Connecticut & Western Massachusetts Mensa ExComm Minutes

C&WM Home Page

Minutes of ExComm meetings appear on this page after being approved by a majority of the ExComm members.

ExComm meets approximately every six to eight weeks.

ExComm meetings are publicized in advance and open to all chapter members.

ExComm Mini-Meeting Minutes of 10/16/2009

Friday evening at the RG, the complete ExComm held a quick meeting to discuss the cost per person for the Annual Meeting luncheon. The cost was lowered from $20 to $15 by a unanimous vote.  In attendence and voting was your ExComm: Ann Fitzgerald, LocSec; Mike Wilson, Vice LocSec; Joe Lynch,Treasurer; Beth Collins, Secretary; Pamela Guinan, Member-at-Large

ExComm Meeting Minutes of 10/18/2009

The October meeting was held at the Super 8 Hotel Manchester, the last morning of the C&WM Annual Regional Gathering.  At 11:12 AM, the ExComm committee  was called to order by Ann Fitzgerald

Present:  ExComm:  Ann, Joe Lynch, Mike Wilson, Beth Collins and Pamela Guinan.   Member Robin Richardson also attended.

Secretary: Minutes of the Sept 12 meeting were approved via email and have been posted on the Web. 

Vice Loc Sec / Membership / Bylaws revisions:  The proposed revisions to the bylaws have made by the committee of Mike, Art Swanson, Bob Leo, and Bill Vincent . The revisions have been published in the Media.   Bylaw revisions will also be presented at the annual meeting on Saturday Nov 7, Noon, at the Confetti Restaurant in Plainville, CT.   Suggestions / changes / ideas are welcome, please email or contact Mike Wilson.

Treasurer:  Things are going smoothly. No detailed report needed from Joe. Next report will include RG costs.

LocSec:  Ann requested that we develop an agenda for the annual meeting.  This was the result -
The Annual Meeting minutes from 12/2008 will be read and approved by the members.
Long Service Awards to thank two dedicated members,
Longevity Awards for anyone attending who has been a member for 30+ years,
Announcement and details about the Annual Holiday Party on Friday Dec. 11, 2009 at the Pitkin Community Center.

New Business:  The attendance rule was reviewed.

Next Meeting:   Annual Meeting on November 7, noon at Confetti Restaurant in Plainville, CT

Respectfully submitted,

Beth Collins
Secretary

ExComm Meeting Minutes of 9/12/2009

The meeting was called to order at 4:40 PM by Vice LocSec Mike Wilson at the home of Ann Fitzgerald in Old Saybrook.

Present: ExComm: Mike, Ann, Joe Lynch, Beth Collins.
Other members attending: Dave Collier and new member Rob Pflomm, Barb Holstein, Nick Errede, Ann Polanski, Robin Richardson, Gisela Rodriguez, Bob Smith.
Joining later: Bonnie Kaplan, new member.

Secretary: Minutes of June 20 meeting were approved by e-mail and posted on the Web.

Vice Loc Sec / Membership / Bylaws revisions:
Membership: Mike shared these stats: as of August 31, we had 767 members, of whom 81 were life members and 134 silver (members for 25+ years).
Bylaws: The bylaws were last updated in 1999. Now our current committee of Mike, Art Swanson, Bob Leo, and Bill Vincent and ExComm members isworking to update our bylaws as required by National. Our two-step dance, er, process, is this:
1) Make local bylaws compliant with National's minimum requirements. These changes will be distributed in the Media and on the web.
2) In addition, suggestions may be made for further revisions; please address proposals to Mike.

Treasurer: Joe distributed copies of the current income and expenditures, stating that we are on budget. Committee agreed that financial condition is satisfactory.

Proctor Coordinator: Dave gave a report on the ConnectiCon Convention, July 31, Aug 1 and 2. The Mensa booth was well recognized and received this year, a boost from last year. Thirty three candidates were tested. The norm is that 60% of people who are tested do pass. We , however, never know unless they join. Four home tests were sold.
Dave suggested that in the future, ConnectiCon expenses be put into the budget prior to National's Jan.1st budget. Mike requested that Dave provide an estimate for the Chapter budget in January.
Dave again requested a place for testing in the New Haven area (or was it a N.H. proctor that he requested?) A contact is needed at Yale; Ann P.’s brother and nephew both work at Yale. A suggestion was made that he look on the National web site for CT Mensans with emails ending in ".edu".

Publisher: Bill Vincent emailed his report. We're paying $50/ month for mailing the Media, bulk rate. There is a $600 balance in the Media budget. Nice work getting that accomplished, Bill !

There was a 10 minute pause to allow the "intelligent" Mensans to decide to come in out of the rain.

RG '09 Committee: Nick was pleased with the attendance of 17 at the RG meeting on Sept. 6. We are on track with 60 paid registrations as of Sept. 12. Tentative contract for 2010 RG, same place, for Columbus Day Weekend Oct. 9 - 11, or for Oct 15-17. Nick recommended that next year's early registration price be $60, which was unanimously accepted by the ExComm.
Nick again requested that people check out their local hotels for future RGs. A list of easy questions is on the Web site; it was emailed to the mass email list, and anyone listed on the front or back cover of the Media would be happy to forward the questionnaire upon request.

Web Master: Ann P reports that the web is up-to-date, with RG news, list of attendees, ExComm minutes, the whole bit.

CalEd: The Norwich 2nd Saturday brunch will have a change in venue and host. Look for Gisela's emails and check the web site.

LocSec:
Lyndon Moors has been named the area coordinator for Adams/Pittsfield, MA
Annual Meeting - several places were discussed for the November 7th meeting. Details will be announced shortly. We'll need to have flyers available at the RG.

New Business –
Audit - Barb Holstein with her committe of Gloria Hall and Liz Carabillo finished their Audit of chapter accounts for the period January – June 2009 on schedule. They had success with the new software. Barb recommends a time limit of 1 month. The 2009 full year audit should be wrapped up by the third week in January.
New Members Party - Gail and Don Trowbridge will host a Halloween / New Members party on October 31st. Due to space, attendance will be limited, so reserve early.
A suggestion was made that we set up a 501C3 Entity for Local Scholarship Fund. We all liked the idea, but agree that this would take more time and effort than we currently have available.

Next ExCom Meeting will be the RG, time and room to be determined.

The meeting was adjourned at 6:04 and a lot of delicious pork roast and accompaniments was devoured.

Respectfully submitted,
Beth Collins
Secretary

ExComm Meeting Minutes of 6/20/2009


The meeting was called to order at 3:11 p.m. by LocSec Ann Fitzgerald at the Essex Corinthian Yacht Club.

Present: ExComm: Ann, Joe Lynch, Beth Collins, with Mike Wilson joining later (traffic). Other members attending: Joe Wonoski as Publicity Chairman, Dave Collier as Proctor Coordinator, Gloria Hall as volunteer for RG, Robin Richardson as games volunteer for RG, Roger Richards as SE CT area coordinator, Phradie Kling, and I can’t remember who-all else.

