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PROJECT TAG BOARD MEETING MINUTES
SEPTEMBER 12, 2009

Meeting was called to order by Troy C (Chair) at 4:05pm. Others in attendance were Tom P.(Co-Chair), Gaylon T. (Treasurer), Gene S.(Secretary), Lou Anne S., Scott J., Dan A., Jolie S., and John M., along with 3 guests.
Dan read the Project TAG Mission Statement.

OLD BUSINESS

Jolie moved/Scott seconded to accept the minutes from the August meeting. Motion carried.

Board Member Review - David M. was excused due to traveling. Scott moved/Gaylon seconded to terminate Spencer’s seat on the Board. Several attempts have been made to contact him on his continued service. Motion carried. Patricia S. was introduced as a potential new Board Member and her credentials were passed out. Patricia introduced herself and gave a brief description of her background. Patricia has been recommended by John M.

Troy reminded everyone that Project TAG Logo items are available and can be ordered from him.

Lou Anne reported on the Adopt-A-Highway Clean-up Day. The event was a success and several TAG members were in attendance. Troy asked the Board to give a special Thanks to Lou Anne for all her efforts in organizing and coordinating the Clean-Up.

Troy reminded the Board that we are still trying to get included in the 211 Directory. As reported in the August meeting, a physical address (even if confidential) must be needed to complete the process, as long as a P O Box number is provided as well. Lou Anne reported the cost of the East Texas PFLAG box. Troy moved/Tom seconded that we allocate to spend $75 a year on the P O Box. During motion discussion, Gaylon suggested that we get other bids before making a decision. Gene is still looking into other alternatives. Due to those suggestions, the motion was withdrawn and no vote was taken.

Valentines Dance -- Gene gave a short report on the plans for the Valentines Dance. The date has been set for Friday, February 12th 2009. He researched other facilities and found them to be too costly or was not contacted by some. A deposit has been made at the Holiday Inn South Broadway and a contract for a room block has been signed. Rooms will be $89 that night and the block will drop off 2 weeks prior to the dance, with the same room rate being offered if they are available after that and they mention Project TAG at the time of the reservation.

The Facebook account has been transferred into Gene’s name and can be accessed if a search under Project TAG is done. Gene has set up several of our Project TAG groups with a ‘page’ or ‘group’ designed for them and can be accessed from the site.

Dallas Pride Parade -- East Texas PFLAG and Project TAG will be walking in the Dallas Pride Parade on Sunday September 20. Parade kicks off at 2pm but we will need to arrive before noon to form up. Two banners have been made that will be carried and Troy showed them to the Board. We do not know our lineup number at this time.

Project TAG Fundraiser - Toby Johnson has agreed to speak at the East Texas PFLAG Meeting November 9th. Project TAG will hold a spaghetti dinner before the meeting and speech.

NEW BUSINESS

The October Board Meeting has been moved to October 3rd due to previous obligation by some Board members. The Film Club will hold their viewing after the meeting at the home of Jolie S.

Financial Report -- Gaylon gave the present financial report on the Austin Bank Account. The total balance is $2544.83 with $2106.98 designated and raised by the Bobcats and $437.85 as operating funds for Project TAG. Expenditures for the month included $50 for the Centerlink Subscription, $93.13 for the new banners, and $225 for the Bobcats registration at the GayBowl. Scott moved/Gene seconded to accept the Financial Report. Motion carried.

Developmental Committee Report -- Scott reported on the last meeting of the Developmental Committee. The Committee recommended that we adopt the Board Application Form, the Board Nomination Form, and the Board Job Description Form. John moved/Lou Anne seconded to adopt the forms with the inclusion of the Board Terms (as set aside in the By-Laws) added to the Job Description Form. Motion carried. The Board would like to thank Scott for researching and writing these new forms.

Awards -- John (on behalf of the Social Committee) suggested that we begin working on the setting up of two annual awards. Possible suggestions would be for the Advocate of the Year and Volunteer of the Year. The Board agreed that this is a good idea and deferred the job to the Social Committee.

Troy passed out a CD to all Board Members that included all Project TAG documents presently adopted, the mailing lists, event pictures, and past Minutes. The Board thanked Troy for all the hard work.

