[board] Board Minutes from 07 23 26

Fri Jul 24 17:29:56 MDT 2026

Looks great!
Thanks, CHAT and Paul!

Have a great weekend, everyone!

Dana

> On Jul 24, 2026, at 11:02 AM, Paul Reulbach <paul at marinbees.org> wrote:
> 
> 
>  MCBA Board minutes 07 23 26 unapproved 07 24 26 <https://drive.google.com/open?id=14sCxc2V_kYGEKYIU8kgIlhqqoSJgryQks7TLLHNIi8k>
> Marin County Beekeepers Association
> Board of Directors Meeting Minutes (Unapproved)
> Date: July 23, 2026
> Time: 6:30 p.m.
> Location: Zoom (Virtual Meeting)
> 
> Directors Present
> Paul Reulbach (Acting Chair/Secretary)
> Dana Pepp
> Gary Denison
> Jim Lawson
> Justin Strom
> 
> Absent: Tom (excused)
> 
> A quorum was present.
> 
> 
> 1. Call to Order
> Acting Chair Paul Reulbach called the meeting to order at 630 p.m.
> 
> The Board agreed to continue managing meeting length by establishing a target meeting duration and scheduling continuation meetings when necessary for unfinished business.
> 
> 
> 2. Approval of Previous Minutes
> The Board reviewed the minutes of the June 4, 2026 Board Meeting.
> 
> Motion: Dana Pepp moved to approve the June 4, 2026 Board Meeting minutes.
> 
> Second: Jim Lawson.
> 
> Vote: Motion carried unanimously.
> 
> Action: The approved minutes will be finalized for submission to U.S. Bank as documentation confirming Gary Denison's appointment as Treasurer.
> 
> 
> 3. Ratification of July Board Actions Conducted by Email
> Because no formal Board meeting was held earlier in July, the Board reviewed actions previously approved electronically.
> 
> The Board acknowledged the following actions:
> 
> Acceptance of President-elect Robert's withdrawal of his candidacy prior to assuming office.
> Acceptance of David Potofsky's resignation as Secretary prior to the beginning of his term.
> Recognition of the outstanding success of the Marin County Fair and formal appreciation to Dana Pepp and all volunteers.
> Approval of the annual Log Cabin lease providing for twelve monthly membership meetings (approved July 6, 2026).
> Approval of general liability insurance covering meetings held at the Log Cabin, including naming the facility as an additional insured under the Association's $1 million liability policy (approved July 8, 2026).
> Receipt of Gary Denison's proposal regarding Directors and Officers Liability Insurance for future consideration.
> Receipt of Justin Strom's educational programming proposal for future budget review.
> 
> Motion: To ratify all Board actions previously approved by email during July 2026.
> 
> Second: Recorded.
> 
> Vote: Motion carried unanimously.
> 
> 
> 
> 4. President Vacancy and Election Process
> The Board discussed communication with the membership regarding the vacancy created by the withdrawal of President-elect Robert.
> 
> Board members agreed that communication should:
> 
> Be transparent and factual.
> Encourage member participation.
> Open nominations to all eligible members.
> Avoid speculation regarding the resignation.
> 
> Paul Reulbach stated he would accept a nomination if submitted through the regular nomination process but agreed no candidate should receive preferential treatment.
> 
> Following discussion, the Board agreed that the announcement should be distributed before the August membership potluck.
> 
> The Board established the following tentative schedule:
> 
> Membership announcement distributed immediately.
> Nominations accepted through August 7, 2026.
> Voting to follow the close of nominations.
> Results announced prior to or at the September membership meeting.
> 
> Motion: Authorize distribution of the membership announcement opening nominations for President.
> 
> Second: Justin Strom.
> 
> Vote: Motion carried unanimously.
> 
> Action Items
> Paul Reulbach will prepare the announcement.
> Jim Lawson will distribute the announcement to the membership.
> Election dates and voting instructions will be included.
> 
> 
> 
> 5. Membership Engagement
> The Board discussed continued efforts to rebuild participation by welcoming former members and volunteers while maintaining an open and inclusive organizational culture.
> 
> Ideas included recognizing experienced members, encouraging renewed participation, and continuing transparent governance practices.
> 
> No formal action was taken.
> 
> 
> 6. Treasurer's Report
> Treasurer Gary Denison presented a comprehensive financial report summarizing Fiscal Year 2025–2026 and the beginning of Fiscal Year 2026–2027.
> 
> The Treasurer reported that Association assets totaled approximately $22,000, including a $10,000 Certificate of Deposit, placing the organization in a strong financial position.
> 
> The report included detailed monthly income and expense summaries, historical comparisons, and preliminary budget information.
> 
> Discussion included:
> 
> Membership income received by check, PayPal, and Venmo.
> Member payments exceeding annual dues and whether excess amounts should be treated as charitable contributions.
> Recognition that the Association is a 501(c)(3) nonprofit organization and may acknowledge charitable gifts.
> Potential of equipment being named by a donor or GoFundMe.
> The importance of building future budgets using historical operating data rather than estimates.
> Improving monthly financial reporting through additional comparative information.
