CFA BOD Meeting Minutes for November 16, 2013

November 16, 2013

 

Meeting called to order by Roger Bohn at 2:05 EST

 

The following people were in attendance:

 

·         Roger Bohn

·         Jack Cogswell

·         Prescott Cogswell

·         Ed Cogswell

·         Dennis (of Florida)

·         Connor Cogswell

·         Howard Cogswell

·         Virginia Bohn

·         John Bohn

 

October Meeting Review – an overview of the meeting was given by Ed and the meeting minutes accepted. (Motioned to accept by Prescott and seconded by Denis of Florida).

 

Board of Director Opening – We still need a replacement BOD for Caroline Van Deusen, who has submitted her resignation as a BOD.  

 

The Courier – Malcolm was not in attendance.

 

Membership – we have 25 more active members since last month, in response to the ‘Dues Not Paid’ mailings.

 

CFA Legal Counsel Issue – Connor reviewed the bylaws regarding the role of the Legal Counsel and he believes that legal counsel should be independent, and not a voting member of the BOD’s. He has proposed the appropriate revision to be bylaws. He will share the revision with the BOD’s and will seek to have this voted on at the 2014 Annual Meeting. [My question is whether a temporary change can be implemented by the President, and become active before it is voted on at the next Annual Meeting. I don’t remember us addressing this.] Conner has taken the action to propose the change to the bylaws, which (again) will be voted on at the 2014 annual Meeting.

 

Webmaster – John Bohn, our new Web Master, is continuing the address the design of our new webpage. John believes the best way to update our webpage is to build from an entire different system. Our current webpage resides in a different server than the server that will be used with the new webpage. Katie asked about the registration changes – how will that work, and what will it cost? There is also a concern of our domain name (cogswell.org) and we discussed the chance we could lose control of that location, and we certainly don’t want that to happen. The real question is who really owns this domain, and therefore has control of it. There was also a concern of who will have access to the database for the new web page. We should probably provide some BOD’s access to the database with a password. John mentioned that the webpage will have a daily back-up, and that historical data will be kept for 14 days. So if an error is made in the database we can recover, as long the error is discovered within 14 days.

 

Of course, all of these changes will affect what Steve Aberle is managing now, as he has been maintaining the current ‘cogswell.org’ webpage data base. Katie took the action to talk to Steve about this change.

 

CFA Blog – Our active blog resides at cogswellfam.wordpress.com. Dennis Cogswell reported (before this meeting, via email) that we have the ability to add a private ‘members only’ section to this blog if we chose to.

 

The 2014 CFA Reunion – no action

 

2013 Past Dues Coming In – The secretary has been receiving past dues for 2013, in response to the mailings that went out in October. We are currently up to 156 active members.

 

2013 Christmas Cards – After the meeting was completed, it was decided (via email) that Christmas Cards will once gain go out this year. Ed took the action to send these cards out in December.

 

The meeting came to a close at approximately 3:10 EST:

 

·         Generate a written process as a guide for the host of future reunions (Katie & Ed) – still an open item

·         CFA Legal Consul Bylaws Revision. (Connor Cogswell)

·         Revise the current CFA Webpage. (John Bohn) – this will be on-going for while

·         Contact Steve Aberle regarding the changes in the webpage database (Katie)

·         Send out Christmas Cards to active members (Ed)

 

The next meeting is scheduled for Sat., January 11th at the same time (2 PM EST). The meeting for December has been cancelled. Please remember that you can call in at (916) 233-0790 and use the host code of 217372# (if you are the first person there) or use the attendee access code of 365010#. This saves the association money if you can call long distance toll free. If you can’t call long distance toll free use (888) 861-1255. In either case, the passwords remain the same.

 

Best Regards,

 

Ed Cogswell

CFA Secretary

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October CFA BOD Meeting Minutes

 

October 5, 2013

 

Meeting called to order by Roger Bohn at 2:03 EST

 

The following people were in attendance:

·         Roger Bohn

·         Jack Cogswell

·         Prescott Cogswell

·         Ed Cogswell

·         Dennis (of Virginia)

·         Connor Cogswell

·         Howard Cogswell

·         Virginia Bohn

·         Edmond Cogswell

·         John Bohn

·         Denis (of Florida)

 

August Meeting Review – an overview of the meeting was given by Ed and the meeting minutes accepted. (Motioned to accept by Denis of Florida and seconded by Howard)

 

Board of Director Resignation – Roger reported that Caroline Van Deusen has submitted her resignation as a BOD. She will maintain her CFA membership. No reason was given. (Motioned to accept by Denis of Florida and seconded by Ed)

 

The Courier – Malcolm was not in attendance.