Secretary: Email and snail-mail invitations were sent for the May 25 and June 20 parties. New members and local inactive members were contacted. Email invitations were sent to 43 and 52 of those with email addresses, 68 and 55 flyers were sent via USPS for the May and June events, respectively. This in addition to the emails and phone calls made to new members by Barb Holstein and the contacts made by Ann Fitzgerald. Response to both parties was quite good with new names RSVPing to each. Forty two attended the May party and at least that many are expected at the Summer Solstice Event. Reaching out works.

Vice Loc Sec / Membership / Bylaws revisions: Mike reported that Membership as of May 31st was 727, up from 700 in April after the 2009 dues were due.
An update on the Bylaws will be distributed before July 1st.

Treasurer: Joe distributed copies of the current income and expenditures. Committee agreed that financial condition is satisfactory.

Proctor Coordinator: Dave gave a progress report on the ConnectiCon Convention, July 31, Aug 1 and 2. He has arranged a booth, and a room to be used all 3 days at noon for proctoring tests.
Normally tests are given once a month, rotating within 3 or 4 geographical areas. Springfield, Hartford, and New London all have specific locations for testing; he is looking for one in New Haven. October will be an unusual month, with all 4 locations hosting tests. This may leave the autumn months sparse with other tests.
Publisher: Bill Vincent emailed that after the directory costs are considered, the coffers should cover Media mailing costs until the end of 2009. Kudos to Bill for working with the Manchester PO to reduce costs to the bulk rate.

Area Coordinators:
Roger Richards stated there was nothing to report.
Joe W said he will no longer be hosting the Shoreline Happy Hour in Branford on the 2nd Wednesday of each month. Mike said he’d take over for now.
Joe also did some statistical research, which showed that his new area, NorthEast Connecticut, has a statistically lower proportion of active members than the Chapter as a whole. He’ll try to raise the level of interest.

LocSec: Five scholarships of $500 each were given by our chapter to CT scholars this year. Two of the recipients have RSVPd to attend the Solstice Party. Judging by the large response, the Solstice Party is expected to be quite well attended.
Future events – the weekend of Nov. 2nd was chosen for the Annual Meeting. Ann will contact Nicole Michaud for ideas about speakers at the event.
Joe Lynch will investigate the Renaissance in Windsor as a potential location for the event.

New Business: Gloria Hall requested help in finding donations to stuff the goodie bags for the RG. If members have any suggestions, please contact Gloria.

Next Meeting will be held at Beth Collins’ home in Wallingford, at 2 PM on Sept 13th. (Note: this was changed to September 12th at 4:30 pm at Ann Fitzgerald's house [see Media].)

The meeting was adjourned at 4:19.

Respectfully submitted,
Beth Collins
Secretary

ExComm Meeting Minutes of 5/17/09

The meeting was called to order at 2:00 PM by LocSec Ann Fitzgerald.  We met at the Essex Corinthian Yacht Club.

Present:  ExComm:  Ann Fitzgerald, Mike Wilson, and Beth Collins. 
Other members attending:  Ann Polanski, Bill Vincent, Bob Smith, Dave Collier, Lori and Ron Norris, and Nick Errede.

Secretary: Plans for the Memorial Day Party are coming along quite well. Expect 30-40 people will attend.

Membership / Vice Loc Sec:  Mike’s report on Bylaws - National’s minimum bylaws will be compared with our current version in a draft which will be out soon.

Chapter membership dropped by 148 members, to 700 at the end of April. This is a 17.5% drop after  renewals due April 1 were  declined or  forgotten. This is a slightly lower percentage than in the past.  We expect 30-45 % of lapsed members to renew, prodded by a postcard reminder.

Proctor Coordinator:  Dave reported that National has a promotion for more reimbursement dollars per person tested if we test a higher number than we did last March.  We had no testing last March, so this was easy!   March 2009:  Springfield, 5;  Hartford, 8;  New Haven, 0;  New London, 2.  Two types of tests were given, Standard and Culture-Fair (non-language).   The test type is announced prior to the event.
People interested in taking a Mensa Exam should contact Dave directly.  National keeps a list of such names, but after a year their name is dropped.   We currently have 450 names on the list!

Publisher:  There is $970.40 in the account, reported Bill, which will more than cover the Directory and the June Media. 

RG ’09:  Forty four registrations have been received to date and Nick reports that registrar Ann P. is keeping the website current when she registers people.  Lori will get RG info out to the other chapters.

Webmaster:  Ann P‘s C&WM web updates:

Added a note that Jay from Amsterdam is looking for a roommate
Added 4/18 ExComm minutes
Added that Barb Holstein is Central CT Coordinator, replacing Howard; Art Swanson is Greater Vernon.
Added pictures and minutes from the May 2^nd RG meeting
Added a link to “The 2010 RG Hotel Interview”. 

Scholarship Chair:  Ann F. reported Tony Newman’s communication that 5 local winners will be given scholarships.  The ExComm voted to increase the scholarship amounts from $300 to $500 per winner. The winners and their families will be invited to the Solstice Party. (Ann or Tony will forward their names and addresses to Beth, who will send them flyers).

ConnectiCon Convention:  Dave is once again organizing a booth at the Connecticon  Anime and Fantasy / Science Fiction Convention held in Hartford.  It attracts young people, ages 14-24, who are potential candidates for Mensa.  This year it will be held from July 31 – Aug 2^nd.

Old Business:   Discussion regarding the CASIE wording was tabled until Joe can join in.

New Business: 
Annual meeting – looking for a venue and a chairman.  Date is tentatively set at Nov. 8, on condition that we can find a suitable place.  Beth to contact Amherst, MA  Coordinator Ian Frasier to scout out the area.  Also, a speaker would be quite welcome, Beth to contact Ian and Nicole Michaud for ideas.

Ann F. requests help with the Solstice Party on 6/20.  Pot Luck.  Ann will contact the volunteers on the “Help with 6/20 Party list” that Barb Holstein has been passing around at the recent parties.

Next meeting:  June 20, 3 PM at the Essex Corinthian Yacht Club in Essex, CT.

Adjourned at 2:50 PM with a resounding cheer!  Under an hour, hooray !

Respectfully submitted,
Beth Collins 
Secretary

ExComm Meeting Minutes of 4/18/2009

The meeting was called to order at 10:07 AM by LocSec Ann Fitzgerald, at Pamela Guinan’s home in Wethersfield, CT.

Present: ExComm: Ann, Pam, Mike Wilson, and Beth Collins. Joe Lynch excused due to injury.
Other members attending: Tony Newman, Cheryl Rice

Secretary: Minutes of the ExComm Meeting of 3/21 were approved via email by the ExComm and appear on the www.cwm.us.mensa.org website.

Treasurer: Sent by Joe Lynch via email:
We are scheduled to receive a monthly distribution from National as well as the past-due allocation from last month on Monday April 20. In addition, the budget has been modified to reflect March’s meeting and will be circulated this week [mid-April]. The March 31 financial report for National is prepared, ready for the tender mercies of our Audit Committee, and will be submitted when due on April 30.

