Organizational & Administrative

Meeting Minutes

Smiley — 2009-05-27T12:18:19Z

Attendance: Paul, Ed, Charmaine, Jonathan, Aimee, Darren, Tom, and 2 guests

The Millenium Harvest House has been confirmed as the location of this year’s event. Cost to use their space will be $1000. No estimate on additional costs (printing, supplies, incidentals) at this time.
There will be a decorated bike/costumed rider competition in addition to the Kineticists events.
Bicyclists will not participate in the criterium course or other trials, just show off for the judges. Bike competition will probably take place between initial Kineticist evaluation & start of course.
We may have two bands available to play during the event – during exhibit, take a break for opening ceremonies & judging at pavilion, then start up again when race begins.

Checking with the Wizard to see if he plans on coming or not.
Still need to track down volunteers for first aid assistance. Paul will see about an Explorer troop, or maybe someone can locate a couple EMT’s willing to lend us a hand.
Also need to find volunteers to be course marshals & guide/monitor teams during the race, as well as direct traffic at the parking lot entrance. If Melt can have a sponsor logo on the shirts, will sponsor them free for volunteers (up to 30). We should probably also include other cash & supply sponsors’ logos on shirts as well.
Teams should be required to register early to avoid a big mess the morning of the event. Have registration cutoff during a mandatory team info meeting on Friday – will allow time for questions, be easier than trying to do it Saturday morning when everyone is running around.

The course will be timed (1 hour), with # of laps determining the winner of that event.
Course should have challenges to keep Kineticists on their toes.
Wizard fingers from last year are available to help direct crafts around the race course.

Schedule:
Friday 5:30-9:30 FAC (encourage craft drop off on Friday)
    6:30-7:30 Team meeting
    8:30 registration cutoff
Saturday 8:30 check-in & craft setup
    10:00 introductions, thank yous, etc.
    10:30 skits & tug of war, bribes
    11:30 bike contest
    12:00 – 1:00 race, with possible 5- minute HALT at 12:30
    1:15 Mystery Challenge (karaoke, tug-off, Let’s Make a Deal, something else?)
    2:00 all done (proceed to non-kinetic sponsored events if desired)
    7:00 awards & party at Twisted Pine

Course:

Try to have teams line up at widest point, 2 or 3 abreast for start
Challenges could include checkpoint (skip long list, just turn in the trophy), water bomb danger zone, reverse course, obstacles, etc.
Looking into getting RFID tracking to help ensure teams stay on course & count laps

Judging:

Sandy may be available to help round up some judges. We’d like to have about 5.
If the Wizard will be there, he can be in charge. If not, score sheets with guidelines & info will be made up for judges & collected & tallied by a non-participant
Points awarded during exhibit & talent for 4 main criteria (Engineering, Sculpture, Costumes, & Style)
Points awarded for Tug competition & Mystery competition
Points for # of laps during timed race
Points for successful criterion completion/navigation
Points for cash donations in the team’s name

Fees:

Need to be higher than first draft. $40 per team + $10 per person will at least begin to offset rental fee for event space, although cost of shirts will knock that down a bit.
Bike contest should be cheaper than Kinetics events. Have bikes pay more to get a shirt.

Tables:
Info tables allowed, but only for confirmed sponsors. No food or drink sales, as Harvest House has a restaurant & bar.

Team Requirements:

Register, turn in fees
Attend team meeting on Friday
Bring a trophy on Saturday – ReSource is a good place to get free supplies for this
Be checked in & ready by 9 am Saturday
Have fun
Be safe
No alcohol before the event
Recommend teams bring water & sunscreen, attend FAC in costume with sculpture. Overnight parking of crafts will be allowed.

Maybe we can have sponsors provide things to go in goodie bags for participants and/or volunteers? Coupons, brochures, samples, freebies?

Alliance

GPB — 2009-05-24T06:37:13Z

It would be great to have those folks come on down to Boulder on June 13, just as it would be great to go up to Loveland in early August. We will be all on land this year in Boulder for the official event.

Finalizing documents, getting moving, and filing tax forms

Wright1902glider — 2009-03-08T16:57:05Z

That's not a bad idea. Hadn't thought of it.

Keep in mind everyone that the By-laws govern how we do business, who gets to vote for officers, etc. By-laws should not include specific rules to govern how we run a particular event. Those can be drafted by the oficers or committees for each event or type of event that we host.

Scott

ps: Hope you feel better soon.

