Seacoast Division NMRA Board of Directors' Meeting

Saturday, July 23, 2016 Great Falls Model Railroad Club Auburn, ME

 

President Erich Whitney called the meeting to order at 1:54 pm.  

Present at the meeting were President Erich Whitney and Directors Paul Lessard, Peter McKenney, Larry Cannon, Dave Sias and Chip Faulter.  Directors Bill Poor and Tom Oxnard were excused from the meeting.  Glen Mitchell, Steve Russo, James Van Bokkelen, Bob Willard and Tage Erickson were also present at the meeting.  


1. President Whitney stated that the agenda would be as previously distributed to the BOD via email.  He called for any other proposed changes to the agenda.  President Whitney requested one additional new business item be added to the agenda regarding Tour de Chooch promotion.  There was no objection by the BOD.  The original agenda is included in these minutes as Attachment #1. 


2. President Whitney stated that he was proposing appointing Tage Erickson to fill the Director position vacated by the passing of tom Coulombe.  Tage provided a short bio of his professional career and his interest in model railroading.  Director McKenney moved that the BOD approve President Whitney's appointment of Tage Erickson to complete the Director term vacated by Tom Coulombe.  The motion was seconded by Director Faulter and passed with unanimous vote.  Director Erickson now joined the BOD as a full voting member.  


3. President Whitney then called for the standard reports: 

 a. Secretary's Report:

Approval of the 5/31/16 BOD meeting minutes:  Director McKenney moved to dispense with the reading of the minutes and accept the version as circulated by the Secretary.  The motion was seconded by Director Cannon and was passed by unanimous vote.

b.  Treasurer's report: 

Treasurer Hartwell provided the Treasurer's Report via e-mail to the BOD in advance of the meeting.  That report is included in these minutes as Attachment #2.  Director McKenney moved to dispense with the reading of the Treasurer's Report and accept the report provided by Treasurer Hartwell via e-mail to the BOD.  The motion was seconded by Director Cannon and passed by unanimous vote.   President Whitney stated that Treasurer Hartwell and Joe Santoro need to meet face to face and complete the review of the of the Seacoast Division NMRA financial records.

c. Editor's Report: 

Editor Anthony was not able to attend but provided the following report the BOD in advance of the meeting via e-mail:


"I managed to make the deadline once again with the switch tower. Much of the credit and thanks goes to Peter McKenney. I hope someone will step up to take his place as I cannot make 2 of the meetings and I don't travel like he does. That being said I am sure I can continue to present a decent Switch Tower if people help out. With each issue I get more comfortable with publisher and I think I am getting better at it. I will be attending the meeting on the 23 and will see you there.  All the best,   Geoff"

Director Cannon moved to accept the report as provided.  Director McKenney seconded the motion which was approved by unanimous vote.

d. Membership Committee report: 

Director/Membership Committee Chair Sias provided an advance copy of the Membership Committee Report to the BOD via e-mail, and it is included in these minutes as Attachment #3.  Director Cannon moved to dispense with the reading of the Membership Committee report and accept the report as provided.  This motion was seconded by Director McKenney and approved by unanimous vote.

e. Webmaster report: 

There was no report.  President Whitney announced that he had received a communication within the past 24 hours from Webmaster Poor indicating that he was not in a position to continue serving as division webmaster.  Steve Russo volunteered to provide temporary services and President Whitney committed to obtaining essential information from Bill Poor such as password(s).

f. AP Report: 

Director/AP Co-Chair Cannon provided an AP Committee Report via e-mail to the BOD in advance of the meeting.  This report is included in these minutes as Attachment #4.  Director McKenney moved to dispense with the reading of the AP Committee report and accept the report as provided.  This motion was seconded by Director Faulter and approved by unanimous vote.

g. Seacoast Modular Group: 