Vice LocSec: Mike gave an update on the bylaw revisions – Mike is expecting to have a review draft reflecting changes required by the National office ready by the end of April.

Membership: We currently have 842 members, but expect the number to drop as renewals due April 1 are delayed or overlooked. A discussion ensued regarding the possibility of partial year dues for people who join with less than six months left in the membership year (April 1 – March 31). Mike will follow up with Lori. Ann will check with National regarding membership subsidy for members who wish to join but can’t afford the whole dues amount.

Member at Large: Pamela reports that scholarship essays she received have been read and will be returned to Tony, who was present.

And Holiday Party: Pamela booked the Greenfield St Community Center in Wethersfield, for Friday, Dec. 11, from 6-10 PM, with clean-up need to be completed by 11 PM. Caterer has been chosen. Volunteers needed for setup, cleanup, decorating, picking up the food, cake, other odds and ends.

Publicity Chairman: Joe Wonoski sent word that when a contact for C&WM is desired, feel free to use Joe’s contact information in the back cover of Media.

RG 2009: Reminder from Nick Errede - Next RG Committee meeting will be held at Ann Polanski’s on Saturday May 2nd , 1 PM. For directions and details, check Media and weekly mailings from Gisela.

Area Coordinators: Fran Devevo is the new North West CT contact, and Roger Richards is the contact in Southeastern CT.

New Member Coordinator: The first New Members’ party will be held at Barb Holstein’s on Saturday April 25. Beth Collins’ party will held Monday May 25, Memorial Day. June we’ll have the Summer Solstice at the Essex Corinthian Yacht Club.

Scholarship Chairman: Tony reported that the first 126 scholarship applications have received the required 3 judgings. About 220 applications were received, 18 were rejected. Any outstanding judging reports are due back ASAP, 4/24 at the latest so awardees can be selected and scholarship checks provided to the people handing out the awards prior to graduations.

Media Editor: Cheryl has received the data (as of March 31) for the membership directory, and by May 7 she will email a copy to the ExComm to review. It will be printed and bundled like the Media, and will include the membership distribution maps of CT and Western MA that Mike and Robin so carefully prepared. Mike will send Cheryl the 2 pdf files for those maps.

LocSec: Annual Meeting was discussed; Sunday November 8 is the tentative date. Manchester Breakfast is also scheduled that day, we’ll work around it.

New Business:
Mike made a motion to authorize a donation of $100 to a charity in memory of Dick Dolliver who did so much for the chapter. Beth seconded it. The recently revised amount in CASIE-94-1 is currently $75. $75 will be donated to one of the 3 charities listed by Dick’s family.

Beth mentioned that she’d be sending the official SIGHT host/ess sign-up form to be included in the MEDIA. Chapter members are requested, If interested, to please fill out and mail to Beth.

Another request for members - please update your PDQ information on the National Membership web page, especially your interests. When planning an event, it helps to know who might like to go for a hike, or bird-watching, or canoeing, etc.

Some members have raised questions about former Mensans who remain active while not keeping their memberships current. After much discussion it was agreed that C&WM has no formal policy on this. AML does not address it either. No action was taken at this time.

Next Meeting: 2 PM Sunday, May 17 at, Essex Corinthian Yacht Club. Stay for the 3PM Directory Assembling Party. If you care to join us for a buy-your-own meal at 1 PM, the menu can be found at www.essexcorinthianyc.org/ecycmenu/ under Sunday Brunch.

Meeting was adjourned at 12:15 PM.

Respectfully submitted,
Beth Collins
Secretary

ExComm Meeting Minutes of 3/21/2009

The meeting was called to order at 10:10 AM by Ann Fitzgerald, at the Talcott Mountain Academy in Avon, CT.

Present: ExComm: Ann, Mike Wilson, Joe Lynch, and Beth Collins.
Other members attending: Mary Sullivan, Robin Richardson, and Tony Newman, joined later by Bob Smith and Gisela Rodriguez.

Secretary’s Report: Minutes of the ExComm meeting of 02/21/2009 were approved via email by the ExComm and appear on the www.cwm.us.mensa.org website.

Treasurer: The proposed annual budget was discussed and approved.
There is some flexibility in the budget if the economy requires a reduction in spending. Joe is tracking down why National hasn’t reimbursed us for 100+ members who have opted to receive the Media electronically.
Joe made mention that Bob Smith found a real bargain with the duplexer. This will make printing the Media much easier. Thank you, Bob!

Vice LocSec: Work on revision of the by-laws is underway. Committee consists of Mike, Bob Leo, Art Swanson, Bill Vincent, and the ExComm ex officio. These revisions are required by National Mensa, and it’s a 2-step process on our part. The First step is identifying what needs to be changed to meet National’s new rules. The second is opening up the discussion to the general membership for any ideas, comments or suggestions they may have. Mike will schedule a meeting after he has completed the first step. Then there will be greater publicity within the Chapter for general discussion.

Holiday Party: Pamela Guinan gave Ann an update prior to the meeting. Venue for the Holiday Party is reserved with a deposit for Friday Dec. 11, 2009. Details to follow.

Calendar Editor: Gisela sends out frequent email reminders and updates to her email list. Each email from Gisela includes the link to the latest electronic Medias, and several years’ prior. To be added to her list, email her at beadmistress@beadylittleskies.com subject “Mensa Reminders List”. Gisela will work with Bill Vincent to ensure that the members who requested electronic delivery of the Media are on her email list. Since Bill’s list is not electronic, this means more manual labor. Kudos to Bill and Gisela for spending even more of their time helping the chapter.

Proctors: Dave Collier had previously reported that proctors are normally paid $6 per person tested. Recently our dedicated proctors haven't been requesting payment, thus donating the funds to the chapter. Dave plans to recognize their support with gifts from the Mensa Boutique.

Scholarship Chair: Tony Newman reported 200+ eligible essays were received. Each needs 3 judgings for local scholarships. The Chapter has decided to pass on the National MERF scholarship program this year due to timing difficulties. More judges are needed to complete grading the essays before graduation season, when scholarships are distributed.

Area Coordinators: Mike’s maps of CT and MA membership population will aid in identifying areas needing more activities and area coordinators. (See maps on web site, bottom of main page, for link). Nice job, Mike and Robin.
Ann will suggest that area coordinators contact her monthly with reports on past and upcoming events, due a few days prior to the ExComm meetings.
Fran Devevo is new coordinator for Northwestern CT.

Loc Sec: CASIE 09-1 wording will be developed and agreed upon prior to the next ExComm meeting on 4/18. It will give guidelines for reimbursing an individual host for open C&WM parties.

Ann requested an appropriation for the 2nd annual Summer Solstice party, scheduled for June 20, in Essex, CT.
Joe motioned to approve $600, Beth seconded it, and it was passed.

