Minutes of the NCPHS Board of Directors Meeting: July 27, 2019 at CHARPEX 2019
ATTENDING: Frank Hall, Dick Winter, George Slaton, Scott Steward, Alan Vestal, and Harry Albert. A quorum of the Board was present.
The meeting was called to order at 2:00 p.m. by Frank Hall.
The 2018 minutes of the NCPHS Board of Directors Meeting held at Charpex 2018 on July 28, 2018, were unanimously approved upon a motion by Mr. Steward and a second by Mr. Slaton.
Mr. Steward recommended that the electronic financial and membership files be emailed to the officers and editors on a quarterly basis as a precautionary backup.
Upon a motion duly made by Mr. Vestal and seconded by Mr. Steward, the board unanimously approved that the President of NCPHS be a second signatory to the Society’s bank account.
Mr. Hall noted that the membership elected Frank Hall, Scott Steward, and Harry Albert to a two-year term as Directors of the NCPHS during the General Meeting held July 27, 2019. Mr. Hall also thanked Mr. Steward for his excellent presentation titled “Postal History of the Rosman, NC NASA Tracking Station” given during that meeting.
At this time, Mr. Hall presented the following slate for officers: President – Frank Hall, Vice-President – Gene Lightfoot, and Secretary/Treasurer – Harry Albert. Voting will be by email during the month of August 2019 after confirming the availability of Mr. Lightfoot.
Mr. Winter presented an update on the North Carolina Postmark Catalog. The digitalization of the catalog began in October 2005. Presently, all 100 counties are complete in addition to five major post offices (Asheville, Charlotte, Fayetteville, Greensboro, and Wilmington). Only one major post office – Raleigh remains to be cataloged along with updates, required maintenance, and corrections. It is estimated that Raleigh will take about six months. Mr. Winter also provided a written report titled “Status of North Carolina Postal Historian”.
Harry Albert presented the Treasurer’s Report for the year ended December 31, 2018. He stated that the Society continues in sound financial condition thanks once again to our sustaining members, who contribute additional funds to support the society above their regular annual dues. The cash balance as of July 16, 2019 was $12,036.45. Mr. Albert also presented to the Board the Secretary-Treasurer’s budget for 2020. Mr. Slaton offered a motion to approve the budget for 2020 projecting an operating surplus of $300. Upon a second by Mr. Vestal, the 2020 operating budget was unanimously approved.
The current membership is 122, a decrease of three members since the previous year’s report. However, the report shows that there are 5 remaining unpaid memberships which are still being carried on the rolls. The Board agreed to inactivate any unpaid member prior to the publication of the next quarterly journal.
Mr. Hall stated that he would write Mr. Charles Freise a letter expressing the gratitude of the Society for his continued support of the NCPHS mission by providing the paper for the journal and paying for the shipment of the journal to our editors.
At this time, Mr. Slaton distributed a list of eleven NC regional libraries. Mr. Steward offered a motion that the NCPHS provide complimentary paper journals to these libraries for a year. Upon a second by Mr. Vestal, the motion passed unanimously. Mr. Slaton is to give a cover letter to Mr. Crumbley, and Mr. Albert will provide labels for this special endeavor. Feedback will be sought from the libraries, and the program will be evaluated for discussion at the next annual meeting of the NCPHS.
Mr. Steward gave an update on the status of the Society’s website. Mr. Steward reported that the North Carolina Postmark Catalog Update page is the most popular page on the Society’s website. Traffic on the website resulted in 16k – 18k hits for every month from July 2018 to January 2019. Mr. Steward also stated that postcard and photo images of NC post offices have been added to the current website through Gaston County. He again requested that any postcard or photograph of a NC post office be scanned and emailed to his attention. Mr. Steward hopes to add a listing of award winners linked to their articles on the website during the coming year.
The board then discussed the results of the survey previously provided by Mr. Albert regarding a digital edition of the North Carolina Postal Historian. Out of 74 respondents, only 10 elected to receive a digital only copy; 15 elected to receive both digital and printed copies. Mr. DiPaolo through written correspondence recommended that the digital format be the same as the printed format. The Board asked that Mr. Albert create a list of members desiring a digital copy of the journal be given to the editors, Mr. Crumbley and Mr. Winter, as soon as practicable.
The next meeting will be in Charlotte during CHARPEX in late July 2020.
The meeting adjourned at 3:35 p.m.
Prepared by Harry Albert, Secretary-Treasurer