Homeopaths Without Borders Minutes 3/20/12
In attendance: Jean, Laurie, Joe, Suzanne and Holly.
Meeting called to order at 8 pm.
Minutes from February 21 and March 6 meeting approved as written.
Reviewed February and March donations. Jean suggested approaching foundations to keep up momentum.
Laurie suggested a mini-survey to our mailing list so they would feel more involved. In our thank you notes to donors we have asked if they want to be kept informed via email. Last year we wrote potential donors twice to give updates on our work. November letter was more informative with a soft request. Late December we sent an “end of year” request for donations.
Donated supplies will be included in our QB (quarterly budget) reports. It will also be included in IRS report.
Haiti budget 2012
Tentative budget for 2012 uses 2011 financials as a starting point. Board reviewed projected annual budget and actual expenditures for February 2012 trip. Holly would like to purchase a projector to assist with teaching. She estimates we can get one for about $300. This would hook up to computer. Discussion of need for projector and video camera. Projector more important at this time.
Laurie made motion and Joe seconded that we authorize Holly to purchase projector for $350. All concurred.
Reviewed total estimated budget for year. Volunteers pay $800.00 and we pay ~$450.00 for their lodging, supplies and lunch. Holly researched what other organizations charge per day and we are on the low to mid-range.
We have already received ~$8,000 for first quarter in individual donations.
Website budget of $2,000 is for website development. That amount was approved last year and no change has been made there. Holly expects Web hosting will be $180.00 per year.
Insurance line is directors’ and officers’ insurance. We do not have any other insurance. Holly and Jean will review the need for liability coverage and workers comp isn’t needed because Holly is only employee.
Holly will meet with a local CPA to complete the IRS 990 form which is due May 15. His/her fees have been included in the 2012 budget.
We are required to file the 990, because of the amount of money in Jeremy Sherr/Tanzania account. Need details from them to complete the form accurately. This will include full name and address of anyone who has donated more than $5,000. We will base their share of accountant’s fee for 990 on what accountant says. Holly estimates $500-$600 total cost for accounting.
Karl Robinson has not been in touch. If we have not heard from him by the close of 2013, we will review with him our holding of his funds.
Holly will present draft 2013 budget in September 2012.
JAHC Conference
Laurie and Holly are working on promotional materials for conference including banner, sign up sheets for volunteers and one page flyer.
Holly & Laurie & Mary (web designer) working on design details of website. No reason that it cannot be ready by conference. Board members need to get short bio to Holly for website.
We will have a full table and an easel for conference.
Holly would like to interview prospective volunteers at the conference with assistance of a board member.
Joe will bring books and t-shirts to conference. T-shirts will be sold at Washington Homeopathic Pharmacy table.
Table set up is Friday morning and breakdown is on Sunday.
HWB annual meeting: 5-5:15 pm after Carol Boyce’s video on Saturday, April 21. Group dinner to follow.
Agenda: Elections of board members and positions.
Vision discussion
Review mission statement – an annual thing.
Possibly, review by-laws.
Laurie made a motion that board members make an annual contribution to HWB. Suzanne seconded. Laurie, Suzanne and Jean approved and Joe abstained.
Suzanne made a motion to adjourn at 9:25. Laurie seconded.
Respectfully submitted,
Suzanne Smith, Secretary
In attendance: Jean, Laurie, Joe, Suzanne and Holly.
Meeting called to order at 8 pm.
Minutes from February 21 and March 6 meeting approved as written.
Reviewed February and March donations. Jean suggested approaching foundations to keep up momentum.
Laurie suggested a mini-survey to our mailing list so they would feel more involved. In our thank you notes to donors we have asked if they want to be kept informed via email. Last year we wrote potential donors twice to give updates on our work. November letter was more informative with a soft request. Late December we sent an “end of year” request for donations.
Donated supplies will be included in our QB (quarterly budget) reports. It will also be included in IRS report.
Haiti budget 2012
Tentative budget for 2012 uses 2011 financials as a starting point. Board reviewed projected annual budget and actual expenditures for February 2012 trip. Holly would like to purchase a projector to assist with teaching. She estimates we can get one for about $300. This would hook up to computer. Discussion of need for projector and video camera. Projector more important at this time.
Laurie made motion and Joe seconded that we authorize Holly to purchase projector for $350. All concurred.
Reviewed total estimated budget for year. Volunteers pay $800.00 and we pay ~$450.00 for their lodging, supplies and lunch. Holly researched what other organizations charge per day and we are on the low to mid-range.
We have already received ~$8,000 for first quarter in individual donations.
Website budget of $2,000 is for website development. That amount was approved last year and no change has been made there. Holly expects Web hosting will be $180.00 per year.
Insurance line is directors’ and officers’ insurance. We do not have any other insurance. Holly and Jean will review the need for liability coverage and workers comp isn’t needed because Holly is only employee.
Holly will meet with a local CPA to complete the IRS 990 form which is due May 15. His/her fees have been included in the 2012 budget.
We are required to file the 990, because of the amount of money in Jeremy Sherr/Tanzania account. Need details from them to complete the form accurately. This will include full name and address of anyone who has donated more than $5,000. We will base their share of accountant’s fee for 990 on what accountant says. Holly estimates $500-$600 total cost for accounting.
Karl Robinson has not been in touch. If we have not heard from him by the close of 2013, we will review with him our holding of his funds.
Holly will present draft 2013 budget in September 2012.
JAHC Conference
Laurie and Holly are working on promotional materials for conference including banner, sign up sheets for volunteers and one page flyer.
Holly & Laurie & Mary (web designer) working on design details of website. No reason that it cannot be ready by conference. Board members need to get short bio to Holly for website.
We will have a full table and an easel for conference.
Holly would like to interview prospective volunteers at the conference with assistance of a board member.
Joe will bring books and t-shirts to conference. T-shirts will be sold at Washington Homeopathic Pharmacy table.
Table set up is Friday morning and breakdown is on Sunday.
HWB annual meeting: 5-5:15 pm after Carol Boyce’s video on Saturday, April 21. Group dinner to follow.
Agenda: Elections of board members and positions.
Vision discussion
Review mission statement – an annual thing.
Possibly, review by-laws.
Laurie made a motion that board members make an annual contribution to HWB. Suzanne seconded. Laurie, Suzanne and Jean approved and Joe abstained.
Suzanne made a motion to adjourn at 9:25. Laurie seconded.
Respectfully submitted,
Suzanne Smith, Secretary