Next 3 meetings are scheduled:

    Saturday April 18 10 AM – Pam Guinan’s home

    Sunday May 17 2 PM – Essex Corinthian Yacht Club, Essex www.essexcorinthianyc.org
    (Come at 1 PM for Brunch at the Yacht Club, it costs around $10)

    Saturday June 20 3 PM – Essex Corinthian Yacht Club, Essex
    (And stay for the 5 PM party)

Meeting was adjourned at 11:30 AM. The group was then given a tour of the Academy, which is a school for intellectually gifted children and its Science Center, weather station, and observatory. Very interesting place, try to plan a visit in your near future! www.talcottacademy.org

Respectfully submitted,

Beth Collins
Secretary

ExComm Meeting Minutes of 2/21/2009

The meeting was called to order at 1:05 PM by Ann Fitzgerald, at the home of Pamela Guinan in Wethersfield, CT.

Present: ExComm: Ann, Pamela, Mike Wilson, Joe Lynch, and Beth Collins.
Other members attending: Barb Holstein, Bill Vincent, Bob Smith, Gisela Rodriguez, and Robin Richardson.

Minutes of the ExComm meeting of 01/11/2009 were approved by the ExComm.

Treasurer: The proposed first quarter and annual budgets were discussed. Two line items in the annual budget need further consideration. First, producing and distributing the membership directory, and second, support of chapter activities at the Connecticon Convention this summer.

A motion to approve first quarter budget was made by Beth, seconded by Mike. The ExComm approved the proposed first quarter budget, with the understanding that the full annual budget will be presented for approval at the next meeting.

Vice LocSec: The people who previously had worked on the bylaw revisions were contacted and all agreed to serve on the committee for the current revisions, required by National. Mike will organize a meeting with Art Swanson, Bill Vincent, and Bob Leo. In addition, the current the ExComm members are included on the committee ex officio.

As Membership Coordinator, Mike also handed out samples of his new member packets for review and discussion.

Copies of 2 large maps were were also distributed, one of CT and one of Western MA. Each showed the counties, towns, and current number of members in each town. The purpose of the maps is to initiate a discussion and review of area coordinators and their territories. Some areas with significant membership have no coordinator.

Member at Large: Pamela found 2 potential places for the Holiday Party. Both are suitable for our expanded attendance. She will follow up with one establishment with a few questions and then commit with a deposit. Tentative date is December 11, 2009.

Loc Sec: Ann announced several awards that are open for nominees.
She also expressed desire for shorter meetings. ExComm meetings are currently scheduled monthly to clear a plethora of issues and ideas important to the new administration.

Calendar Editor: Gisela said things were going smoothly. She requested that dates for the next several ExComm meetings be set, and that they not be scheduled for the days prior to bundling. The March meeting, if confirmed, will be held at Talcott Mountain Science Center, Rte 44, Avon. Next meetings, places to be announced, are planned to be held:
Saturday March 21 10 AM
Saturday April 18 10 AM
Sunday May 17 1 PM
Saturday June 20 3 PM

Proctors: Gisela, mentioned that Proctor Coordinator Dave Collier has set up 3 new testing sessions in March.

Publisher: Bill reported 1,390 copies of Media were distributed for the last 2 months, approx 750 each month. National has finally separated labels for the members who opt out of the paper Media. The ideal number of people needed to bundle the Media is approximately 10. Please consider helping the chapter by lending a hand or two.

Old Business:
Area Coordinators Territories– Mike’s maps will help support more discussion at a later time. Feasibility of putting the maps on the website will be investigated.

Ongoing discussion about how to get New Members and Young Members more involved.

New Business:
Barb Holstein will host a New Member’s Party on Saturday April 25. ExComm members are urged to attend.
Addition of a new CASIE was discussed. The intent is to have guidelines for reimbursement of chapter and member functions and events. Discussion and input still being solicited.

Next meeting is scheduled for March 21 at 10 AM, Talcott Mountain School, to be confirmed by Ann.

Meeting was adjourned at 4:05 PM

Respectfully submitted,

Beth Collins
Secretary

Minutes of the ExComm Committee of C&WM Mensa  January 11, 2009
(approved by ExComm on February 21, 2009)

The meeting, held at the home of Beth Collins in Wallingford, was called to order by Ann Fitzgerald at 1:37 PM and again at 1:55, after several others joined on the snowy day.

Present: ExComm: Ann Fitzgerald, Joe Lynch, Mike Wilson, and Beth Collins.
Pamela Guinan attended by speaker phone.
Other members attending: Nick Errede, Ann Polanski, Paul Coburn, Robin Richardson, Manny Ratafia. Joining later were Bob Smith and Gisela Rodriguez.

Chapter Actions Still In Effect (CASIEs - Rules for First Meeting of ExComm) were read, discussed, and affirmed with one change, to CASIE 94-1. The contribution upon the death of a current or past officer was raised from $35 to $75.

Minutes of the ExComm meeting of 12/12/2008 at the Solomon Welles House were approved by the ExComm. Minutes of the Annual meeting of 12/12/2008 were read by the ExComm, to receive the final approval by the members in attendance at next year’s annual meeting.
Biggest suggestion here – Annual meeting be separate from the Holiday Party.

Treasurer’s/Financial Review Committee Report
a) Outgoing
The Financial Review committee has completed an audit of 2008 accounts and forwarded a report to ExComm and summary balance sheet for publication in the Media.
Pamela reported Cash on hand in main treasurer accounts as $17,925.44; RG account has $1,900; Manchester Postal Service Media periodical account has $627.46; for a total of $20,452.90.

b. Incoming
Joe reported receiving the balances as $20,453, and has the documentation from Pam.
He also presented verbally a report by Barb Holstein on the 2009 audit program.
Joe will provide a budget to be approved at the next meeting.

Goodwill chairman, Ginny Catanzaro, will be asked to send a get well card to member Bob Leo, as well as to follow up on making a donation in memory of Ray Cantin. Gladness by all that Art Swanson is doing so well.

Holiday Party 2008 chairman’s report – attendance was close to 80.
Pamela reported the final cost of the 12/12 Holiday Party as $1,232.Pamela received a letter from the Park and Recreation Director of Wethersfield, indicating that further leasing of facilities will require her direct approval. She will contact the director and will turn the letter over to Ann F.

Pamela will follow up on finding another, larger facility for the December 2009 Holiday Party, with suggestions and contacts made at our next ExComm meeting. Keeney Center in Wethersfield was mentioned as a possibility.

Ann F. volunteered to be a member of Pamela’s committee with Bob S. adding his possible assistance as well.

Membership Chair’s report – on the brink of 800 members. Mike W. discussed the welcome packet that goes out to new members. Lively discussion about how to do more to involve these new members, with the Area Coordinators coming to mind. Mike would welcome help with Membership responsibilities, including mailings, phone conversation, and the like.

Mike (as Vice LocSec) also reported plans to review and update the Chapter bylaws, which were last revised in 1999. A committee will be established, some research needs to be done, and an extensive review and discussion process among the membership is anticipated.

