Minutes of October 18 MWADB Board Meeting held at St. John’s Norwood
Church at 6701 Wisconsin Ave, in Chevy Chase, MD (hosted by Ed Knight)
Call to order was at 10:20 AM
Present:
Jason Corning (President)
Megan Scherr (interpreter)
Sarah Blattberg (interpreter)
Jason Lin (Publicity Director)
Ed Knight (Secretary)
Page Green (Gallaudet Student)
Kirsi Grigg-Langdon (interpreter)
Eddie Martinez (Treasurer)
Kelli Stein (interpreter)
Tiara Rogers (ssp)
Bruce Denhart (VP last board mtg) (Naeen, new VP , sick)
Steve Kimble (interpreter)
Shane Dundas (interpreter/ssp)
Steven Collins (interpreter)
Leslie Foxman (interpreter)
Rachel had a loss in her family, Jason brought sympathy card for people to
sign.
Naeem Raza, new VP, called yesterday, bad cold, staying home.
Yashaira Romulus, new events coordinator, not present.
Officer Reports
See the six reports at the end of these minutes. They are from the
President, Vice-President, Secretary, Treasurer, SSP Coordinator, and
Publicity Coordinator.
Jason Lin gave his Publicity Coordinator report.
Eddie gave his Treasurer Report.
Ed read his Secretary Report.
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Bruce said he already gave his report in writing but added that he has been
working on the brochure too.
Old Business
There was discussion about new VP, Naeem. He has told Jason C. he is
not sure he wants to be VP, will decide by Nov 22 party. If he declines then
will need to nominate and elect new one.
There was discussion about oaths, that oath is only required for 4 officers,
not needed for new Events Coordinator.
There was discussion on brochure; Bruce sent one sample to Jason C, Ann
Black sent another sample.
Action item:
Board needs to send Bruce comments, feedback and photos by Friday so
he can get it ready by Festival. Ed will send Bruce his photos of Tactile
Carnival for brochure.
Action item:
Bruce needs to send Jason C the brochure in PDF and a Word doc without
photos, Jason C will send to Eddie for Braille embossing at CLB. Eddie will
let JC know the cost by Nov. 8.
Break 10:55 to 11:10
Continuing Old Business:
There was discussion of Mission Statement revolving around use of word
“Metro” vs. “Metropolitan”.
There was discussion about 501c3 status, including discussion about drop
box vs Google drive for storing and editing 501c3 document.
Action item:
Jason C will contact Ann Black to follow up on her suggestion about a
lawyer for 501c3 assistance and Eddie will contact someone at Gallaudet.
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There was discussion about the financial section of that doc not being
completed, that it requires 3 years of financial reports. Bruce shredded old
bank statements. Bruce will try to complete it as best he can without the
old bank statements.
There was discussion about how much to offer to pay a lawyer to help with
the 501c3 paperwork.
There was discussion about the MWADB budget, the format of it, the
amount of detail in it, and the period of time it covers.
There was discussion about the length of time it took Maryland School for
the Deaf to be paid for the space we rented for Tactile Carnival, and how to
speed up such payments.
Lunch break 11:45 to 12:30
New business:
There was discussion about the Holiday party on November 22, about an
online RSVP form, and whether the party should be a Pot Luck or catered,
and about the various categories of admission fees, and how much SSPs
should pay (if anything).
There was discussion that if it is a pot luck, people don’t expect to pay
much, especially if they bring food. There was discussion about it being
more enjoyable if catered. There was discussion about possible caterers
such as Boston Market which was used once before. There was
discussion about getting a good count of people for the caterers and
figuring out the numbers so we turn a profit.
There was discussion about the following fee schedule if the event is
catered:
$15 for early bird / rsvp
$20 door
$5 suggested donation for SSPs
Action item: Jason C will contact the catering company and get a quote for
100 people.
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There was a discussion about deadline for early bird RSVP one week
before event, at which time we will update caterer with final number. After
Nov 15 people will be responsible for full price.
Jason C asked for a vote on who in favor of catering. (Technically there
was no motion and no one seconded the motion). 3 in favor and 2
opposed. Jason C will email Yashaira tonight to see her preference
catering vs pot luck and make decision by Monday. Then Jason L will send
out the eNews this Wednesday.
There was discussion of whether CLB can help pay for Nov 22 food or
beverage expenses.
Action item: Jason C will tell Rachel about suggested SSP donation of $5
for Nov 22 party
There was discussion about guest speakers for Nov 22 event, allotted 5 or
10 min each:
Representatives from these orgs will be invited to talk about their orgs and
how they can involve DB community: ODHH, NFB, MDAD
There will be a 1 hour business meeting: Eddie will give financial report,
give a draft to Jason C a few days ahead of meeting, just a summary with
income, expenses (not monthly information). Jason C will give a brief
report.
