Present: Mark Cook, Cindy Robison, Robbin Manor, Amy Smith, Jerrod Nickels, Sue Smith, Fred Puffenberger, Jim Tuttle.
I. Call to Order
Meeting was called to order at 9:30.
II. Approval of Meeting Minutes
Motion to approve minutes of 6/10/98 made by Jim Tuttle, Second Jerrod.
III. Old Business
A. Insurance rate update
Fred discussed our insurance increase with the company. Our old policy covered only one meeting a year. Our new coverage is for two meetings a year which explains the increase.
B. Bus transportation to Marquette
Sue has arranged with White Horse Charters to have the 28 passenger bus we used in Kalamazoo leave Kalamazoo on Sunday, October 4 and stop at either Grand Rapids or Lansing and return on Wednesday at a cost of $89 per person based on 26 people or $100 per person based on 20.
C. Open
Stickers and pins for the 25th anniversary celebration have been ordered by Jim. Jerrod has finished the member certificates.
IV. Review of Spring Meeting
Sue presented a Summary of the spring meeting (attached). Everyone agreed that this was a very successful and worthwhile meeting.
V. Treasurer's Report
There are a couple questions about Fall Meeting expenses and a Fall 96 expense that are listed on the treasurer's report. Fred will ask Barb to explain at the October meeting.
VI. Fall Meeting Update
Sue presented suggestions for the table top session for the board to review. We are forward topic recommendations to Sue by August 14. A tentative educational package and agenda were also presented. RMSA charges were reviewed and the board decided their presentations are worth the cost and we will pursue. The store security presenters will need input from the stores on concerns that we would like to see addressed. The board will fax to Jim a list of concerns and suggestions for this session by August 14 and Jim will forward them to Mike Kuzak.
The board discussed nonmember vendor participation in the table top and Jim made the following motion: Nonmember vendors will be rented tabletop space on a space available basis after the deadline for members to reserve. Nonmembers will pay for one full meeting registration, the current table top fee and an additional $25.00 nonmember fee. Jerrod second: motion carried.
The fall meeting budget will be based on 125 participants. Vendor tables will be $35.00 as long as additional costs do not exceed $10.00.
All vendor registrations will go to Sue rather than the vendor trustee as in the past. A vendor trustee, Jim for this meeting, will be available during vendor set-up to assist with any concerns.
Vendors will be asked to contribute cash instead of door prizes this year to help defray the costs of our 25th celebration. $100.00 donations will be listed as "Birthday Bash" sponsors. $200.00 donations will be listed as "Da Yoopers" sponsors. Vendor contributions will be noted in the program folder.
Mark presented several logo samples for our celebration. The board approved one.
Robbin will send the logo to Gear, Cotton Exchange and Jansport and request a donation of 72 shirts per company for our celebration. Cotton Exchange has already made a commitment.
Phyl Aurich has offered to put our logo on a pen or folder to use for the meeting. The board agreed that a folder for meeting materials would be nice. Robbin will let Phyllis know.
Invitations will be sent to past board members who are no longer in the industry. Retired members' registration will be complimentary. Past board members who are working in another field will be expected to pay for their participation. Two different letters of invitation will be sent depending on past member status. Jerrod and Mark will work on the invitation list.
The board discussed the possibility of a special edition directory to be distributed at the meeting. We will ask for additions and corrections. This may be a way to complete some of our archive information. We will try to get some web site and e-mail information at this time.
The reception/dinner was discussed. Fred will recognize some of the retirees and people will be asked to share any memories they have to pass along to the group.
Amy volunteered to organize a shirt/cap swap.
VII. Membership Services
A. Dues collection
Second notices just went out to members. Mark will bring an update to the next meeting.
B. Membership applications
Ken Ulmann, Manufacturer's rep for the Upper Peninsula, representing Oarsman, Atapco, For Bare Feet, Springfield Tablet and Eastpack. Motion to accept: Jerrod, Second, Mark.
C. Newsletter updates
The next newsletter will be mailed on September 1. The deadline for articles is August 14. The newsletter will feature the Fall meeting, Stan will recap the Kalamazoo golf outing, Fred will do the Capital Corner. The board discussed selling ads in the newsletter to vendors and decided we do not want to include advertising.
D. Nominating report
Potential candidates are:
Mike Norton - President-elect
Blake Anthes - President-elect
Dick Prince - Store Trustee
Tim Siegel - Vendor Trustee
Andrew Carey - Vendor Trustee
Mike Kuzak - Treasurer
Wayne Waddington - Treasurer
Charlie Gancio
VII. President's Report
A. MACS - NACS update
Fred reported on the leadership conference he attended at NACS. He will follow up with another letter to NACS expressing our thanks for changes NACS is making and with specific requests from our association. We want NACS to know that these issues remain a concern for our organization.
Fred discovered at the leadership conference that we are not alone in our concerns. He did feel that the conference was worth attending.B. MACS and the Internet
Robbin will talk with John Belco and report to the group.
C. Meeting coordinator requests
The board discussed reimbursement of expenses for the meeting coordinator. Robbin made a motion: Reimburse expenses to the Meeting Coordinator at $ .325 per mile or current IRS rate, the actual cost of hotel rooms and any other necessary costs of setting up a meeting; to be reevaluated at the end of the current position. Second, Jim. Motion carried.
D. Midwest Summit
Discussion occurred as to the benefits of a Midwest Summit with Ohio, Indiana, Illinois and Michigan. The Michigan association is the most established organization and the board did not believe that there would be a benefit and it would involve a great deal of work.
IX. Open Forum
The association's cash reserve and budget were discussed. Topics included putting a cap on profit and loss and the amount of honorariums we will pay to presenters. The board agreed that under Fred's leadership we are doing what we need to do, evaluating expenses and authorizing as needed. More frequent meetings seem to be helping us keep a better handle on the budget. We will renew our present CD in September.
Grand Rapids Community College Bookstore leasing was discussed as was our concern over the impact leasing has on our organization.
Archive retention was presented as a topic. The question was raised as to how we will retain these records in the future and which board member should maintain them. The topic was tabled for a future meeting.
X. Future Meetings
October 4, 1998 in the Landmark Hotel meeting room at 7:00 p.m.
XI. Adjourn
Motion: Amy. Second, Jerrod. Meeting adjourned at 2:15 p.m.