APLA BOD MEETING MINUTES
December 6th, 2011
1) Meeting called to order by President Dale Merritt at 7:02pm (CST)
2) In attendance were Mike Bachkosky, Troy Callanan, Dale Merritt, Doug Powell, Vic Rompa, and Bruce Smiley. Absent were Ed McNally and Dale Swiderski. Invited guests were Executive Secretary Sandy Abernathy; and newly elected 2012 BOD members, Troy Benson and Mark Schmiedeshoff.
3) Normal procedure of the meeting was changed so that Sandy Abernathy could answer any Board questions pertaining to her Hunt Test Registration System Web Development Version 5 Proposal. All Board members were provided the proposal (Schedule A) by email before the meeting to look over and prepare questions for Sandy. She went through the proposal and answered questions brought to her. MOTION: To accept the proposal and the cost of $1200 to complete. PASSED
4) Discussion about creating a Hunt Test Entry & Guideline Commission. Charged with bringing to the BOD ideas and proposals related to aspects of the hunt tests (i.e. deadlines, refunds, multiple entries per handler). MOTION: Create a Hunt Test Entry & Guideline Commission. Members to include Dale Merritt, Mike Bachkosky, Nancy Rompa, Steve Pawlyshn, and Sandy Abernathy. PASSED *Sandy Abernathy excused herself from the meeting.
5) Treasurer’s Report
a) 2011 Financial Report will be completed by the next meeting.
6) Secretary’s Report
a) None
7) Committee Reports
a) Hall of Fame Committee
i) Bruce Smiley reported that an email will be sent to BOD members showing the seven nominees, with an email BOD vote approval of the nominees, the ballot will be sent out to the membership.
b) Judges Commission
i) Vic Rompa reported he will creating a form for judges to sign which will let the APLA release and have available to see their contact information on the “Approved Judges List”.
c) Hunt Test Committee
i) 2012 Spring Hunt Test Applications are to be received before Sunday, January 22, 2012 to Troy Benson. This will be posted on the APLA website with Troy’s email and mailing address.
8) Unfinished Business
a) None
9) New Business
a) Banner Ads
i) Dale Merritt reported that the annual renewal dates for banner ads is currently set up on the anniversary date of the individual ads. To help make the renewal process more efficient, he is recommending that it be changed to the calendar year. All current ads would be pro-rated for the year 2012, with a full year subscription due January 1, 2013. MOTION: All website banner ad fees will be due on January 1st. All current ads will be pro-rated for the 2012 calendar year, with a yearly subscription due on January 1st starting in 2013. PASSED
b) 4xGMPR Recognition
(1) Dale Merritt is volunteering to be the APLA point of contact for the recognition plaques. An email is being sent to all owners’ of the new 4xGMPR dogs, requesting a high resolution photo for the plaque. Current cost of the plaque is approximately $180.
c) Election results were emailed to all BOD members on Thursday, Dec. 1st.
(1) Board of Directors
(a) Troy Benson
(b) Ed McNally
MOTION: To approve the BOD election results PASSED
(2) President
(a) Bruce Smiley
MOTION: To approve the President election results PASSED
(3) Secretary
(a) Mark Schmiedeshoff
MOTION: To approve the Secretary election results PASSED
(4) Treasurer
(a) Doug Powell
MOTION: To approve the Treasurer election results PASSED
d) Bruce Smiley will submit a resignation letter as a Board of Director effective January 1, 2012, to take the position of President. The Board of Directors will fill the position of Director at the next meeting, per the by-laws.
10) Next meeting Tuesday, January 24th, 2012
11) Motion to Adjourn at 8:35pm (CST)
Respectfully submitted,
Doug Powell
APLA Secretary
Schedule A, page 1 of 3
American Pointing Labrador Association
Professional Services
Hunt Test Registration System
Web Development
Version 5
PROPOSAL
Prepared by
Sandra Abernathy
6760 South Washington Street
Centennial, CO 80122
Phone 303.347.1408
Fax 303.347.8272
October 21, 2011
SUMMARY
The ultimate goal of APLA is to allow members to register for Hunt Test online. An online payment system is also desired. Current development is headed in this direction, however until our database no longer has errors in it, online entries are not advised. In an effort to assure our data is in good order, I propose the following.
Based upon feedback from Hunt Test Secretaries, American Pointing Labrador Association (APLA) requires improvements to their current web based Hunt Test Registration System (HTRS). This proposal will cover Version 5 of development of this application.
Improvements in Scratches, Refunds, APLA Bucks, and Accounting need to be addressed. Also the ability for HT Secretaries to request changes to membership type and Dog data need to be automated.
Version 5 will again provide access to only approved Board of Directors of APLA (APLABOD) and Hunt Test Secretaries (HTS). Reader access can also be provided to HT Chairpersons. Version 5 does not include member access or on line payment processing.
Approach
Versions 1-4 of this project has successfully been completed and implemented. A previous phase of this project allows HTS to enter HT entry data online. This data is cross-referenced to current data allowing HTS to look-up membership data as well as dog certification data.
Areas addressed by this revision are as follows:
- Scratches: Current development does not have a ‘Scratch’ option.
- Refund: Current development does not have policy or procedure for HT Secretaries to refund Scratched entries. Sometimes checks are returned to owners, sometimes not. A more robust and flexible system is needed so that Refunds can be tracked.
- APLA Bucks: Current development enters these as a ‘Discount’. In order to better track income and expense, they should be shown as income.
- Accounting: Checks received and income reports are not corresponding allowing a disconnect. We need to align these reports so HT Secretaries have a greater ability to track their funds.
- Membership payments & HT Fees: Current system has an unpaid reporting system to allow HT Secretaries to track payments of memberships and entries. However, it is not being fully utilized. Email alerts could be implemented to show HT Secretary unpaid entries and memberships.
Solution Delivery and Timeline Estimates
It is estimated that the first Spring HT will be sometime in March 2012. Therefore, a BETA test is proposed for February 15, providing approximately 2 weeks for any system improvements.
Cost Estimates
Providing that the scope of work does not exceed the above proposed solution, the current estimate is $1200.00. Additional phases of the project will be covered by additional proposals. I would ask that 50% of this project upon beginning of development and 50% is due upon completion.
Schedule A, page 3 of 3
Conclusion
I am pleased to present my proposal to you. I have the technical depth, direct experience, and expertise to provide my services to you, and I look forward to working with you and your team to make this project a success.
To accept this proposal, please sign below:
______________________________ ______________________________
Sandy Abernathy Dale Merritt, President APLA