• Brazos Valley API - PO Box 1330 - Bryan, TX 77806        

September Officers and Board Meeting Minutes

Brazos Valley A. P. I. Meeting Minutes

September 8th 2020

 

The BVAPI General meeting for September, 2020 was cancelled due to Covid-19. The Board and the Officers held a meeting at the Christensen home on September 8th, at 6pm to discuss the current events that are going on despite the restrictions in place concerning large gatherings. The Fishing Tournament is scheduled to be held on Friday September 11th for the Calcutta and Saturday the 12th for the tournament and prizes. The Golf Tournament is going to be held on Saturday October 17th at the Texas A&M Golf Course. The meeting was somewhat casual in that nothing was called to motion and no votes were called for.

 

Officers in attendance were as follows:

President: Erica Hinson

First Vice President: Alan Christensen

Second Vice President: Kim Meaux

Treasurer: Debbie Holladay

Secretary: Patricia Christensen

 

Board members in attendance were as follows:

 

Mark Wolff

Chris Jungman

Sam Williams

Michael Jackson

Scott Saxby / NA

Marcus Cargill / NA

 

 

The meal was provided by API.

The Meeting was called to order by Erica at 6:20pm.

The first topic brought up for discussion was the Benevolence that was given to Javier Masiel’s family for the amount of $1,000.00, on August 26th, 2020. The Officers and Board were made aware of his passing and voted to donate this amount to his family to help cover funeral costs. Debbie announced that she had not been able to deliver the check to the family yet due to not being able to make direct contact with the them. Both Alan Christensen and Mark Wolff offered to contact the family and deliver the check. We will be appraised of the outcome at the next meeting.

The next topic brought up for discussion was the Scholarship committee. Although at the last meeting we had discussed that the committee would meet and invite the recipients to attend the meeting in January and/or the possibility of having students available by a virtual meeting, the committee was unable to meet to look into this event. The committee will try to meet and have information for the next General meeting. They will also deliberate how to improve the scholarship program for all involved.

The next topic brought up was the Fishing tournament. The tournament will be held on the Friday night of September 11th, 5pm, for the Calcutta, and then the actual fishing will begin at 6am on the 12th with various turn in times throughout the day. The information for registering for the tournament was posted on the website on August 3rd. The Committee chair leader for the events information can also be found on the website for further information. We are getting more of our members involved in the preparations for and the running of the event. The Officers and Board members who are planning to go discussed when they would be arriving and various duties they were going to be assisting with. We needed to find the trailer tags and the insurance information and have the new tags delivered to Dwayne before Friday. Since the trailer was not in the location previously discussed the inventory was unable to be done and the cost of repairs and other necessities were not able to be looked into. After the tournament the trailer will be hauled to a new location and all the afore mentioned tasks will be attended to. We are all expecting to have a great time at the event and hope the weather is good.

The next topic brought up for consideration was our meeting location at Wing and More. This was discussed at the last meeting with Debbie giving an estimated amount of $600 per meeting, with $150 of that going toward the Beverage supplier, she did not have the actual amounts with her at this meeting. Erica has been looking into other location options and asked for the board and officers to consider moving to a new location.

From last meeting (The Wellborn Community Center has been contacted to obtain a bid on rental cost and availability. They returned a quote of $150. The members will look at two other locations to obtain bids as well. We discussed the meals being catered by various companies associated with API or by individuals who are current members. Bubba Garcia has been contacted for meal bids and more information about meals and beverage delivery will be gathered and discussed at the next meeting. We then discussed Liability insurance, C-19 measures, cost effectiveness, and the possibility of a General Meeting in October)

Erica has talked with several companies and believes that moving at this time to the Wellborn Community Center, will actually raise the cost because we would have to hire a Security Guard since we would be serving alcohol. After much discussion we decided stay at the Wings and More location for our next meeting but to continue the search for a new location.

 

There was no old business brought up for discussion.

There were no announcements made.

The Board and Officers then decided that the General Meeting on October 13th, 2020 WILL BE HELD at the Wings and More. This will be an important meeting that should be attended by all available members since nominations will be taken for all of the Officers positions and three of the Board members positions.  This information will be posted on the website and also conveyed through email to all current members. If you are not receiving emails at this time please send your email address to the brazosvalley2020@gmail.com website and you will be added to the contacts.

The meeting was called to close at 7:10pm.

After the close of the meeting, during the meal, there was further discussion about having speakers at the meetings, having meetings in November and December, and having a White Elephant gift exchange at the December meeting. There was debate on the necessity of speakers and what they would present at each meeting if we agree to have any. The fact that all of the Officer positions are for one year only was discussed. This will be brought up for attention at the meeting in October when nominations are called for. (each seat on the Board is for two years with three positions rotating out each year) There was talk of the continued inability to find information, forms, and payments on the website. We are all struggling to learn this system and how we can improve the usability for our members to make payments and receive confirmations for them. This has been an ongoing issue and will continue to be pursued by the Officers and Board members.

The meeting was over at 8:30 pm

These minutes were recorded on September 8th, 2020.

Patricia Christensen, BVAPI Secretary