The Villages Woodshop Club
Board of Directors Meeting
Thursday - January 28, 2016
Meeting Called to Order at 7pm
Meeting Adjourned at 9pm
Board Members presents: Chairman Bill McGinnis, Directors Clyde Hamilton, Frank Giaccone, Conway Williams, Sandy Moraco, Hans Zassenhaus, John Herega, Ed DeHart and Charlie Murray.
Others in attendance: Jim Spallone President, Harm Borfitz Vice President, Doug Parks Treasurer, Patty Porter Secretary and Anne Bell Office Management.
Not in attendance: Dave Adamovich Shop Administration and Mike Borfitz IT.
Meeting called to order at 7:00pm by Bill McGinnis and quorum was established, as all nine members were present. Motion to approve the December 2015 minutes was made by Frank Giaccone and second by Clyde Hamilton and approved unanimously by all. Motion to approve the January 12, 2016 minutes was made by Clyde Hamilton and second by Conway Williams and unanimously approved by all.
Old Business
Space and Storage: Update from Ed DeHart, who is working with Bob Behrens Tool Crib Admin. Reported additional space has been added. Bob Behrens has requested an email via newsletter be sent to educate and remind members the use of work benches, how to store wood, long term storage, criteria of small cubby storage and placing their name and date of large pieces of wood.
Discussion: Bob Behrens to ask instructors to place their supplies in plastic tub containers with their names affixed and stored on the top shelves in the upstairs storage area. Bob asked if the hard copy of financial records can be purged and the length of storage required. Doug Parks, Treasurer advised Banking & Accounting records need to be kept for (7) seven years and Daily Fund Receipts (DFR’s) are to be kept for (1) one year.
Action Items: Ed DeHart will prepare an email for the newsletter to educate and remind members of the requirement for proper storage and use of the workbenches.
Reports
President – Jim Spallone
Membership and Dues: This year 815 members have paid their dues and 77 members are presently delinquent. 51 of the 77 delinquent are non-members. We’ll have a final counting after January 31, 2016 when time to pay dues expires. We are retaining the membership more so than in the past. This time last year we had 909 dues paid with 51 non-active members and 32 inactive members. The total new member for 2016 is (16) sixteen.
Discussion: Conway asked why we have 51 non-members Jim and Anne explained these are toy painters and front desk volunteers. Anne reports that she is not notified when painters become inactive to remove them from the member roster. Conway requested Anne provide him a listing painters who are non-members and will have Jo Harlos to update the listing of active toy painters.
Action Items: Anne Bell will provide Conway Williams with listing of all painters to determine who are active and inactive. He will report back to Anne so that these records maybe updated. No discussion with regarding to updating the records of the toys painters on a continuum.
Colonial Days 2016: Colonial Days Committee reported that the overall outcome was good, even with the inclement weather. Took in $1271.00 ($284 toys and $979 pens & raffle tickets) with 50% being mostly from raffle ticket sales. Mike Bortiz will contact the Villages Event Coordinator, Nadia, to provide feed back of our experience, as well determine the direction of Colonial Days going forward. We’d like to determine if VWC participation is for exposure of the shop, support of The Villages and Community or all three. Jim Spallone asked if anyone was interested in chairing the 2017 Colonial Days event, as Nancy will not be able to chair, no one volunteered.
Discussion: Group discussed placing a “Want Ad” in the Newsletter to fill the Chairperson position for 2017.
Action Items: Jim Spallone with follow-up with Mike Borfitz to provide feedback to The Villages regarding our experience and to discuss the direction of Colonial Days going forward. A “Want Ad” will be placed in the Newsletter to fill the Chairperson position for 2017.
Vice President – Harm Borfitz
No report at this time.
Treasurer – Doug Parks
2015 Financial Reports: Balance Sheet as of December 31, 2015 – Total Liabilities and Equity $286,140.67. Profit & Loss Budget vs. Actual from January through December 2015 - Net Income $ 31,513.81, Budget $17,064.00, $ Over Budget $14,449.81 and of % of Budget - 184.68%.
Discussion: Charlie Murray asked what the $250 allocated for Shop Security was for, he was advised this is for ADT Security and police calls due to alarm not being turned on and off properly.
Action Items: Motion to Approve Budget Charlie Murray and Second by Sandy Moraco and unanimously approved by all.
Office Administration – Anne Bell
Membership Dues: 124 members were called by volunteers out of which, 49 came in paid their dues. Anne asked if the January 31st expiration to pay dues should be extended to February 1st since the 31st falls on a Sunday.
Discussion: Group discussed the benefit of extending payment of due to February 1 for the year 2016 only. Anne explained we’d need to send an email ASAP notifying members of the extension date.
Action Items: Motion to extend the membership expiration date to February 1st for 2016 was made by Conway Williams and second by Clyde Hamilton and approved unanimously by all. Anne will prepare the email that will be sent to the members.
