Notice 3
March 12, 2009
(Download PDF of Notice 3 to view whole document.)
Clarifying the Impetus of Re-Structuring
At the Las Cruces summer conference in July 2007, the Board Members agreed to add a Parliamentarian to the Board.
- At the summer conference in Nayarit a Resolution was proposed to the General Membership to allow the Board to suspend the rules so that the Board could be free to make modifications to improve the organization and to be compliant with current 501(C)3 requirements. The Membership voted and passed the resolution.
- At the Nayarit summer conference in July 2008, the Board Members decided that restructuring was eminent due to tardy financial submissions and ANGF's outdated Constitution (according to Federal 501(C)3 guidelines).
- Draft an updated Constitution and other documents to assure that ANGF is in full compliance of the IRSand 501(C)3 requirements.
- With or without the rules suspended, the Board has the authority to make decisions in the best interest of the organization.
- At the Los Angeles conference site visit / fall Board meeting, the Board Members reviewed preliminary design of ANGFs restructure. This meeting is referred to as the preliminary restructure meeting.
- At the close of the preliminary meeting, tasks were distributed to those in attendance.
Tasks included:
- Send out a bid to web design marketing companies to update and improve communication and service to the Membership.
- Investigate ANGF's status regarding the IRS code 501(C)3.
- Secure ANGFs non profit status
- Collect financial information and demonstrate the current financial status
- Remain transparent to the ANGF Membership of ANGF status and progress of restructure
- Search indemnity and insurance options
Question and Answers
Questions submitted March 2009
Why wasn't everything completed at the LA meeting?
There was not sufficient time to complete the preliminary tasks. At the end of the meeting a decision was made to meet in a few months to focus on solidifying ANGFs status which was considered a priority.
Why can't the whole ANGF Board be at the groundwork meeting?
As discussed at the fall meeting, the Board felt that it would be more efficient to start with a small core of Board Members that attended the fall Board meeting.
The decision to hold the ground work meeting with the Executive Board (EB) and Parliamentarian were partly due to:
- EB elected positions carry the most weight in terms of IRS responsibility and culpability.
- EB finds it practical to plan, produce and present a comprehensive draft - before all Members meet to proof and approve the final product at a later date.
The EB is not discouraging input; rather, it continues to encourage suggestions and questions so that everyone is informed of ANGFs progress.
What is the current status of the matters discussed in LA? Where do we stand? Can current website postings and updates be made more efficient?
Actions taken:- Traced and confirmed 501C3 status with the IRS (see last pages)
- Updated ANGF official address on record from Edinburg, Texas to Bakersfield, California
- Compiled financial 990 forms to submit to IRS
- Confirmed federal Trademark and Copyright of ANGF utilizing ANGF name and logo
- Requested and received bids for website upgrade. Upgrades include flash, Member sign in, live forms, video plug-in, newsfeed implementation, logo redesign, PayPal IPN integration archival capabilities and more
2nd quarter proposed actions for completion:
- Revise ANGF mission statement and vision
- Outline how to accomplish and maintain it
- Define ANFG core values and add positions
- Increase tasks within the Board / organization
- grant/writer fundraiser
- Music writer
- Translator
- Archivist
- CPA and/or 501c3 administrator
- Prepare Restructure outline and timeline for distribution to ANGF Board Members
- Secure a date and time for Proof and Approval meeting for summer 2009
If the next meeting is open to former Board, group directors or just Members who would like to help please let me know. I would like to help out in any way.
The EB appreciates your assistance in all matters. In reading the posted Notices of progress, you have the opportunity to submit recommendations, suggestions, or to refer us to someone that can assist or offer suggestions. In effort to include all Members, we will continue to post on the current website;
When the groundwork has been completed (with everyone's written contributions), ANGF will hold a meeting to review, revise and approve the "plan". More specifics on the meeting location and date should follow in April 2009.
Terms are up in June. What provisions are being made for elections? Lot's to consider here, including that Membership fees expired in August 2008. Will folks be asked to pony up Member fees for the right to vote in a year when there is no artistic activity?
Elections process will be included in the restructure documents for approval.
The Membership fee covers administrative costs, while the conference fee covers conference costs. An option is to pay a minimal fee - $25 (individual) $50 (group) to cover 2009 administrative expenses. Money collected, if any, will be spent wisely and only as needed.
Further discussion is needed to decide if Members in good standing (paid Members without any outstanding payment owed to ANGF for current year) is the eligibility criteria to vote on anything that requires a vote for the 2009 fiscal year.
Do we have to go to the website to find out?
Per suggestion #1 stated below – this is up for discussion and it has been proposed that current Board Members review Notice before posting to the website so that as representatives, you can provide answers your regional group questions.
Why aren't announcements dated?
To see the date of each Notice, select the PDF view of the each Notice.
Suggestions:
1. Clarify the term: 'final plan proofing'. Final Restructure Meeting to proof, review, discuss and approve the direction of ANGF's foundation as presented.
2. Final Restructure Meeting:
a. If everyone can travel within 6 weeks of meeting – the meeting will be announced mid April 2009.
i. Estimate meeting date is mid June and location is open for suggestions.
3. See that current operating budget (the one in place right now) approves expenditures in excess of $300. Including total travel reimbursements, web vendors, etc; Will do.
4. What might be a reasonable amount of turnaround time to receive answers to the above questions/comments? Our aim is to respond in a timely 5 - 8 days of day of receipt of question and suggestions.
5. ANGF needs to file a tax report and pay its taxes, period. In process.
6. ANGF needs to buy insurance for its Board Members' protection. Definitely a priority. The updated constitution will assist with the ability to qualify for such insurance and indemnity.
7. I did my own research on the nonprofit status of the organization and contrary to what we were told, the nonprofit status lapsed and was reinstated in May of 2008. There is no record of tax reporting nor any indication that the organization is tax-exempt--state nor federal. As stated in Actions Taken (see PDF for details).
Your questions will be answered as quickly and accurately as possible. We encourage you to check the website for new postings. Submit your comments and suggestions to taconaso08@yahoo.com. All questions, comments and suggestions will be compiled and presented to the Executive Board for answers.
Respectfully submitted,
Taconaso08@yahoo.com