There was discussion about members receiving a hard copy of the financial
report vs. posting it on the website and/or on a bulletin board at the site of
the party.
There was discussion about making the financial reports more
standardized and storing them in a folder in the Drop Box or on Google
Drive.
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There was discussion about party games, maybe White Elephant game,
where you buy something for less than 20 dollars, then wrap it, once you
open it you keep it, but 2nd person can get gift from pile or “steal” one from
someone else, at end of game people open gifts.. SSP can participate if
they bring a gift
There was discussion about SSP reimbursement issue (gas expenses),
that there is nothing about paying for SSP gas in By Laws, so we would
need to change that policy. Discussion continued, consensus was that the
SSP needs to negotiate with the DB person(s), and we need to be
consistent about it. We don’t want to get involved, it is between SSP and
DB person(s).
Break from 1:30 to 1:45
More discussion about SSP Fund, that SSP fund is for training, lot of
people interested in training in Pro Tactile, SSP fund not intended for travel
expenses. There is a policy in Drop Box. Discussion should be delayed
until Rachel can be included. History of SSP fund: one person made
donation for SSP fund. Board approved it, agreed to terms of donor. Has
about 1k left in it. General fund is about 9k.
There was discussion about MDHH Festival, about brochure, candy, tshirts to sell.
Action item: Bruce will send photo of t-shirt (maybe logo in drop box) and
Jason C will contact t-shirt company.
There was discussion of quantity of brochures to be printed.
There was discussion about PCRID workshop Nov 8 -9 and PCRID asking
for sponsors, asking for $25 to get name in program book.
Ed motioned that MWADB pay $25 to sponsor PCRID in program book.
Bruce seconded. Motion passed. Eddie will write check to PCRID after
meeting.
There was discussion about audit committee. Eddie had a motion that he
and Jason C select 3 persons to become volunteer auditors. Over the
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course of discussion, although technically the motion was not amended, in
effect the motion was amended to say that Jason C and Eddie select 1
person to become volunteer auditor to do audit once a year.
Ed seconded.
There was discussion about the timing of audit, this year vs. next Spring.
Motion passed.
Eddie: motioned that we keep at least 5000 in our general fund and if it
drops to 5000 then there be a spending freeze.
Bruce seconded.
Motion passed.
There was discussion about paying SSPs for Board Meetings, that last time
it was done was a couple of years ago. Some SSPs at today’s board
meeting would like to be paid. There was consensus that we are not in a
financial position to do that, let’s do some more research and fundraising.
We appreciate the SSPs!
Eddie proposed an Action item: Jason C and Eddie will discuss with Rachel
about SSP fund.
There was discussion about who is hosting next Board meeting and when.
It was decided it was Eddie’s turn. The date was tentatively decided to be
January 19, 2015 but Eddie will confirm.
Meeting was adjourned at 2:40 PM
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President’s Report – Jason Corning
• As being the president is tone of challenge and full of emotion roller
caster to go through. It range from exciting, stress, and
disappointment moment but always wrap up in a positive state.
• We recently have our largest successful Tactile Carnival compare to
last year host. We were able to stay under the limit for the food
purchase, were able to recruit enough people to play within 2 week of
notice, and everyone was happy even thought we didn't make any
profit.
• I reserved the place at MSD for the TC and Holiday party, I fill out the
contract for the Mid-Atlantic DHH Festival in Nov, Work with Rachel
to find a farm for the Halloween event, and as well helping Naeen
make his transition into the new VP position.
• I'm really looking forward to another success event and recruiting
more members to join and let our event grow and that MWADB can
earn some profit back.
• I also giving a presentation on Friday Sept 26 at CCBC about our
community.
• I attend the MDODHH advisory council meeting host on Sept 10 and
discussed the top hot topic in the Deafblidn community.
• I am working on RSVP system for the Holiday party have a plan on
what we will do and what we will put on our to bring list to the party.
That is all I have for now..
Vice President’s Report – Bruce Denhart
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I acted for Jason while he was out of town.
I remind them of board meeting and reports.
I collected all board’s report and put all into one report.
I found someone who interest to become Events Coordinator.
Work on brochure.
Secretary’s Report – Ed Knight
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• Sent out minutes of June Board Meeting
• Helped with Tactile Carnival as follows:
o Based on e-News info I created Facebook event
o Worked with Eddie to get event insurance
o Helped with snacks shopping at Costco and delivered snacks
o Recruited a couple of friends from my Deaf church to volunteer
at carnival
o Gave ride to Steven Frank (of course) and offered to give rides
to 2 others
o Helped to staff the Godzilla game table
• Based on e-News, I created Facebook events for October 11
Halloween Event at farm and November 22 Holiday Party at MSD
• Reserved Lounge at St. John’s Norwood Church in Chevy Chase for
Oct 18 Board meeting and sent out meeting invites
• Got event insurance for November 22 Holiday Party
Plans:
• I don’t plan to attend the Oct 11 BADB/MWADB Halloween event due
to a prior commitment
• I will attend October 18 Board Meeting and take minutes
• I will not attend MidAtlantic Deaf Festival in November because I
have to work that whole weekend for a project at my job
• I will attend the November 22 Holiday Party
Treasurer’s Report – Eddie Martinez
1) COMPLETED: June, July, August, September 2014 and drafted October 2014
Financial Report is completed and for Board review (see attached). I am still
waiting information for February and March 2014 reports.
