MINUTES CHECKLIST (Minutes are in BLUE)

1. PRESIDING OFFICER

A. Damon Lynn

2. CALL TO ORDER (Time & Place)

GRG, Maitland, Florida. August 24, 2004, 5:30PM

3. ROLL CALL

Damon Lynn, Todd Moore, Tim Citek, Mike Dillard, Daryl DeBow, Dan Cross, Chris Bradford, Firouz Keikavousi, Michael Sheerin, Miguel Quiles, Ron Proden¸ Tom Goodman, Brian Mirus, Tim Willings, Roland Young, Traci Just, Wade Conlan

 

4. APPROVAL OF MINUTES

Daryl Debow made motion to approve…Damon seconded…The meeting minutes were approved as amended.

 

5. REPORTS

A. President Elect/Programs

1. This Month’s Program

a. Topic: Microbial Source Control Through UVc

b. Speaker: Doug Smith, Regional Sales Manager, Steril-Aire

2. UPCOMING DINNER PROGRAMS

a. October 7, 2004 Halloween Horrors – Good jobs gone bad panel discussion featuring Mark Kirby of TLC and Bill Weinaug of GRG.

b. November 4, 2004 Energy Management the Disney Way – Paul Allan

c. December 2, 2004 ICE – Bring the family and experience the magic of refrigeration! (The ICE at Gaylord Palms. Todd Moore negotiated a $45/person package for dinner and a tour. The group rate for tour only is $13.95/person without dinner).

d. January 6, 2004 Keeping Orlando Cool – Keith Rice, OUC.

e. February 3, 2004 ASHRAE Dignitary Presentation (Firouz is attempting to get the ASHRAE President to attend the meeting)

f. March 3, 2004 3rd Annual Key West Shrimp Boil

Discussion on points…we can get 25 points for refrigeration plant tour toward the PAOE. There was a review of the complete points allocation opportunities. There may be another refrigeration tour in May (Todd Moore). Todd is going to speak with Firouz and Doug about the UV presentation.

Roland Young asked if there is going to be a joint meeting with Tampa. Damon said that it is a possibility. Todd suggested that the meeting be scheduled with the Winter meeting. Roland suggested Fantasy of Flight for a "half-way" site.

B. Vice President

Tim Citek was unable to make the meeting. He emailed Damon about it.

C. Treasurer

Daryl Debow read the treasury report (to be submitted and attached as an exhibit).

D. Secretary

No report

E. CTTC

Brian – Meeting with TEGA this week. Taking volunteers for refrigeration and government activities. Daryl had a question regarding if meeting minutes go to general body. Damon wants to table the issue under old business.

F. Historian

Tom Goodman was unable to attend

G. Membership Promotion

Miguel: Meeting announcement needs to be sent out tomorrow. We’re already late. We want to get the announcements in time to receive RSVP. Damon discussed the points for establishing budgets and by August 31 and forwarding to DRC. Miguel would like a co-chair for membership promotion. Damon suggested Dan Whitfield at Mattern. Roland Young is going to offer a couple of "volunteers" from his company.

H. Resource Promotion

Roland: Plans to get together with Firouz. The first person to provide the money gets the points. Everyone has turned in the money. $600.00 have been turned in. Firouz is the Regional Chair.

I. Student Activities

Ron Proden was not in attendance

J. Newsletter/Web Page

Tim Willings – Not in attendance

K. Product Directory

L. Social Events

1. Golf Tournament will be October 29^th @ Diamond Players Club

 

6. OLD BUSINESS

A. Treasury: Tim –

1. Form must be filled out for IRS. Accountant must fill out 990 form. If we take in over $25k. (no new information

2. Damon will line up someone to audit books (Damon tried to get Terry Seymour to do the audit…not in contact yet)

3. State does not have ASHRAE chapter listed as a recognized non-profit.

4. Need to approve budget for each committee. Use Quicken to create a budget from previous expenditures. Daryl said there is no line item for the historian. None for membership promotion either. The account is not set p by committee. Its set up by expenditure. Daryl submitted a budget from Quicken. It’s based on last year. We spent about $76k last year. The report states we spent $2k on name badges…but that’s a couple of years worth of name badges. It was noted that the Spring golf outing is much lower cost than Fall. We need to review the costs between the Fall and Spring and determine if the costs are accurate. We called Doug Smith. Doug said the numbers are wrong. Doug says the costs are about the same. We pay for dinner during the Spring. Golf costs more in the Spring. The actual costs are about the same. Spring has the most income. Some of the expenses are not categorized properly. Costs for this year need to be accounted for more accurately.

