FRIENDS OF THE ARCHIVES SOCIETY
Madisonville, Monroe County, Tennessee
Present at this meeting were:
John Forkner
Dede Harrill
Joy Locke
Jo Stakely
Joyce G. Reece
The purpose of the organization as stated by Jo Stakely, Monroe County Archivist is to form a not-for-profit agency that will act in conjunction with the county archives, allow application for grants that will improve historical preservation and allow various projects for the purpose of fundraising.
Means of achieving non-profit status was discussed and officer elected.
These officers are:
Mr. John Forkner, President
Mr. Joe Penland, Vice President
Joyce G. Reece, Secretary
Co-Treasurers – Joy Locke
Historian, Jo Stakely
Appointed Membership Coordinator is Dede Harrill
Suggested future fundraisers are:
Monroe Heritage Book reprint
First Families of Monroe County Book
Pictorial History of Monroe County Book
Reconstructed 1890 Monroe County Census
Cemetery Listings Book
Map of First Families/historical landmarks
A general consensus was to extend invitations to other organizations of this type within the county, ie Monroe Historical Society, Vonore Historical Society and others.
Other topics of discussion was the logo, mission statement, purpose and bylaws.
It was decided a letter would be composed to send to various businesses in the community in order to raise funds to help fund payment for 501-c-3 status.
The next meeting was scheduled for 12:30, February 24, 2009 at the Archives.
Respectfully submitted by
Joyce G. Reece, Secretary
LOGO: PRESERVING THE PAST FOR THE FUTURE
MISSION STATEMENT: Preservation and restoration of historical records in order to make information more accessible to everyone both within our archives and on the Internet for the purpose of historical and genealogical research.
Friends of the Archives Historical & Preservation Society
Second Organizational Meeting
Tuesday, Feb 24, 2009, 12:30 pm
Persons Present:
Joy Locke, Treasurer
Dede Harrill, Co-Treasurer
Jo Stakely, Historian
Joyce Reece, Secretary
Discussion within this meeting revolved around the possible re-publication of the Monroe Heritage Book. Joy Locke reported that she was awaiting a phone call from Don Mills the publisher of the original book. Mr. Mills also has an interest in the copyright.
The below addendum was submitted to officers on March 6 via e-mail.
Here’s the wholesale prices for Heritage book:
400 bks - $38.50 each
300 bks - $43.50 each
200 bks – $49.50 each
Recommended postage is $9.50 each
Might cost an additional $1.00 each for truck shipment here but don’t include in price below.
From the time the order is put in might take 6-8 weeks to get the books.
What we were thinking of:
Presale price: $69.50
+ 9.50 postage where applicable
State sales tax if we had to add it would be 9 ¾ %. If something goes wrong we might have to eat that.
We would need to think of cost of book after the presale is over.
We would need 75 books pre-sold. Maybe for your paperwork, the middle order of 300 to think of, Joyce. Once we decide on the price, we’ll put out a feeler for how many might order the books. Get back to all of us with your ideas. Joy
Joy Locke
The intent of this re-print is as a fundraiser for Friends of the Archives. We are told by Joy Locke and Dede Harrill, who are presently partial owners of the copyright, that all profits will be donated to this organization.
Discussion of and approval to proceed with this project will be voted on at the next meeting called for March 31, 2009 at 12.30 pm.
Joyce Reece suggested the probability of a monthly “Volunteer Day”. This is a day set aside each month for a group of people to help within the archives.
Dede Harrill suggested a “Monroe County Historical Heritage Day”. A day for educating the public about the rich history of the area. Ideas discussed were booths at a public area, inviting other historical organizations, types of history that might be presented and other.
A website was discussed. (March 6 – This has since been accomplished. The site is located at www.rootsweb.com/~tnfahps )
Memberships are now being accepted. Yearly membership cost is $20.00. Volunteers on either website or within the archives will pay a membership of $10.00.
Friends of the Archives Historical & Preservation Society
Madisonville, Monroe County, Tennessee
Meeting Minutes of March 11, 2009
Present:
Joy Locke
Dede Harrill
Nelle Jo Stakely
Joyce G. Reece
A special called meeting was held Wednesday, March 11, 2009, 12:30 pm. Purpose of this meeting was to discuss non-profit tax application and information needed. The need for established by-laws, budget factors, purpose of organization, a dissolution policy, officer duties, fiscal year periods and accounting methods were established. These factors to be written into document form for approval by the officers as soon as possible. It was discussed that all these things would need to be established in order to complete 501-c-3 tax exemption application.