NOTE: Related to the Tactile Carnival revenue and expenses in General Fund.
Revenue: Admission & Donation - $415.00
Expenses: Tactile Carnival & Fee - $702.00
Loss: $287.00
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2) ISSUE: Related to Sandy Spring Bank – THREE ISSUES:
a. Primary Contact Information updated to Eddie and Jason’s name.
b. Updated online banking password twice per bank pop-up request
c. When I received an e-mail attachment from bank – they sent it to aadbinfo@aadb.org with CC to my email address, very odd (will follow up with
bank).
3) FOLLOW-UP: I am still waiting to get document or record from Jason
Corning showing CLB contributed $175.00 for park fee for picnic as originally
requested at last June’s board meeting. AND I need document or record
showing CLB contributed $100.00 for Tactile Carnival. Both in electronic and
hard files.
4) PLAN: Have President Corning and I to select up to 3 people to audit
MWADB Finances one time a year one month prior to General Meeting, date of
audit – TBA.
5) REQUEST: As originally requested in June board meeting,
I am still waiting for transfers of entire organizational financial documents
including past statements, reports, audit reports, etc. from Bruce to Eddie in
both electronic file and printed formats. As of this date I have not received
any.
6) MOTION PLAN: I want to make motion for General Fund line to not go
below $5,000.00 (freeze money at $5,000.00 and below).
7) DISCUSSION: The Board need to discuss today or by the next meeting about
a plan to use the money when the Certificate of Deposit expires in May of
2015.
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METRO WASHINGTON ASSOCIATION OF THE DEAF BLIND
Monthly Financial Report – Part I
Checking Account Revenue/Expenses
OCTOBER 2014
CHECKING ACCOUNT REVENUE
None at this time
TOTAL: $ 0.00
CHECKING ACCOUNT EXPENSE
10/02/14 The Tactile Carnival (Scott Stoffel) (GF)
$602.00 (GF)
10/02/14 Millie Kirby (MSD-C Cleaning Fee) (GF)
$50.00 (GF)
10/02/14 Shellene Wicker (GF)
$50.00 (GF)
TOTAL: $702.00
CHECKING ACCOUNT: PROFIT OR LOSS
REVENUE $ 0.00
EXPENSE $ 702.00
LOSS $ 702.00
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METRO WASHINGTON ASSOCIATION OF THE DEAF
BLIND
Monthly Financial Report – Part II
Financial Balance
OCTOBER 2014
FINANCIAL BALANCE
FUND NAME
DEBIT
CREDIT
BEGINNING TOTAL BALANCE FROM LAST MONTH SEPT (CK + CD)
TOTAL
$12,845.70
----- CHECKING ACCOUNT BALANCE ----GENERAL FUND (GF)
$702.00
$7,295.50
SSP FUND (SSPF)
$1,089.41
SPECIAL WORKSHOP FUND (SWF)
$1,000.00
-----SUB-TOTAL CHECKING ACCOUNT as of 10/13/14 -----
$9,384.91
PETTY CASH (PC)
CERTIFICATE OF DEPOSIT
$100.00
NOT
YET
TOTAL ASSET
BALANCE:
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$2,658.79
$12,143.70
SSP Coordinator’s Report – Rachel Horowitz
 Tactile Carnival:
o I sent out emails to all SSP lists to find SSPs, drivers and
people to run game booths.
o At the carnival, I made sure every Deaf-Blind person, that
needed a SSP, had one or two.
o Also checking to make sure the SSPs were ok, if they
needed breaks or food.
o As well checking on the volunteers at the game tables.
 Since then-I've been busy advertising and searching for SSPs
for:
o October 11th farm trip,
o October 19th Board meeting,
o November 19th MDHHF
o And the November 22nd Holiday party.
 To find volunteers I send emails to my SSP email list, CCBC
Interpretation program, Towson Deaf Studies and I post an
event ad in the Gallaudet Daily Digest.
 I've also been answering and responding to emails that come in
about people wanting to become SSPs.
 At the board meeting I'd like to discuss the SSP training and
what plans we can make for that, because I've had a lot of
people requesting it.
Publicity Coordinator’s Report – Jason Lin
 Compile and edit the e-news
 Distribute e-news on a regular basis
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 Assist president in organizing deafblind events.
 Help prepare for the institution of MWADB in the future
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