President Whitney suggested that the Seacoast Division NMRA Modular Group Chair be re-titled to a "Modular Group Liaison" to New England Freemo, and that we keep track of the efforts underway by Southern Maine Model Railroad Club to develop a modular group in southern Maine.  President Whitney volunteered to be the liaison person to start.  Director McKenney moved to accept the change as stated by President Whitney.  The motion was seconded by Director Cannon and approved by unanimous vote.

h. NER Report:

NER Northern New England Area Director Van Bokkelen was present at the meeting and provided a short summery of things going on in the NER.   Area Director Van Bokkelen mentioned the NER Conventions in Albany this year, Newport, RI in 2017 and New Jersey in 2018.  He also mentioned that NER New Jersey Area Director Dennis was re-starting the Division Superintendent's Forum.  The first meeting is scheduled for September 25, 2016.

i. President's Report: 

President Whitney stated his willingness to serve another one-year term as Seacoast Division NMRA president through 2017 but wishes that someone else would become division president in January 2018.  President Whitney also reminded the BOD that the Nominating Committee needs to report out at the fall event.  (Directors Whitney, Oxnard and Lessard terms are up in January 2017.)  Director McKenney moved to accept the report as stated by President Whitney.  The motion was seconded by Director Cannon and approved by unanimous vote.   

 4. Old Business:

a. Dave Sias Initiative on unknown members: 

Director Sias reported the list of "unknown members" stands at about 70 +/-.   Director Cannon moved that we divvy up the remaining list among the directors and each Director personally contact the members on their list.  Director McKenney seconded the motion which was passed by unanimous vote.  Director Sias volunteered to break up the list and provide each Director with their contact list.

b. NNGC 2016 planning update: 

Director McKenney reported that planning continues to go very well.  It was noted that a meeting is scheduled with NMRA President Charlie Getz for 6:00 pm Saturday evening during the convention.  President Whitney and Director McKenney need to determine the best way to notify all Seacoast Division members, not just the convention attendees, of the meeting.  Bob Willard and Director Faulter need to discuss the logistics of getting the narrow gauge module currently in the basement of the Great Falls Club to the convention and how to best use it during the convention.

c. Activities Chair McKenney has resigned his position as of this date.

He provided his final report and it is included in these minutes as attachment #5.  President Whitney will take action to prioritize and reassign these responsibilities asap.

d. Status of changing the Seacoast Division NMRA Clerk from Tom Coulombe to Chip Faulter: 

The initial form that was submitted to the state of Maine was returned stating that a new form was now available, and the change fee had been increased from $5 to $15.  The new form and fee have been submitted.  

5. New Business:

a. Spate Award Nomination: 

Bruce Robinson and Bill Gaver were discussed as potential Seacoast Division NMRA candidates.  Director McKenney moved that the Seacoast Division NMRA BOD authorize President Whitney to submit Bill Gaver's name as the Seacoast Division NMRA candidate for the Spate Public Service award.  The motion was seconded by Director Cannon and approved by unanimous vote.

b. Seacoast Division NMRA records retention: 

Director Faulter stated that the Seacoast Division NMRA really has no organized records retention process or policy.  As a result Director Faulter proposed the following:  

i. Bylaws amendments:    

Add Article VII, 9:  The Seacoast Division NMRA will retain the following records for historical purposes:  Board of Director(BOD) meeting minutes, Annual Meeting of the Members meeting minutes, Treasurer's Reports, Report of the Annual Financial Review, all editions of The Switch Tower and any other document deemed valuable  and requiring retention by the BOD.   

Add Article X, 8:    A Historian

ii. Board Resolution:  

The following Retention Procedure shall be adopted:  The Division's historical records as defined in Article VII, 9 of the Bylaws shall be digitally stored on two portable digital storage devices owned by the Division.  One of these devices will be kept by the Division President and the other by the Historian, that person to be appointed by the President.  Once a year, the President's device will be synced with the Historian's device to serve as a back-up.    

