[NFBWV-Talk] NFBWV Q3 board meeting Minutes

[Sheri Koch]

In the body of this email, please find the minutes of the Q3 NFBWV board
meeting. Let me know if you have any questions. See you on Saturday.

NATIONAL FEDERATION OF THE BLIND OF WEST VIRGINIA (NFBWV)



MINUTES



Q3 BOARD OF DIRECTORS MEETING

July 20, 2024



PRELIMINARIES



The NFBWV Board of Directors met via Zoom on Saturday, July 20, 2024.
President Sheri Koch called the meeting to order at 10:10 AM.

Present: President, Sheri Koch; First Vice-President & Acting Secretary, Ed
McDonald; Second Vice-President, Michelle McKeller; Interim Treasurer,
Garrett Harris; Members at Large Chapter Representative, Karen McDonald

Absent: Sightless Workers Guild Chapter Representative, Jack Yahnke
(illness)



An audio recording of the Zoom meeting was created by both Sheri Koch and
Ed McDonald.

Minutes for the Q2 (May, 2024) board meeting were approved as submitted by
acting secretary Ed McDonald



TREASURER’S REPORT



Koch and Harris reported that the organization’s annual registration and
$25 fee had been filed with the office of the WV Secretary of State prior
to the June 30 deadline.



Harris summarized the current status of NFBWV financial accounts:
Management of the Merrill Lynch Investment account has been switched from
the Clarksburg office to the Charleston office, and Koch and Harris have
met with a financial advisor. Following some printing errors and other
delays, printed checks for the Truist general fund checking account have
been received. Harris still needs to secure proper login information for
both Truist and Merrill Lynch accounts in order to retrieve current balance
information.

Funds totaling $1500 have been withdrawn from the Merrill Lynch money
market account and placed in the Truist general fund account to cover such
current expenditures as the annual $600 convention donation to the four NFB
national funds. No Merrill Lynch investment holdings have yet been
liquidated to cover additional operating expenses.



ESTIMATED ANNUAL OPERATING BUDGET



Koch and Harris have collaborated to develop an estimated annual budget which
includes ongoing affiliate operating costsand anticipated income for the
coming year. It lists the following items with their respective dollar
amounts:



​EXPENDITURES

Washington Seminar: $3000.00

NFB Donations at National Convention: $600.00

Phone: $180.00

Website Management: $600.00

Bonding of Treasurer: $144.00

Outreach & Publicity: $200.00 (brochures, etc.)

Liability Insurance Premium: $2000.00

State Convention: $8137.00

Total Estimated Expenditures: $14,831.00



ANTICIPATED INCOME

Quilt Raffle Fund-Raiser: $2000.00

West Virginia Auction at Convention: $1000.00

Dues/Contributions: $500.00

Total Anticipated Income: $3500.00



Total Liabilities: $11,331.00



It was noted that the 2023 State Convention had given the Board of
Directors authority to withdraw up to $10,000 in principal investments from
the Merrill Lynch account. Koch said that an effort would be made to reduce
expenses where possible and thus insure that the withdrawal occurs within
the $10,000 limit. Harris reported that the estimated current balance in
the Merrill Lynch account is $75,000. He warned that an ongoing annual
withdrawal of $10,000 would quickly deplete the fund, and so increased
fund-raising is crucial.



Ed McDonald noted that according to 2023 convention action, the board has
authority with a two-thirds vote to withdraw an investment amount in excess
of $10,000. It was, however,agreed by consensus that an amount of $10,000
in investment principal funds be withdrawn from the Merrill Lynch account
and that the board not take the necessary action at this time to authorize
the withdrawal of an additional amount.



During an interruption in the budget discussion, Koch provided the
following estimated breakdown of hotel costs for the upcoming 2024 state
convention in Morgantown:



Lodging: $1107.00 (nine rooms including suite)

Meals: $1830.00 (boxed lunches, sit-down dinner & banquet, 30 persons)

Transportation: $1500.00 (van rental, insurance, mileage, etc.)

