KANZA Chapter of OCTA

~ Oregon-California Trail Association~

Board Meeting Agenda

Sunday February 8, 2009

Community Building, Blue Rapids, Ks



Officers & Board of Directors – attendance courtesy would be to let another ‘attending’ officer or board member know if you are attending or not attending the meetings.


Officers in attendance:                      Board of Director Member in attendance:     

_X_President – Pat Keegan                     _X_Don Cooper – Past President – Board of Director Member

_X_Vice- President – Glenn Larson          _X_Ted Hopkins - Board of Director Member

_X_Secretary – Alicia Keegan                 _X_Lauranell Stewart - Board of Director Member

___Treasurer – Marilyn Hines                       


New Business  

  1. Approved the 2009 schedule as follows:

Motion to approve the 2009 KANZA Calendar, for the months of March through June, was made by Don; 2nd by Glenn; Full board agreement followed.

Y        March 8 - Belvue (fire hall); James Coder talk on the life remembrance of Alexander McSwain and his father herding cattle across the trail from Mo to Ca in 1854.

Y        April 5th (first Sunday) - Topeka (Cedar Crest – MacLennan Park), Doug Mauck will give us a tour of the swale/ruts in MacLennon Park. If there’s bad weather we could tour the Governors Mansion or visit the Ks. Historical Society, Museum of History.

Y        May 3rd (first Sunday) - Rut Nut outing in MS County – Magraw Cutoff. Rut Nut Program on mapping, marking, monitoring.

Y        June14 - Marysville City Building, Marysville, Ks; Board meeting @ 1pm & Regular meeting @ 2pm


2.       Approved a new way of distributing the newsletters.

  Jim B. (editor) proposed that the newsletter be created, sent to Glenn (the webmaster) to be placed on the KANZA website. The membership would then get an email notice from Glenn when this transaction was completed. Members will then be able to read copy or download the KANZA newsletter from the website. http://skyways.lib.ks.us/orgs/kanza/

  Reason for this suggestion was that this would save KANZA money in paper, coping, and postage. Monthly cost: $80.00 for copying, $42.00 for postage.

  Those paying members without computer access (no home computer or no public web access such as a library) could still obtain the newsletter by mail, at their request. Please give your email address to the webmaster for notification at kanzawebmaster@yahoo.com. The reason the newsletter will not be sent out by email is do to the download problems it could cause some computer services, especially those still using dial-up.

  The February newsletter will be a full mailing with an article from the editor on the new arrangements for the obtaining the KANZA newsletter by going to the web.

  Motion to approve the downsizing in the postal mailing of the KANZA newsletter was made by Lauranell and 2nd (by) Ted.


3.       Approved a new way of distributing the monthly meeting postcards.

  Glenn proposed that they be sent by email. This too like the newsletter would save money in paper, coping, and postage.

  Those paying members without computer access (no home computer or no public web access such as a library) could still receive a postcard via snail mail, at their request.

  Motion to approve the downsizing in the postal mailing of the KANZA meeting notice cards was made by Don; and 2nd by Ted & Lauranell.









4.       KANZA in creating an up-to-date membership list, but is having trouble knowing who is a KANZA member, when dues are paid through National. The trouble is that KANZA receives an email notice from national some times with 2 names (a couple) but only $10 written beside it for an individual membership (and later only the $10 is mailed to the Treasurer). National needs to be able to help us keep track of membership names, if we are to advertise to members to perform the mailing of new & renewal memberships to go through national.

  Why are couples paying for an individual membership instead of a family membership? Do they mean to?

a.       We may be getting 2 names in the email for an individual membership, because there were 2 names (a couple) are already in the OCTA database from a membership in the past? And or now only 1 person (out of the couple) wishes to belong.

b.      It could be that both names/persons are joining another chapter but only one to KANZA. This needs to be separated at the national level to help at the chapter level of maintaining a membership list.


  Alicia is emailing out to these couples in search of an answer, but is not getting a good response from some of these members. Help suggestions we asked for. Alicia’s idea was for headquarters to re-create a new membership card, where there would be a blank line behind the checked box marked individual, the individual whom wishes to join that chapter would place their name there.                                               


It would look like this:


× Individual _____________________


c.       Duane I. said he would speak to Kathy and Travis about changing the membership forms.


Motion for adjournment was made by Don; and 2nd by Alicia.



Next Board meeting date, time & place: JUNE - 14 Marysville, Ks City Building Board of Director Meeting @ 1pm / Regular Meeting @ 2pm


Submitted by Alicia Keegan, KANZA secretary