center Area. – Denny and Kathleen

November 17, Bob Loring, Guest Speaker – Toys for Tots. – Denny contacted Bob and Herb and Richard will follow up.

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October 17, 2005  Regular Board of Directors Meeting, Trilby United Methodist Church

Present: Kim Rowe, Sierra O’Neil, Richard Riley, Kathy Riley, Kathleen Fink, Eileen Lamb, Jeremiah Fink, Herb Green, Scott Black  A quorum was present.

In the absence of Denny Mihalinec, Chair, Herb assumed leadership as Association President.

Denny’s resignation was discussed.  Herb directed Richard to write a letter to Denny, recognizing his accomplishments in the Association, thanking him for such, and wishing him the best in the future.

Herb announced that an Executive Board meeting of the Board Chair and the Association Officers will be held monthly primarily for business and housekeeping purposes.  These meetings will be announced and open to the regular board and public.

Herb and Richard then went through the minutes of the meeting of the 16th the day before.

The names of the three nominees for the Board of Directors were presented and voted on.  All were unanimously approved.

The following amendments to the by-laws were presented, discussed, and approved for submission to the general meeting.

October 17, 2005            Proposed Amendment to the GTCA By-Laws.

Article IV, Section 2.  Board of Directors  (add what is in red)

A.        Board members provide the general oversight of the activities of the Association.  They provide guidance and administrative control over the Association Officers and are required to meet at the call of the President.  Board members are expected to attend all Board meetings and general meetings whenever possible.  Absence from three consecutive Board meetings is cause for possible removal from office and possible assignment to the Advisory Board.

B.            Advisory Board to the Board of Directors:  The Advisory Board is made up of individuals who have a significant contribution to make to the Association and the community, but are not able to regularly attend scheduled Board or general meetings.  They are eligible to attend any Board of Directors meetings that they wish, but do not have a vote.  Their input is sought and respected and they have the title of “Advisory Board Member.”

In Article IV, Section 3, Officers:

Remove the words: “except the nominating committee.  (The By-Laws do not provide for any Officer to create and assign people to the nominating committee.  This allows the President to do so as he/she does with all other committees.)

In Article IV, Section 4, Vacancies:

Add:

D.  The Board of Directors does not have to contain the maximum number of members allowed.  If the Board of Directors wishes to fill a vacancy before the annual election, nominations may be made by any member of the Board at a regular meeting and approved by a majority vote of the board.

These amendments will be posted on the website, and on the community bulletin board by the post office.  They will be voted on at the November general town meeting.

Herb recognized that Kathleen and her family had extensively cleaned and reorganized the Community Center.  She has been designated “coordinator” for the Association with the Community Center building and other occupants.

Scott suggested that another annual event could be a Railroad Festival and coordinate it with model or other railroad enthusiasts.

Meeting adjourned at 8:04