Thames/Timms Organization Minutes of Organizational Meeting Gastonia, NC April 5, 2003 The meeting was opened at 9:00 a.m. by the hostess/organizer, Annette Adler, who drew names for donated door prizes. Lee Ponder made a presentation on a few ideas, based on his experience with another family organization on how we should proceed. He also passed out a sample of that organization's bylaws and application form. The group decided to proceed with the election of officers and then have the elected president preside from that point. Election of Officers: A slate of candidates for each office were nominated or volunteered: Treasurer - Sybil Dixon Secretary - Donna Roberts President - Annette Adler 1st Vice President - Lee Ponder 2nd Vice President - Sue Smith There was a call for any other nominations with none made. This slate of candidates was elected by voice vote with no nay votes and President Annette Adler assumed the podium. The following items were discussed; Annual Dues: Anticipated expenses: Postage and paper Purchase of books by the librarian - or cost of copying books. A motion was made by Helen Kirkendall to set $15.00 as an annual fee and seconded by Nancy Franklin and was approved by voice vote. Name of the Organization After discussion of all of options - a motion was made to accept Thames/Tims Family Organization and seconded. Approved by voice vote. A motion was made by Sue Smith to change the word Organization to Association, seconded and approved by vote of 8 ayes and 2 nays. Home address of Organization Discussion related to the official mailing address for the organization and to be used for incorporation. It was decided to leave it to the Board of Directors to decide on the home of record for the organization. Other Discussion: 1. Creation of an "advisory board" consisting of representatives from each state. Potential Volunteers: Advisory Board Coordinator: Betty Moak Virginia - Barbara Thames North Carolina - check with Larry James South Carolina - Donna Roberts Alabama - Helen Kirkendall Georgia - Dale Dobson Florida - Julie Thames Howell Texas - Nancy Franklin Mississippi - Peggy Tucker 2. Depository of research materials and creation of a lineage database 3. Newsletter and need for a newsletter organization. 4. Webpage issues. 5. Federal income tax exemption and incorporation. The board of officers agreed to meet after a break for lunch and the general meeting adjourned at 12:00. Thames/Tims Family Association Board of Directors Meeting Gastonia, NC April 5, 2003 In attendance is: Annette Adler, Lee Ponder, Sue Smith, Sybil Dixon and Donna Roberts Discussion of Proposed ByLaws: Item I. - The name of the organization as voted by the general meeting and the membership requirements were adopted. Emphasis was added that the association is for Thames/Tims family members with no restrictions. Item II - Application - remove references to proof & verification of lineage and replace with review and acceptance of application by the board. Remove references to temporary applications. Item III - Membership benefits were approved with the exception of #3 add exclusion on providing access to data on living persons #4 delete the right to hard copies of data. #7 delete reference to memberships for minors #9 remove reference to advertising discounts for the newsletter #? Add a right to submit information or material for publication in conformance with the objectives of the organization. tem IV - adopted Item V - change to dues agreed upon in general meeting. Item VI. - Remove the line regarding advertising. Item VII - Each board member will work up a proposal for terms and succession of board members and we will review and approve online. - Lee will add a proposed mission statement for the organization to I. above that emphasizes our purpose is to facilitate research and exchange information on Thames/Tims lines; and the association will not be a governing body on the membership or be an arbitrator of disagreements on research information. Application Form: Add a line that the association will not publish or give out dates on living persons. Add line for applicant to give permission to publish information in newsletter. Meeting was adjourned .