Minutes
Board Meeting March 6, 2021
Gulf Coast Stamp Club
Called to order at 1:46 pm by President Rob O’Dell Board members attending 6 with 3 other Club members attending. Quorum requirement met and meeting is Official (See Attachment 1 – list of attendees)
Old Business:
1 Report on availability of Library Meeting Room – Bob
As of March 1st, the library is open but the Library Meeting room is still closed for an undetermined time.
Today’s meeting is being held at Mercy Housing in Gulfport, MS. Special thanks to Julie Sablich for allowing us to use their facilities. The room was perfect for social distancing and included the use of their WiFi.
2 Contact organizers of Cruising the Coast to see if our October show can be added to their calendar of events - Rob
Cruising the Coast organizers have been contacted. However they have not yet replied to our request. Deferred until after GULFPEX 2021.
3 Question on Club Library
Should the Club keep a library?
Keep only Scott Catalogs?
Sell all books including Scott Catalogs?
Sell other books at silent auction at GULFPEX 2021
Sell other books at online auction?
Donate unsold books to APS or a local charity?
Library contents at https://www.gulfcoaststampclub.org/gcsc-library.html
Deferred until after GULFPEX 2021
New Business Items
Quorum requirement for Business Meetings
After discussion a motion was made and carried that due to the current covid crisis we suspend the by-laws requirement to have 10 club members present to make a quorum at business meetings. Motion carried unanimously.
GULFPEX 2021 Planning
Dealers – Rob
Currently 7 dealers have paid and 2 additional dealers expressed interest in attending. The deadline for making payment was March 1, 2021. A motion was made to delay the payment date to March 15, 2021. After that time any other interested dealer may be offered tables. Motion carried unanimously.
Assigning of Tables
After all the dealers pay, Rob will put their names in a hat and draw for table assignment. He will give Gordon the information so he can put it on the website.
Layout – Gordon
Gordon showed a copy of the proposed layout. After discussion it was decided to move the registration inside the room instead of in the lobby. This is due to the limited number of Club members we have to work. Manning two tables would not be possible. (See attachment 2 – diagram of room layout for show)
Are we going to make a separate layout map with dealer contact information?
Who makes map and who prints it?
After discussion it is still undecided if we need a separate map for guests.
Facilities – Bob and Cathy pick up keys then open and close building.
Bob will coordinate payments needed with Mike.
Set Up and Cleaning Contract – Rob
Individual will be there at 5 am Friday to set up and then return Saturday after the show to do the set-up, tear down and cleaning. Rob has made verbal agreement with individual ( Steve Hanshaw 228-233-0391) to do this at a cost of $300.
Covid Protocols – Tom
Supplies needed? Instructional Signs? This will be decided after we learn what the governor’s and Community Center rules will be at show time.
What if someone doesn’t follow protocols? After discussion it was determined that we might not be able to force noncompliant guests. However we will make a strong suggestion that they do follow protocols. It is unclear if we can deny entry to show for individuals who do not follow protocols.
Do we need a disclaimer on Registration Form? To be determined later.
Hospitality – Cathy
We will have individually wrapped donuts, snacks, water and coffee available for dealers and Club members.
Fayard’s Menu for food that can be ordered for dealers (Club members?) lunch. We will pick up but orders will be cash only.
Exhibits – Tom and Al
Are we having a printed list of exhibits for visitors? Tom is going to work on how to handle this.
Have possible individual to help get and set up/take down frames. Tom needs to talk to the individual who is willing to help and negotiate terms.
Silent Auction – Dr. John –
How does bidding work? Each item in the auction will have a minimum bid price of at least one dollar. There will also be a buy it now price which will especially help any individuals won’t be available at the auction end. Auction will end at 2:30 pm on Saturday. If the buyer is not there and is local (and know to Club) the item could be held for pick up after the show.
Do we have bidding slips? Dr. John will provide the slips.
How do we account for money? Exact method still to be determined.
Where do people pay? Same as above.
Registration - ??
What type of sign in? Tom to work on registration form.
Covid Equipment and Protocols. Same as above
Disclaimer on Registration form? Same as above
Club Sales - ?? –
How much room is available? Currently only one table is available in the design.
How do we account for sales? To be determined.
Any limit on number of items a Club member put on table? To be determined
Cash Box – Mike
How many needed and how much money? Exact method still to be determined. Accounting is needed in four (4) areas: silent auction, raffle, memberships/club covers and members sales.