The Publicity Chair, Joe Wonoski, has asked that distributed pamphlets, book marks, and cards be passed around at schools. Teachers – please contact Joe or anyone on the ExComm for some supplies. One bookmark points to www.mensaforkids.org Trying to get young M’s interested, and young people interested in M.

Publisher Bill Vincent emailed his report. He has been manually removing labels for the 85-90 members who prefer to receive the monthly Media electronically. This has been going on for months, and National assured him that e-labels will be separated for the next round of Media . There is approximately $625 in the Manchester postal account, which is included in the final total of the Treasurer’s Report.

RG Committee’s Financial Report for 2008 – Ed Sisson sent a report of $4,326 costs for the 2008 RG, with expected loss less than expected, at $256. We’ll try harder next year to spend more of the chapter’s money on the 2009 RG.

RG Committee’s general report 2009 – Nick E. and his committees are busy buzzing along. Hunt for 2010 facility is in progress.

RVC’S report – Lori Norris was not present, due to a bad sprain.
Scholarship Chair’s report – Tony Newman reported to Ann F., who conveyed that he would soon have scholarships to be read and graded. Expected date of circulation, starting mid-January.
SIGHT coordinator’s report – no recent requests
Webmaster’s report – Ann P. is keeping up-to-date and will enhance the RG page(s), including a new page “Nick’s Notes”
Area Coordinators’ reports – none were given

Old Business:
International Colloquium – Bob S. reports no activity. He and Lori N. are working toward having C&WM host the 2010 Colloquium, as agreed at the 12/12 ExComm meeting.

New Business
A member expressed desire to see more activities for young members, citing his teenage son as an example of someone who would be interested. More discussion to follow at the next meeting.
A member expressed disappointment that he had not heard from the C&WM Ombudsman regarding an issue raised to National. Requested that appointed officers be held accountable for being responsive to members’ requests.

Next meeting: Sunday Feb. 22 at 1:00 at Pamela’s home in Wethersfield.

Respectfully submitted,
Beth Collins, Secretary

Minutes of the Annual Meeting of the Members of C&WM Mensa  December 12, 2008
(approved by ExComm on January 11, 2009)

The Annual Meeting was called to order at 9:06 PM on December 12, 2008 at the Solomon Welles House in Wethersfield, CT by LocSec Art Swanson.  All current and incoming officers were present along with many other members. 

Reference was made to ExCom Meeting minutes of even date for Officers’ Reports.

09 RG Chair:  We are expanding our offerings and upgrading hospitality.  Both hotel and beverage costs have risen substantially.  Registration cost is $50.00 until Dec. 31, then rises to $65.00.  Saturday only registration will cost $35.00.  Saturday night will feature music by DJ and a GREAT dinner, along with games and an open bar staffed by Ron  Norris.  We are contemplating a testing room and other special offerings.  Suggestions were offered by R. Leo, H. Brender and R. Smith, all taken under advisement since   some aspects of the 09 RG can no longer be changed.  It was moved (Smith, Wilson) to allocate $2000 to the 09 RG, amended to read that said sum be recommended to the incoming ExCom for action, and passed.  The next RG meeting will take place in February or March.  Nicole Michaud has some speaker suggestions and requests others.

RVC:  The AG will take place in Pittsburgh July 1-5, 2009.  EARLY hotel reservations are recommended, as they can be cancelled without penalty.

By-laws:  A committee consisting of M. Wilson, R. Leo and W. Vincent will be meeting to update the by-laws to more closely follow those of National.  Officers’ terms and duties may be adjusted.

It was suggested that the Annual Meeting be separated from the Holiday Party.

It was moved and passed by acclamation that we seek a larger venue for the 09 Holiday party.  

Area Coordinators will be asked to coordinate their efforts with the ExCom, perhaps through the Member-at Large.

The next ExComm meeting will be held on 1/11/09 at 1PM at Beth Collins home in Wallingford.  All are welcome.

The meeting was adjourned at 9:37 PM.

Respectfully submitted,
Ann Fitzgerald, Secretary

Minutes of the Excomm Meeting of  December 12, 2008
(approved by ExComm on January 11, 2009)

The meeting was called to order by Loc Sec Art Swanson at 8:37 PM at the Solomon Welles House in Wethersfield, CT.  Present were A. Swanson, M. Wilson, A. Fitzgerald, P. Guinan, R. Smith, W. Vincent and many others.

The minutes were approved.

LocSec:  72-75 people attended the RG.  The 09 Holiday party requires a new venue because we are overcrowded at Solomon Welles House.

Vice LocSec/Membership:  We have 777 members, of whom 76 are life members and 132 are Silver.  We are approaching the 800 mark.

Publisher:  The e-label difficulty has been resolved.  We use USPS for 680 Media, costing us about $110/month. There is about $730 in the USPS account.

RG Chair:  The RG was a success, at a cost to the chapter of $200.00.  The Chairman of the 2009 RG is Nick Errede.

Treasurer:  We have $18,200 on hand, and will spend @ $1000 for the holiday party. There is $1300 in the RG account. Only $256 of the $1000 allocated to the RG was expended.  We have 5 15 month CDs of $2,000 each.  The audit was begun on 11/16/08, and will be finalized on 1/10/09.

Member-at-large:  National is soliciting a local sponsor for its Colloquium on gifted Children, tentatively scheduled for 2011.  There is no risk of financial loss to the chapter, and a potential gain of $9 or $10 per attendee, usually applied to scholarships.  We can expect 200 – 250 attendees.   It was moved (Smith, Norris) to apply for the honor.  Passed.  Smith & Norris will co chair the committee, and plan to seek volunteers to assist in all aspects of the endeavor.

The meeting was adjourned at 9:05 PM, to be followed by the members’ Annual Meeting.

Respectfully submitted,
Ann Fitzgerald, Secretary

Minutes of the ExComm Meeting of September 7, 2008
(approved by ExComm on December 12, 2008)

The meeting was held at the home of NomCom Chair Mary Sullivan in South Windsor, CT.  It was called to order at 2:07 PM by LocSec Art Swanson.  Present were Mike Wilson, and Bob Smith, with Proctor Coordinator David Collier, RG Chair Joe Lynch, and Publisher Bill Vincent.   Ann Fitzgerald arrived later, as did Pamela Guinan

Approval of prior meeting minutes. Minutes of the June 29, 2008 meeting were approved. 

LocSec:  The RG planning meeting was productive.  The NomCom reported its doings.  Art Swanson will run as a petition candidate.

Vice LocSec/Membership:   Mike responded to the question raised at the previous meeting, i.e., given that National now requires an audit as of March 31, the end of their fiscal year, and we audit as of June 30 and Dec 31, shall we change our fiscal year to conform? After consultation with National, it was noted that we would have to change our chapter by-laws.  Since our finances are in order, another audit is not onerous, so it was decided to leave things as they are.

Revision of the by-laws will be on the agenda for 2009, pending agreement by the newly elected ExCom.

