Ft. Western Unit 183 Minutes
September 15, 2010
A. President Shirey called the meeting to order at: 5:30 P.M.
Board members present: All, except ,Tom Nute.
B. Minutes of August 18, 2010, board meeting, approved.
AUDIT REPORT. Special Guest: Bill Walker
Bill Walker reported to the Board on the status of the audit
requested by the Board for the calendar year, 2009. Bill
reported that incomplete records for 2009 were furnished
to him, therefore, an official audit cannot be completed at
this time. He further reported that the Treasurer’s re-
sponsibilities are not being maintained within basic
accounting procedures.
Bill made the following recommendations:
* Financial ledgers or journals need to be maintained by the
Treasurer and stored in a permanent location. A secure
file cabinet at the studio, was an option.
* The Treasurer needs to organize all receipts and
expenditures in an orderly manner.
* Accounting software, like Quick Books 101, should be
purchased to carry out the financial duties of the
Treasurer. Mr. Walker will research different soft-
wares and report his findings to the Board.
* Mr. Walker suggested that the Board consider hiring
professional help to carry out the Treasurer’s duties or
supply professional help to the Treasurer. (The Unit’s
Standing Rules might have to be changed , if the Board
approves this measure.)
* Mr. Walker suggested to the Board that written standard
operating procedures need to be developed for the
Treasurer’s position and maintained for all future
treasurers.
The Board extended its appreciation for Bill Walker’s knowledgeable
accounting input, ideas and recommendations.
TREASURER’S REPORT. Tom Hughes presented his monthly report to
the Board , and it was approved.
* Tom reported that Farmer’s Insurance sent a settlement check for
for the insurance claim made for the stolen trailer, tables, boards,
etc. for the amount of: $2,833.93, less the deductible.
* Tom suggested to the Board, that we consider going 'paperless’
and that we transact all the Unit’s business, 'electronically.’
* Tom also suggested that 2 bank credit cards with cash ceilings
be maintained for the purpose of buying studio supplies.
OLD BUSINESS
1. Audit Report. See above.
2. October Sectional.
a. Election Committee. E. Hudson, Chair, reported that the Election
for the three new board members, is all in order.
The following unit members have been selected and have agreed to
serve on the Election Committee: Larry Edwards, Mary Hoger,
Kay Jones, Ginny Reinier, Mary Ellen Stanton, Judy Staser , C.Pinto and
Millie Williams. These memebers can accept absentee ballots
from the membership and need to bring these ballots to the
Ft. Worth Bridge Studio on: Oct. 13, 2010, after the Wednesday
day game, 4:30 P.M. to be counted and tallied at that date.
On October 17, 2010, the final tally of all ballots cast, whether
absentee or in person, will be done. The winners to be declared
after the first half of the Swiss game.
b. Newsletter. The Board thanks Diane Washabaugh for her diligent
and timely work in the writing, printing and mailing of the ballots
to the Unit’s membership.
c. Non-Profit bulk mailings. E. Hudson reported that Unit 183 has
been mailing bulk under standard prices, not under the non-profit
status which Unit 183 has. Elizabeth will start the application
process to the United States Post Office to acquire the status of
non-profit.
d. Caddy Chair. Janet Jordan, requested that the Board approve
a Standing Rule change to reflect the following pay changes
for caddies. Effective: 09/15/10, Head Caddy will be paid
$40 dollars for each session, the other caddies, $30 dollars each. All
caddies working the last session will be paid: $50 dollars each.
The Board also approved the Caddy Chair will be given $200 dollars
per tournament, to be used at her/his discretion, to reward excellent
caddy work, during tournaments.
e. TournamentVendor Request. C. Pinto presented a request from
Teresa Milford, a jewelry vendor, to sell her products at our
tournaments. The Board turned this down, because, the Unit
has a Standing Rule, that says, only ‘bridge-related’ items can
be approved for sale in our tournaments.
3. TELEPHONE DIRECTORY. Janet Jordan reported that this project
has begun, anew, under her direction, and she will make timely
reports to the Board, as the work progresses.
4. STUDIO DEEP CLEANING. E. Hudson presented a letter to the
Board from Judy Staser, regarding deep cleaning of the studio.
Steve Shirey read the letter to the Board and discussion took
place. (See copy of Judy’s letter , attached to these minutes).
C. Pinto suggested that instead of hiring another group of
cleaning people, that we pay the existing group: O’Dell,
$25 dollars twice per month to clean, tables, chairs, etc.
Pinto will originate a list of ‘deep-cleaning items’ to be
covered and supply to the cleaning crew. This arrangement
will be on a temporary basis.
5. DUPLIMATE. The Board approved the purchase of the Play
Bridge Dealer-4 for the Ft. Worth Studio. The price is:
$4,449.64. All Board members approved this expenditure,
except: Tom Hughes and Max Jackson.
NEW BUSINESS.
1. 2011 tournaments. S. Shirey reported that the Board is
actively looking for new sites to have our tournaments.
Suggestions from the membership will be considered.
* Plans are in the works to have one Non-Life Master
Tournament in conjunction with an Open Sectional.
* Arlington Studio will be hosting an “An 8 is Enough” on
February 26, 2011.
2. PARKING FOR TRAILER. Max Jackson reported to the
Board, that the arrangement to park the Unit’s trailer, at
Amy Percy’s home, did not work out. He found a storage
business , close to the Ft. Worth Studio, called: The Iron Gate,
and took the initiative to rent a space for September and the monthly
rent will be for $65 dollars with no contract, but on a monthly basis only.
Shirey suggested to the Board, that we start looking for bridge members
who might be able to store this trailer on their property.
3. OTHER NEW BUSINESS. None.
4. SUNSHINE COMMITTEE. M. Hirsch reported the following:
Grace Ann Titone is ill
Bill Gibson had surgery
Lauren Brown had surgery
Jimmy Reynolds’s father, passed
ADJOURNMENT: 7:12 P.M.
Respectfully submitted,
Elizabeth H. Hudson
Secretary