Minutes
Gulf Coast Stamp Club - Executive Board Meeting
April 6, 2019
The meeting was called to order at 1:00 pm by President Robert O’Dell in the St. Martin Library Meeting Room. All board members were present. There were no other members attending. A Quorum was met for an official meeting. (See attachment 1, sign-in sheet)
No Open items from March Board Meeting
New Items for April Executive Board Meeting
1 Select design for Club stationary – Gordon
After discussion, the Board voted to use example #5 (see attachment 2, Club Stationary) for our official stationary. Mike Kayes asked that it be made available to Board members in MSWord and PDF format.
2 Decision on May 4 meeting – Bob
The library is using the meeting room for a book sale that day. We can use the Mercy Housing & Human Development Center in Gulfport. However the USAF Thunderbirds are going to be on the coast that weekend and traffic may be heavy. The library is available on the Saturday, May 18 for a meeting.
Because of the above concerns, the Board voted to hold the May meeting on Saturday, May 18, 2019. Because this meeting is going to be the time we vote for Officers, special efforts will be made to inform all members about the change.
3 Decision on 2nd Stamp Show for 2019 – Bob and Gordon
Tentatively the Community Center is available for Saturday 9 November 2019. That is the only open Saturday in the Fall of 2019.
Discussion Tabled
4 Update names on the Club Bank Account - Mike
Currently on the list are Mike Kayes, Don Swensen and Chris Chidester.
Motion made by Al Allgue and seconded by Mary Ann Grazck to remove Don Swensen and Chris Chidester from the account because they have moved from the area. The motion included adding Rob O’Dell and Robert T. “Bob” Marousky to the account. The motion carried by unanimous vote and Make Kayes will coordinate the changes.
Critique of GULFPEX 2019
1 Report on Show Budget/Expenses – Mike
Mike Kayes presented a detailed expense account for GULFPEX 2019. His report revealed that this year we lost close to seven hundred ($700.00) dollars. Fortunately the Club Treasury can absorb this lost. However in the future we are going to need to budget and plan better. (See attachment 3 – GULFPEX Financial Report)
2 Report on Data Capture from the show – what advertising worked best – Al
The total number of people who signed in for the show on both days was 103. After filtering out the names of those who signed in both days, we had a total attendance at the show of 83 individuals.
The following is how people learned about the show (tabulated from the sign-in sheets):
21 – Sign board outside the Community Center. This is more than last year and could be attributed to the addition of the words “Stamp Show” instead of just GULFPEX. It was suggested that next year we add “Postcard” to the sign
16 – WLOX television spot on the Thursday 4 pm show.
15 – Website
7 – Mailing (out of a mailing of close to 800)
6 – Word of Mouth
3 – Newspaper
3 – Linn’s
2 – American Philatelic Society magazine
2 – Other
1 – From a dealer
3 Change of Show Chair
Gordon has volunteered for position
It was pointed out that the Club President is the overall Chair of GULFPEX. A motion was made by Mary Ann that we create the position of “Director for GULFPEX”. Motion seconded by Mike Kayes and carried by unanimous vote.
President Rob O’Dell then appointed Gordon Nelms as “Director for GULFPEX”.
4 Other GULFPEX Critique items – Mary Ann’s Checklists
Checklists were handed out to each Board member. They are to review the lists, make corrections and be ready to discuss them at the May 18th Board meeting.
5 Proposed Themes for 2020 Show – Gordon
See list mail by Gordon
Tabled for now. Gordon will add the list to the website and ask members to suggest other themes. (See Attachment 4 – List of Possible Show Themes for 2020)
6 2019 Show dealer evaluation – Gordon
The results of the survey completed by all but one dealer were positive. Some of the comments include:
7 Letter sent to Dealers – Gordon
Gordon showed the Board the letter he sent to the dealers to keep in touch and solicit more suggestions. (See attachment 6 – Letter to Dealers)
Robert T. Marousky
Secretary Gulf Coast Stamp Club
Attachments:
April 6, 2019
The meeting was called to order at 1:00 pm by President Robert O’Dell in the St. Martin Library Meeting Room. All board members were present. There were no other members attending. A Quorum was met for an official meeting. (See attachment 1, sign-in sheet)
No Open items from March Board Meeting
New Items for April Executive Board Meeting
1 Select design for Club stationary – Gordon
After discussion, the Board voted to use example #5 (see attachment 2, Club Stationary) for our official stationary. Mike Kayes asked that it be made available to Board members in MSWord and PDF format.
