Descendants of Austin's Old Three Hundred 

Board Meeting - via Zoom 

Meeting Minutes - November 7, 2024 5:30 - 6:30 pm 

President Jess Stuart called the meeting to order and welcomed new Board members. Board members attending were: Jess Stuart, Don Spencer, Patrick Brady, Pam White, Judy Scott, Jim Toungate, Ronda O'Donnell, Karla Schultz and Deanne Bolstad. Ron Sutton was not able to attend. 

Minutes from the Annual Meeting, held in Waco, Texas on October 12, 2024 were approved by Deanne Bolstad. Jess Stuart called for a motion to approve. Motion made by Judy Scott and seconded by Pam White. 

Financial Report - in the absence of Ron Sutton, Jess Stuart read highlights from the report prepared and previously submitted by Ron. A brief discussion was held regarding updating the checking and savings accounts to remove Toni Franklin's name (past President) and add Don Spencer's name (1st Vice President). Jess relayed that a letter will be prepared for the Wells Fargo Bank, signed by him and by Deanne Bolstad, Secretary to accomplish the account updates. The signed letter will be given to Don Spencer who will submit it to the Bank. All present agreed with this plan. Jess called for a motion to approve. Motion made by Patrick Brady and seconded by Pam White. E-mailing Treasurer's report to membership - Jess Stuart relayed that Ron Sutton suggested sending a generic Treasurer's report on a monthly basis to the members, via e-mail, so all members could be informed of the finances. All present agreed. Jess called for a motion to approve. Motion made by Judy Scott and seconded by Jim Toungate. 

Additional Discussion: 

Board position duties and responsibilities -Don Spencer read the duties and responsibilities of each Board position. No comments or questions from the attendees. 2025 Board meetings Discussion regarding the board members meeting more frequently - instead of only the standard Board meetings typically held in February, June and October. All agreed to meeting monthly - via zoom. The second Wednesday of each month beginning at 5:30 p.m. was confirmed by all present. Jess Stuart or Don Spencer will send out calendar invitations for the meetings. 

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2025 Membership meetings calendar - Brief discussion by Patrick Brady regarding the February meeting - tentatively set for February 8, 2025 in Fredricksburg at the Nimitz Museum - more details to follow. Patrick will begin working on the June 2025 meeting in Goliad, as well as the October 2025 meeting in Brenham and will relay more information at the next monthly meeting. 

Dues notices for January -Discussion regarding sending a reminder e-mail 30 days prior to the date the dues are to be paid. It was mentioned that Sawyer could possibly assist with sending the reminders. All agreed this was a good idea. 

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Dropbox Storage for Old 300 files Judy Scott discussed an alternative solution for storage of the Old 300 files. Instead of a flash drive, she recommended drop box storage, as flash drives are not always a reliable or secure way to store files. Discussion 

Board Meeting Minutes November 7, 2024 Zoom Meeting Page 2 of 2 

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regarding benefits, access ability, and the cost of obtaining. All agreed that drop box would be a good choice. More discussion to follow at the next monthly meeting. 

Store discussion - Much discussion regarding the need for an inventory list of the items we have on hand and possibly initiating an on-line inventory system as well as a method of selling medallions and other items on-line - instead of physically bringing all types of items to the in-person meetings. Jess Stuart volunteered to inventory the items in the storage unit in Katy and forward the list to the board members for review. Will discuss further during our next monthly meeting. 

Presentation ideas/supplies for community events - Jess Stuart relayed that we need items to set up or display, such as a banner or a tablecloth (or both) - at different events - for our "Old 300" presence. Ideas were shared of other possible items we could purchase. Jess volunteered to create a list of possible items that could show our "presence" and send it to the board members to review. Brief discussion of the initial expense for these items but all agreed it would be worth the cost. Karla Schultz noted the need of purchasing exhibit insurance, as well. More discussion to follow at the next monthly meeting. 

Board nametags - Jess Stuart requested that Patrick Brady search for the name of the company that produced our nametags for past meetings. All agreed it would be great to have nametags for the February 2025 membership meeting, if possible. Patrick will look into it and report his findings at the next monthly meeting. 

Meeting Adjourned - President Jess Stuart adjourned the meeting at 6:30 pm.