Projects discussed for the next three years were:
Re-print of Monroe Heritage Book
Factors discussed within this were costs of the books for pre-sale and post printing. Pre-printing cost is 69.50 + 9.50 for shipping and handling. Post printing cost will be $74.50 + 9.50 shipping and handling. A list of interested parties will be created and maintained by Joy Locke with announcements placed on websites at all available sites.
Heritage Day program - Most of the plans for this are still being discussed. To carry out this project will be a prime directive of the society.
Volunteer Day – Plans to hold monthly volunteer days in the archives were defined as an immediate priority.
A list of items needed within the archives was submitted by Historian, Nelle Jo Stakely. It is as follows:
Acid free file folders
Archival quality clear folders
Miscellaneous Archival supplies
Quality shelving units
Archival quality boxes
Photo quality paper
Minutes composed and submitted by
Joyce Gaston Reece, March 12, 2009
Friends of the Archives Historical & Preservation Society
Madisonville, Monroe County, Tennessee
Meeting Minutes of March 31, 2009
The fourth organization meeting of Friends of the Archives Historical & Preservation Society was held Tuesday, March 31, 2009.
Those present:
John Forkner, President
Joy Lock, Treasurer
Joyce Reece, Secretary
Nelle Jo Stakely, Historian
Dede Harrill, Membership Coordinator
This meeting was called to order by President, John Forkner. Minutes of March 11 meeting read and approved as read.
Items of discussion:
Mr. Forkner was brought up to date on status of Heritage Book reprint by Joy Locke.
Joy Lock gave a treasurers report to inform the group of the status of the banking accounts. None had been opened as of this time but intentions were to do so as soon as possible. One checking account will be opened at this time. When and if book sales begin another savings account will be opened in order to keep accounting for this separate.
A lengthy discussion was held concerning ways of increasing membership and increasing awareness of history in the community and county. One of the ways mentioned was creating a flyer to place in local museums, libraries and visitor centers throughout the county. Jo Stakely volunteered to create flyer.
It was also agreed that a letter would be sent to local organizations inviting them to become a part of the Friends Society, with another letter to be sent requesting donations.
John Forkner was given the Federal Tax Exempt application so he could take it to his accountant for recommendations and approval.
April meeting was sent for Tuesday, 28th at 12:30.
Agenda for April 28 meeting:
Minutes read for approval
Treasurers Report
Letter to Churches RE: creating and preserving church history
Trade Fair – Fort Loudon - September
Approval to allocate funds for Federal Tax Exempt Application payment.
Approval to complete state tax-exempt application and funding for same
FRIENDS OF THE ARCHIVES HISTORICAL & PRESERVATION SOCIETY
April 28, 2009
Minutes
Members and officers present:
John Forkner, President
Joy Locke, Treasurer
Joyce Reece, Secretary & web master
Nelle Jo Stakely, historian and archivist
Dede Harrill, Membership Coordinator
Mary Sue Mason, member
This meeting was called to order by President, John Forkner. He reported that Vice-president, Joe Penland was ill and unable to attend but they had met to attend to FAHPS business. The President also reported that he had spoken with his accountant and the accountant was looking over the non-profit application for possible errors or recommendations.
One such recommendation was for FAHPS to legally incorporate, since this step would protect FAHPS & it’s officers & members. A vote was taken on this issue with a unanimous affirmation. Mr. Forkner was to speak to his attorney about this issue and report back next meeting.
Joyce Reece made the secretary’s report. Minutes were accepted as read.
Joy Locke made the treasurer’s report:
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Date |
Description |
Person's Name / Memo |
Deposit |
Withdrawal |
Running Balance |
Notes |
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04/09/09 |
Membership Fees |
Brenda Pilkey |
$20.00 |
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$20.00 |
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04/09/09 |
Membership Fees |
Barbara Conant |
$10.00 |
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$30.00 |
*** |
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04/09/09 |
Membership Fees |
Kyle Smith |
$20.00 |
|
$50.00 |
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04/09/09 |
Membership Fees |
Diane Bohannon |
$20.00 |
|
$70.00 |
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04/09/09 |
Membership Fees |
Leewanna Bendever |
$20.00 |
|
$90.00 |
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04/09/09 |
Membership Fees |
Dennis R. Lee |
$20.00 |
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$110.00 |
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04/09/09 |
Donation |
Volunteer Federal |
$300.00 |
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$410.00 |
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04/09/09 |
Checks |
Volunteer Federal |
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$20.76 |
$389.24 |
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04/28/09 |
Membership Fees |
William C. Robb |
$40.00 |
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$429.24 |
$20.00 is donation |
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04/28/09 |
Membership Fees |
Mary Sue Mason |
$10.00 |
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$439.24 |
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04/28/09 |
Membership Fees |
Violet K. Wolfe |
$20.00 |
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$459.24 |
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She has also reported a donation of $100.00 made by Mary Sue Mason. The checking and savings accounts have been opened a Volunteer Federal Bank in Madisonville, TN. Those persons on the account are the President, Treasurer & Secretary.
