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PROJECT TAG BOARD MEETING MINUTES

JUNE 13, 2009

Meeting was called to order by Chair Troy C. at 4:10pm. Board members in attendance included Tom P. (Co-Chair), Gene S.(Secretary), Gaylon T. (Treasurer), John M., Jolie S., Nathan J., and David M.

Jolie S. read the Project TAG Mission Statement.

OLD BUSINESS

John moved/Gene seconded to accept the minutes from the May meeting. Motion carried.

Discussion was opened on the proposal by John M for the establishment of a Communications Director. The original proposal had been discussed at the May meeting but was tabled in order to be reviewed by all Board members and further recommendations to be added. A copy of the directive is available upon request (and appended at the end of these minutes). A vote was taken and the new position was established.

John moved/Tom seconded to nominate Gene S. as the new Communications Director. The motion carried.

Troy reported that new Project TAG printed items are now available and include the tridd.com address. New items include window decals, magnetic car door signs, posters, and post cards. All items can be ordered from the tridd.com website.

Standing meeting times remain the same. Project TAG Board Meeting is the second Saturday of the month and the Social Committee will meet the first Sunday of the month at Caffe Tazza.

NEW BUSINESS

Troy read a message from Brad M relating his resignation from the Project TAG Board. Tom moved/Gene seconded to accept the resignation. Motion passed.
Gaylon T gave the financial report. The new balance in the Austin Bank account is $426.43. There were 2 expenditures for the filling of our 501(c)3 application and for the application to do business as a non-profit organization.

John M gave the report of the Social Committee. Plans for the 3rd of July picnic/fundraiser are coming along. The Texas Bobcats Football team will be attending scrimmages in Austin, San Antonio, and Houston over the next few months. They have also been invited to the National Flag Football GayBowl Washington DC to be held in October. Several fundraising events have been planned to help raise income to send our players. Brunch at Caffe Tazza continues every Sunday at 11am. Bowling group has been organized and dates will be announced.

CHAIR REPORT

Troy asked everyone in attendance to consider names for possible new Board Members. Please advise him of your recommendations.

Project TAG was the subject of a front page article in the June 5th edition of the Dallas Voice. There have been many positive responses to the paper on the news item. It has also resulted in new members to Project TAG as well as donations.

Our Non-profit application has been received and the check for services has been cashed.

The application for Adopt-A-Highway has been received. Both Troy and Gene have been contacted by the Department of Transportation asking for a selection of locations.

Toby Johnson, an award winning author of such books as The Gay Perspective, has tentatively agreed to attend a seminar in Tyler during the month of September. Plans are for him to speak at the PFLAG Meeting and there will be a fundraising dinner before it begins to help out Project TAG.

The Tridd forums have been revamped to include several of our new clubs. The facilitators of any group are encouraged to post their announcements to the forums and then inform Troy to get the event added to the calendar.

New group contact listings were distributed to facilitators. All were reminded that applications for Project TAG Membership can be done on-line. Even if you have already filled out an application, Troy recommended to update your information since new clubs have been added that you may show an interest in. New applications were handed out reflecting these changes. Each new member is sent a welcome kit that includes such items as a welcome letter and membership card.

Some of the new groups that now have leaders are Bowling, Writers Club, Book Club, Tennis, General Support Group, Gender Topics, and Politics/Advocacy.
The first meeting of the Film Club was held in the home of Jolie. There were 9 in attendance for the viewing of “It’s In The Water”, loosely based on life in Tyler. The next scheduled viewing will be “Maurice” with Hugh Grant. If you have any suggestions for films, please contact Jolie.

Troy reminded that articles for “You’re It” are always encouraged. These do not need to be long in length but will allow all those on the mailing list to receive current information.

The Tridd calendar has been updated for events scheduled through December. A copy can be downloaded or viewed from the website. http://www.tridd.com/calendar.htm

OPEN DISCUSSION

Gene shared that the movie “Little Ashes” is currently showing at two theaters in Dallas.

John suggested that “You’re It” actually be published in some form to pass out to friends or to distribute in the clubs.

Gene agrees to follow-up on the status of items donated at an Estate Sale held at the end of May.

Gaylon suggested that the Board might consider dates and location to organizing a Gay Pride event in Tyler.

The Million Man March will be held soon in Dallas.

Next Board Meeting will be held on July 11th at 4pm at Tyler Unity Center. Meetings are open to the public.

With no further business before the Board, Gene moved/Jolie seconded to adjourn the meeting. Motion passed and we adjourned at 5:25 pm.


PROJECT TAG COMMUNICATIONS POLICY

This policy applies to:
1. Anyone speaking or writing to the public, representing Project TAG in any kind of official capacity.
 This includes any email, web broadcast, text messages or other communications widely published (does not include small, targeted messages to specific interest groups).
This policy does not apply to:
1. Board members or group leaders communicating to a specific group. For example, the leader of the football team can communicate with the football team without concern for following this procedure.
All official or mass communications on behalf of Project TAG must be cleared or handled through the following chain of command:
 Notify the Communications Officer. Then, If unavailable:
 Notify the Secretary for approval or posting. Then, if unavailable:
 Notify the Chairperson of the board of directors for approval or posting. Then, if unavailable:
 Notify the Vice-Chair of the Board of directors for approval or posting
Alternately, approval can be made for a specific communication by the board of directors at a sanctioned board meeting. A vote of present board of directors will supersede all individual approvals of above mentioning.
Furthermore, all emails, postings and/or other mass communications should be reviewed for content, accuracy and grammar before being distributed.
Email communications should always have the author’s signature accompanying the document being sent out. If approval is needed the approver’s initials will be placed under the author’s signature. In no case will any communication ever be sent out signed simply “Project TAG,” without the author’s/approver’s name.
Approval of communications:
1. Approval of communications can be accomplished via:
 Email
 By phone
 In person
 Approval of board of directors at a monthly meeting in writing

Additionally:
1. This notice does not include club leaders or committee chairs notifying their individual committees. This will only apply to broadcasting to open public arenas.
2. All passwords to email accounts, or web broadcasting accounts belonging to or entitled “Project TAG” should be held and maintained by the secretary, chairperson, and one additional board member of Project TAG, selected by the chairperson.