Teleconference of 24 February 2011,
8:30 pm CST/9:30 pm EST
The Darling/Walker Family Reunion Association Executive Committee Teleconference Meeting Minutes of 24 February 2011.
On-line for the meeting were: Deloris Mitchell, Christine Thomas, Robert Thomas, Sr., Bernard Darling, John Darling, Joyce Darling, Patricia Jackson, Tamara Smith
Absent: Darryl Darling, Keneesha Hudson, Curtis Sherman, Leon Thomas, Jr., Eva Thomas, Robbie Thomas
The President called the meeting to order at 8:06 pm CST.
1. Minutes from last meeting:
The President asked for corrections/additions. No corrections were cited. The minutes were approved without corrections by a unanimous vote.
2. Treasurer’s Report:
Account Balance $604.22. After March 1, 2011, the bank account for the family reunion will have to maintain a balance of $1500 in order to avoid the $10 service fee.
The President discussed with the Treasurer ways to try to avoid the account paying a service fee. One was to relocate the account to a bank with locations in Atlanta, Birmingham and Pensacola that will offer a free account without restrictions.
Joyce called BB&T bank that has locations in Birmingham, Pensacola, and Atlanta. BB&T can offer us a free account for now but beginning 1 June 2011 the account will have to maintain a specific sum of money to avoid paying a $10 fee. Also, if there is no activity on the account within a certain number of months the account will incur a maintenance charge.
Christine suggested that Deloris close the account with Regions and open an account with BB&T which will afford us time to determine how to handle the banking issue.
The President will call BB&T to determine if there is a fee for early closure and Wells Fargo to see what their policy will be.
Christine made a motion that we move forward with the banking remedy and Joyce seconded.
President said he will make a plea to those members that did not pay the reunion dues as agreed by all attending the last meeting.
3. Reunion Dues Status Letter:
Keneesha was unable to attend the meeting. The President will table action on the dues letter until later. Christine suggested that we send out a notice to let the family know that we are moving forward with planning the reunion. We can notify the families that we have met and are planning the reunion indicating the dues and asking if their family members plan to attend the reunion. Christine also suggests that we send notice by email, Facebook, and US Mail. Additionally, Christine said if she can obtain email addresses for family members she will draft a letter and send a notice to them. Christine will draft and send by Saturday 26 February 2011 to executive members for input.
Joyce will send a Family Directory to all of the members that were online for the meeting.
4. New business:
The President reported he spoke with the representatives at the Hampton Inn, Holiday Inn and Days Inn hotels on Pensacola Beach.
The Hampton Inn –Minimum of 10 rooms to qualify for additional options. Meeting room fee is $350. If you buy $350 worth of food you get the room free for one evening. Beach front room rate gulf side $269, sound side $249 plus 14.3% tax. Free breakfast
Holiday Inn – Minimum of 10 rooms to qualify for additional options. Newly opened and a beautiful hotel. Room rate for sound side rooms is $220, gulf side $250. Taxes are 14.3 %. Each room has a balcony, king room with couch, or 2 queens. They will cater for you at $49 per person. Kids 12 and under eat free. They have an outdoor venue that faces the beach. We can hold a function outside or we can rent one of the meeting rooms for $400 one time use. If we use the hotel caterer, the room is free if we purchase an equal amount of food.
Days Inn – Meeting room is free if you have 10 rooms booked. Room rates $200 for gulf side, $170 for sound side plus 14.3 %.
The President will talk with the Holiday Inn to book 10 rooms and 10 rooms with the Days Inn.
Joyce Darling
Secretary