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II. Old Business
a. By-Laws
b. Establishing a Bank Account /PO Box, Mailing Address
c.Educational Event
c. Election of
Officers
III. Strategic timeline
a. establish accounts
b. application for Incorportation
status
c. Draft letter of
Intent
IV. Next Meeting
d. Election of Officers
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Discussion took place and the following changes will be made to the currenlty written By Laws:
Article III, sec.3- will change membership committee to nomination committee, as we currently do not have a membership committee.
Article III, sec. 5- needs clarification on refund of dues for membership termination. Sentence will read… Dues will not be refunded to any person whose membership terminates for any reason.
Article V, sec.3-need to specify what constitutes a passing vote. Add- Decisions will be made based on majority of votes cast unless specified.
Article VI, sec.3- add.. and Board of Directors.
Article VIII, sec.3- part a. change to…prior to day of election.
part d. – delete.
part e will become the new d, and will change installation to July 1st of every year.
Cindy Young informed everyone how other states handle their bank account & Post Office box/mailiing address. New Hampshire rents a box for all mailings except treasurer which goes directly to the treasurer. Massachusetts has checks to go to treasurer. They change the address as officers change (treasurer is elected for two years).
Group decided it makes sense to have a local account. If necessary, group supports Theresa using her own PO Box to establish account. Discussed Banking options and benefits (state-wide branch, on-line banking, free checking accounts,etc.). Will need to have more than Theresa’s name on the account- this would include President (CY) and VP (LP). Name of the organization should be on the check (MeADE). Theresa will check with a few banks on how best to proceed given our lack of Tax ID info.
Cindy Hale reported on the conference call held Friday, Jan 6, ’06 with the MeADE Strategic Planning/Professional Development Committee. This all day event will be a Fundraiser for 2006 and has been planned for June 23rd. It will be held at the Samoset. In the morning, national Speakers, K. Kulkarni and M. Austin will discuss “The Cardiovascular Connection: Post Prandial Control and Carb Counting”. Their will be addional speakers and breakout sessions planned for the afternoon. Discussed possibility of adding a speaker at lunch to increase CEU offering. Perhaps add a “Chapter Update” during lunch if able to get CEU ‘s for it which would increase offering to 6.0 units. Afternoon concurrent sessions on Pattern Mgement, Celiac Disease were proposed. Also general session on New Research. Possible speakers being contacted.
Need to identify $ brought in by Exhibitors to offset fees and determine what to charge for registration. $5OO.00 per vendor, Max of #25. What is the possibility of getting the Vendors to pay early in the process- to pay facitlity fee for Samoset, and for brochure printing and mailing. Start collecting membership dues as soon as we have an account.
Committee will take care of brochure design and determining registration fee.
Proposal of state dues is $20.00 1/06-7/06 (six months). ? offer discount as incentive for early membership registration and commitment 7/06-7/07. Registration fees when they come in should go to TH. Discussed possibiliy of incentive for a discount for MeADE members to attend the June ’06 meeting.
Elections to be held in end of March ’06. Nominations need to be in place this month (two months prior to election). Membership flyer and brochure needs to go out this month. Per ByLaws, an election needs to be held. CY wants to get application into National by early April.
Nominating Committee to set up application process (C. Freshley, L. Pelletier willing to help).
Members must have ballots to vote. Need to get Membership letter out. Send out nomination letter and membership drive letter.
In order to vote, must be a member of state and national AADE.
Deadline for voting- Fri, March 17th
Membership deadline- Fri, Feb. 17th
Goal- 15-20 members for state organization.
Discussed per above.
Discussion tabled.
Will need to draft letter of intent (to become an organization) to National.
Identify geographic boundaries (within 50 mile radius).
To cover expense of phone conferencing, will apply for a grant through Medtronic Minimed, which will take approx. 1 month to get approval. Tonite’s call is supported by Maine DPCP. CH will send information about the conferencing company to CY. They are reasonalbly with their pricing.
Thanks to the DCPC for supporting tonite’s call.
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Rena will notify S. Barth of the following changes to the ByLaws.
Theresa will check into state-wide banking opportunities (fees, online banking options, how to handle not having a tax ID). TH will report her findings at the next meeting.
Cindy will contact National AADE to see if they can write out check to cover facility fee to reserve Samoset for the upcoming spring meeting.
Informational
Speakers for afternoon Sessions are being contacted.
CY to check with National AADE (as above).
Next Strat. Plann./Dev. Committee teleconference will be held 2/3/06 (Fri) at 12pm. Other members are invited to participate. Conference phone #, and Pass Code will be same as tonite’s call. Call Cindy Hale with questions.
Nomination committee to begin work on application process.
Before Fri 1/13-CY to send out blanket email with membership drive letter and nomination letter. LP will get CY nominating form.
Interested members to submit information and $20.00 dues to Theresa. Checks are to be made payable to MeAADE.
Draft letter of Intent needed. ( ? who assigned to)
Revisit at next meeting.
CH to send CY teleconference company information.
NEXT TELECONFERENCE MEETING:
Wednesday, February 15, 2006 6-8pm
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