> 
> Board members unanimously praised the Treasurer's report for its clarity, transparency, and organization.
> 
> Recommendations included:
> 
> adding prior-year actual comparisons to future reports;
> distinguishing one-time expenditures from recurring operating expenses;
> separately identifying donations and membership dues where practical; and
> continuing the current reporting format.
> 
> Motion:  to accept the current formatting of MCBA Budget - Dana Pepp
> 
> Second: Jim Lawson
> 
> Vote: Motion carried unanimously.
> 
> Motion: To increase the educational budget to $2400 - Jim Lawson
> 
> Second: Dana Pepp
> 
> Vote: Motion carried unanimously.
> 
> Motion: Give Gary approval limit to approve expenses up to $200 prior to board approval.
> 
> Second: Jim Lawson
> 
> Vote: Motion carried unanimously. (Gary abstained)
> 
> Motion: To approve the 2027 FY budget with increase in educational funding - Paul Reulbach
> 
> Second: Dana Pepp <mailto:danapepp at gmail.com>
> Vote: Motion carried unanimously.
> 
> 
> 7. Equipment and Capital Planning
> The Board discussed the condition of Association-owned honey extraction equipment and future replacement needs.
> 
> Topics included:
> 
> Repair of existing extractors.
> Long-term replacement planning.
> Incorporating equipment replacement into the annual budget.
> 
> The Board agreed equipment planning should become part of the annual budgeting process.
> 
> No formal action was taken.
> 
> 
> 8. Educational Programming
> Justin Strom presented preliminary ideas for expanded educational programming.
> 
> Discussion included:
> 
> Monthly educational presentations.
> In-person and virtual programming.
> Recruitment of guest speakers.
> Development of an annual educational calendar.
> Budget requirements for speaker honoraria and related expenses.
> 
> The Board expressed support for expanding educational opportunities while maintaining fiscal responsibility.
> 
> 
> 9. Directors & Officers Liability Insurance
> Gary Denison presented information regarding Directors and Officers Liability Insurance.
> 
> Discussion included:
> 
> Protection of Board members.
> Coverage levels.
> Estimated premiums.
> Budget implications.
> 
> The Board agreed additional information should be obtained before making a final decision.
> 
> Action Item: Paul Reulbach will provide additional information and recommendations at a future meeting.
> 
> Motion: To approve the D&O insurance 
> 
> Second: Jim Lawson
> 
> 
> 10. Community Outreach
> Spring is our busy time.
> Need additional volunteers to accomplish goals.
> Put together wish list of current and potential volunteers.
> Marin County Fair was 30 hours.
> Photos from community press on website. 
> Create a presentation for public presentations.
> 
> ___________________________________________________________________________
> 11. August Membership Potluck
> The Board reviewed plans for the August 6 membership potluck.
> 
> Discussion included:
> 
> Attendance expectations - RSVP to Justin 
> Facility capacity.
> Member participation.
> Opportunity to encourage leadership involvement and introduce prospective Board candidates.
> 
> Justin Strom will coordinate the event and send out email to the BUZZ. RSVP to Justin.
> 
> 
> 12. Governance
> The Board reaffirmed its commitment to:
> 
> Transparency in Board operations.
> Consistent communication with members.
> Accurate documentation of Board decisions.
> Strong financial stewardship.
> Positive organizational culture.
> Regular monthly Board meetings - 3rd Thursday of the month.
> Paul will send out dates.
> 
> Board Retreat scheduled for September 10, 2026 at Dana’s house at 6pm.
> 
> 
> 13. Swarm List
> Develop Terms and Conditions to be included on the swarm list.
> Responsibilities of members who participate and respond to inquiries. 
> Discussed THE BUZZ and cleaning this list to members only.
> Need Vector Control and paid bee removal people listed on the website if not honey bees. 
> 
> Paul Reulbach <mailto:paul at marinbees.org> to develop a draft and present to the board.
> 
> ____________________________________________________________________________
> 14. Hive Dives
> Member benefit 
> Consider charging for hive dive in the future
> Monthly event
> Charge owner for any treatment supplied
> Keep hive dives in Marin County
> Engage volunteer for hive dive RSVPs
> 
> ____________________________________________________________________________
> 15. Housekeeping items
> Storage of MCBA materials - Paul will store in Novato - arrange time to meet with Dana and Justin to collect materials.
> Resource Library at meetings - Jennifer Berry has historical materials. Justin and Paul to collect from Jennifer. 
> Need a volunteer to bring materials to monthly meetings.
> Use marinbees.org <http://marinbees.org/> to access board docs on Google workspace. 
> Discuss YouTube channel at next board meeting - Justin
> Refreshments at member meetings
> Member swag
> 
> ____________________________________________________________________________
> There being no further business, the meeting was adjourned.  Respectfully submitted,
> 
> Paul Reulbach
> Secretary
> Marin County Beekeepers Association
> 
> 
> 
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