Georgia Tech Club of Baltimore
Working Meeting #4 – May 9, 2002
Meeting Minutes
Attendees
Lee Marshall (LM)
Roy Meade (RM)
Dawn Mess (DM)
Frank Mess (FM)
Meeting called to order at 7:30 p.m.
Treasurer’s Report:
T2.1 FM outlined issues encountered while investigating club bank account options
a. Commercial Bank Account: In order for Club to open commercial account, Club must file for incorporation with the State of Maryland requiring payment of $40 per year fee; commercial bank account requires payment of $10 per month fee
b. Non-Profit Organization Bank Account: Opening account as a non-profit organization, Club will be able to waive bank fees. Another advantage of applying for status as non-profit organization is the ability for members to write-off charitable donations made to Club philanthropies for tax purposes. A disadvantage being that the Georgia Tech Alumni Association (GTAA) may no longer claim the Club as a tax write-off and that the Club would no longer be covered under the GTAA legal umbrella.
c. Private Bank Account: FM indicated that another banking approach taken by sister clubs, such as the D.C. Club, is to operate club finances from private account held in Treasurer’s name. FM indicated that he is not comfortable with this approach and would prefer to pursue alternate approach.
d. FM indicated that he has contacted GTAA for advice on resolving banking issue and is awaiting response.
M3 Bank Account
(1) FM indicated that he spoke with representative from GTAA regarding using their bank account for club banking, first they indicated that we could and then followed up indicating that this was not possible. FM also indicated that, per conversation with Jane Stoner, club may not use GTAA tax i.d. number for purpose of opening banking account or any other purpose.
(2) FM indicated that F&M Bank requires article of incorporation for commercial account (due to previous scam losses that they have suffered.)
(3) FM investigated rules for incorporating, indicated that they are complicated but require only a $40 one time fee. Process requires transfer of paperwork between state of Maryland and IRS, taking anywhere from 45 to 90 days. FM also indicated that process of incorporation requires “Constitution” with signature of officers, TC suggested that we revise title of Club By-Laws and add signature blocks to fulfill this requirement, all agreed.
(4) TC indicated that with May social dinner approaching, the club will have to be able to collect funds and pay for dinner. TC suggested looking into using GTAA credit card until bank account situation resolved.
(5) JM suggested forwarding dues checks to GTAA for cashing as temporary solution
(6) TC requested that FM begin process of incorporating GT Club of Baltimore
(7) FM to contact GTAA regarding potential for obtaining temporary help in cashing Club checks until Club bank account established and also regarding funding for up-front costs of upcoming social dinner.
(8) JM suggested sending note to those who have already sent checks explaining why they have not yet been cashed.
M4 FM indicated that Club bank account has been opened
T4.1 FM distributed summary and detailed reports of Club finances
T4.2 FM indicated that for incorporation/banking purposes, the club is registered as follows: FM home address for banking; LM home address for legal; and TC for point of contact
T4.3 LM received correspondence regarding Club’s EIN # and forwarded to FM
T4.4 FM to file for tax exempt status
T4.5 FM to solicit advice regarding tax deductibility of incoming funds
Secretary’s Report:
S2.2 LM distributed copies of membership application forms to TC and FM and forwarded dues checks to FM.
M3 Membership Applications
(1) LM distributed copies of membership application forms received since March meeting to TC and FM and forwarded associated dues checks to FM.
M4 Membership Applications
(1) LM distributed copies of membership application forms received since April meeting to TC and FM and forwarded associated dues checks to FM.
(2) FM indicated that he received dues check from Lajuana Johnson
S3.1 LM proposed sending out Club Newsletter in near future updating members on Club progress and upcoming events; suggested that, for future considerations, bi-annual newsletters be sent out in February and August, no exception taken
a. LM to compile newsletter
b. JM agreed to compose article regarding meeting location suggestions for newsletter
c. DM agreed to compose article regarding AACC College Fair for newsletter, needs to obtain statistics from DJ
e. TC agreed to compose “Letter from President” for newsletter.
M4 Newsletter
(1) LM indicated that articles have not yet been received. TC indicated that “Letter from President” had been e-mailed, will forward another copy.
(2) LM to compile draft copy of newsletter by Wednesday, May 16th
S4.1 FM requested that the following individuals be added to Club e-mail list
S4.2 LM to e-mail electronic copy of updated Club roster to TC
Committee Reports:
Programs/Activities
C2.1 Sports Watching Events Location
a. JM investigated Midtown Yacht Club as possible venue for sports watching events, but upstairs has now become club
b. Other suggestions included “Stinger’s” on Bel Air Road (DM), Little Havana (FM), Bay Café (TC), Edgars (DM), Pickled Parrot (FM), Coliseum (JM); Gillian’s, cost of reserving room? (TC); cost of reserving room at ESPN Zone exorbitant (TC)
c. DM to check out potential sport watching event locations
M3 Sports Watching Event Locations
(1) DM suggested holding working meetings at locations under consideration; indicated that convenience is important but that not everybody can be accommodated, availability of satellite t.v. important.
