Minutes of the meeting

NECSI

Board of Directors

03/09/06 Conference Call

 

The following members of the board were in attendance:  Tim Madden, Gary Laxdal, Tim Lennox, Kevin Brennan, Bob Pentico, Maureen Gaynor, Drew Regan and Barry Simons. Seated with the board was Steve Autor.

 

President, Tim Madden, called meeting to order at 1pm.

 

President’s Report:

Mr. Madden reported the findings of the internal review of historical tax preparation. NECSI has been using Form 1120 from our founding. General discussion on proper filing status, forms and methods ensued.  Motioned by Mr. Simons after discussion, seconded Ms. Gaynor, that we request our Accounting Firm to review and establish the proper criteria to insure that Deferred Revenue from dues and Business Partner/Advertising is properly tracked in each year. Complete review of accounting practices to ensure proper methodology is in place. Motion Passed.  Because prepayment of Dues and Services are collected in the prior year, they must be identified as such to insure deferral into the current (following) year.  A review of our accounting process and tracking methods is required to insure the accuracy of this Accounting and subsequent Tax Filings.  

 

Mr. Madden reviewed the by-law update for our Annual Meeting. Mr. Madden reviewed the required notification (3/2/06) has gone out. Postings are up on website and the cut off date for additional postings is 4/2/06. Mr. Madden reported the meeting will be held during Advantage. He is working with Mr. Larry Levenberg of NEC on the specific date and time. NECSI requested around a lunchtime. Proper notice was emailed to membership. The agenda will include presentation of the two different types of membership.  Product committees will give brief reports and solicit participation.

 

 

Treasurer’s Report:

Mr. Laxdal presented the year to date financials. 88% of dues membership has been collected (111 Premier Members). Unpaid members do not have current website password. Of a larger concern is the unpaid Business Partner Revenue. Current collections only at 16%.  General Discussion was held about the ongoing collection efforts for dues and BP Revenue.  Renewal rate for BP is dismal.  On a motion by Mr. Laxdal, seconded Mr. Pentico the financial statement was unanimously approved.

 

Secretary’s Report:

Ms. Gaynor presented a review of the previous NECSI minutes. On a motion by Mr. Simons seconded by Mr. Laxdal the minutes were unanimously approved. 

 

Newsletter Report:

Crosstalk deadline was March 7th.

Mr. Autor reported we paid $896 in printing for 1000 copies of the last newsletter with 12 pages. Color version would run $1584, which is an increase of $688.  Our first newsletter for 2006 used 20% of the $18,000 budget or $3651.80, but that included 1000 envelopes, which should last for the year.  Plus, we mailed out copies to all dealers, not just Premier dealers. Mr. Laxdal motioned to run a single issue of the 4 color since we were 5% under budget on last issue as a test to see if advertising improves; Mr. Pentico seconded. Motion passed. Discussion on electronic version since we now get the proof in Adobe.  Advertisers prefer a hard copy but we could email a link to our website for the non-premier members who do not receive the hard copy. It will be downloaded from our website.

 

 

Business Partners Report:

New BP prospect is Telecom Tactics. They are advertising only at this time. Ms. Gaynor has a prospect of Technisoft for dispatch software.  Mr. Simons will follow up with CSC. Mr. Laxdal will approach Active Voice for full BP and Polycom. Dropped BP includes Quemaster, Higher Ground, and Sprint North Supply.

 

Old Business:

Confer-Tel: Mr. Autor reported project not complete on the transfer of the administration to Confertel, but progressing.  He will continue to follow.

 

 

New Business:

 

Directory: Mr. Autor will get this done by Advantage which requires a final notice for members to pay due to be included. BP signed up for the year get a free ad. No other advertising allowed.

 

Lead Services:  Mr. Autor recommended we discontinue Prime Vendor for $60/mo due to lack of leads. Ms. Gaynor motioned and Mr. Pentico seconded we discontinued this service. Motion passed.

 

New Survey:  Active Voice has submitted a request. NECSI needs to being formulation of our next survey in preparation for our next meeting with NEC. Proposed dates June 12-14th.  Mr. Madden will check with NEC.

 

 

 

Meeting Adjourned at 2:30pm.