GCSC Business Meeting Agenda
| 03_march_business_meeting_aganda_final__1_.docx |
March 2, 2024 Business Meeting
Gulf Coast Stamp Club
Called to order at _____ pm by President Rob O’Dell. Club Members attending ____ Guests ____ Quorum for Business Meeting requirement met/not met and meeting is Official/Not Official. Meeting held in Mercy Housing Gulfport, MS (See Attached 1: Sign In Sheet)
Approval of Februray 2023 minutes
The February minutes as posted on the Internet were approved/not approved.
Treasurer’s Report – Mike Kayes
Standard Agenda Items
Website Update– Felix
Circuit Update– Bob
Old Business
1..Sale of Club Library – Eric White
2 Auction – Les
3 Proposed Slate of Officers – Tom Adams
GULFPEX 2024
3 Exhibits and exhibit chairperson – Tom
4 Show Layout – Committee (Rob O’Dell, Les Osborne, Mike Kayes and Tom/Pat Adams)
Copy of Layout designed by Mike Kayes for review.
5 Hospitality
Les Osborne, Pat Adams and Cathy Marousky will make up the hospitality committee.
6 Show Insurance – Tom Adams
7 Silent Auction
Yes/No, if so Where?
8 Club Table
Yes/No if so Where?
9 Review of “To Do” Checklist (see attached)
10 Open for other GULFPEX items.
New Business – Open for New Items
None Sheduled
Announcements:
Show and Tell:
Volunteer for March Educational Program
Meeting Adjournment
Meeting adjourned _____ pm.
Educational Program
Karl Schoeck volunteered to do a programs. Rob O’Dell volunteered to be back up incase Karl could not make the meeting.
Robert T. “Bob” Marousky
Secretary, Gulf Coast Stamp Club
Attachment 1 – Sign in sheet attached
Attachment 2 – March Treasurer’s Report
Gulf Coast Stamp Club
Called to order at _____ pm by President Rob O’Dell. Club Members attending ____ Guests ____ Quorum for Business Meeting requirement met/not met and meeting is Official/Not Official. Meeting held in Mercy Housing Gulfport, MS (See Attached 1: Sign In Sheet)
Approval of Februray 2023 minutes
The February minutes as posted on the Internet were approved/not approved.
Treasurer’s Report – Mike Kayes
Standard Agenda Items
Website Update– Felix
Circuit Update– Bob
- In February circuit 171 items were sold from the circuit with no penalty fees.
- Assistant Circuit Manager still needed for 2024. Tabled until next month. One individual said he would like to learn more about what it involves before volunteering.
- Do we want a Circuit in April?
Old Business
1..Sale of Club Library – Eric White
2 Auction – Les
3 Proposed Slate of Officers – Tom Adams
GULFPEX 2024
- Cachet and Cancel.
- Publicity for Show
- Tom Adams will contact Coffee News to get an ad for the show
- Mike Kayes will put the add in Linn’s
- Bob Marousky will contact APS to get a new mailing list for members in our area.
- Rob O’Dell will mail a letter and flyers to clubs in our area
- Dr. John Barrett with contact local TV stations.
- Dean Kelly and Felix Perez will work on publicizing the show on Social Media.
- Someone is needed to contact coast magazines, newspapers, casino’s etc.
- Felix Perez is coordinating with Southeastern Federation of Stamp Clubs to promote our show.
3 Exhibits and exhibit chairperson – Tom
4 Show Layout – Committee (Rob O’Dell, Les Osborne, Mike Kayes and Tom/Pat Adams)
Copy of Layout designed by Mike Kayes for review.
5 Hospitality
Les Osborne, Pat Adams and Cathy Marousky will make up the hospitality committee.
6 Show Insurance – Tom Adams
7 Silent Auction
Yes/No, if so Where?
8 Club Table
Yes/No if so Where?
9 Review of “To Do” Checklist (see attached)
10 Open for other GULFPEX items.
New Business – Open for New Items
None Sheduled
Announcements:
Show and Tell:
Volunteer for March Educational Program
Meeting Adjournment
Meeting adjourned _____ pm.
Educational Program
Karl Schoeck volunteered to do a programs. Rob O’Dell volunteered to be back up incase Karl could not make the meeting.
Robert T. “Bob” Marousky
Secretary, Gulf Coast Stamp Club
Attachment 1 – Sign in sheet attached
Attachment 2 – March Treasurer’s Report
Gulfpex 2024 (To do list)
| to_do_list_for_show.docx |
Subject: To Do List for GULFPEX 2024
Mark each item either done or name of person responsible.
Duties before show.
Wednesday before the show:
1. Pick up Community Center key and get check to pay deposit ($400.00) for cleaning. Deposit can be paid when picking up keys. The deposit will be returned if cleaning is acceptable.
