Attendees: Marta Van Loan, Cliff Chan, Kerry Roussellot, Lynette Brogan, Ron Bunch, Judi Clark, Cathi Walton, Stephen Andrews. Absent: Brian Lindblom.
**Meeting called to order at October 7, 2021, 7:36 p.m.
1. Motion to accept the Bylaws as written was made by Stephen Andrews.
The motion was seconded and carried.
2. Nominations for Board Positions
- Stephen put a motion on the floor for Kerry to be Secretary for the term of one year.
The motion was seconded and carried.
- Stephen put a motion on the floor for Marta to be President for the term of one year.
The motion was seconded and carried.
- Stephen put a motion on the floor for Cliff to be Treasurer for the term of one year.
The motion was seconded and carried.
- Marta Van Loan put a motion on the floor for Stephen Andrews to be VP for the term of one year.
The motion was seconded and carried.
- Stephen put a motion on the floor for Cathi Walton and Brian Lindblom to be members-at-large for the term of one year.
The motion was seconded and carried.
- Stephen put a motion on the floor for Judi Clark, Ron Bunch and Lynette Brogan to be members-at-large for the term of two years.
The motion was seconded and carried.
3. The Board needs to authorize the Treasurer to open an account at a local bank. Marta recommended U.S. Bank. Judi asked about a credit union due to less fees.
- Stephen made a motion that the Board authorize Cliff Chan to identify a banking entity to handle the financial business accounts for the Board, and to come back to the Board at our next meeting with a recommendation for adopting.
The motion was seconded and carried. It was agreed that the back account(s) need at least two authorized signers.
4. A question was raised on how to initially fund the bank accounts. Marta will broach the topic of checks from the city with the Chief of Police. We have approximately $8,000 in the CERT account.
5. We need to identify how the books will be audited. Marta suggested sending out to an auditor, or we could do an internal audit. We should wait until we hear back from the IRS about our tax status. Right now our Foundation address is Marta’s home.
6. Marta will look into indemnification – she may talk to the Mayor and see what sort of policy and dollar amount he thinks we may need as a Board.
- Stephen put forth a motion that the President and the Treasurer work together to come up with a policy of indemnification for all of the Board Members and come back to the Board with a recommendation at our next meeting in January, 2022.
The motion was seconded and carried.
7. A question was raised about how will money come into the Foundation in general?
Will Martinez CERT Steering Committee have some oversight on the Funding Committee?
Donations cannot go to Martinez CERT, they can only go to the Foundation.
We need to determine who writes the grant proposals. Those groups would then present to the Foundation.
8. Judi mentioned that our Foundation should have a website, and she has volunteered to put one together for us.
Stephen asked what kind of security is available for the $450 vs $200. Security is on the server and on the website itself.
Cliff should look into how we can accept credit card information. Judi said she has information regarding that.
Our next meeting is not until January, and work for the website needs to be done before January. Marta said we can pay some of the start-up costs out of the Martinez CERT account.
- Stephen made a motion that the Board authorize Judi to develop a website, with the provision that any funds needed to obtain the domain name and the server fees will come from the Martinez CERT account, and our Treasurer will handle that transaction.
The motion was seconded and carried.
Next Board meeting is set for the second Wednesday in January, which is January 12, 2022 @ 7:00.
9. Adjournment:
Motion to adjourn made by Stephen, seconded and carried.
Meeting adjourned at 8:28 p.m.
Minutes submitted by Kerry Roussellot, Secretary