 

CFA Legal Counsel Issue – Connor mentioned that he has reviewed the bylaws regarding the role of the Legal Counsel and he believes there in a conflict of interest if the association’s Legal Counsel if that person is a member of the Board of Directors. The legal advice given to the association should be impartial, and as such, the Legal Counsel should be able to advise the BOD’s, and not as a BOD member or a voting member. Connor sees no problem with Legal Counsel being an Officer, but Legal Counsel should not have the ability to vote. This does not align with the current CFA bylaws. If a change to the bylaws is necessary, an interim change can be implemented by the CFA President (Roger) and voted on at the next annual meeting. No decision was made at this meeting, but will need to be addressed at our next BOD Meeting. [We need to address this issue at the November BOD Meeting]

 

Webmaster – John Bohn, our new Web Master, was in attendance. The dates of the current BOD’s are now current on the webpage, except for Caroline’s resignation, but there are no dates for the current CFA Officers, which should read “2012-2014”. John also stated that he has reviewed the current CFA webpage, and the current format is way out of date. Because this format is so old, it is difficult to modify this webpage to accomplish what we would like to see. John recommends that we change to a more modern format, and this could be done at no charge to the association if we accomplish this through Amazon Web Services, which is what John currently uses. This will require that we transfer our domain, but there will be a small cost for this. John took the action to show us the features of the new format, so we can review the functionality and provide feedback. [Action item for John at the next meeting]

 

CFA Blog – There are two CFA blogs that currently exist. One was used by Malcolm some time ago, but hasn’t been used for quite some time. The other blog was managed by Bruce Cogswell, but when he passed away we were not able to gain administrative access to the blog. Dennis Cogswell worked through the issue and finally was able to get administrative control of the blog. He and the CFA Secretary (Ed) now have dual administrative control. This blog resides at cogswellfam.wordpress.com. There was some discussion of how we will use this blog. Within the blog you can switch to the CFA webpage and also to the CFA Facebook Page. In order to read what is in this blog you do not need to have a WordPress account, but if you want to respond to anything posted, or post something yourself, you will need a free account to accomplish this. There was some discussion of whether there could be a “private” section for CFA members. Dennis will look into this. [Action item for Dennis.]

 

The 2014 CFA Reunion – no action

 

WebEx – There has been some discussion amongst the BOD’s that we may be able to meet, and collaborate on projects, better if we utilize some of the modern tools that are available. There are two services that have been looked at; Go-to-Meeting and WebEx. WebEx is a meeting service that is provided by Cisco and seems to work well. You can use this service for free if there are no more than three people using it at one time. However, it will cost you if there are more people involved.  If there are some people calling into this meeting by phone it will cost even more money. Before we act on this, there were a few questions that needed to be answered:

 

·         What is the cost for using the toll free call-in phone number?

·         Is there any additional cost if someone calls from Canada?

·         Are there any options for a once-a-month call, rather than coverage throughout the month?

 

[Ed took the action to contact WebEx and get these questions answered, and report this at the next meeting.]

 

Past Due and Annual Dues Notices – Past due letters were sent out on October 1st and Ed is started to hear responses. (There seems to have been a breakdown in the process of communicating PayPal payment status between the CFA Treasurer and the Secretary. This has contributed to some of these issues. We’ll need to work on improving this process in 2014)

 

The meeting came to a close at approximately 3:30 EST (motion to close by Ed, and seconded by Dennis of Virginia), with the following Action Items:

 

·         Generate a written process as a guide for the host of future reunions (Katie & Ed) – still an open item

·         CFA Legal Consul Bylaws Revision. (Connor Cogswell and Roger Bohn)

·         New Proposed CFA Webpage features. (John Bohn)

·         Can there be a private section for CFA members in the Blog? (Dennis Cogswell)

·         WebEx Questions answered and an estimate for cost if the CFA BOD’s are to use this service in future meetings. (Ed Cogswell)

 

The next meeting is scheduled for Sat., Nov 9th at the same time (2 PM EST). Please remember that you can call in at (916) 233-0790 and use the host code of 217372# (if you are the first person there) or use the attendee access code of 365010#. This saves the association money if you can call long distance toll free. If you can’t call long distance toll free use (888) 861-1255. In either case, the passwords remain the same.