Thursday before the show:
Friday Before the Show Opens
8. Assist setting up Registration table.
9. Help put exhibits in frames.
10. Label frames
11. Set up and run the Silent Auction
12. Make sure donation containers are out.
13. Bring chains and locks for doors
14. Tell dealers what time doors will be open on Saturday.
Friday after the show.
For Saturday before Show opens
For Saturday before Show opens (cont.)
Saturday During the Show.
4. Pack up and remove any items left from the auction.
7 At ____ start cleaning kitchen. Wash coffee pot and empty coolers (coolers and coffee pot go to storage unit).
8About ____ pack up left over soda, water and other items.
Saturday after the show
Mark each item either done or name of person responsible.
Duties before show.
- Place the outdoor large signs the week? before the show.
- Coordinate with Sandra to have show information put on Marquee.
- Make arrangements for TV appearance and/or arrange for reporter to come to the show on Friday.
- Make handouts with map of show layout and list of exhibits. Dealers name and address on back of layout map.
- Print above handouts including Club applications.
- ???Obtain stick on name labels and 2 markers.
- Prepare money bags with change for Club Table sales (1 bag) and Silent Auction (1 bag)
- Purchase kitchen supplies (coffee, soda, water and snacks).
- ????Develop bidding slips for silent auction and prepare the items for the auction.
- Determine time for table set up and picking up frames – let members know the times – notify set-up crew (Steve and Cole).
- Arrange for food truck on Friday and ??Saturday??
Wednesday before the show:
1. Pick up Community Center key and get check to pay deposit ($400.00) for cleaning. Deposit can be paid when picking up keys. The deposit will be returned if cleaning is acceptable.
Thursday before the show:
- Pick up frames and supplies from storage locker.
- Set up frames and tables.
- Label tables with dealers names.
- Prepare coffee so it only needs to be turned on in the morning. Set up coolers on sink and stock with soda and water (no ice until Friday morning). Put extra water and soda in frig.
- Put out donation containers and other supplies.
- Lock Community Center if Sandra is not present.
Friday Before the Show Opens
- Pick up donuts for morning snacks.
- Open the building at 6:30 am
- Turn on all Lights.
- Plug in coffee so it is ready when dealers arrive. Put ice in coolers with water and soda.
- Bring 3 money bags – 1 for new members and sale of hats/shirts, 1 with change for person watching Club table and 1 with change for the silent auction.
- For 9 am, clear the first five parking spaces on the southwestern corner for food truck parking.
8. Assist setting up Registration table.
9. Help put exhibits in frames.
10. Label frames
11. Set up and run the Silent Auction
12. Make sure donation containers are out.
13. Bring chains and locks for doors
14. Tell dealers what time doors will be open on Saturday.
Friday after the show.
- Contact the Sheriff’s department letting them know someone might be working in Community center on Thursday and Saturday with collectibles items left overnight Friday.
- Prepare coffee pot so all that is needed in the morning is plug it in.
- Put chain with lock on the 3 outside exits.
- Turn out lights
- Check that no one is hiding in building before locking up.
- Lock all doors including the bathrooms
- Print out award certificates and ribbons for frames
For Saturday before Show opens
- Pick up donuts – less than first day
- Turn on all the lights
- Open up around 7 am and plug in coffee.
For Saturday before Show opens (cont.)
- Remove chains from outside exits
- Refresh ice in coolers and restock.
- For 9 am, clear the first five parking spaces on the southwestern corner for food truck parking. If we are having a food truck that day.
Saturday During the Show.
- ??Hospitality will check with dealers about lunch orders from Brooms. No food cart on Saturday. Do we want a food card on Saturday??
- Hold the Auction at 1 pm with pay and pick up lots at _______________
4. Pack up and remove any items left from the auction.
- Assist with removing exhibits from frames. What time??
7 At ____ start cleaning kitchen. Wash coffee pot and empty coolers (coolers and coffee pot go to storage unit).
8About ____ pack up left over soda, water and other items.
Saturday after the show
- Clean up registration table.
- Assist dealers packing up.
- Give Steve the keys and pay him $400 ($300 for cleaning and $100 for moving frames)
- ??? Pay helpers who move the frames $100.
GCSC Board Meeting Agenda
| 01_january_board_meeting_draft.docx |
January 13, 2024 Board Meeting - Draft
Gulf Coast Stamp Club
Called to order at _____ by President Rob O’Dell. Board Members attending ____ and____ Club Members with ____ guests. Quorum for Board Meeting requirement met/not met and meeting is Official/Not Official. Meeting held at Mercy Housing in Gulfport (See Attached 1: Sign In Sheet)
Old Business
Club Auction
Report and Suggestions – Les Osborne
New Business
Training of Officers to be Facebook Administrators – Felix Perez
The board of directors that would like to post on the GCSC Facebook page will need to have a Facebook account. This is the only way they will be able to manage the GCSC Facebook page. Every director should have access. This also needs to happen for the GCSC website.