Other Reports
Safety Committee – John Herega
Safety Committee Report of 1/25/16: Reviewed the most recent incidents (see Committee Report of 1/25/16 details. All the members contacted to participate in the “Go To” initiative have said yes. The Safety Committee has approved a pin with slogan that says “NEED HELP? ASK ME! - “Go To” members will wear this pin. Training /Education and Safety Video’s pending meeting with Wayne Mederos. CPR/Deliberator Training will be offered early 2016. The committee continues to work on the Instructor Training & Shop Standards initiative.
Discussion: Harm spoke with Bob Matthews who is in agreement with an Instructor Training Program. It’s the group’s consensus that any training program involving “training the trainer and/or instructor” needs to be a well thought out program to fit the equipment/machines that Instructors use in their classes.
Action Items: Bring up “Go to People” in the next General Meeting
Toys – Conway Williams
Update of 2016: No toys have been shipped this year. There is now one leader in the paint department with a single group of painters. Production of toys is close to last year’s numbers. A schedule has been procured from The Villages for the 2016 Market Nights. The Villages has requested that we participate more at Spanish Springs Market, however the demographics is not conducive to selling toys. The Villages asked that we participate in Brownwood’s Saturday morning Farmer’s Market and we have declined. Lumbar donations are still of concern.
Discussion: Frank asked about fishing for coins in the fountains and it was determined based on the quality of the coins that this is not a cost effective fundraiser. It took John Scott and Ron Gammon many months to sort and count to two 5 gallon container of toys.
Action Items: None
Special Projects – Hans Zassenhaus
Update of 2016: In January 54 projects have been completed, 70 new incoming projects with 46 in backlog. John Justice suggested to help with the backlog of projects members don’t want to tackle, such as 6 picnic benches for Leesburg High School, to consider placing an advertisement in the News Letter asking for assistance. Special Projects – Sales of Pre-Made Items 1/1/2015 to 12/31/205 grand total of 1861 items made and $12,788.39.
Discussion: None
Action Items: None
New Business
Clean Up of Shop: Bill McGinnis requested a tentative date set for cleaning of the shop.
Discussion: Jim Spallone advised that Dave Adamovich has stepped down in spear heading the cleaning of the shop. Tom Ribaudo has been identified as someone qualified to Chair and spearhead the coordination of the cleaning the shop. The group agreed that the shop be closed during cleaning and it should take place on a Friday and Saturday. The Board agreed to a tentative date of March 18th and 19th.
Action Items: Jim Spallone will with meet with Tom Ribaudo to ask if he will Chair the cleaning of the shop.
Canes: Bill McGinnis reports that cane project has come to a stand still. No requests in the last seven months from Washington D.C. to have canes made.
Discussion: John Herega reported that he continues to make canes, in the event someone comes into the shop for one. Bill reported that a price would need to be determined to regarding the cost. There was no discussion if this should come under Special Projects.
Action Items: None
Grinder Stone: Ed DeHart reported that the Grinder has been locked out and will not be in use for 1 to 2 weeks. He recommended that a new stone be purchased.
Discussion: John Herega stated that a new stone is not needed it needs to be redressed. He will redress the stone himself.
Action Item: John Herega will redress the stone on the grinder.
Toy Department’s Large Grizzly Sander: Conway Williams reported that this sander had to be repaired and may need to be replaced. The Club paid $1250.00 for the Grizzly and to replace it would cost $750.00. Conway’s wants to know if the maintenance folks are servicing their machines along with the other equipment in the shop. Additionally the Toy Department did not budget for replacement of any of their machines in the Capital Budget and is concerned if any of machines need to be replaced, will the VWC be able accommodate the replacements.
Discussion: Jim Spallone reported the yes, VWC will be able to replace any machinery if need be. Jim believes that the Toy Department machines are being serviced along with the machines in the general shop.
Action Item: Jim Spallone and Conway Williams will meet with David Adamovich to confirm that servicing of the Toy Shop machines on a routine/calendar basis.
Posting of Financials: At the last General Meeting Carson Weideman asked for a reporting of the VWC Financials at the General Meetings.
Discussion: The Financial will be posted on the Office Bulletin Board verses reporting during the General Meeting.
Action Items: Post Current Financials on the Office Bulletin Board and will explain to members of same when asked.
Parking Lost and Pest Control: John Herega reports that back parking lot needs restriping and the carvers have asked what can be done about the bugs
in one of their cabinets.
Discussion: Will ask Mike Borfitz to contact the Villages about the striping in the parking lot and Massey should take care of the bugs.
Action Items: Jim Spallone will speak with Mike Borfitz regarding the striping in the back parking lot and contact Massey concerning
pest control for the cabinets and kitchen area of the shop.
Motion to Adjourn: Called by Sandy Moraco and second by John Herega and unanimously approved by all. Meeting adjourned at 9pm.
Next meeting Thursday of February 25, 2016 at 7:00pm
Meeting minutes scribed by Patty Porter, VWC Secretary on January 29, 2016