September 2019

Minutes for USAFA Gold Class Spirit Association

Call to Order

A regular meeting of USAFA Gold Class Spirit Association was held on September 15, 2019 via conference call.  It began at 7:00 pm EST/4:00 pm PST and was presided over by Teri Williams and Katie Silvis, Co-Presidents, with Julie Konkol as Secretary.

Attendees

Voting members in attendance included:

  • Teri Williams
  • Katie Silvis
  • Jean Anderson
  • Dan Cabo
  • Julie Konkol
  • Tiffani Wills
  • Alice Patton

Members not in attendance included:

  • Stacy Prater
  • Tami Kruse
  • Chuck Ahner
  • Stacey Pohl
  • Michelle Kay
  • Natalie Dennis

Approval of Minutes

Minutes for the August 11, 2019 meeting was approved with the exception of the misspelling of Tiffani Wills’ name in a few places.  Minutes are corrected.

Motions / Resolutions Prior to Meeting (via Virtual Voting)

By-Laws are approved and will be publicly posted on the website.

Old Business

  • Non-Profit setup – Dan Cabo and Jean Anderson
  • Articles of Incorporation are completed.
  • The Wells Fargo Checking Account is open, with Dan Cabo and Teri Williams as signatories.  Only one signature is necessary for the writing of a check.
  • The 1023-EZ was filed online Wednesday, September 11th with the IRS.  It is the Streamline Application for Recognition of Exemption Under Section 501(c)(3) of the Internal Revenue Code.  Dan is hoping to hear back by October 11th, but it is in the hands of the IRS.
  • The 1023-EZ limits donations to less than $50,000/year.  If we go over that amount, we will have to re-file with the full 1023.
  • Previous years had PLEDGES amounting to greater than $100,000.  These were not ACTUAL collections.  By spacing the collections over the four years, we don’t have to file tax returns or accommodate individual state laws.
  • Accounts Setups – Checking, Venmo, PayPal – Dan Cabo, Teri Williams, Katie Silvis
  • PayPal setup – we are waiting for the tax-exempt status approval so we can get a better fee structure.  Otherwise the PayPal rate for every transaction is 2.9%.
  • DAN/TERI: will look into Venmo details and return with answers within the week.
  • Teri will receive check donations via the USPS.  She will look into getting a Post Office box.
  • We can accept donations while waiting for electronic mechanisms to get set up.
  • The Collections Process:  Parents pledge and then July 1st of each new fiscal year, Dan will send an invoice in an email.  However, this may not get us the funding necessary for the first two coins.  See New Business for the timeline.
  • Website Content – Tiffani Wills
  • Facebook page is ready to go live when we can accept donations.
  • Tiffani and Michelle are on hold for training to make our own changes to the website.
  • The Fundraising Tab has been removed.  There is only the Donate tab.
  • Any questions or communications should go to ParentSpirit2023@gmail.com.  Tiffani Wills and Michelle Kay will monitor this account
  • Board E-mail address for use in communicating with the Parent Liaison: 2023USAFASpirit@gmail.com Teri Williams will monitor this account.
  • Website: USAFA2023Spirit.org
  • Facebook page: USAFA 2023 Spirit
  • THE WHOLE COMMITTEE: will forward content to Tiffani and/or Michelle for Milestone Pages, Donate Page (explaining the pledges for four years)
  • Tiffani posed the question:  Should we look for a parent to write the Blog?
  • TERI: will forward the information from the AOG’s website design assistance.
  • TIFFANI: will send out draft content to the committee for input.
  • Jean Anderson made a motion to table the collection mechanism for the Executive Committee meeting to make the decision whether we go live with or without the ability for electronic donation.  Julie Konkol seconded it.

New Business

  • Coin Design Process and Timeline – Alice Patton
  • Alice spoke with three older classes and two graduated classes.
  • Estimates for each coin are $10-15,000.
  • Payment is made in full when coins are ordered.
  • A mold is made and kept by the vendor; so we can order more coins at a later date if necessary.
  • TERI:  will get class size to Alice.

Coin Design Timeline:

  • October 2019                                   Email announcing website & need for donations (Katie/Teri)
  • October/Early November 2019   Design feedback from Spirit Committee
  • Mid-November 2019                      Design goes to USAFA for approval
  • December 2019                               Recognition Coin Order& Payment Due
  • March 2020                                      Recognition Ceremony
  • June 2020                                         Exemplar Coin Order& Payment Due
  • September 2020                             Exemplar Ceremony
  • April 2021                                         Commitment Coin Order& Payment Due
  • August 2021                                     Commitment Ceremony
  • February 2023                                 Graduation Coin Order & Payment Due
  • May 2023                                          Graduation
  • TERI: will forward the updated Parent’s Email Distribution list to the Communication Chairs for class emails and to Dan for Collections.
  • Backup Committee Positions Documented:
    • Tiffani Wills & Michelle Kay for Communications Committee
    • Dan Cabo, Jean Anderson, and Teri Williams for Finance
    • Teri Williams and Katie Silvas for President activities
    • Alice Patton and Tamie Kruse for Design Committee
    • Chuck Ahner and Natalie Dennis for Fundraising Activities.  Fundraising is collapsing into Finance for donation collections.  Any other Fundraising Activites Chuck and Natalie will take point.

Action Items / Next Steps

  • DAN/TERI: will look into Venmo details and return with answers within the week.
  • THE WHOLE COMMITTEE: will forward content to Tiffani and/or Michelle for Milestone Pages, Donate Page (explaining the pledges for four years)
  • TERI: will forward the information from the AOG’s website design assistance.
  • TIFFANI: will send out draft content to the committee for input.
  • TERI:  will get class size to Alice.
  • TERI:  will forward the updated Parent’s Email Distribution list to the Communication Chairs for class emails and to Dan for Collections.

Announcements

The next meeting of the USAFA Gold Class Spirit Association will be in October 13th, 2019, 7:00 EST.