Facebook Administrator training.
Meeting was adjourned at _____ pm.
Robert T. Marousky (official copy signed)
Robert T. “Bob” Marousky
Secretary, Gulf Coast Stamp Club
Attachment 1 – Sign in Sheet
Gulf Coast Stamp Club
Called to order at _____ by President Rob O’Dell. Board Members attending ____ and____ Club Members with ____ guests. Quorum for Board Meeting requirement met/not met and meeting is Official/Not Official. Meeting held at Mercy Housing in Gulfport (See Attached 1: Sign In Sheet)
Old Business
Club Auction
Report and Suggestions – Les Osborne
New Business
Training of Officers to be Facebook Administrators – Felix Perez
The board of directors that would like to post on the GCSC Facebook page will need to have a Facebook account. This is the only way they will be able to manage the GCSC Facebook page. Every director should have access. This also needs to happen for the GCSC website.
Facebook Administrator training.
Meeting was adjourned at _____ pm.
Robert T. Marousky (official copy signed)
Robert T. “Bob” Marousky
Secretary, Gulf Coast Stamp Club
Attachment 1 – Sign in Sheet
January 13, 2024 Board Meeting - Draft
Gulf Coast Stamp Club
Called to order at _____ by President Rob O’Dell. Board Members attending ____ and____ Club Members with ____ guests. Quorum for Board Meeting requirement met/not met and meeting is Official/Not Official. Meeting held at Mercy Housing in Gulfport (See Attached 1: Sign In Sheet)
Old Business
Club Auction
Report and Suggestions – Les Osborne
New Business
Training of Officers to be Facebook Administrators – Felix Perez
The board of directors that would like to post on the GCSC Facebook page will need to have a Facebook account. This is the only way they will be able to manage the GCSC Facebook page. Every director should have access. This also needs to happen for the GCSC website.
Facebook Administrator training.
Meeting was adjourned at _____ pm.
Robert T. Marousky (official copy signed)
Robert T. “Bob” Marousky
Secretary, Gulf Coast Stamp Club
Attachment 1 – Sign in Sheet
Gulf Coast Stamp Club
Called to order at _____ by President Rob O’Dell. Board Members attending ____ and____ Club Members with ____ guests. Quorum for Board Meeting requirement met/not met and meeting is Official/Not Official. Meeting held at Mercy Housing in Gulfport (See Attached 1: Sign In Sheet)
Old Business
Club Auction
Report and Suggestions – Les Osborne
New Business
Training of Officers to be Facebook Administrators – Felix Perez
The board of directors that would like to post on the GCSC Facebook page will need to have a Facebook account. This is the only way they will be able to manage the GCSC Facebook page. Every director should have access. This also needs to happen for the GCSC website.
Facebook Administrator training.
Meeting was adjourned at _____ pm.
Robert T. Marousky (official copy signed)
Robert T. “Bob” Marousky
Secretary, Gulf Coast Stamp Club
Attachment 1 – Sign in Sheet
January 13, 2024 Board Meeting - Draft
Gulf Coast Stamp Club
Called to order at _____ by President Rob O’Dell. Board Members attending ____ and____ Club Members with ____ guests. Quorum for Board Meeting requirement met/not met and meeting is Official/Not Official. Meeting held at Mercy Housing in Gulfport (See Attached 1: Sign In Sheet)
Old Business
Club Auction
Report and Suggestions – Les Osborne
New Business
Training of Officers to be Facebook Administrators – Felix Perez
The board of directors that would like to post on the GCSC Facebook page will need to have a Facebook account. This is the only way they will be able to manage the GCSC Facebook page. Every director should have access. This also needs to happen for the GCSC website.
Facebook Administrator training.
Meeting was adjourned at _____ pm.
Robert T. Marousky (official copy signed)
Robert T. “Bob” Marousky
Secretary, Gulf Coast Stamp Club
Attachment 1 – Sign in Sheet
Gulf Coast Stamp Club
Called to order at _____ by President Rob O’Dell. Board Members attending ____ and____ Club Members with ____ guests. Quorum for Board Meeting requirement met/not met and meeting is Official/Not Official. Meeting held at Mercy Housing in Gulfport (See Attached 1: Sign In Sheet)
Old Business
Club Auction
Report and Suggestions – Les Osborne
New Business
Training of Officers to be Facebook Administrators – Felix Perez
The board of directors that would like to post on the GCSC Facebook page will need to have a Facebook account. This is the only way they will be able to manage the GCSC Facebook page. Every director should have access. This also needs to happen for the GCSC website.
Facebook Administrator training.
Meeting was adjourned at _____ pm.
Robert T. Marousky (official copy signed)
Robert T. “Bob” Marousky
Secretary, Gulf Coast Stamp Club
Attachment 1 – Sign in Sheet