The letter to lapsed members was updated and sent to Bob Smith for distribution. 

In re electronic distribution of the Media, it was noted that approximately 35 % of chapter members have withheld their email addresses, making it difficult to save on postage by using electronic delivery.

Secretary:  No report.

Member at Large:  CBS 60 Minutes Newswoman Leslie Stahl attended the AG in Denver this summer and filmed a segment for later broadcast.  We expect it to air sometime nearer National Testing Day on October 18.  We should ramp up local publicity as well, using college news outlets, radio, etc.  National has lists available of local news outlets, as does the CT Broadcasters Assn.  Smith informally requested funds to use for publicity, and Swanson recommended that the ExCom meet later online if needed rather than commit funds without definite data.

Treasurer: CWMM received a contribution of $30.00 from Mary Silverberg, the widow of Steve Silverberg, who enjoys receiving Media every month.  She will remain on our mailing list.

Our accounts total about $19,000.00 with about $8700.00 in the checking account. Our 9 month $10,000.00 CD is coming due soon, and will be divided and laddered as to maturity.  A 6 or 9 month CD offers 2.5% interest, and a 15 month offers 4%.  Pam was authorized to use her discretion as to dividing the money. 

The Solstice Party cost $543.96 with about 55 attendees. 

The Almost Bastille Day cost was $201 with about 35 attendees. 

Wildwood Weekend cost about $503 with about 12 attendees. 

We contributed $150 toward the cost of the LDW. 

ConnectiCon  cost was $634.37.

More supplies were purchased than used for Wildwood Weekend, and were offered to the RG chair, with a request for reimbursement. Arrangements, if any, will be discussed by Pam and Joe. 

There is only about $75 left in the USPS account, and more funds will be needed to replenish it before the next mailing.

The audited financial statement as of July 24, 2008 is ready for publication.

Regional Gathering:  Joe presented the menu as arranged by Bill Vincent.  We will have sandwich platters in hospitality for Friday dinner; Saturday lunch will be Chinese food supplied by Joy Luck and Saturday dinner will be roast beef and chicken marsala with all the trimmings.

There will be two speaker tracks, one based on the 1930s and the other more general.  Dick Fogg will work on entertainment. 

We expect to make a profit, and the RG Committee requested a line of credit for $1000 from the main Chapter Treasury for immediately payable expenses.  Motion to allow by Fitzgerald/Smith carried; Guinan abstained.

The firearms presentation is cancelled, as the hotel will not permit them on the premises.  The RVC will be asked to share her time on Sunday morning with the candidates.  There will be table games, but no formal tournaments.  Lori Norris will be consulted about Mind Games possibilities.

Proctor coordinator:  In addition to his previously submitted written report, David Collier spoke about ConnectiCon.  It was excellent public relations, with more than 2500 people visiting our booth.  Several lapsed members were invited to reinstate membership.  It was not as effective a testing venue as hoped because often potential testees were not prepared.  The supplies from National were all distributed, and effective at capturing people’s interest.  Motion to budget $750 for 2009 booth Fitzgerald/Smith carried.  Guinan opposed.  Mike Wilson suggested that this be a line item in the 2009 budget.

Both Connecticut College and Quinnnipiac University may make space available for testing.  Dave will continue negotiations.

Old business:   Discussion ensued about proctor payment of $6.00 per testee.  Motion to cease paying  Guinan/Fitzgerald failed.  Swanson, Smith, Wilson, Fitzgerald opposed.

Publisher:  Bill Vincent has been Publisher since 2004.   We have received a refund of $609.57 to our USPS account due to the mix-up this summer.  The October Media carried the required Statement of Ownership.

In 2005, we printed 713 copies; in 2006 it was 686; in 2007, 701 and in 2008, 710. 

New Business:   We need to settle on a chairman for the 2009 RG.  Lori has some ideas.  It was informally decided to maintain the cost of advance registration at $50.00.

Joe Lynch suggested that Nicole Michaud receive the Long Service Award, to be presented at the RG.  Joe Lynch will provide her Mensa CV and Mike Wilson will see to the engraving after an email vote.

Joe Wonoski has indicated interest in the publicity post.  Mike Wilson will talk with him.

Adjournment:  The next meeting will be held at Pam Guinan’s home  at 2 PM on Sunday November 9.  The meeting was adjourned at 4:17 PM.

Respectfully submitted,

Ann Fitzgerald, Secretary

Minutes of the ExComm Meeting of June 29, 2008
(approved by ExComm in September 7, 2008)

The meeting was held at the home of LocSec Art Swanson in Ellington, CT.  It was called to order at 2:22 PM by LocSec Art Swanson.  Present were M. Wilson, J. Lynch and A. Fitzgerald, along with member John Bentley.  Pam Guinan and Bob Smith arrived shortly, as did Gisela Rodriguez and Mary Sullivan. 

Approval of prior meeting minutes. Minutes of the last meeting were presented by Joe Lynch, amended to insert the word ‘Corinthian’ in the name of the June party venue, and approved.  Thank you, Joe! 

LocSec:  Art stated that the meeting was originally scheduled for June 15 at Pamela Guinan’s house, but since we were unable to do that, he volunteered to host the meeting at this date and time. He said that Bill Vincent was not able to attend, but had submitted the Media Publisher’s report in writing.  He reported that there was a temporary suspension of our bulk mailing permit due to Post office error, resulting in need to send the March, April and May issues via first class mail.  The bulk mail permit has now been restored.  Thanks to Pam Guinan  and Dave Collier for dealing successfully with the  mix-up.  Now that the Post Office has acknowledged their error, Pam is acting to get a refund for the extra postage cost during the months when the account was suspended.  This will take the form of a credit on our bulk mailing account. 

There was discussion as to whether the local Mensa membership list should be on the website, and if so, whether it should be password protected so that only members could access it.  A written membership directory had been published annually by this chapter until 2003.  Mensa National suggested that we resume publication. Since they record members’ preferences concerning distribution of contact information, a list received from them would already reflect individual members’ privacy concerns.  It was agreed that the information for the Directory would be requested from National.

There was a long discussion of the rights and responsibilities of guests at Mensa functions.  Some members believe that non-members are abusing the Chapter’s hospitality.  The purpose of having guests at Mensa functions is to familiarize them with the Chapter and encourage formal participation.  It was not intended that persons retain guest status indefinitely.  No formal action was taken, but the sense of the meeting was that people in this situation should be encouraged to join or bring their dues current.  Alternatively,  guests can be asked to contribute to MERF an amount equal to the per-person cost to the chapter of the event.  It was agreed that  guests be discouraged from bringing additional guests. 

Vice LocSec/Membership:  Membership is increasing slowly and steadily.  Letters to lapsed members are to go out in about 2 weeks.  Bob Smith offered to coordinate with Bill Vincent to send them out at Media bundling.

Secretary:  No report.

Treasurer:  $150 was received from National to apply to Scholarship committee expenses.  $400 was sent to the LDW for dinner reimbursement.  Hartford Toner is now charging $3 per delivery.  Art may deliver personally, since he is nearby.