Security Overnight – Mike has chains and locks. Bob or Cathy will lock doors and Rob inform sheriff’s department like last year. Complete
Raffle – Dr. John?
Mike has tickets we can use.
What are we charging for tickets? In the past we said $5.00 and 3 for $10 but is that too much? It was determined that tickets will be two dollars ($2.00) each or 6 for ten dollars ($10.00). Raffle will end at 2 pm on Saturday giving the winner a chance to claim it by shows end.
What do we do if the winner is not present? Notify winner and make arrangements for pick up.
Take on TV? The person who does the TV publicity will be encouraged to take the plaque to show on air.
Show Program – Gordon’s
Trifold made by Gordon. The trifold which goes along with our show theme (Fred Haise and Apollo 13) was completed by Gordon. Rob will make 50 copies for the show. (See Attachment 3 – copy of trifold)
Need for dealer info with maps? To be determined.
List of Exhibits? Tom working on how to handle.
Show Cachet and Cancel - Mike
Undetermined. Mike has not been able to contact anyone at the post office to see if we can get the cancel. The cancel has been listed in Linn’s Stamp News with instructions to send requests the D’Iberville post office. The use of a facsimile cancel on covers was discussed but no conclusions reached.
Publicity
Community Center Marquis – Bob – arrangements already completed.
Mailing – Mike/Bob to get APS listing. Waiting for list from APS to see the number of cards we would need to send out. Undetermined how we will use the information as only three (3) individuals indicated they learned about the show from the mailing.
Rob has sent a letter about the show to 11 different Clubs. Included with the letter were 3 copies of our show poster.
Copies of our show posters were given to members to post in the community. (See attachment 4 – Copy of show poster)
WLOX – Dr. John will contact the station and be the person to be on air. New member Tim volunteered to assist if he can arrange his work schedule with Rob as back up. Also to ask if they send a reporter and camera person out on Friday morning so it can be on the Friday evening news.
Other TV – Undetermined
Linn’s Ad – Mike Ad placed and will run for 4 weeks. Cost of ad fifty three (53.00) dollars
Signs
What about John Wright’s Sign? The wooden sign that John Wright had cannot be located. A different large sign was located at John Wright’s house. To used it the time and dates need to be changed. Possible location for the sign – northeast corner of Washington and LeMoyne.
Other Ideas: It was suggested that we contact the Gulf Coast Chamber of Commerce and have the show listed on their calendar of events. Rob will contact the Chamber. Another suggestion by Cathy was to have the show posted on www.istampshows.com. (Note: this was completed immediately following the business meeting). Tim knows of a local radio station where we might get some on air publicity.
Elaine LeGros will not be available for Publicity or Hospitality.
Other GULFPEX 2021 Items?
Fort Bayou Bridge (Washington Ave) might be closed during show dates. Actual closing dates have not yet been posted. This will inconvience some individuals but not prevent the serious collector from attending our show.
Open for other New Items
Suspending By-Laws during covid epidemic: A motion was made to suspend the By-Laws to reduce the number of members present for a quorum at Business Meetings to the number of individuals present (in person and virtually) at meeting. Also to postpone Club election of Officers to a later date still to be determined. Motion passed unanimously. This allows the Board to delay May elections until a later time. Also to reduce the number of members need to make a quorum at Business Meeting to the number of member in attendance (both virtually and in person)
GULFPEX email address: Mike has made an email address that can be used for show information. It is gulfpex@gmail.com. He will be the one to monitor this account.
Robert T. Marousky (official minutes signed)
Robert T. Marousky
Secretary, Gulf Coast Stamp Club
Attachment 1 List of Attendees
President Rob O’Dell
Vice President Dr. John Barrett
Secretary Bob Marousky
Treasurer Mike Kayes
Board Member Gordon Nelms
Member Cathy Marousky
Member Felix Luis Perez-Folch
Member Timothy Stinson
Member Eric White
Attachment 2 – Diagram of room layout for show
Attachment 3 – Copy of trifold handout
Attachment 4 – Copy of show poster
Business Meeting March 6, 2021
Gulf Coast Stamp Club
Called to order at 2:45 pm by President Rob O’Dell. Number of Members present 9. Quorum requirements under suspended by-laws have been met and meeting is Official (See Attachment 1 – list of attendees)
Approval of October, November& December 2020 Plus January & February 2021 Minutes
Motion was made to accept the October, November, & December 2020 minutes and the January & February 2021 minutes as posted on the Club website. Motion carried.
Treasurer’s Report
See Attachment 2 – March 2021 Treasurer’s Report.
