Washington Geographic Alliance
Minutes of Board of Directors Meeting of
January 12, 2010

Call to Order

The regular meeting of the Washington Geographic Alliance (WGA) Board of Directors was called to order at 7:01 p.m. by Meghan Hoyer in the home of Richard Kennedy and Heidi Morgan, 18825 6th Avenue SW, Normandy Park, Washington.

Roll Call

Present: Vice-President Meghan Hoyer of St. Philomena School, Treasurer Heidi Morgan of the National Geographic Society's (NGS) Grosvenor Council, Secretary Richard Kennedy of the NGS's Grosvenor Council, and Director Pat LeRoy of St. Francis of Assisi School.

Absent: President Tim Scharks of Green River Community College (GRCC) due to his son's illness.

Approval of Minutes for December 1, 2009

A motion to approve the draft minutes of the Board of Directors meeting of December 1, 2009 was made by Meghan and seconded by Pat. The motion passed unanimously.

Treasurer's Report

The checking account balance as of December 31, 2009 is $23,362.93. There were no deposits during December.

There was one withdrawal during December:

• Check #1014 for $366.92 to Meghan Hoyer to reimburse expenses for creating activities for the giant Washington State maps.
  • Jo~Ann Fabric 09-12-09 (995734) for $8.35
  • Party City 09-12-09 (13H 0G1F 001 03H0) for $24.04
  • Party City 09-12-09 (0J4 0G1F 002 04A9) for $47.01
  • Dollar Tree Stores 09-12-09 (002843 3063 04 00042 40837) for $3.29
  • Party City 10-18-09 (13H 0G33 001 024A) for $26.19
  • Party City 11-01-09 (13H 0G3H 001 03NA) for $50.26
  • Staples 10-09-09 (1473491 1 001 41506) for $22.29
  • Borders 11-01-09 (01260526390032411019) for $104.76
  • Barnes & Noble Bookstore 11-01-09 (2607 001 3605) for $45.38
  • Dollar Tree Stores 11-01-09 (006523 3063 03 00031 92235) for $5.47
  • Borders for 11-09-09 (Order 19076003) for $29.88

An extension was filed for our 2008 Form-990 Informational Tax Return.

Giant Traveling Washington State Map

Heidi and Richard donated the $283.50 fee to Philly Case Company for the three cases to hold and ship the giant map accessories.

Meghan demonstrated the contents of one of the giant map accessories case. Megan mentions that she is going to use zip ties on the shipping cases and will place a supply of them in each case.

Heidi will look into establishing a UPS account to make shipping easier for our members.

Richard has offered the loan of the giant map with grommets for display in the state capital. He is working with Representative's Orwall's office.

Postcard Contest

No entries for the postcard contest were received. Pat suggested that we look at a contest involving photographs or videos.

Annual Report to NGEF

Due to his graduate school workload and his son's illnesses, Tim reported that he hasn't touched the annual report and he is not sure when he will be able. It was due December 31, 2009. Richard volunteered to complete the annual report with help from the other directors.

New Banking Relationship

Heidi recommends transferring our banking to Pacific Continental Bank in Seattle. For accepting automatic deposits, Chase Bank requires a $25 monthly fee for the first 25 transactions. Additional transactions are $0.25 each. PCB's proposal follows:

Washington Geographic Alliance Business Banking Proposal

FDIC Coverage

1. Deposits at FDIC-insured institutions (including Pacific Continental Bank) are currently insured up to at least $250,000 per depositor through December 31, 2013. Effective January 1, 2014, the standard insurance amount will return to $100,000 per depositor.[1]
2. Pacific Continental Bank is participating in FDIC's Transaction Account Guarantee Program (TAGP). Through June 30, 2010, all accounts that pay a 0.50% rate of interest or less are fully FDIC guaranteed for the entire amount in the account. Coverage under TAGP is in addition to and separate from coverage available under FDIC's general deposit insurance rules.

Nonprofit Checking Account (qualifies for unlimited FDIC insurance under TAGP until 6/30/2010)

• No monthly service fee with minimum $10,000 balance
• Online Business Banking with customizable user profiles
• Online Bill Pay
• Business Debit Card
• Up to 250 processed items per month – checks written or deposited [2]
• Annual CD-ROM (imaged monthly statements, deposited items & checks written)

Other Business Services

You can choose to add the following services according to the minimum or average balances as shown below:

Auxiliary Services [3]

• ACH processing [5]
• Add a Zero Balance Account
• Add an Automatic Sweep [6]

Premium Service [4]

• Remote Deposit Check Scanner
• Positive Pay

Online Banking Capabilities

• View activity online and reconcile checks and transactions providing internal controls and convenient fiscal oversight from any computer with internet access
• You set up a company administrator for online banking. That administrator (an account signer) grants access to each sub user.
• The administrator allows access to specific accounts and functions for each sub user; each user's profile can be customized to their job function, maintaining segregation of duties between users and other internal audit controls.
• Administrator has access to reporting options which include sub user activity
• Export account activity into accounting software, including QuickBooks

Depository Services

For your primary check depositing, we suggest you mail in your deposits with deposit envelopes we can provide at no charge. We can send you a receipt if you like, or you can confirm your deposits via online banking.