 

Best Regards,

 

Ed Cogswell

CFA Secretary

August 10th Board Meeting

August CFA Officer & BOD Meeting Minutes

August 10, 2013
Meeting called to order by Roger Bohn at 2:04 EST

The following people were in attendance:
*       Roger Bohn
*       Jack Cogswell
*       Prescott Cogswell
*       Ed Cogswell
*       Dennis (of Virginia)
*       Denis (of Florida)
*       Caroline Van Deusen
*       Howard Cogswell
*       Katie Sanders

Annual Meeting Review – an overview of the meeting was given by Ed and the meeting minutes accepted.

The Courier – Malcolm was not in attendance, but there was some discussion about the names of the Annual Reunion attendees (in Cleveland) not being shown in the picture in the Courier. Hopefully this can be rectified in the next issue. (Action Item – Caroline, Howard and Malcolm will work on accomplishing this in the next issue).

Annual Reunion Overview – this was the first reunion that we have held in quite a few years, and as such, this was really a success. However, there was an issue about the process of holding the reunion. Katie mentioned that the reunion financial arrangements must always involve the treasurer, but this needs to be done in such a way to allow the host to still accomplish the required arrangements without delay. We all agreed that this process should be written down for clarity (Action Item – Katie and Ed)

Webmaster – Once again, we discussed the need to revise the cfa.org web page. Roger assured us that his son, John, was not only capable of doing this, but wanted to. Katie committed to talk to John after she built a proto-type webpage for discussion. We also talked about our webpage having video ability, to share events happening in the association or news that is pertinent to the CFA. This also would be a good place to have a blog that all members could participate in. Dennis reports that he has secured a death certificate directly from the Indiana Health Department and has sent it to the administrators of the blog along with the transfer information. He has not heard back yet. It is very difficult that they only respond via email and only after a week or so. But, it appears that it will happen. (Action Items – [1] Katie to get together with John Bohn to discuss the webpage revisions and [2] Dennis Cogswell is working to get authority to control of the blog and make it active on our webpage.)

Executive Committee Proposal – Dennis (of Virginia) mentioned that an executive committee could be formed to determine what projects that the CFA should participate in, and then propose those projects to the BOD’s for acceptance. This executive committee would consist of no more than 5 people, and consist of members of the CFA Officers and Board of Directors. Dennis mentioned that most organizations like ours have an Executive Committee that meets two weeks before the Board does. The Executive Committee would be responsible to get matters implemented and to sort out ideas generated in board meetings. This was only mentioned, and not proposed.

The 2014 CFA Reunion – Dennis (of Virginia) proposed that we contact Hanna Barbara about the upcoming “Jetson’s” celebration in 2014 and see if they would be willing to host our next reunion by including the Cogswell Family Association as part of the Jetson’s “Cogswell Cogs” legacy. He would like to see a national reunion committee established that would work on have a large national reunion that would draw a lot of people. The other reunions would be seen and offered as regional reunions. A national reunion committee would be involved in long range planning and data gathering several years before an actual national reunion occurred. The Hannah Barbara idea is just that, an idea. It is this large national reunion that he was suggesting that we prepare for.


Past Due and Annual Dues Revision – as was discussed at the annual reunion, there are members of the CFA that are not aware that their memberships have lapsed. The current format for asking for the annual dues are not clearly written, and should be revised to be clear of the annual dues effective dates (January 1st through December 31st of each year), and when they are due (not later than March of each year). Also, a letter should be generated informing each ‘non-active’ member who is behind in their dues, why they are not getting a copy of The Courier. (Action Item – Ed, Howard and Roger will get together in a separate meeting to format these two letters.)

The meeting came to a close at approximately 3:30 EST, with the following
Action Items:

*       Generate a written process as a guide for the host of future reunions (Katie & Ed)
*       Katie to get together with John Bohn to discuss the webpage revisions. (Katie and John Bohn)
*       Work to get control of the existing blog that was managed by Bruce Cogswell and make it active on our webpage.  (Dennis of Virginia)
*       Hold a separate meeting to format these letters addressing the annual dues notice and the delinquent dues notification. (Ed, Howard and Roger)
*       Review Current Board Members (Ed to provide a list at the next meeting)

The next meeting is scheduled for Sat., Oct 12th at the same time (2 PM EST).


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Our Governing Board

The Cogswell Family Association Board

The Board is twenty-four members strong and all members do not have the last name of Cogswell, although most do. All have strong connections to a Cogswell Family and we all work towards the same goal.

Ed Cogswell Of the State of Washington is the Association’s Secretary and he is very good at writing detailed minutes and making them available quickly after board meetings. Correspond with Ed with questions and thoughts that you have about the Board’s activities.

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Here you can post your thoughts and questions about the Cogswell Family who are  descendants of John Cogswell who landed in America at Pemaquid Point, ME in 1635.

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