GULFPEX 2021 - Rob
Update on Status (from discussions at Board Meeting)
See the March 2021 Board meeting for details on GULFPEX 2021.
Standard Agenda Items
Website Update– Gordon
Gordon reported on the monthly website update.
Circuit Update– Bob
There appears to be a trend of members buying less each circuit. Reason is that their collections are to the point where they are not finding needed material in the circuit books. Bob asked for ideas on how we might improve the circuit to meet Club member’s needs.
Southeastern Federation Update– Gordon
No new information from the Southeastern Federation.
Old Business
None except that covered under GULFPEX 2021 Planning in the Board meeting.
New Business
The Board voted to suspend the by-laws requirement for holding the Club election in May to an undetermined date. Also to make the quorum requirement the number of members present (virtually and in person) at Business meetings.
Announcements
None
Volunteer for April Educational Program
Felix volunteered to repeat for us the presentation he will be doing in March for the Topical society. Topic of the presentation is the Magnolia stamp (Scott #1337) issued for the 150th anniversary of Mississippi statehood.
Show and Tell by Members
Several different items were shown:
Examples of the first stamp used in Europe – Swiss Canton stamps.
Odd shaped (triangle, diamond and parallelogram) early US covers.
Covers from the Art Cover Exchange where exchange members make and trade cachets.
First day cover made by Penn/art. In addition to a cachet the covers also have a foreign stamp with cancel. On the back is the number of the cachet and number produced.
A cover sent to Hawaii in 1935 via first flight of TWAb clipper airplane. The stamp on the cover was the 25 cent airmail issued specifically for clipper air mails to Hawaii
Adjournment
Meeting Adjourned at 3:30 pm.
Educational Presentation
Deferred – Show and Tell by members taking its place this month.
Robert T. Marousky (official minutes signed)
Robert T. Marousky
Secretary, Gulf Coast Stamp Club
Attachment 1 – List of Attendees
President Rob O’Dell
Vice President Dr. John Barrett
Secretary Bob Marousky
Treasurer Mike Kayes
Board Member Gordon Nelms
Member Cathy Marousky
Member Felix Luis Perez-Folch
Member Timothy Stinson
Member Eric White
Attachment 2 – Treasurer’s Report
Gulf Coast Stamp Club
Called to order at 1:46 pm by President Rob O’Dell Board members attending 6 with 3 other Club members attending. Quorum requirement met and meeting is Official (See Attachment 1 – list of attendees)
Old Business:
1 Report on availability of Library Meeting Room – Bob
As of March 1st, the library is open but the Library Meeting room is still closed for an undetermined time.
Today’s meeting is being held at Mercy Housing in Gulfport, MS. Special thanks to Julie Sablich for allowing us to use their facilities. The room was perfect for social distancing and included the use of their WiFi.
2 Contact organizers of Cruising the Coast to see if our October show can be added to their calendar of events - Rob
Cruising the Coast organizers have been contacted. However they have not yet replied to our request. Deferred until after GULFPEX 2021.
3 Question on Club Library
Should the Club keep a library?
Keep only Scott Catalogs?
Sell all books including Scott Catalogs?
Sell other books at silent auction at GULFPEX 2021
Sell other books at online auction?
Donate unsold books to APS or a local charity?
Library contents at https://www.gulfcoaststampclub.org/gcsc-library.html
Deferred until after GULFPEX 2021
New Business Items
Quorum requirement for Business Meetings
After discussion a motion was made and carried that due to the current covid crisis we suspend the by-laws requirement to have 10 club members present to make a quorum at business meetings. Motion carried unanimously.
GULFPEX 2021 Planning
Dealers – Rob
Currently 7 dealers have paid and 2 additional dealers expressed interest in attending. The deadline for making payment was March 1, 2021. A motion was made to delay the payment date to March 15, 2021. After that time any other interested dealer may be offered tables. Motion carried unanimously.
Assigning of Tables
After all the dealers pay, Rob will put their names in a hat and draw for table assignment. He will give Gordon the information so he can put it on the website.
Layout – Gordon
Gordon showed a copy of the proposed layout. After discussion it was decided to move the registration inside the room instead of in the lobby. This is due to the limited number of Club members we have to work. Manning two tables would not be possible. (See attachment 2 – diagram of room layout for show)
Are we going to make a separate layout map with dealer contact information?
Who makes map and who prints it?
After discussion it is still undecided if we need a separate map for guests.
Facilities – Bob and Cathy pick up keys then open and close building.
