Date: Wednesday, June 24, 2009 Time: 6:30 p.m.
Location: Millbury Savings Bank, Board Room, 109 Elm Street, Millbury
Attendees
Executive Committee Members Present
Carole Chiras
Roger Desrosiers
William Kane, Sr.
Robert Morton
Joyce Ostrowski
Paul Raffa
Rebecca Rehm (non-voting)
Executive Committee Members Absent
Ronald Marlborough
Minutes
Agenda Item I – Welcome
At 6:35 p.m. Roger Desrosiers opened the meeting with six members present.
Roger Desrosiers said that every invoice that comes to the MBC has to be approved by vote in an Executive Committee meeting, then signed by a majority of the Executive Committee members (4 people), but the signing does not have to happen at a meeting. The person submitting the invoice cannot sign the invoice themselves. Roger also said that expenditures also need to be authorized by a majority of the full MBC if the amount exceeds the amount determined by the MBC.
Motion: Carole Chiras moved to have all Executive Committee meetings precede full MBC meetings, to begin at either 6:00 or 6:30 p.m., seconded by Rob Morton.
Vote: All in favor, none opposed, no discussion. Motion approved 6-0.
Motion: Paul Raffa moved to authorize only the Executive Committee to use the MBC tax-exempt number, seconded by Joyce Ostrowski.
Vote: All in favor, none opposed, no discussion. Motion approved 6-0.
Motion: Bill Kane moved to accept the $185 bill for the Lions Club banner, seconded by Paul Raffa.
Vote: All in favor, none opposed, Joyce Ostrowski abstained, no discussion. Motion approved 5-0-1.
Note that Joyce Ostrowski will abstain from voting on all motions approving payment for bills.
Roger Desrosiers met with Bob Spain and Brian Turbit about the financials for the MBC. Bob who said it will be very important for us to think ahead re: how monies will be authorized, expended, etc. Budgets need to be approved before events. No Committee member can expend money on their own without prior approval. Anything over $5,000, we need to have a contract with an organization. It may also be worthwhile to get a bid, even though it is not required. $10,000 - $25,000 we need three quotes. Over $25,000, we must put out a bid. Amounts add up if we continue to use the same vendor for multiple jobs.
Motion: Rob Morton moved to accept Paul Raffa’s bill for the website domain, seconded by Carole Chiras.
Vote: All in favor, none opposed, Paul Raffa and Joyce Ostrowski abstained, no discussion. Motion approved 4-0-2.
Motion: Paul Raffa moved to adjourn, seconded by Rob Morton.
Vote: All in favor, none opposed, no discussion. Motion approved 6-0.
The meeting adjourned at 6:57 p.m.
Submitted by
Rebecca Rehm
July 21, 2009
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