The Solomon Welles House is reserved for our Holiday Party on Friday, December 12, 2008 and the $225 fee is paid.

Pamela Guinan, Treasurer, reported that National has introduced a new requirement: an annual financial report at the end of THEIR fiscal year, March 31.  There was discussion about changing ours to conform.  Wilson and Guinan agreed to look into it further.

Our CD matures in early September, and will be deposited in smaller sums for varying periods of time to obtain a better return.

USPS charges vary for no apparent reason.  Dave Collier is working with Pam to get an anticipated refund credited to our account. The new budget is not ready yet.

C/WM accounts now total $21,711.19.  It includes $526.02 in outstanding checks, $376.42 in the Media account and $2415.00 in the RG account.

Ann Polanski has been appointed to the Financial Review Committee, replacing  Jeryl Sault .

Regional Gathering:  Joe Lynch reported that hotel arrangements are all set.  Catering for the Saturday dinner received only one bid, and is likely to cost us $11.50 per person.

Nicole Michaud is arranging for the speakers.  Barbara Sheldon will be onsite registrar.

Ed Sisson is now advance registrar and remains RG treasurer.  Ed Broderick is working on the printed program.  Nick Errede has offered a firearms demonstration, which must be approved by the hotel.

Member at Large/Proctors:  Bob Smith stated that Dave Collier has offered to organize a display and testing  at Connecticon, the regional SF/Fantasy/Gaming convention, scheduled for August 2 and 3 in Hartford, along with entry badges for 2members to man the booth.   Other volunteers are needed, but will have to pay to enter and the chapter may reimburse part of the fee.   Bob Smith and Gisela offered to attend, offering literature, etc., and Gisela can proctor the testing.    Dave Collier has been a real asset, acting as proctor, and arranging for testing venues as well.  He was one of our LDW attendees this year.  $300.00 was allotted to support volunteers working on testing at the event. 

There was discussion of giving membership lists to members on line, paper, or CD, regularly or upon request.  No action was taken

There was discussion of opting in/out of electronic Media.  There was no consensus on this issue and no formal action was taken.

Old Business:  None.

New Business:  $800.00 was budgeted for the Wildwood Weekend family campout in western Massachusetts, scheduled for Labor Day weekend, August 29 through Sept. 1.  12 – 15 people attended last year’s event.  The amount is the same as that budgeted for the Solstice Party and the Almost - Bastille Day Picnic. 

The Solstice Party on June 21 at the Essex Corinthian Yacht Club was attended by more than 50 Mensans and  guests.  A written report will be placed in the archives.

C&WM Mensa needs a publicist.

The Long Service Award will need  to be considered next meeting in order to allow time for production of the plaque, which is traditionally presented at the RG banquet.  Members may nominate someone for this award by contacting a member of ExComm.

Adjournment:  The next meeting will be held at Mary Sullivan’s home in South Windsor at 2 PM on Sunday, September 7, 2008.  The meeting was adjourned at 4:06 PM.

Respectfully submitted,

Ann Fitzgerald, Secretary

Minutes of the ExComm Meeting of March 9, 2008
(approved by ExComm in June 2008)

Meeting Called by Art Swanson, Loc Sec. at 2:30 who presided throughout.

ExCom members present- Art Swanson, Mike Wilson, Pam Guinan, Bob Smith. Other members present: Lori Norris, Gisela Rodriquez, Manny Ratafia, Joe Lynch

Approval of prior meeting minutes. Text of last meeting on December 14, 2007 had been circulated via email. No further discussion. Approval moved by Mike Wilson; seconded by Bob Smith. The prior minutes were unanimously approved.

Loc Sec Report.  Art Swanson, Loc Sec.  Scholarship report has been distributed to all. 300 fliers were printed and distributed to educational institutions. 112 essays were submitted. National Mensa rules were implemented. 5 scholarships of $300 were awarded, Swanson and Executive Committee expressed special thanks to Barb Holstein for coordinating this successful project. Tony Newman has volunteered to coordinate next year’s program.  Chapter is very liquid with adequate funds to consider expansion of several programs.  Ann Polanski is now webmaster and making timely information available to members. RG planning appears to be on track.  There are now three monthly ‘diner dinners’ taking place in the central Connecticut Corridor plus other activities in New Haven, shore-line, Pioneer Valley and Berkshire areas.

Vice Loc Sec Report. Mike Wilson, Vice Loc Sec. Testing: no specific schedule. A test will be held on Mar 29 by Matt [?] in Greater Hartford area. Proctors have been trained. Aim to test every other month; actually 2-3 times a year. Membership- on track to be highest in history.

Regional Vice Chairperson Report. Lori Norris.

Leadership Development Workshop [see under New Business]

May contest by region $500 for local groups. Print flyer in media. Email copy for Mensa members

RG ideas: Lori willing to help. Set up check box on registration form for volunteering. Set up a jobs available board. Determine total hotel capacity.

New Business-

Art Swanson raised the subject of chapter pins. 300 to be distributed at events. $18.87 up to $750

Check with Zanka. Swanson, Mike seconded, unanimous

Lori volunteered that at the RG she and her husband will lead a Mango Margarita Celebration on Sat night 9-10

Summer parties. Last year’s was well attended and successful.  The summer camping session at Wildwood cast about $600 with 12-15 in attendance.  No action taking on this coming year; more details needed.

Three gatherings planned for this year in June/July/perhaps August or September:

1. June at Essex Corinthian Yacht Club
2. Bastille Day at Manchester VFW
3. August/Sept at John Bentley’s in Groton [location?]

Leadership development workshop is set in Warwick R.I. for the first weekend of May. Lori led a discussion of the subject. The chapter approved a $400 allocation to sponsor a Chinese-Thai dinner for about 50 people. The motion was made by Mike, seconded by Pam.  Bob Smith dissented.

Gisela Rodriguez requested that intellectually-orient events be included among chapter activities on a regular basis in keeping with the tone of Mensa. Suggestions for implementation were made including a quarterly meeting with a speaker and sessions on experts on dealing with gifted children (also noted in prior minutes).

Treasury reports. Pam Guinan, Treasurer

These were discussed but not presented for approval at this time.

Jerry Sault is to perform an audit of the 1099’s and they are, in accordance with Mensa regulations, to be sent to National by the end of Marcy

A restructure of the chapter’s bank accounts was prompted by change in banking regulations and successfully completed.

Problems with the bulk mailing permit were discussed. The Wallingford mailing permit has been closed and Media mailing is being made at Manchester. The post office appears to have lost our permit and is not giving us the discounted rate. Atty. Ray Cantin is involved.

The question of how to get more electronic distribution and lower our mailing costs will be considered as a future agenda item.

Budget will be formally presented at next Executive Committee meeting

Meeting adjourned at 4:30.

Minutes of the ExComm Meeting of December 14, 2007
(approved by ExComm on March 9, 2008)

The meeting was called to order at 8:50 PM at the Solomon Welles House in Wethersfield, CT.

