Minutes of the Berkeley Go Club Board Meeting
March 4, 2006
Prepared by Roger Schrag, Secretary
Attendance: Ken Pelter called the meeting to order at 6:10 pm. Board members Ted Christen, Ron Goldberg, Mark Harris, Ken Pelter, and Roger Schrag were present, constituting a quorum. This was an impromptu meeting since there were issues to be discussed and all five board members were present.
Agenda: Being an impromptu meeting, there was no agenda prepared in advance. However, three topics were identified for discussion.
info@berkeleygoclub.org email address: The board had previously decided that email messages sent to this address should forward to one board member at a time who will be responsible for responding or forwarding appropriately. Jason had previously set up this email address to forward to Mark Harris. The board agreed unanimously to rotate this duty among three board members per year. Mark Harris will handle the first four months of 2006 (through April 30), and Roger and Ken will each handle four months to round out the year.
Announcement and contact lists: There was extensive discussion and clarification about how the two lists actually work, and the work involved to maintain both, compared to a
single database Roger keeps as Club Secretary (and as one who maintains corporate databases). Roger expressed his concern about having two separate lists that need to be maintained in tandem, and the inefficiency of trying to keep both in sync.Roger pointed out that any announcement could be sent out without fear of accidental emailing of address lists that could be picked up by spambots, if sent out via a Unix shell script he already uses to do mass database emailings for other organizations. If there wasn't enough lead time for Roger to do this, Ken could still send out announcements directly using the bcc field in a regular email. After the board was assured that the contact list data and announcement data were kept and maintained in one database and that any hardcopy or emailings could be tailored and securely emailed, the board resolved and
unanimously reached the following agreement:
- The Announcement List and Contact List will continue to be maintained in one database by the Secretary of the Club.
- Jason, the Club’s Webmaster, will be asked to adjust the website so that a visitor to the site may enter their email address and request to be added to the announcement list; when this happens, an email containing the visitor’s email address will automatically be sent to the Club Secretary for adding into the database.
- Email addresses and other contact information in the club’s database will be used for Berkeley Go Club official business only, and will be shared with no other organizations.
- When a board member wishes to send an email to the announcement list or the membership list, they will send the text to Roger for distribution. If there is insufficient time for this, Ken may send the email using the bcc field in a conventional email.
- Emails sent by Roger’s shell script will have a return address of info@berkeleygoclub.org. The original author of the email will be credited in the email signature.
Club door: A month had passed since Ron made available a solid core door to replace the current dilapidated one, however, the job wasn’t done. Ken gave Tuesday, 3/7/06, as the last day for Ron to provide any primer paint, dark paint and strike plates he might have. After that date, Ken would purchase cheap paint, or hardware still needed, contact Mike Bull and have the job completed.
Adjournment: The meeting was adjourned at 7:10 pm.