Bob will coordinate payments needed with Mike.
Set Up and Cleaning Contract – Rob
Individual will be there at 5 am Friday to set up and then return Saturday after the show to do the set-up, tear down and cleaning. Rob has made verbal agreement with individual ( Steve Hanshaw 228-233-0391) to do this at a cost of $300.
Covid Protocols – Tom
Supplies needed? Instructional Signs? This will be decided after we learn what the governor’s and Community Center rules will be at show time.
What if someone doesn’t follow protocols? After discussion it was determined that we might not be able to force noncompliant guests. However we will make a strong suggestion that they do follow protocols. It is unclear if we can deny entry to show for individuals who do not follow protocols.
Do we need a disclaimer on Registration Form? To be determined later.
Hospitality – Cathy
We will have individually wrapped donuts, snacks, water and coffee available for dealers and Club members.
Fayard’s Menu for food that can be ordered for dealers (Club members?) lunch. We will pick up but orders will be cash only.
Exhibits – Tom and Al
Are we having a printed list of exhibits for visitors? Tom is going to work on how to handle this.
Have possible individual to help get and set up/take down frames. Tom needs to talk to the individual who is willing to help and negotiate terms.
Silent Auction – Dr. John –
How does bidding work? Each item in the auction will have a minimum bid price of at least one dollar. There will also be a buy it now price which will especially help any individuals won’t be available at the auction end. Auction will end at 2:30 pm on Saturday. If the buyer is not there and is local (and know to Club) the item could be held for pick up after the show.
Do we have bidding slips? Dr. John will provide the slips.
How do we account for money? Exact method still to be determined.
Where do people pay? Same as above.
Registration - ??
What type of sign in? Tom to work on registration form.
Covid Equipment and Protocols. Same as above
Disclaimer on Registration form? Same as above
Club Sales - ?? –
How much room is available? Currently only one table is available in the design.
How do we account for sales? To be determined.
Any limit on number of items a Club member put on table? To be determined
Cash Box – Mike
How many needed and how much money? Exact method still to be determined. Accounting is needed in four (4) areas: silent auction, raffle, memberships/club covers and members sales.
Security Overnight – Mike has chains and locks. Bob or Cathy will lock doors and Rob inform sheriff’s department like last year. Complete
Raffle – Dr. John?
Mike has tickets we can use.
What are we charging for tickets? In the past we said $5.00 and 3 for $10 but is that too much? It was determined that tickets will be two dollars ($2.00) each or 6 for ten dollars ($10.00). Raffle will end at 2 pm on Saturday giving the winner a chance to claim it by shows end.
What do we do if the winner is not present? Notify winner and make arrangements for pick up.
Take on TV? The person who does the TV publicity will be encouraged to take the plaque to show on air.
Show Program – Gordon’s
Trifold made by Gordon. The trifold which goes along with our show theme (Fred Haise and Apollo 13) was completed by Gordon. Rob will make 50 copies for the show. (See Attachment 3 – copy of trifold)
Need for dealer info with maps? To be determined.
List of Exhibits? Tom working on how to handle.
Show Cachet and Cancel - Mike
Undetermined. Mike has not been able to contact anyone at the post office to see if we can get the cancel. The cancel has been listed in Linn’s Stamp News with instructions to send requests the D’Iberville post office. The use of a facsimile cancel on covers was discussed but no conclusions reached.
Publicity
Community Center Marquis – Bob – arrangements already completed.
Mailing – Mike/Bob to get APS listing. Waiting for list from APS to see the number of cards we would need to send out. Undetermined how we will use the information as only three (3) individuals indicated they learned about the show from the mailing.
Rob has sent a letter about the show to 11 different Clubs. Included with the letter were 3 copies of our show poster.
Copies of our show posters were given to members to post in the community. (See attachment 4 – Copy of show poster)
WLOX – Dr. John will contact the station and be the person to be on air. New member Tim volunteered to assist if he can arrange his work schedule with Rob as back up. Also to ask if they send a reporter and camera person out on Friday morning so it can be on the Friday evening news.
Other TV – Undetermined
Linn’s Ad – Mike Ad placed and will run for 4 weeks. Cost of ad fifty three (53.00) dollars
Signs
What about John Wright’s Sign? The wooden sign that John Wright had cannot be located. A different large sign was located at John Wright’s house. To used it the time and dates need to be changed. Possible location for the sign – northeast corner of Washington and LeMoyne.
