June 2006
Summary minutes – see ICG-BOD Mailing List on the ICG web site (http://www.costume.org/) for original emails
Election results posted:
President: Nora Mai (SLCG)
Vice-President: Jan Price (SiW)
Treasurer: Bruce MacDermott (SiW)
Corresponding Secretary: Karen Heim (SLCG)
Recording Secretary: Frances Burns (SWCG)
3 new chapters of the ICG:
1. the DFW Costumers Guild -
Dallas/Fort Worth,
2. Fibre Fantasy Artists of
3. CGWP - Costumers Guild of
BOD updates requested and received from:
Silicon Web: Betsy Delaney, alt Richard Man
Sick Pups: Dora Buck, alt Elaine Mami
ICG Membership and financial records transfer to Bruce MacDermott completed Tue, 06 Jun 2006
Nora Mai: The 501c3 issue - since the laws have changed we need to address how we have to change to stay within those rules. Does anyone have any expertise in this field or know of someone who does? Ultimately we may have to seek legal guidance but it would be good if we could familiarize ourselves with the potential problems first. If you are a member of a similar group, are you familiar with how they have dealt with this?
Nora Mai: A committee to address the "refugees" from GBACG & establish an outline on how to deal with similar situations in the future has been formed. It is headed up by Jan Price who is looking for volunteers to be on the committee.
Additional active Committees:
The ICG Guidelines Committee have
moved on to the next section after having completed the first revised section
(which will be posted to the website when Jeff has time). The guidelines
committee has a web page, http://www.costume.org/
guidelines-committee/
The ICG Archives Committee are discussing their first steps & should have some announcements re photos within the next couple of months.
The Fundraising Committee is eagerly awaiting our first payout from Cafe Press - we've had some additional activity since CC24.
Ongoing Committees:
Budget & Finance Committee is now headed by Bruce MacDermott
Newsletter Board is headed by Denisen Hartlove
ICG Public Relations Committee is headed by Karen Heim
6/12/06 Bruce MacDermott is contacting IRS's Tax Exempt and Government Entities (TE/GE) for 501c3 information
started 6/19/06 Discussion of Board protocol started by Nora Mai
I believe it would be beneficial to the Board in general if certain parties were allowed to make their own reports to this list - committee heads (who are not Board reps), the website administrator, the newsletter editor, treasurers of chapters about which we have questions, etc. It would be clearer & more immediate if such persons could deliver their own messages & reports when asked to do so rather than send them through a third party.
If a moderated observer were addressed directly - "Hey, Elaine - what do you think about this?" or "Andy, anything to report from your committee?" - that any response from said person should be approved by the moderators without pause.
Other moderated persons should still use the indirect address - "Nora, could you tell the list... " - that wouldn't change. I just wanted to clarify that if someone here asks a direct question, the person should just be allowed to respond in kind.
June 19 from Bruce MacDermott: explaination to the Chapter Representatives and Treasurers what the impact will be relative to the new Standing Rule #5. Here is the Standing Rule as I proposed it. As far as I know, it was adopted as proposed.
Standing Rule 5 (Multiple Chapter Memberships)
Each member has the right to join more than one chapter of the corporation. However, to avoid payment of ICG dues more than once, they must do the following:
Designate one ICG chapter as their PRIMARY CHAPTER. Their ICG membership expiration date is determined by the membership in the Primary Chapter.
When joining another chapter the member must indicating to the new chapter Treasurer that they are already a member of the PRIMARY CHAPTER.
The Treasurer of the new chapter can contact the ICG Treasurer or the Primary Chapter Treasurer to get the ICG membership expiration date. That date becomes the expiration date for the new chapter, regardless of how long the primary Chapter membership has to run.
When the member's renewal date occurs, they must pay through the PRIMARY CHAPTER or designate another chapter as "PRIMARY", and renew their membership through that new PRIMARY CHAPTER.
Only the PRIMARY CHAPTER must collect ICG dues for each member. The Treasurer of the secondary chapters can verify payment of renewal fees to the PRIMARY CHAPTER by contacting the ICG and/or PRIMARY CHAPTER Treasurer.
What this does:
I means that ICG members can join as many chapters of the ICG as they like but must only pay ICG dues once, provided that they designate one and only one chapter to be their PRIMARY CHAPTER. The caveat is that the expiration date for membership in all chapters must be made the same as the expiration date for the PRIMARY CHAPTER, regardless of how long the membership has to run with any other chapter.
Question raised by Kathy Draves, Sick Pups Treasurer/Membership
I'm a bit confused about the recent posting regarding members in multiple chapters, and having to adjust renewal dates to accommodate the date of the primary chapter. That certainly would throw a monkey wrench into our system. If these folks have their ICG affiliation through their primary chapter, how does their renewal date in a second (or third) chapter influence that at all?
