ADPCA 23rd Annual Meeting
July 15-19, 2008 Las Vegas, Nevada
Business Meeting, July 16, 2008, 2:45 - 5pm
Minutes

Wade Hannon volunteered to facilitate the meeting and his offer was accepted. A discussion to clarify the consensus process ensued. Items which are non-controversial would be acted upon by consensus. In situations of disagreement, the action would be stopped unless persons agreed to step aside, allowing consensus to proceed.

Suggestions were made for the agenda and ordered by consensus.

AGENDA

1. Treasurer's Report: Taxes
2. Non-Profit Status
3. Change of accounting year: fiscal to calendar
4. Management of Bank Accounts: Annual meeting account and Association account
5. PO Box for Association to offer consistent address

The remaining items were deferred to the second business meeting.

1. Treasurer's Report

Paul Blanchard reported that as of June 30, 2008 the taxes for 2002-2008 are paid. $1500 was owed to IRS this year. Paul said he would have a written report for the business meeting on July 18th (See attachments).

Appreciation was expressed for the work done by Steven Weinraub to pay the taxes.

ADPCA is incorporated in Illinois as non-profit and is thus not subject to state taxes or filing state income tax returns.

2. Federal Non-profit Status: 501-C-3

The proposal was made by Sarton to file the application to become a 501-C-3 organization. He has a resource for filing.

The advantage is to stop paying federal taxes as a for profit corporation.

Kevin estimated this would save $2-3000/year.

A discussion ensued of the impact on functioning of ADPCA as an organization, the role of the board and the advantages versus the cost.

Three proposals were put forward. Bert Rice proposed that we empower the treasurer, Sarton Weinraub, to investigate the process for becoming a 501-C-3 organization, do a financial analysis, investigate the work required and made a decision to go forward based on financial considerations and execute the decision.

Alternate proposals ensued and much discussion. A major concern was how organizational functioning would be different from what it is now.

Sarton offered a modification of the proposal not to act if becoming a 501-C-3 would change the functioning of the group i.e. that the current structure was written with checks and balances to keep this as a consensus-based organization - that the current mission and structure would be retained (mission statement taken from the charter).

Discussion continued. Sarton and Steven will gather more information before the second business meeting.

3 .Change of Accounting Year

Steven reported that tax exempt status requires calendar year and that there are no disadvantages to this over fiscal year reporting.

Proposal: Treasurer authorized to make change.

Consensus

4. Management of Bank Accounts

Paul Blanchard proposed to consolidate the two bank accounts making the annual meeting account a sub-account of the association account.

Discussion. Concern was voiced that there needs to be flexibility as the convener's needs vary each year, sometimes depending on the university arrangements.

Jon proposed that it be at the discretion of the convener how the meeting account is set up with accounting by the end of each calendar year by the convener.

There would be two statements reported to the membership:
Total conference report
Receipts to Treasurer at the end of the conference
Accounting at the end of the calendar year.

Consensus

5. PO Box

It was proposed that one PO Box be established. Kathy's box has provided stability but may not be adequate under tax requirements.