ExComm members present - Art Swanson, Mike Wilson, Pam Guinan, Ann Fitzgerald,
Bob Smith. Other members present - Bill Vincent, Joe Lynch, Barb Holstein,
Cheryl Rice, Ginny Catanzaro

Minutes of the previous meeting were approved.

Officer Reports:

Treasurer: Chapter accounts with People’s Bank have been restructured due to revised federal regulations. We now have $10,000.00 in a nine-month CD at 4.8 % annual interest. In order to do so, we had to open a “non-business” checking account, which contains $25.00. The RG account holds approximately $1,350.00 and the regular checking account about $8,304.00. Pam’s new e-mail address is Pamela.cwm @hotmail.com. It was agreed that once the CD matured, funds would be placed in smaller CDs that mature at different times. There may be a larger than usual postage expense soon, since the USPS has been underbilling recently, and the discrepancy will be rectified soon. Treasurer’s report approved.

Loc Sec: An e-mail was received from lorelshea@yahoo.com, offering to speak to our (or any) group concerning Gifted and Talented Children, preferably during March or April. A committee consisting of Bob Smith, Pam Guinan, Ann Fitzgerald and Phradie Kling was appointed to investigate and go forward with arrangements.

Media Editor: Cheryl Rice was praised for the GREAT job she’s doing.

Website: It’s up and running, subject to continuous improvements. A link to 2008 RG information should be established.

Membership: We have over 700 members, a small but steady and significant improvement over earlier years. The bylaws are in process of updating. CASIES have been reviewed and updated.

Scholarship: After investigating MERF requirements and procedures, it was decided to maintain our own Scholarship operation, rather than going with AMC’s way of doing things. Letters have been sent to local schools and essays
will be read in early 2008, so that the best ones can be sent to National for inclusion in their program. Volunteer readers (who need not be Mensans) are needed in January and February.

RG: Arrangements have been made at the SUPER 8 Motel in Vernon for October 10-12, 2008. Rooms are only $65/night. Early reservations are recommended. Notice is to be sent to National for inclusion in the Bulletin ASAP. Joe Lynch will arrange to notify nearby chapters also.

The meeting was adjourned at 9:30 PM.

ExComm Meeting Minutes

May 19, 2007
Ellington, CT

Executive Committee Members Present:  Art Swanson, Mike Wilson, Ann Fitzgerald, Pamela Guinan and Bob Smith

Other Members Present: Cheryl Rice

Meeting Opened at 2:10 PM (Art Swanson’s home).

Minutes of the meeting of February 25, 2007 were approved.

LocSec’s Report:  Local activities are increasing in number.  John Bentley & Barbara Holstein are temporary acting coordinators of the Diner Dinner following the resignation of busy Nicole Michaud.  A permanent coordinator is being sought.  The Madison Happy Hour continues to attract more participants.

Vice LocSec’s Report:  The Chapter experienced an approximate 20 percent drop in membership at the end of April, when members who lapsed were deleted from current list.  Based on past experience, one-third to one-half of these will renew later. The National office encourages and reimburses for letters to lapsed members.  Bob Smith & Bill Vincent will coordinate efforts to contact them.

Secretary’s Report:  Former Secretary E. Adams has not responded to emails requesting minutes for his term in office and prior years of which he might have custody.  Further efforts will be made to access them.

RG 2007:  RG Chairman Bill Vincent had submitted a written report.  The Bulletin information has been submitted to National, allowing our RG to be listed in this publication. Cheryl Rice offered to contact other local editors with publicity for their newsletters.  We have 30 pre-registrants, not as many as we’d like, but people often wait to see what the program offers.  A discussion about the program ensued.  Mike Wilson will meet again with Wild Wayne to confirm whether he will act as our Sock Hop DJ, or will participate in another way.  Ann Fitzgerald volunteered to coordinate speakers.  Anyone willing and/or able to fill a slot is asked to contact her.  We’re looking for people able to connect that time’s issues with those of the present day; Eg.  Nuclear threat & terrorism threats; the interstate highway system & the information highway;  polio vaccines & gardisil; etc. etc. … Speakers will not be paid, but are welcome to share in hospitality & other speaker’s presentations.  Bob Smith reported that the Saturday night menu will include beef, chicken, salad, potato, dessert & rolls, at a cost of only $9.00 per person to the chapter.  He will check on plates, flatware & other accoutrements.  Friday night’s speaker is likely to be titillating, but is not yet confirmed.

Treasurer’s report:   We have about $17,000 in chapter funds.  The audit of Chapter financial records for calendar years 2005 and 2006 took place since the last meeting.  The audit committee discovered a $0.50 discrepancy in our favor, which will be corrected before the July 2007 audit.  The chapter budget for 2007 will be presented for approval at the next ExComm meeting.  Pam and Mike are working to make the treasurer’s job and reports more user-friendly.

Chapter website:  Mike reported that the group of members who have been working on a new concept for the website were not yet ready to present their ideas.  Mike was authorized to work with Ann Polanski to tweak what we have to bring it more up to date.

Old Business:  Bob Smith reported that our proctor coordinator has done a LOT of testing, and that there are 2 new proctors and another in training and certification.  Proctors are currently paid at the rate of $6.00 per person tested.  Pamela Guinan moved to eliminate or cap payments to proctors.  Mike Wilson seconded the motion in order to enable discussion.  Following discussion, a vote was taken and the motion was defeated. 

As requested at the previous meeting, Mike distributed a list of current CASIEs, along with some comments and recommendations for updates and changes.  Discussion of these commenced but it became clear that there would not be time to complete action at this meeting.  It was decided that many of them require restatement and/or review of the underlying policy.  Mike Wilson will distribute a draft electronically and members are encouraged to give feedback this way as well, in order to approximate a consensus in advance of the next meeting so that discussion then need not be prolonged.

The online Media will be tested for the next few months before encouraging as many members as possible to go paperless.  It was noted that a reliable and current website is key to this effort, which can offer substantial savings in paper and postage costs, as well as reducing the bundling burden.

New Business:  Pam Guinan will develop a receipt/reimbursement form for Chapter expenses.

It was moved, seconded and passed that the treasurer be authorized to put chapter funds into an interest bearing account, subject to the RG account remaining in no-fee status, and that funds be available immediately.

A Camping Weekend is scheduled in southwestern Massachusetts in hopes of fostering camaraderie among the “C” and “WM” Mensa family.  There are several campsites reserved for Mensans on a first come, first served basis, beaches, a pavilion and shelters.  Activities will include games, a hike, lunch and a book discussion, and the rolling card party.  It was moved, seconded and passed to budget up to $500.00 for this event, including $200.00 in refundable deposits.

The next ExCom meeting is scheduled for Saturday June 23 at 2:00 PM at the Smith residence in Vernon, CT.

The meeting was adjourned at 4:45 PM

Respectfully submitted,  
Ann Fitzgerald
Secretary

ExComm Meeting Minutes

February 25, 2007