Meeting Minutes
Blind Information Technology Specialists
Annual Meeting Minutes
June 25, 2019
Attendance:
Board of Directors:
President, Tom Jones
Vice President, Earlene Hughes
Secretary, David Tanner
Treasurer, Richard Villa
Board member, Kelsey Nicolay
Board member, Tim Cumings
Board member, Terrell Jones
Immediate Past President, John McCann
Members present:
Steve Bauer
Karyn Campbell
Raymond Campbell
Viola Cruz
Janelle Edwards
Wendalyn Hovendick
Douglas Hunsinger
Maria Kristic
Rhonda Nelson
Lillian Scaife
Jim Stanga
Abraham Sweiss
Frank Welte
The first item of business was approval of the agenda. A motion to approve the agenda was made by Richard Villa and seconded by Terrell Jones. The motion was adopted.
The next item of business was consideration/approval of the 2018 Annual meeting minutes. Terrell Jones made a motion to adopt Part One of the Annual meeting minutes. John McCann seconded the motion. The motion was adopted. Richard Villa made a motion to adopt Part Two of the Annual meeting minutes. Terrell Jones seconded the motion. The motion was adopted.
The next item of business was the Annual Treasurers Report for the period July 1, 2018 through June 25, 2019.
Checking account:
Beginning balance: $2,546.15
Ending balance: $5112.55
PayPal:
Beginning balance:$0
Ending balance: $205.46
Wells Fargo CD: $15,000
Savings Account:
Beginning balance: $3,599.30
Ending balance: $3600.38
Total of all accounts as of June 25, 2019: $23918.39.
The next item of business was the Audit report. Earlene Hughes moved, that a copy of the audit report be emailed to the BITS current Treasurer from the Chair of the Auditing committee and further, that the BITS Treasurer email a copy of the Audit report to the Board so the Board can consider and implement recommendations that may be deemed necessary by the Board. The motion was seconded by John McCann. The motion was adopted. Earlene Hughes made a motion to approve the Audit report. The motion was seconded by John McCann. The motion was adopted.
The next item of business was the BITS Annual Presidents report. President Tom Jones announced that BITS has switched from a telephone conference system to the Zoom platform and was quite happy with the results of how far the reach of BITS and its workshops had extended. He gave his thanks to chair of the Zoom committee Earlene Hughes. He also mentioned the Tech Tip Tuesdays and Screen Reader Tips and Tricks and the marvelous work being done both by Kelsey Nicolay and Tim Cumings. President Tom Jones was very happy with the Bits email list traffic as well. He concluded his last presidents report by giving thanks to the Board members, committee Chairs, and wishing nothing but the best for whoever the next President of BITS would be.
The next item of business was the Annual Membership report from Membership Chair John McCann. John McCann announced that as of March 13, 2019 BITS had 113 members. BITS will have 5 votes at the convention. Going into the 2019/2020 year Bits has 23 guaranteed members. The breakdown is as follows: 14 life members, and 9 members who have renewed on or after May 1.
The next item of business was the Convention report from Richard Villa, Convention Program committee Chair. The convention registration form shows the prices for 2018, instead of the current prices that were submitted for 2019. The issue was fixed, and no further issues were reported.
The next item of business was the creation of The BITS My Account Team. Earlene Hughes created the BITS My Account team in order to help with managing website member account issues.
The next item was Old Business. There was no old business.
The next item was New Business. There was no new business.
The next item of business was the consideration/adoption of Constitution and Bylaw amendments presented by the Constitution and Bylaws committee Chair, David Tanner.
Bylaw Amendment
1.0. ARTICLE 1: DUES AND FISCAL YEAR:
Current Wording:
1.2. Fiscal Year. The fiscal year shall run from July 1 through June 30 of the following year.
Proposed Wording:
1.2. Fiscal Year. The fiscal year shall run from January 1 through December 31 of the calendar year.
A motion to approve the amendment was made by David Tanner and seconded by Terrell Jones. The amendment was adopted.
Constitution Amendment
3.0. ARTICLE 3: MEMBERSHIP:
3.1. TYPES OF MEMBERSHIP AND Qualifications:
3.1.5. JUNIOR MEMBERSHIP: Any person who has not reached the age of eighteen (18) years may become a junior member. The organization reserves the right to verify the status of any individual applying for this type of membership and may, at its discretion, request the name and proof of enrollment of the institution the individual is attending.
A motion to approve the amendment was made by David Tanner and seconded by Terrell Jones. The amendment was adopted.
Constitution Amendment
3.3. Rights of Members. The rights accompanying each type of membership are as follows:
3.3.5. Junior members shall have the same rights as full members except that they may not serve as elected officers or chairs of committees.
A motion to approve the amendment was made by David Tanner and seconded by Richard Villa. The amendment was adopted
Constitution Amendment
5.0. ARTICLE 5: ELECTIONS AND VOTING:
Current Wording:
5.2. Voting: All full members, student members, organizational member representatives, and BITS life members in good standing shall have the right to vote.
Proposed Wording:
5.2. Voting: All full members, student members, organizational member representatives, BITS life members, and junior members in good standing shall have the right to vote.
A motion to approve the amendment was made by David Tanner and seconded by Terrell Jones. The amendment was adopted.
Bylaw Amendment
1.0. ARTICLE 1: DUES AND FISCAL YEAR:
1.1.5. Junior Members: $5;
1.1.6. ACB Life Members: $15.
A motion to approve the amendment was made by David Tanner and seconded by Terrell Jones. The amendment was adopted.
Constitution Amendment
3.0. ARTICLE 3: MEMBERSHIP:
Current Wording:
3.1.2. STUDENT MEMBERSHIP: Student membership is open to any individual who is enrolled, either part time or full time, in a recognized curriculum in a college or vocational school.