The Historian shall report to the Board after each calendar year that the procedure has been followed for the preceding year.  The Historian shall also make recommendations to the Board for changes in policy or procedure for preservation of the Division's historical records.  The Historian in consultation with the President and Webmaster shall select the type of portable digital storage device to be used.  

Further, Director Faulter offered to be the first Historian and get the process started.  

A motion was made by Director Faulter to accomplish the tasks noted above.  The motion was seconded by President Whitney and approved by unanimous vote.  

As a note, a change to the By-Laws requires:  

"These Bylaws may be changed at any meeting of the Board of Directors provided that:

1. At a prior meeting, the Directors vote on and approve the specific language of the proposed amendment,

2. The Directors post their approved language for the proposed amendment on the Division's website at least 45 days prior to their final vote on the amendment and alert the Members via email or mail of the posting of the proposed amendment language, and

3. Two-thirds of the Directors holding office at the time of their next meeting vote in favor of the amendment."

As a result, Director Faulter will commence getting the files organized and solicit for historical documents, and will coordinate with Webmaster/Director Poor to the have the proposed change posted on the Seacoast NMRA website.

c. Tour de Chooch promotion: 

President Whitney stated that he had been approached by Stan Ames representing the Tour de Chooch coordinators requesting 2 things:  One, that a link be placed on the Seacoast Division NMRA website to the Tour de Chooch website; and two, that the Seacoast Division become a "supporter" of the Tour de Chooch, and allow use of the Seacoast Division NMRA logo on Tour de Chooch promotional material to that affect.  President Whitney moved that the BOD approve both requests (as stated above).  Director McKenney seconded the motion which was approved by unanimous vote.

 
6. President Whitney called for adjournment at 3:04 pm.  Director Faulter moved for adjournment.  The motion was seconded by President Whitney and passed by unanimous vote.   

 

Attachment #2

Treasurer's Report  

Despite minimal financial activity in the second quarter of 2016, there was one expense of note, a $500.00 donation, approved by the Board of Directors, to the Great Falls Model Railroad Club in honor of Tom Coulombe, former treasurer of the Seacoast Division, who died recently.  

The Division remains in a desirable position of fiscal strength, able to make significant purchases and to fund considerable projects.  However, a trend of expenditures exceeding income over the past year has resulted in an appreciable decline in the Division's cash reserve from $6,710.89 on 6/30/2015 to $5,970.70 on 6/30/2016.  There is probably no need for concern, but the Board should perhaps be mindful of this monetary direction.  

Doug Hartwell, Treasurer July 2016 

 

Attachment #3

Membership Report Seacoast Division NMRA Second Quarter (March-June, 2016)   

Membership as of Dec 31, 2015:    179  
Membership as of Feb 29, 2016:     179  
Membership as of June 30, 2016:    178     

New Members March/April/May/June:

Nelson Baum, Westbrook, ME (full membership) Don Woodward, Exeter, NH  (full membership) David Simpson, Rochester, NH  (Railpass membership) 

Report submitted by Dave Sias, Membership Chair   

 

Attachment #4

AP Report   

The AP certificates listed in the March report as pending have been received and Dave's and Chip's will be presented at the meeting. Lucien Champagnes certificate was presented at his home because he is unable to attend the meeting.   Tom Oxnard has a pending certificate for Volunteer.  

I discussed the delays this past week with Bill Brown in Indy.  Paul Richardson only processes certificate once a month and he still has health issues.  Neither Bill nor I are satisfied with the situation.  

Larry   

 

Attachment #5

 

 
SEACOAST DIVISION NMRA

Major Activities Planning Progress

Prepared July 22, 2016    


 

     
Other upcoming activities:

Derry Model Railroad Fun Nights, presumably resuming in September.  No dates have been entered on the Calendar.

National Narrow Gauge Convention in Augusta, ME, Sept. 7-10  

The Pacemaker, NER convention in Albany, NY, Sept. 15-18 Maine Model Railroad Tour 2016, Sept. 24-25    NOT posted on Division's Calendar!!