Other Ideas: It was suggested that we contact the Gulf Coast Chamber of Commerce and have the show listed on their calendar of events. Rob will contact the Chamber. Another suggestion by Cathy was to have the show posted on www.istampshows.com. (Note: this was completed immediately following the business meeting). Tim knows of a local radio station where we might get some on air publicity.
Elaine LeGros will not be available for Publicity or Hospitality.
Other GULFPEX 2021 Items?
Fort Bayou Bridge (Washington Ave) might be closed during show dates. Actual closing dates have not yet been posted. This will inconvience some individuals but not prevent the serious collector from attending our show.
Open for other New Items
Suspending By-Laws during covid epidemic: A motion was made to suspend the By-Laws to reduce the number of members present for a quorum at Business Meetings to the number of individuals present (in person and virtually) at meeting. Also to postpone Club election of Officers to a later date still to be determined. Motion passed unanimously. This allows the Board to delay May elections until a later time. Also to reduce the number of members need to make a quorum at Business Meeting to the number of member in attendance (both virtually and in person)
GULFPEX email address: Mike has made an email address that can be used for show information. It is gulfpex@gmail.com. He will be the one to monitor this account.
Robert T. Marousky (official minutes signed)
Robert T. Marousky
Secretary, Gulf Coast Stamp Club
Attachment 1 List of Attendees
President Rob O’Dell
Vice President Dr. John Barrett
Secretary Bob Marousky
Treasurer Mike Kayes
Board Member Gordon Nelms
Member Cathy Marousky
Member Felix Luis Perez-Folch
Member Timothy Stinson
Member Eric White
Attachment 2 – Diagram of room layout for show
Attachment 3 – Copy of trifold handout
Attachment 4 – Copy of show poster
Business Meeting March 6, 2021
Gulf Coast Stamp Club
Called to order at 2:45 pm by President Rob O’Dell. Number of Members present 9. Quorum requirements under suspended by-laws have been met and meeting is Official (See Attachment 1 – list of attendees)
Approval of October, November& December 2020 Plus January & February 2021 Minutes
Motion was made to accept the October, November, & December 2020 minutes and the January & February 2021 minutes as posted on the Club website. Motion carried.
Treasurer’s Report
See Attachment 2 – March 2021 Treasurer’s Report.
GULFPEX 2021 - Rob
Update on Status (from discussions at Board Meeting)
See the March 2021 Board meeting for details on GULFPEX 2021.
Standard Agenda Items
Website Update– Gordon
Gordon reported on the monthly website update.
Circuit Update– Bob
There appears to be a trend of members buying less each circuit. Reason is that their collections are to the point where they are not finding needed material in the circuit books. Bob asked for ideas on how we might improve the circuit to meet Club member’s needs.
Southeastern Federation Update– Gordon
No new information from the Southeastern Federation.
Old Business
None except that covered under GULFPEX 2021 Planning in the Board meeting.
New Business
The Board voted to suspend the by-laws requirement for holding the Club election in May to an undetermined date. Also to make the quorum requirement the number of members present (virtually and in person) at Business meetings.
Announcements
None
Volunteer for April Educational Program
Felix volunteered to repeat for us the presentation he will be doing in March for the Topical society. Topic of the presentation is the Magnolia stamp (Scott #1337) issued for the 150th anniversary of Mississippi statehood.
Show and Tell by Members
Several different items were shown:
Examples of the first stamp used in Europe – Swiss Canton stamps.
Odd shaped (triangle, diamond and parallelogram) early US covers.
Covers from the Art Cover Exchange where exchange members make and trade cachets.
First day cover made by Penn/art. In addition to a cachet the covers also have a foreign stamp with cancel. On the back is the number of the cachet and number produced.
A cover sent to Hawaii in 1935 via first flight of TWAb clipper airplane. The stamp on the cover was the 25 cent airmail issued specifically for clipper air mails to Hawaii
Adjournment
Meeting Adjourned at 3:30 pm.
Educational Presentation
Deferred – Show and Tell by members taking its place this month.
Robert T. Marousky (official minutes signed)
Robert T. Marousky
Secretary, Gulf Coast Stamp Club
Attachment 1 – List of Attendees
President Rob O’Dell
Vice President Dr. John Barrett
Secretary Bob Marousky
Treasurer Mike Kayes
Board Member Gordon Nelms
Member Cathy Marousky
Member Felix Luis Perez-Folch
Member Timothy Stinson
Member Eric White
Attachment 2 – Treasurer’s Report
| gulf_coast_stamp_club_by-laws.pdf |