Proposed Wording:
3.1.2. STUDENT MEMBERSHIP: Student membership is open to any individual who is enrolled, either part time or full time, (but in no case less than nine credit hours), in a curriculum or program at an accredited university, college, or vocational school. The organization reserves the right to verify the status of any individual applying for this type of membership and may, at its discretion, request the name and proof of enrollment of the institution the student is attending.
A motion to approve the amendment was made by David Tanner and seconded by Ray Campbell. The amendment was adopted.
Constitution Amendment
3.0. ARTICLE 3: MEMBERSHIP:
Current Wording:
3.2. Application for Membership: Applications for membership shall be submitted to the treasurer. The application shall specify the type of membership sought and whether the applicant is sighted or legally blind. Payment of the appropriate dues as stated in Bylaw Article 1, shall be received between july 1 and april 30 in order to confer membership for that fiscal year. If tendered on or after May 1, such payment only confers membership for the following fiscal year.
Proposed Wording:
3.2. Application for Membership: Applications for membership shall be submitted to the treasurer. The application shall specify the type of membership sought and whether the applicant is sighted or legally blind. Payment of the appropriate dues as stated in Bylaw Article 1, shall be received between January 1 and October 31 in order to confer membership for that fiscal year. If tendered on or after November 1, such payment only confers membership for the following fiscal year.
A motion to approve the amendment was made by David Tanner and the motion passed by a majority vote. The amendment was adopted.
Constitution Amendment
4.0. ARTICLE 4: MEETINGS:
Current Wording:
4.1. Annual Meeting: An annual membership meeting shall be held during the month of June for the purpose of conducting elections for officers and directors in accordance with Article 5 of this constitution, reviewing the status of the organization, and for such other purposes as may be proposed by the membership.
Proposed Wording:
4.1. Annual Meeting: An annual membership meeting shall be held during the month of December for the purpose of conducting elections for officers and directors in accordance with Article 5 of this constitution, reviewing the status of the organization, and for such other purposes as may be proposed by the membership.
A motion to approve the amendment was made by David Tanner and seconded by John McCann. The amendment was adopted.
Constitution Amendment
4.0. ARTICLE 4: MEETINGS:
Current Wording:
4.1.1. Participation in the annual meeting shall be restricted to members in good standing as of April 30th.
Proposed Wording:
4.1.1. Participation in the annual meeting shall be restricted to members in good standing as of October 31st.
A motion to approve the amendment was made by David Tanner and seconded by John McCann. The amendment was adopted.
Constitution Amendment
4.0. ARTICLE 4: MEETINGS:
Current Wording:
4.1.2. notice of meeting: Notice of the annual meeting shall be published or mailed to the membership no later than May 15th.
Proposed Wording:
4.1.2. notice of meeting: Notice of the annual meeting shall be published or mailed to the membership no later than November 15th.
A motion to approve the amendment was made by David Tanner and seconded by Terrell Jones. The amendment was adopted.
Constitution Amendment
8.0. ARTICLE 8: BOARD OF DIRECTORS:
Current Wording:
8.2. Meetings of the Board of Directors: The board of directors shall hold regular meetings throughout the fiscal year in accordance with a schedule to be published to the membership no later than July 15th. Special meetings of the board may also be called at the discretion of the president or at the request of any three board members.
Proposed Wording:
8.2. Meetings of the Board of Directors: The board of directors shall hold regular meetings throughout the fiscal year in accordance with a schedule to be published to the membership no later than January 15th. Special meetings of the board may be called at the discretion of the president or at the request of any three board members provided that all members of the board are notified of the special meeting at least 1 day prior to the beginning of the meeting, and at least five members of the board indicate their availability.
A motion to approve the amendment was made by David Tanner and seconded by Terrell Jones. The amendment was adopted.
Constitution Amendment
8.6. Vacancies:
8.6.5. Recall of An Officer Or Board Member:
8.6.5.1. By a vote of at least five members of the Board of Directors, an officer or board member can be removed from office for a serious reason such as unexcused or numerous absences, or, failure to satisfactorily perform the duties or responsibilities of that office. Evidence of a good faith effort to resolve the issue with the officer or board member must be presented to the board of directors before any officer or board member can be removed.
8.6.5.2. Past President: A President removed from office shall not serve as immediate past President.
A motion to approve the amendment was made by Earlene Hughes, and seconded by John McCann. The amendment was adopted.
5.0. ARTICLE 5: ELECTIONS AND VOTING:
Current Wording:
5.1. Elections: Regular elections shall be held every two years on odd numbered years to elect officers, board members at large, and to fill any vacancies that may have occurred during the previous year. Off year elections shall be held to replace board members at large whose 3-year terms have expired, and to fill any vacancies that may have occurred during the previous year.
Proposed Wording:
5.1. Elections: Regular elections shall be held every two years on even numbered years to elect officers, board members at large, and to fill any vacancies that may have occurred during the previous year. Off year elections shall be held to replace board members at large whose 3-year terms have expired, and to fill any vacancies that may have occurred during the previous year.
A motion to approve the amendment was made by David Tanner and seconded by Ray Campbell. The amendment was adopted.
The next item of business was the election of officers and one Board member position.
Tim Cumings presented the Nominating committee report.
Nominations for the Board of Directors were as follows:
Richard Villa, President
Earlene Hughes, Vice President
Kelsey Nicolay, Secretary
John McCann, Treasurer
Ray Campbell, Board member.
The election results were as follows:
President, Richard Villa.
Vice President, Earlene Hughes.
Secretary, Kelsey Nicolay.
John McCann, Treasurer.
Ray Campbell, Board member.
The meeting adjourned.
Respectfully submitted,
Chris Maae, Secretary