WI Judo, Inc.

Semi-Annual State Meeting

March 8, 2008

In attendance:

Mark Frankel Welcome Mat

Jim Peterson Wahadachi Judo

John/Cindy Peterson Racine Kyu Dojo

Dick Graham Wahadachi Judo

Adam Stevenson Fox Valley Judo

Shandra Smith Fox Valley Judo

Charmain Alsager

David Malek South Milwaukee Judo

Mark Frankel moved to call the meeting to order at 1:00..

Legal Status – possibility of 501c3.

 Paperwork for our Inc. status needs to be located. Cost involved for legal help re: 501c3, benefits of status? Is it needed beyond the business status we already have? IE: Donations that can be accepted from outside people (they get a tax write off).

 Pete will be checking into the information with a CPA.

 Mark asked about IRS liabilities to officers. Charmain suggested asking other state organizations on how they run theirs…ete to check.

Tabled for next meeting.

Election of Officers

 Brett has resigned as President. Pete – possibility of Chairman. Leave all current officers as the same, would need a new Tournament Director; Pete explained position’s duties specific to USJI sanctioned events and club membership.

 Pete asked about elections every year vs. 2 year term, per discussion…eave at 2 year.

 Cindy motion made to vote on the current slate as is with Pete as new Chairman and Charmain as new Tournament Director, Pete will continue to handle club registration, motion seconded and vote carried.

 All other positions retained their current occupants. Full Elections to be held Fall 2008 (?)

Equipment Use

Costs involved, transport.

 Requirements for use of equipment, reimbursement for the transport and use. Written contract with club using equipment…esponsibility for use, accidents, failures, etc. No insurance on trailer. Charmaine can look into insurance options, stated that usually trailers are insured as part of the owners auto policy…omp & collision. Liabilities to the owner &/or user (driver). WI Judo owns the trailer. Will need bodily injury coverage. Users of equipment must show proof of insurance coverage.

 Fee Schedule - $150 charge was written into the by-laws, but has not been held to. Users should pay ahead of time - $150, they are to come and p/u the equipment and return. Charmain suggested a deposit, less fee to be returned when brought back. Pete asked about waiving fee for WI Judo member clubs…harmaine suggested waiting and tabling some items until we know insurance costs and information.

 Question raised on the possibility of the State to buy back the scales & clocks back from Brett. Charmain asked if we have a current inventory of equipment (maybe needed for insurance purposes-value coverage)…hecklist for items for users. Mark Frankel and members of Welcome Mat to inventory. Mark suggested WI member clubs paying higher dues in order to have unlimited access to equipment usage.

 Charmaine motioned that WI Judo will rent the equipment at rate of $50 per Score Board, $50 for all other equipment, with $100 damage deposit (returnable upon pick up). Fees to be paid with delivery of equipment, deposit returned with delivery of equipment, exceptions – rental of 3 Score Boards, other equipment fee is waived. State member clubs will get use of the equipment at no cost. Transportation, pickup and return of equipment is at the renter’s responsibility. If renter agrees for WI Judo to delivery equipment, fees will be $50 per day plus federally regulated mileage $.48 (current)

Motion seconded…

Motion to call for the question

Seconded and Carried.

Club Membership

 $25 per year/in line with National club membership. This amount used to be $100. The suggestion was raised to amend as follows: Associate – minimum $25, Founders – minimum $100. In addition, WI member clubs must be USJI member clubs. Effective 2009.

 Benefits – clinic activities, participants can get in at reduced fees, discounted rental fees.

Mark Motioned to adjust the membership fees.

Motion seconded and carried.

Individual Membership

 In conjunction with club memberships, a motion was made that WI Judo could offer Individual memberships to the State organization. Individuals would have to be members of USJI and members of a Dojo with State Affiliated Membership.

 Discounts would be made available for State run functions; tournaments, clinics, etc. Benefits would be available to all levels of membership.

 Individual Associate Memberships would start at $10/year up to $49. Individual Founder Memberships would start at $50/year.

 A "Booster" Membership was also suggested for any interested party, who may want to support WI Judo, IE: Parents, Family, Friends, and Businesses. This membership would start at $10/$15 per year with no cap.

Motion for above items was seconded and carried. Suggested memberships to be effective in 2009.

Communications

 Web Site – Pete to talk to Mike Blakeslee about getting the site run by someone else to ease the current responsibilities to Mike.

 Shandra suggested that email communications and notices should be improved and implemented for the benefit of the members of WI Judo so that changes and information can be readily conveyed to the membership.

 Mark Frankel referenced that Mike Blakeslee suggested the idea of teleconferencing for monthly meetings vs. gathering place; eases burden for those that need to travel further distances to meet – also helps for those with other activities and time restrictions. This idea was well received and will be implemented for the next State meeting.

 Charmain brought up the idea of having lists of registered referees available for the state…an be found on the National website.

Financial Report distributed

 Mark distributed and reviewed the balance sheet.

 Item of concern brought up by Charmain was the $4 Service charge per month. It was generally agreed that this is typical of most business accounts and not out of alignment with other financial institutions.

Motion to approve the finances was seconded and carried.

Fundraising

 Badger Open – The feasibility of continuing this tournament was discussed.

 There have been several instances, specifically last year, when this tournament could not be run due to the lack of State club involvement.

 It was asked if Welcome Mat would again be willing to be the host Dojo in exchange for a flat or a percentage of revenue to be paid to them.

 Charmain motioned for WI Judo to run the 2008 Badger Open with Welcome Mat as the host Dojo. In exchange, Welcome Mat would received 1/3 of the profit, at a minimum of $500, with the remaining 2/3 going to WI Judo.

Motion was seconded and carried.

 It was also suggested that going forward, WI Judo continue with the clinics to be held before the WI Judo Hall of Fame dinner, as done this year 2008, with 1/3 of the revenue to go to the host Dojo and the remainder going to WI Judo.

Motion was made for the next semi-annual meeting to be teleconferenced.

 Shandra suggested that the date be re-examined in light of the fact that the meetings are held in relatively close proximity to each other, October and January.

 Date for the next meeting is September 6, 2008. Teleconferencing information will be relayed prior to that time.

Membership Items

 Constitution/By-Laws – Tom Gustin has been working on and has previously remitted to the Officers to review. This process is still in "works". To be tabled for next meeting and sent with the next meeting agenda.

Semi-Annual Meeting guidelines

 Call for meeting agenda items to be submitted 30 days prior to the meeting day.

 No other items to be discussed other than agenda items, after which opens the floor to New Business.

 Re-institution of Officer’s Reports.

Delegate Report from the USA Judo National Meeting

 Motion was made to eliminate or reduce the $500 stipend to the delegate. This was discussed and found that the compensation was only fair, but could be left open to the delegate to take advantage of the full amount or only a percentage with the balance being returned to WI Judo.\

After all New Business was addressed and conferred, a motion was made at 3:38 to adjourn; the motion was seconded and carried.