For cash deposits, or if you'd prefer to come to the branch, our office is conveniently located just a few blocks from the Convention Place bus tunnel station and we are happy to validate parking.

E-Statements

PCB's electronic Statements are the fastest and safest way to receive your monthly bank statement. You no longer have to wait for the mail or worry about it becoming lost or stolen. With Internet access and a few simple clicks you have control of when and where to receive your statements protecting your account information. Organizations also have the option to have multiple people notified about statements, allowing everyone to review them in a timely manner. This service is provided at no cost to you.

Statement Plus (CD-ROM)

This service provides expanded and immediate access to deposit and transactional information – all in the convenient form of a CD-ROM. This service can be provided annually at no cost to you.

• Quickly search, view and print images of checks cleared and checks deposited
• Conveniently and securely store bank records and donor check images, saving staff time and reducing fraud opportunities
• Research specific banking transactions in seconds (details on all deposits and cleared checks) using this secure, password protected system, much like an Excel sort
• Convenient tool for long-term record keeping and to offer to auditors or CPAs
• All your organization's account(s) and history can be stored on one CD

A motion that: (1) the Treasurer and/or Secretary be directed to transfer our bank account from Chase Bank to Pacific Continental Bank; (2) the initial account signers shall be Heidi E. Morgan, Treasurer, and Richard T. Kennedy, Secretary; (3) the successors to the offices of Treasurer and Secretary shall be the account signers; and (4) any account signer is authorized to add accounts, services and products to our account was made by Meghan and seconded by Pat. The motion passed unanimously.

Transfer of Funds from GRCC

Catherine Ballay at NGEF requires a final expenditure report from us before releasing our funds that they are holding. Richard and Tim will work on this report.

Delegates to Alliance Annual Meeting

The 2010 Alliance Annual Meeting will take place Tuesday, February 23 – Saturday, February 27 at National Geographic Headquarters in Washington, DC. The meeting starts on Tuesday evening and concludes at noon on Saturday. As in 2009, each Alliance is responsible for making their own hotel and travel accommodations. Our 2009-2010 planning grant budgeted this expense.

Meghan will ask of the parents of any of her students work for an airline that might be able to get us cheaper flights.

A motion to select Richard and Tim, or if Tim is unavailable Meghan, as the WGA delegates to the Alliance Annual Meeting was made by Heidi and seconded by Pat. The motion passed unanimously.

A motion to authorize substitute reimbursement fees not to exceed $400 to allow Meghan to attend the 2010 Alliance Annual Meeting if Tim is unable to attend was made by Richard and seconded by Heidi. The motion passed unanimously.

Strategic Board Development & Planning Process Strategy

The following draft board commitment form was discussed. Directors are to review it before the next meeting.

I, ____________________________ (print name) agree to the following during my tenure on board of the Washington Geographic Alliance:

Mission and Purpose

I firmly believe that geographic literacy is vital to the education of our children and I will actively support the Washington Geographic Alliance in its pursuit of this goal.

Participation in board meetings

I will attend and actively participate in at least 75% of all board meetings, except in case of family or business emergency.

Fundraising

I understand that fundraising is a major responsibility of a board member. I will participate when asked in cultivating and maintaining donor relationships. This may include letters, email, telephone calls, personal visits, house or office parties, and personal visits.

I will give what is for me a significant donation on a (monthly, quarterly, semiannually, or annual) basis of $______ (fill in amount). I will also make the following in-kind contribution(s): _______________________.

Committee participation

When asked, I will attend and participate on at least one committee/work group.

Media/Political

When requested, I will write letters to the editor and articles for publication. I will also contact my local, county, state, and federal representatives as need to support the WGA's goals.

Board Development

I will nominate at least one viable board candidate or work group participant annually.

Notification and Response (on-going)

If someone phones, faxes or emails me for information, I understand that it is my responsibility to respond in a timely and professional manner.

I enthusiastically agree to participate in all the above board activities.

____________________________                                     _______________________
Signed                                                                                  Date

Richard and Heidi will update the matrix on Google Docs. Directors are to review it before the next meeting.