Meeting rooms: $2500.00 ($500 per room per day)

Attendee Sponsorships: $1200.00 (meals and lodging for two persons)

Total Convention Cost Estimate: $8137.00



Following some discussion, Ed McDonald moved the affiliate pay the cost of
lodging and meals for two new members—Miranda Lacy and Harold Rogers—to
attend the 2024 state convention The motion was seconded by McKeller and
adopted.



ANNUAL STATE CONVENTION



Ed McDonald began this discussion by summarizing a draft schedule for Blind
Community Unity Day--the first full day of convention—set for Friday,
November 1. The morning session will be devoted to blindness-related
vendors and resources. It will open at 9:00 AM with brief introductory
remarks from each vendor/exhibiter, followed by an opportunity for
attendees to interact individually with exhibiters and resource providers.



Vendor/resource participants include:

WV Assistive Technology System (WVATS), represented by Doug Cumpston
(confirmed)

WV Library Commission (aware of convention dates, but not confirmed)

ITG—a technology vendor representing Humanware, Freedom Scientific, et al
(certain, but not officially confirmed)

VISIONS—the “older blind” program offered by the Division of Rehabilitation
Services (confirmed)



Karen McDonald needs information for contacting other potential
participants, including Aira and Accessible Pharmacy Services. Koch and
Harris will assist with such information.



During August or September, Koch will send official invitations (on
letterhead) to all confirmed vendors/exhibiters. She requested appropriate
email contact information from those members who are currently communicating
with potential vendors.



Koch confirmed that commercial vendors will be charged $50 for a booth in
the exhibit area.



Ed McDonald said the afternoon session will feature presentations from
stakeholders in the state’s blind communityaccording to the following
tentative schedule:



1:30 p.m. National Federation of the Blind—affiliate president & national
representative

2:00 p.m. WV School for the Deaf and the Blind—Supt. Clayton Burch
(confirmed)

2:30 p.m. Division of Rehabilitation Services—Candice Ward, Rachel
Hatfield, Kevin Mayness (confirmed)

3:00 p.m. Break

3:10 p.m. Cabell-Wayne Association of the Blind—Toni Walls (not confirmed)

3:30 p.m. Seeing Hand Association for the Blind—Karen Haught (not confirmed)

3:50 p.m. LiveAbility—Center for Independent Living, Morgantown (contacted,
but not confirmed)

4:10 p.m. American Foundation for the Blind, Huntington—Aaron Preece (not
confirmed)

4:30 p.m. American Printing House for the Blind, Huntington—Lee Huffman
(not confirmed)

4:50 p.m. Wrap-Up & Adjourn



Koch suggested starting the afternoon session at 1:15, in order toallow
additional time for discussion of concerns with the Division of
Rehabilitation Services.



Friday evening schedule includes a sit-down dinner followed by the West
Virginia auction. Koch will investigate obtaining West Virginia-made
auction items from Tamarack. She urged everyone to contact anyone they know
who might be a source of state-related items for the auction. Ed McDonald
cited the importance of publicizing the auction in the Morgantown area, in
order to ensure that a portion of the funds generated by the event comes
from non-members.



Ed McDonald reported that the organization has received a donation of
several hand-crafted wooden puzzles, plaques, and related items made by the
late Jim Strahin, a long-time member of the former Morgantown-Kingwood
chapter. He said these items are currently being stored at the home of
Morgantown member Bill Ramsey and that some of them could be offered as
auction items.



Koch requested that board members provide input in advance concerning
issues to be addressed during the board of directors meeting, scheduled for
the evening of Thursday, October 31.



Ed McDonald moved the board approve the expenditure of affiliate funds to
cover the costs of transportation and lodging for all board members
attending the Annual State Convention and that each board member be
individually responsible for the payment of his/her registration fee. The
motion was seconded and adopted.



Ed McDonald moved the convention registration fee be set at $75 per person
(an amount estimated to cover the costs of the banquet, sit-down meal, and
boxed lunches) and that the affiliate cover the costs of this registration
fee for each of the two aforementioned sponsored individuals. The motion
was seconded and adopted.



