[board] Board Minutes from 07 23 26
Tom Pillsbury
tpillsbury8 at gmail.com
Sat Jul 25 20:23:18 MDT 2026
Works for me. Sorry to have missed the meeting.
Tom
On Fri, Jul 24, 2026 at 4:30 PM Dana Pepp <danapepp at gmail.com> wrote:
> 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 AssociationBoard 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 <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 <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 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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