Response from Bruce MacDermott
Current members with multiple chapters have paid ICG dues through both chapters. They can choose to continue paying through both chapters or they can choose one of their chapters as "Primary".If the Sick Pups does not want to track membership renewals that differ from current dues, they have two options (1) Require that they be declared as the Primary Chapter. (2) Require that Secondary Chapter status memberships will only be accept when the Primary Chapter's membership expires at the end of December.
Alternatively, the Sick Pups can choose to accept Secondary Chapter membership status and deal with the renewal dates as determined by standing Rule 5. This might entail tracking more than one expiration date (sick Pups and ICG). Should one of the secondary status members choose to declare the Sick Pups as their Primary Chapter some time in the future, you would simply to prorate their and membership dues based upon your current formula, and their ICG dues based upon the expiration date for their former Primary Chapter. It may seem complicated, but if you already prorate membership dues based upon when they join, then you are half way there.
Hope this helps. Remember, you do not have to accept members as a Secondary Chapter. It is an option. Only chapters that manage their memberships on an annual basis will have difficulties as you envision.
Comment from Jan Price
I'm obviously not understanding how the multi-chapter membership works. My interpretation was:My primary chapter membership determines the expiration of my ICG membership and my membership in that chapter only.
Additional chapters joined could have various expiration dates associated with each of the chapter only memberships.
The coordination between chapter treasurers would occur when my ICG membership expiration date came and that would only be to confirm that I renewed.
I didn't think my primary chapter membership date forced all of my other chapter membership dates to coincide with it.
Comment from Nora Mai
There are some chapter who offer local membership without requiring that the member be a member of the ICG as well.
I believe most have their memberships structured to include & require ICG membership.
That is each chapters' prerogative
Response from Bruce MacDermott
This may have to change if we are to extend the non -profit umbrella to all chapters. It may be that, in order for a chapter to be part of the 501c3 corporation, all of their members must be members of the parent organization. We are looking at that. Be prepared for some nasty changes in thought processes. Thank the Patriot Act
June 28 from Nora Mai on Budget & Finance Committee
I'm looking for volunteers for this committee. Now before you all start putting your hands up let me outline the qualifications:
1. Must be an ICG member in good standing (duh).
2. Must NOT be a Board member or ICG Officer (which rules out most of us on this list).
3. Must be willing to sign on for 2 to 4 years of service to the committee; the terms are staggered - so since we're starting from ground zero, I need 2 people for 4 years & 2 for 2 years (who will be replaced with 4 year people at the end of their term).
The Treasurer heads the committee (currently Bruce-T) & I have one person lined up already for a 4 year term; so I'm looking for suggestions to fill these posts - any ideas?
Comments from Bruce MacDermott,
Minor correction - the term is normally for 2 years. Since the previous B&F Committee was allowed to term out (no one was appointed to keep it functioning) it will require re-constituting. The Standing Rule has two of the 4 members appointed for one year terms, and two members appointed for two year terms, to provide for staggered terms.
The Budget and Finance Committee is not responsible for the funds, that is the responsibility of the Treasurer. They are, however, supposed to provide guidance in the budgeting process. The idea was to make sure that the corporation was looking at its income/expense situation and making any necessary adjustments to keep it running financially.
Anyone who has can balance their income and expences to avoid insolvency is qualified to participate. It would be best if they understand what a Balance Sheet and Income/Expense Report are.
The only other restriction is that the 4 appointed members not be officers of the corporation. That said, a member of the B&F committee would have to resign if they were elected to a Board position.
June 30 Important news from the CGW from Darla Kruger
See ICG web for full text
With the discoveries this last year regarding the ICG's non-profit status and how it does and doesn't effect its chapters, the CGW BoD needed to examine all the issues pertaining to our relationship with the ICG. As all of you may have heard, because of this there are many changes taking place with the CGW. And, as you have also probably heard, we are working hard on applying for a non-profit status of our own with the help a slew of very good attorneys.
After much discussion and thought, the CGW BoD feels it must recommend to our membership that we separate from the ICG. I want you all to understand that there are many reasons behind this decision. However, our membership still needs to vote on the issue before it's final. This will be taking place on July 6 at our annual meeting. The reason I'm telling you all this is because the CGW BoD felt it was important to make a public statement as to what's going on.
Comment from Nora Mai
If the CGW does vote to secede, any members with remaining time on their ICG membership who wish to remain with the ICG will not be abandoned by the ICG.
We will find them a new home with another ICG chapter for the duration & they will certainly be welcomed & encouraged to stay by the rest of the ICG. Their rights & privileges will be honored by us.
Currently Jan Price (the VP) is heading up a committee to amend our Standing Rules so that these Transitional Members will receive full benefits from the ICG. And that committee is busily hashing out the pertinent wording to put before the Board within the next 2 weeks. This committee is not a reflection of the CGW issue; rather it was formed immediately following the Annual Meeting to address future issues. This has pushed their schedule forward a little but they are pursuing it in good faith.
Whatever CGW's decision, we will always welcome those who wish to be part of the ICG.