Ed McDonald further moved that the question of sponsoring individuals to
attend the Annual State Convention be revisited each year and that
decisions be made on an “as needed” basis. The motion was seconded and
adopted.



Following some discussion, it was agreed by consensus not to encourage the
presentation of awards during the upcoming convention. It was further
agreed to reconsider at some future time the process of inducting an
individual into the affiliate’s Hall of Honor. The process currently
requires action by the Annual convention.



Ed McDonald said he would draft a comprehensive convention announcement for
public release. Such an announcement would be placed on the affiliate’s
website and disseminated through various other channels. The draft will be
circulated among board members for possible correction or revision.



Discussion followed concerning strategies for inviting non-members to
attend Blind Community Unity Day. Questions to be resolved include whether
to invite non-member guests to an all-day event, whether to require
preregistration, whether to charge a registration fee, and whether or how
to provide lunch. It was noted that in order to provide lunch, it would be
necessary to put someone in charge of tracking and managing pre
registrations. It was ultimately agreed to try to resolve these questions
outside the current meeting.



FUND RAISING



Koch further emphasized the need to raise funds to carry out the work of
the organization. She encouraged board members to be prepared to present
and discuss fund-raising ideas during the upcoming convention.



COLLABORATION WITH MOUNTAIN STATE COUNCIL OF THE BLIND (MSCB)



Ed McDonald reported having extended an invitation to MSCB president Donna
Brown to consider the proposed “round table” discussions of important
issues in the blindness field. He said Brown had agreed to such a
discussion but that largely because of busy schedules and other
organizational business, no further progress has occurred. McDonald said
the idea is not “dead” but that it will require a significant amount of
planning. He agreed to make additional contact with MSCB to explore further
development of the round table idea. And that the item should be revisited
during the next board meeting.



PUBLICITY & OUTREACH



Koch reported that she has done nothing thus far toward creation of an
organizational brochure and that she cannot do so until there is greater
clarity as to the programs and services the organization can and will
provide. She also wants to get pictures during convention which might be
incorporated into a brochure.



AFFILIATE WEBSITE



Koch encouraged board members to consider seriously the kinds of
information that ought to be included on the site. She said it continues to
be a “work in progress.”



DIVISION OF REHABILITATION SERVICES (DRS)



Koch plans during the coming week to draft a message to DRS representatives
Candice Ward, Rachel Hatfield, and Kevin Mayness listing topics which they
are being asked to address during their convention presentations. She will
share the draft with board members before sending it. Koch said she is not
seeking a fight with DRS. Rather, she wants to explore building bridges and
to determine whether substantive steps can be taken to address ongoing
concerns with the agency.



QUILT RAFFLE FUND-RAISER



Koch is awaiting word from a nearby Kroger supermarket regarding permission
to set up a booth outside the store to receive donations. Ed McDonald is
awaiting further contact with quilter Maralyn Campbell regarding efforts to
do similar fund-raising at upcoming area festivals. McDonald has raffle
tickets available to share with anyone who is willing to try to sell them.



NEW BUSINESS



Koch is seeking a volunteer who is willing to work on the member directory,
including the addition of member addresses.



Koch reiterated that if a chapter has its own checking account, it must
also have its own Employer Identification Number (EIN). It has been
determined that the Members at Large Chapter has an EIN of its own, but it
is not yet clear whether the Wheeling chapter has one.



The American Printing House for the Blind (APH) is seeking a substantial
increase in federal funding to make the new Monarch multi-line Braille
displays available to blind students through its “quota” program. Koch has
proposed a meeting to bring this matter to the attention of Senator Capito,
who serves on the Senate Appropriations Committee.



Sometime after convention, Koch plans to revisit the possibility of
creating a Kanawha Valley chapter of the NFBWV. She said there is a
significant number of members in the area who could form such a chapter.



Following some further informal discussion, the meeting was adjourned with
no indication of a specific time of adjournment.



​​Respectfully Submitted,

​​Ed McDonald

​​Acting



𝒮𝒽ℯ𝓇𝒾 𝓀ℴ𝒸𝒽
Sheri Koch, President
NFBWV
304-209-8779
SLK8332015 at gmail.com