Dede Harrill reported that arrangements were complete for a booth and presentation at a Health Fair to be held at Kefauver Park on May 8. Jo Stakely had created a flyer for the event suitable for use at other events.
Joyce Reece put forth the query as to posting the meeting minutes, financial reports and other like data online at the FAHPS web site. This motion was made by Ms. Reece, seconded by Joy Locke and passed in a unanimous vote. These are now placed online.
A newsletter is being compiled by Dede Harrill and Nelle Jo Stakely. Publication to begin soon. Dede has submitted on very good article concerning the Bolivar Academy.
Concerning funding: Joyce Reece made a motion to allocate funding for $300.00 for the Federal Non-profit, 501-c-3 application fee, $100.00 for the Tennessee State Tax Exemption application fee. This motion was seconded by Joy Locke and approved with unanimous vote.
Other discussion included:
· The current status of the interested persons in the Heritage Book reprint. As of this date the number is at 50.
· An outreach program and attempts to have a booth at the September Trade Fair at Fort Loudon State Park. Dede Harrill recommended we contact those at Sequoyah Museum for permission to set up there the same time. It was agreed we would initiate this project.
· Another fundraising idea was proposed by Joyce Reece. This was a calendar for the year 2010 to sell into the public. This project was also agreed upon by all those present. It was suggested that we begin looking for suitable pictures and to look into printing costs. With reports being made at the next meeting.
The next meeting was set up for May 26, 2009, 12:30 pm.
Minutes submitted for approval by
Joyce G. Reece
Friends of the Archives Historical and Preservation Society
Monroe County, Tennessee
Minutes May 26, 2009
Those present:
Dede Harrill, Membership Coordinator
Nelle Jo Stakely, Historian
John Forkner, President
Joyce Reece, Secretary
Geraldine Hicks, Member
Meeting Called to order by President, John Forkner
Minutes of April minutes approved as read
Old Business:
New Business:
· Friends of the Archives Historical and Preservation Society By-laws were approved and signed by officers. Copies were placed on file.
· A brief report was given on the progress of work being done by volunteers
· A vote was taken to extend complimentary memberships to Peter Alliman and Doug Warren in appreciation for their efforts.
· It was decided by a unamious vote that the newsletter would not be posted on the web site. It was suggested that an index/table of contents listing be placed there with copies of articles being made available to the general public for cost to be determined by the Archivist….in order to raise funds for the Society
· It was decided by the entire group that we would not attempt to display at either Fort Loudon Trade Fair or Sequoyah Birthplace Museum in September. We will have brochures available for these events.
Next meeting is June 23, 2009, 12:30 pm at the archives
AGENDA for June 23
Old Business:
New Business:
Friends of the Archives Historical and Preservation Society
Monroe County, Tennessee
Minutes June 23, 2009
Monthly Meeting:
Those present:
John Forkner
Joe Penland
Nelle Jo Stakely
Joyce Reece
Geraldine Hicks
May minutes approved and accepted as read
Old Business:
First order of business was a discussion on the Incorporation status. It was reported by John Forkner, President, that the application had been completed, submitted to the state. They were waiting to hear from the state….to receive the charter. Copies of the application were put within the Friends files.
The Non-profit application status is involved with the incorporation status as discussed above. The application cannot be mailed until the incorporation charter can be included with the application.
No Heritage Book report was given since Joy Locke was unable to attend,
No Membership Coordinator Report was submitted since Dede Harrill was unable to attend.
Calendar Printing is progressing as needed. Joe Penland was asked to submit photos for the calendar.
New Business:
Those present agreed that a mail list with all members and officers would be applied for.
Jo Stakely & Joyce Reece discussed and presented the idea and possibilities of printing Rack Cards as opposed to brochures. The need for a graphics computer program has arisen.
Agenda for July Meeting:
& Non-profit Application Status
Any New Business:
Next meeting has been scheduled for July 30, 2009 @1:30 pm
Peter Allimon will be present in an organizational meeting concernine Incorporation Status
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