(2) DM suggested Delerosas and Champions (near Perring Pkwy.) as potential locations.
M4 DM indicated that Bay Café does not have satellite t.v.
C4.1 May Dinner Event
a. Time location of event set: Thursday, May 23, 2002, 6:30 p.m. at Hyatt Regency, Inner Harbor.
b. TC sent note to Orson Swindle regarding time/location and followed up with him via telephone
c. TC indicated that JS plans to attend May 23rd Dinner
d. TC indicated that we have not received as many responses as hoped.
(1) LM to compile and send out reminder post card
(2) LM to establish phone tree divided among Board of Directors and Executive Committee
C4.2 TC suggested investigating Towson Sheraton as location for future social dinners, meal price approximately $30 per person
C4.3 TC suggested looking ahead to November meeting and reviewing speaker list again
C4.4 TC to contact xxx regarding interest in Club golf tournament; LM to include article in upcoming newsletter
C4.5 GT/Maryland Football Game
a. TC opened discussion of ticket prices; $20 members/$25 non-members??; TC reminded group that the price we offer has to be less than face value and equal to price offered by DC club
b. LM to include announcement in upcoming newsletter
C4.6 LM to investigate group ticket sales potential for homecoming football game
Recruiting/Scholarship
C2.2.d AACC College Night Report - DJ in process of compiling and returning event statistics to Amy at AACC.
M3 TC indicated that AACC College Night statistics need to be sent to GTAA; DM indicated that she has been unable to contact DJ
M4 DM indicated that she has left messages with and sent e-mails to DJ, but has still been unable to contact him
C2.2.f Recruiting Suggestions - TC suggested that Club consider hosting “Accepted Student Day”/”Send-Off Picnic” for local students planning on attending Tech.
M3 “Send-Off Picnic”
(1) TC indicated that Jane Stoner recommends hosting “Send-Off Picnic” just before FASET, late July/first week of August, and also that Sundays are best
(2) TC suggested contacting Club members who indicated interest in helping with recruiting/scholarship to get involved with planning; LM to forward list of interested members to DM
(3) TC opened discussion of potential locations; JM suggested Patapsco Park indicating that there are pavilions available; TC agreed availability of pavilions important
M4 “Send-Off Picnic”
(1) Picnic scheduled for first week-end in August
(2) DM sent e-mails to (6) people indicating interest in recruitment/scholarship; received responses from Alan Randolph and Scott Rives
(3) FM/DM to look at parks in area; RM suggested Centennial Park in Columbia
(4) TC indicated that announcement should be made as early as possible; details to be nailed down by next meeting
(5) TC indicated that food services will be provided by Club, no caterer will be hired
(6) LM to contact JS regarding new student’s contact information
C2.2.g TC opened discussion regarding whether Club should depend on GTAA for information on local recruiting opportunities or take initiative to investigate potential opportunities. All agreed Club should actively investigate potential recruiting opportunities.
(1) DM to research other college fairs in Baltimore area
(2) JM suggested committee contact local colleges and high schools for any information they may have on upcoming college fairs
M3 TC indicated that GTAA pays entry fee for college fairs
M4 Local Recruiting Opportunites
(1) DM indicated that next round of area college fairs to begin in fall
(2) TC indicated that general procedure for entering college fairs is as follows: local schools contact GT admissions office and admissions office contacts alumni association
C4.7 President’s Scholarship Award Presentation
a. DM/FM were contacted by scholarship recipient, Todd Basile of Broadneck High School; awards presentation scheduled for Wednesday, May 15th, DM/FM to present award
b. TC presenting award to scholarship recipient Chris Clark of South River High School on May 22nd at noon
c. TC indicated that, per Cynthia, the awards are sent directly to schools; DM to verify
Web-Site/Web Master
C3.4 TC suggested following up on Dan Buan’s idea regarding providing Club e-mail service with web-site
M4 FM indicated that he is unable to receive large files using Yahoo file server; similar cap for Geo Cities??
Old Business:
1.9.g. Suggestions for supplemental fund raising included: imposing surcharge for privilege of purchasing GT license plate from DMV; marketing Club merchandise (similar to line offered by D.C. Club).
(1) TC indicated that member of D.C. Club runs merchandising company and can help Baltimore Club set up merchandise line.
(2) RM suggested and all agreed that the club sponsor a logo contest with winner receiving free logo shirt.