2 Decision on May 4 meeting – Bob
The library is using the meeting room for a book sale that day. We can use the Mercy Housing & Human Development Center in Gulfport. However the USAF Thunderbirds are going to be on the coast that weekend and traffic may be heavy. The library is available on the Saturday, May 18 for a meeting.
Because of the above concerns, the Board voted to hold the May meeting on Saturday, May 18, 2019. Because this meeting is going to be the time we vote for Officers, special efforts will be made to inform all members about the change.
3 Decision on 2nd Stamp Show for 2019 – Bob and Gordon
Tentatively the Community Center is available for Saturday 9 November 2019. That is the only open Saturday in the Fall of 2019.
Discussion Tabled
4 Update names on the Club Bank Account - Mike
Currently on the list are Mike Kayes, Don Swensen and Chris Chidester.
Motion made by Al Allgue and seconded by Mary Ann Grazck to remove Don Swensen and Chris Chidester from the account because they have moved from the area. The motion included adding Rob O’Dell and Robert T. “Bob” Marousky to the account. The motion carried by unanimous vote and Make Kayes will coordinate the changes.
Critique of GULFPEX 2019
1 Report on Show Budget/Expenses – Mike
Mike Kayes presented a detailed expense account for GULFPEX 2019. His report revealed that this year we lost close to seven hundred ($700.00) dollars. Fortunately the Club Treasury can absorb this lost. However in the future we are going to need to budget and plan better. (See attachment 3 – GULFPEX Financial Report)
2 Report on Data Capture from the show – what advertising worked best – Al
The total number of people who signed in for the show on both days was 103. After filtering out the names of those who signed in both days, we had a total attendance at the show of 83 individuals.
The following is how people learned about the show (tabulated from the sign-in sheets):
21 – Sign board outside the Community Center. This is more than last year and could be attributed to the addition of the words “Stamp Show” instead of just GULFPEX. It was suggested that next year we add “Postcard” to the sign
16 – WLOX television spot on the Thursday 4 pm show.
15 – Website
7 – Mailing (out of a mailing of close to 800)
6 – Word of Mouth
3 – Newspaper
3 – Linn’s
2 – American Philatelic Society magazine
2 – Other
1 – From a dealer
3 Change of Show Chair
Gordon has volunteered for position
It was pointed out that the Club President is the overall Chair of GULFPEX. A motion was made by Mary Ann that we create the position of “Director for GULFPEX”. Motion seconded by Mike Kayes and carried by unanimous vote.
President Rob O’Dell then appointed Gordon Nelms as “Director for GULFPEX”.
4 Other GULFPEX Critique items – Mary Ann’s Checklists
Checklists were handed out to each Board member. They are to review the lists, make corrections and be ready to discuss them at the May 18th Board meeting.
5 Proposed Themes for 2020 Show – Gordon
See list mail by Gordon
Tabled for now. Gordon will add the list to the website and ask members to suggest other themes. (See Attachment 4 – List of Possible Show Themes for 2020)
6 2019 Show dealer evaluation – Gordon
The results of the survey completed by all but one dealer were positive. Some of the comments include:
- Random table assignment
- 2 shows a year
- Change show times to 9-5 and 9-4 instead of 10 – 6
- Electricity at tables
- 3 day show
7 Letter sent to Dealers – Gordon
Gordon showed the Board the letter he sent to the dealers to keep in touch and solicit more suggestions. (See attachment 6 – Letter to Dealers)
Robert T. Marousky
Secretary Gulf Coast Stamp Club
Attachments:
- Sign in Sheet
- Example of Official Club Stationary
- Budget Report for GULFPEX 2019
- List of Possible Show Themes for 2020
- Dealers Evaluation Results
- Letter to Dealers
Previous Minutes
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