Discussion regarding the name badge costs: The costs for the badges seem to be extremely high. We wrote a check to Dave Grillo and Florida Trophy. The expenses could be partly attributed to plaques and awards. Some of the costs in that case may really be golf expenses. Daryl will review with Tim Citek to review. We lost about $2k on the Shrimp Boil last year.

Golf Tourney: Roland discussed that he hole sponsorships and other fees are too low for the tourney. We called Doug again. Idea is for sponsors to get credit for the sponsorship. Doug pointed out that the suppliers are being squeezed. Corporate sponsors contribute $2k. The sponsorship offsets costs for trinkets. Damon recommends that the Fall sponsorship should be $100 and the Spring would be $150. This would put the sponsors in the honor role (when combined).

Damon is going to purchase trophies for Dan Cross and Chris Bradford.

Damon POI: Bank charges seem high. Daryl will speak with the bank to make sure we have the right account.

ACTION ITEM: Brian will get Daryl information regarding the number and type of awards and the potential costs for the budget.

ACTION ITEM – ALL: get information to Daryl ASAP to complete budget before August 31 deadline.

 

 

 

B. Web Site: Plan was to hire someone to manage it for Chapter. Damon a potential person and is open to other candidates. Daryl DeBow will ask his wife about it (she works for Computer Horizons). Need to do a hard-copy mailer (1. are you receiving emails from us and 2. our meetings have changed in big print).

Daryl spoke with his wife. She works at a computer learning center. She needs to know what kind of work we will need done. The need is simply content…not flashy graphics. Text and photos. No animation required. Daryl will find out what the average hourly costs for web site maintenance is.

C. Student Activities:

1. Big hole. Need someone to organize engineers to reach out into the school system. Would like someone out of school for a decade or so with some work experience. Firouz has a potential candidate at Disney. Firouz will assist. Firouz will send the contact information for him to membership chair. Engineering firms in the area will be approached for increased involvement.

2. Ron Proden is staying on and will attend CRC.

 

D. MBO: Complete MBO’s prior to CRC.

MBOs need to be submitted to Damon before CRC.

E. CRC: Society pays for delegate and alternate, membership chair and resource promotion (mileage). Travel and half of hotel paid for required attendees and registration by chapter. Damon Lynn, Dan Cross, Miguel Quiles, Todd Moore, Wade Conlan, Tim Citek, Roland Young, Firouz Keikavousi,

Chapter will reimburse at the rate for pre-deadline (no late fees).

F. Full Circle: $100 goes to Roland Young (all board members).

Done…

G. Motions: Chapter made two motions last year. Both passed. This is the way for us to make improvements to ASHRAE.

1. One potential motion would be to change Resource Promotion back to Research Promotion. Individuals are more willing to give to research as evidenced by last years’ contributions (down). We should be creative with the terminology.

H. Chapter Meetings – Change of Venue: To Dubsdread. Tech Topic, should be brought back (kept to 20-30 minutes) consistently. Tim Citek will spearhead effort. Nice for it to link it with the dinner topic. First Thursdays are available. Firouz: keep meeting to one hour (presentation). Change the time to 6:00 (TECH Topic will happen during this time) to 6:45 (social) 6:45 dinner then 7:00 Presentation. Board meetings will be at 5:00pm (prompt). Dinners stay at $20. Firouz

I. Damon: Wants to send one hard-copy mailer advertising meeting change and asking for updated contact information. The new plan for the newsletter is to send email links.

J. BOG: We will meet Third Tuesdays at GRG at 5:30.

K. Make minutes or version of minutes available on Dewpoint. After approval, they will be forwarded to web site

L. Committees need co-chairs and we need to promote that at the meetings. Idea is to have a business segment of the monthly meeting to be used to promote chair involvement.

M. Calling committee: Miguel Quiles – needs volunteers

 

7. NEW BUSINESS

A. All committees need to meet before August 31^st.

25 points…needs to happen.

B. Need newsletter articles from all officers and chairs.

C. Budgets must be approved by 31^st.

D. Update to PAOE.

E. Next Board Meeting will be at 5:00 Thursday September 2^nd at Dubsdread.

8. Motions

A. Firouz Keikavousi requested a motion be made that the Chapter consider donating $1,000.00 for disaster relief (building materials) for Florida Hospital. Damon Lynn stated that the finances/budget need to be quantified and corrected before a motion of that size should be considered.

B. Motion – Mike Dillard, second by Daryl (POI – Damon – Coordinate with Tim Citek) Clear the entries to true the accounts and purge the accounts… Approved

C. Roland motioned, Daryl Debow seconded: Fall sponsorship should be $100 and the Spring would be $150. This would put the sponsors in the honor role (when combined). Motion was approved.

D. Motion to adjourn Daryl…Approved.

  Visit the Society web page at www.ashrae.org

Last modified: 12/01/08