Roundtable

Meghan will be giving a presentation on geography and mapping activities at the Washington State Council for the Social Sciences' (WSCSS) K-8 Social Studies Conference at the Duwamish Longhouse and Cultural Center on February 6.

Megan will be presenting one of our giant maps to the Annual WSCSS Lake Chelan Leadership Retreat on March 12-14 at Campbell's Resort and Conference Center.

Next Meeting

The next regular meeting of the WGA Board of Directors will be held on Tuesday, March 9, 2010 at 6:30 p.m. in the home of Richard Kennedy and Heidi Morgan, 18825 6th Avenue SW, Normandy Park, Washington.

Action Items

Tim

1. Will review and email comments to Richard on the draft Alliance Network Report Form for 2008-2009.
2. Will review and add to the board matrix on Google Docs.
3. Will ensure that all directors have access to this board matrix.
4. Will review and email comments to Richard on the draft board commitment form.
5. Will complete and return the registration form for the Alliance Network Annual Meeting by February 1.
6. Will make Alliance Network Annual Meeting hotel room arrangements with Doug Anderson.
7. Will work with Richard to categorize all expenditures from our GRCC account by grant.
8. Will investigate the use of the University of Washington's Catalyst system or Survey Monkey as the mechanism for obtaining giant map use data.
9. Will create an online tracking mechanism for our Giant Traveling Washington State Maps.
10. Will add a blog for our Giant Traveling Washington State Maps on our web site.
11. Will survey 2008 Summer Institute attendees on how they applied the lessons learned in class and prepare a report for the board.
12. Will print the names of each giant map on their reverse.
13. Will invite attendees of our NGS Live! reception to join the WGA.
14. Will write institutions that do not grant credit for AP Geography asking them to do so.
15. Will contact George Scarola of the League of Education Voters to request their support for the WGA endowment.
16. Will work to schedule meetings to discuss endowment funding with Judy Hartmann, Executive Policy Advisor for K-12 Education.

Pat

1. Will review and email comments to Richard on the draft Alliance Network Report Form for 2008-2009.
2. Will review and add to the board matrix on Google Docs.
3. Will review and email comments to Richard on the draft board commitment form.
4. Will continue working with Meghan to create activities for our Giant Traveling Washington State Maps.

Heidi

1. Will review and email comments to Richard on the draft Alliance Network Report Form for 2008-2009.
2. Will update the board matrix on Google Docs.
3. Will review and email comments to Richard on the draft board commitment form.
4. Will assist Tim and Richard with their travel plans.
5. Will complete 2009 Federal Informational Returns.
6. Will contact United Parcel Service for information on setting up an account.
7. Will send Pacific Continental Bank our application for a new banking account.
8. Will contact Sandi Krenkel about placing our financial records in QuickBooks.

Meghan

1. Will review and email comments to Richard on the draft Alliance Network Report Form for 2008-2009.
2. Will review and add to the board matrix on Google Docs.
3. Will review and email comments to Richard on the draft board commitment form.
4. Will ask the parents of her students work for an airline if we can get us cheaper flights
5. Will email Tim the type of data to be collected from users of our Giant Traveling Washington State Maps.
6. Will continue working with Pat to create activities for the Giant Traveling Washington State Map.
7. Will contact the Seattle and Spokane Archdiocese requesting the mailing addresses of all state Catholic schools in electronic format.
8. Will email her giant map documents to Richard for conversion into Adobe PDF format.
9. Will compile a list of email addresses for district curriculum developers statewide by the next board meeting.
10. Will make a list of the maps for sale at http://www.natgeomaps.com/ that are suitable for our purposes.
11. Will keep in contact with Dana C. Twight of the Newspapers In Education Program regarding our interest in a one-time article.

Richard

1. Will email the board members a copy of their action items.
2. Will prepare a draft of the Alliance Network Report Form for 2008-2009 and forward it to board members for their comments.
3. Will update the board matrix on Google Docs.
4. Will create a draft board member job description.
5. Will complete and return the registration form for the Alliance Network Annual Meeting by February 1.
6. Will work with Tim to categorize all expenditures from our GRCC account by grant.
7. Will, when received, convert Meghan's giant map documents to Adobe PDF format.
8. Will get the status of our request from The Boeing Company about getting a company executive to serve on our board.
9. Will write Richard M. McWalters, Director of Exhibits, National Geographic Museum to inform him that we are no longer interested in the Earth Station One globe and equipment.
10. Will inform the Burke Museum about our Giant Traveling Washington State Map.
11. Will propose revisions to the Travel and Expense Policy further defining reasonable expenses and incorporating relevant portions of the GSA payment schedule and the GRCC travel policy.

Respectfully submitted,

/ss/ Richard T. Kennedy
Richard T. Kennedy
Secretary

Approved March 9, 2010

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