Troy announced that the UNT English Department has established in Tom’s honor a permanent Preston Undergraduate Teaching Award. The scholar hired as Dean to assume his teaching area when he retired received the first Award in May. The Board congratulates Tom on this achievement.

CLUB / COMMITTEE REPORTS

Troy passed out two (2) new forms for Club Moderators; Bad E-mail Notifications and Tips for TAG Club Leaders and Facilitators.

The Board Game will meet next on September 25th at the home of Lou Anne.

Social Committee Report was given by John. The Bobcats practices are every Sunday at Pollard Park and they will be attending football tournaments in both Dallas and Washington DC. A Holiday Celebration is being planned for December 4th with a theme of Nightmare Before Christmas. Further plans will be announced at a future meeting. The Social Committee is also working on details for the Valentines Dance.

The first meeting of the Chorale will be Monday September 14th at Tyler Unity Center at 7pm.
The Film Club will next meet on October 3rd at the home of Jolie. The movie will be “Rocky Horror Picture Show.”

The Tennis Club meets every Wednesday from 6 to 8pm at Pollard Park.

New member listings for Club Facilitators were passed out. Troy reminded all to have new and existing memberships refer to the on-line applications since new clubs and groups have been developed.

A discussion on where, how, and when the Project TAG logo can be used by the clubs, groups, and in correspondences followed.

Fundraising efforts for Project TAG will be the responsibility of the Development Committee. John made the suggestion that we begin an Art Auction either on line through tridd.com, Pay Pal, or E-Bay. Members can donate a work of art or contact local artist or galleries for items.

INFORMATIONAL ITEMS

Troy passed out the new Board of Directors Contact listing.

Project TAG has subscribed to Centerlink which provides resources, advocacy alerts, an online directory, and more.

Troy reminded all Board Members that we are to be Good Will Ambassadors for Project TAG and any comments made in the public about the organization should be made with caution. Some sarcasm and humor may be easily misinterpreted.

Standing meeting times were reviewed. Project TAG Board Meetings are the second Saturday of the Month at Tyler Unity Center at 4pm (with some possible exceptions). Social Committee Meetings are the first Sunday of the month at Caffe Tazza 10am. The Developmental Committee meets the first Monday of the month 6pm at Tyler Unity Center.

CHAIR REPORT

Our 501(c)3 has once again been returned by the IRS. They are reporting at this time due the application stating that we are a “Social Organization”, we may qualify as a 501(c)4. Troy will seek legal advice on how to proceed. Gene recommended that since we are now a member of Centerlink, that they may provide some suggestions.

Troy passed out the copy of the recent Press Release on our first Adopt-A-Highway Clean Up.

Troy gave a tutorial of how to use the Tridd.com website and forums as well as how to access the G-Mail account mailing list. If anyone does not know the current password for G-Mail, please contact Troy and do not change it without checking with him.

The OCW Annual Children’s Party set for December 19th is asking for volunteers to help wrap gifts, loading presents on the truck December 18th, or to make a donation. Approximately $80 will sponsor a child for Christmas.

The deadline for submitting articles to the “You’re It” newsletter is the 20th of each month. Articles do not need to be lengthy. Troy thanked everyone that contributed to the latest edition which was our largest ever.

Troy reminded everyone that the Tridd Calendar has been updated through December. If you wish to make updates to the calendar or have a link of your posting made, please contact Troy as soon as possible.

Troy shared several letters that have been received directly to Project TAG and the responses.

OPEN DISCUSSION

Gaylon is still working on the Pink Pages. He said that due to copyrights, we may have to name our directory differently . If you have any business suggestions to be added, please contact him.

Scott is seeking volunteers to serve on the Carter Bloodcare Center Donor Council.

Troy is looking for volunteers to serve on the Board for the Total Healthcare Center.

John recommended that we change the dinner times after the Board meetings to possibly 7:30pm. This would allow us to get through the agenda without rushing through all the items to be discussed.

With no further business before the Board, John moved/Lou Anne seconded to adjourn at 6:05pm. Motion carried.

Submitted September 18, 2009

Gene S., Secretary, Project TAG