Tech Tags
M2
(1) TC opened discussion regarding fee to be charged for privilege of purchasing GT license plate from DMV; suggested one price for members, different price for non-members
(2) FM recommended $35 for members (including $25 DMV fee) and $50 for non-members; no exception taken
M3 TC requested comments on GT license plate order form; after receiving comments, TC to forward to Jane Stoner for distribution
Logo Contest/Merchandising
M2
(1) TC indicated that local alumnus, Maurice Furchgott operates merchandising company and offered services to Club.
(2) DM opened discussion of logo guidelines; additional cost for additional colors and embroidery (TC); logo should work well in color or black & white, the less colors the better (RM); logo should represent GT and Baltimore (JM)
(3) All agreed Executive Committee and Board of Directors to judge contest; winner receives free logo shirt
(4) TC opened discussion regarding contest timeline; FM suggested and all agreed to having merchandise line in place by first event/football game; logo contest entries to be submitted by first week of July
(5) TC suggested getting contest publicity out via e-mail; LM to compose notice outlining purpose and guidelines and forward to Executive Committee/Board of Directors for review and comment; RM to forward sample logos from sister clubs; LM to forward approved e-mail announcement to Jane Stoner at GTAA for main list distribution
M3 LM indicated logo contest form has been sent to Jane Stoner for distribution; LM also indicated member Jen Selby has volunteered to chair merchandising effort; LM and Jen Selby to meet with Maurice Furchgott in late June/early July to discuss
2.2.a TC opened discussion of dinner social events, reminding that a minimum number of attendees is required for certain GTAA sponsored speakers
(1) TC suggested that to keep interest in Club going, another social event should be planned before too long
(2) DM indicated that D.C. Club hosting May event with Paul Hewitt as speaker, suggested working out joint event; TC suggested advertising for DC event, but getting our own speaker to maintain or own identity; TC suggested looking into getting Paul Hewitt to speak in Baltimore on same trip, possibly Thursday, May 9th
(3) TC suggested and all agreed on 6 month interval for dinner social meetings to be held each May and November
(4) TC opened discussion of second choice for May dinner speaker; suggestions included: Major General Harrison (FM), Amy Stalzer (summer meeting addressing recruiting) (DM), Donald O’Shea (FM), David Finkelstien (Cosmology) (RM), David Herold (DM), Steve Danyluck (FM), Gary Schafer (JM), Michael Coleman (FM), Dr. Clough (TC), Wes Durham (LM), Club member Maurice Furchgott (FM); FM suggested tapping Club member employed by Ravens for speaker
(5) TC to contact GTAA regarding speaker availability
(6) TC seconded combining with D.C. Club and hosting FASET representative Amy Stalzer to speak regarding local recruiting
M3 May Social Dinner
(1) TC indicated that date has been set for May 23rd and that speaker, Orson Swindle came highly recommended by Jane Stoner
(2) TC opened discussion of speech topics; indicated that Mr. Swindle can speak on a range of topics including POW experience, leadership, internet privacy, etc.; TC questioned whether we should steer him on topic of choice or give him Cart Blanc; JM suggested we confer with speaker, no exception taken
(3) TC opened discussion of potential locations for May Social Dinner, results as follows: Rusty Skupper accommodates maximum of 40-45 people; Della Notte accommodates maximum of 50 people; Mt. Washington Conference Center forwarding information to TC (free parking available); Towson Sheraton $23-$29 range; Hyatt Regency/McCormick & Schmidt $45 range; JM to contact brother regarding potential use of Engineer’s Club for future events (member needs to sponsor event to make price resonable); DM suggested downtown location preferable; JM suggested Sabatinos for future consideration, restaurant has separate rooms and meeting areas in basement
(4) TC opened discussion of probable guest count, indicated we should plan for 50 with a maximum of up to 70; JM indicated that with the event being just before Memorial Day weekend, attendance could be effected
(5) Upon resolution of location, TC to forward information to LM for distribution
(6) TC opened discussion of event ticket price; all agreed $40 to $45 should be maximum; all agreed ticket price should be varied for members vs. non-members; FM suggested $5-$10 maximum variance, no exception taken
M4 See Programs/Activities Committee report, above
New Business:
4.1 TC indicated that he intends to solicit members to chair upcoming events
4.2 FM indicated that he received request from member for weekend working meetings; upon discussion, committee agreed that weekend meetings would create conflict with family/other personal obligations, but will consider changing meeting dates from Thursdays to alternate week night
Meeting adjourned at 8:20 p.m.
Next Meeting: Wednesday, June 5, 2002, 7 p.m.
Little Havana, Key Hwy., Baltimore
These minutes were written by Lee Marshall. Please notify author of any omissions or corrections within fourteen (14) days of receipt, otherwise these minutes will stand as written and become part of the Club’s record.
cc: Attendees
Brian Esker
Liz Esker
Duane Jones (DJ)
Jule Marcantoni (JM)
Rafael Olazagasti
David Rowse
Jane Stoner (JS)