[Nolose-finance] Follow Up to 2/23 Meeting

[SHIRA STONE]

I didnt really take complete notes, but since I dont think anyone else did either, here is my summary.  I apologize if I left anything out.

Attendance:
Shira, Cristy, Amanda, Holly

Agenda:
Controls and Confidentiality Statement
NY/NJ Incorporation Papers
Grants
Judy as Bookkeeper
Conference/Budget


Controls/Confidentiality Statement:
-We had not really moved forward.
-Amanda offered to put together a confidentiality statement that we would all sign, and a list of controls for us to review by next week.

NY / NJ Incorporation Papers
-The NY incorporation application is in the mail (this is the second round and hopefully the last).
-The NJ application for tax exempt is in the mail.
-We are using Bevin's address for a NJ address.

Judy as Bookkeeper
-Judy has agreed to do the bookkeeping.
-Cristy has emailed with her but will talk to her over the phone to get things going.
-Judy is welcome to attend our meetings but does not need to as she will work closely with Cristy.
-When things are set up, all requests for reimbursement will go to Judy.
-In the controls, Amanda will suggest a way for us to work in terms of approvals and check writing.  One possibilty discussed is for people to send requests to Judy, Judy to email Shira for a first approval, then Judy to ask Cristy to write the check and Cristy will be the second / final approval at that point.

Grants:
-Amanda is going to apply for a Sisters of Perpetual Indulgence Grant.
-Amanda is willing to write grants but does not have the time to research them.
-We are hoping Mich will be willing to help with that.
-Vanessa Lowe has offered to write a grant to apply for a rainbow grant for us.  She also has a lot of knowledge about grants and has a list of sources.  She said she would be willing to share whatever she has and knows with those of us working on grants.  Amanda and Mich will hopefully contact her to see what if she can help.

Conference/Budgets:
-Shira had not yet received a contract from Menla so we looked at the proposal.
-Because Menla gives a package, and because people cannot put extra people in a room to save money, this conference will be more expensive.
-Prices range from 412 for a private queen room for one person, to 150 for camping.
-We will need to add to this price to pay for our own costs.
-Shira realized that the $100 she had said we needed to add was not enough because it assumes all 100 people pay the $100.  Because so many people receive FA, it is not realistic.
-In the past we spread the nolose costs out among 60 people and will do so again.
-We came up with a proposed conference budget (see below) which Shira will send out to the board for review by the committees.  That budget added up to $10,300.
-We decided that $150 will be the minimum that any person will have to pay (we will not give FA on the first $150).
-We also discussed charging a processing fee for people paying through paypal so that we are not hit with the paypall fees it in our budget.  Last year those fees were around $400 and would be much more this year since people will be paying us for their accomodations.
-Shira came up with proposed conference charges that she will send out to everyone for review (see below).
-She did not include a sliding scale because she felt it would be complicated with so many different prices.  But we discussed that we might want to still do that.

Proposed Conference Budget (not including amount paid to Menla)
Outreach                2000
Programming          2000
FA                         4000
Transportation          500
Admin                     500
Tipping                    500
Journal                    300
Fund Raising           500

Total                      $10,300


Proposed Conference Costs:
Room Type            Cost to Menla        Conference Fee
Queen                        412                        600
Queen/Share               320                        510
Double                        290                        415
Double/Share               250                        375
Suite                           248                        375
Dorm                           216                        350
Camping                      150                        200?
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