Sample Articles of Incorporation

Wright1902glider — 2009-02-18T23:58:19Z

Article X should read: "one class of VOTING members". Sorry 'bout that. For more information on membership and voting, see the proposed by-laws.

Scott

Proposed By-laws

Wright1902glider — 2009-02-17T15:01:43Z

Here is the draft copy of the proposed by-laws. I'm sure that I've overlooked something, so give it a good read and post your comments, suggestions, etc. We must also finalize the By-laws before filing any legal documents or formally incoprorating.

BTW: If you didn't read the Articles of Incorporation first, go read them. The by-laws should make more sense after reading and understanding that document.

Scott Frey (aka Dr. Diabolical)

Kineticists, Incorporated

A Colorado 501(c) 3 corporation

Sample Bylaws

(non-binding)

ARTICLE I - NAME, PURPOSE

Section 1: The name of the organization shall be Kineticists, Incorporated.

Section 2: Kineticists, Incorporated is organized exclusively for charitable, scientific and educational purposes, as defined within the limits of Section 501(c) 3, and more specifically to:

· Develop and encourage the use of existing and new forms of human-powered technology.

· Promote and encourage the development of kinetic art and sculpture.

· Experiment in, develop, and promote the re-purposement of existing materials through human-powered vehicles, technology, and art.

· Organize and/or sponsor special events involving public performance of human-powered kinetic art and vehicles for the promotion of the above stated purposes.

· Demonstrate the scientific, environmental, and community benefits of human-powered technology including: research and development of new human-powered machines, reduced use of non-renewable fuels, reduction of carbon emissions, decreased global environmental impact, increased personal and public health and well being, and increased personal and public artistic expression.

ARTICLE II - MEMBERSHIP

Section 1: Organization. Membership shall consist of the members of the Board of Directors, and a single class of voting members.

Section 2: Dues. All members are required to pay annual dues. The rate of the annual dues is determined by a majority vote of the Board of Directors. Dues cover a maximum period of one calendar year and expire on the XXXth day of XXXXXXXX each year, regardless of when an individual became a member. (Date to be determined, but will be before each year’s race since dues will provide working capital for race organization.)

Section 3: Voting. All members in good standing are eligible to nominate and vote for members of the Board of Directors at the Annual meeting.

Section 4: Good standing. A voting member will be in good standing if his/her dues have been paid for the current period.

Section 5: Privileges and limitations: All members in good standing are eligible for reduced rates on all Kinetics, Incorporated events. Members in good standing are also eligible to attend private Kinetics, Incorporated activities and events. Voting members are limited to electing members of the Board of Directors. All other business will be conducted by the Board of Directors and/or their appointed committees. Any member may be removed for the following reasons and will forfeit any dues paid:

· Failure to pay dues by the annual deadline.

· Participating in an illegal activity while attending or participating in a Kineticists, Inc. event.

· Involving Kineticists, Inc. in a legal action.

· Participating in or conducting any action which would cause the forfeiture of 501(c)3 tax exempt status.

· By a ¾ vote of the Board of Directors. This rule may be invoked only when membership by an individual would have, or is perceived to have, a serious disruptive or negative impact on the business, goodwill, or public reputation of Kineticists, Inc.

Members who have been removed for failure to pay dues may be reinstated by paying their dues. Members removed for any other action may only be reinstated by a ¾ vote of the Board of Directors.

ARTICLE III - ANNUAL MEETING

Section 1: Annual Meeting. The date of the regular annual meeting shall be set by the Board of Directors who shall also set the time and place.

Section 2: Special Meetings. Special meetings may be called by the Board of Directors.

Section 3: Notice. Notice of each meeting shall be given to each voting member, by conventional or electronic mail or by phone, not less than five days before the meeting.

ARTICLE IV - BOARD OF DIRECTORS

Section 1: Board Role, Size, Compensation. The Board is responsible for conducting all affairs of the corporation, as detailed below. The Board shall have up to four and not fewer than two members. The Board receives no compensation.

Section 2: Meetings. The Board shall meet at least once monthly, at an agreed upon time and place.

Section 3: Board Elections. Election of new directors or re-election of current directors to an additional term will occur as the first item of business at the annual meeting of the corporation. Directors will be elected by a majority vote of the voting members.

Section 4: Terms. All Board members shall serve one year terms, but are eligible for re-election.

Section 5: Quorum. A quorum must be attended by at least 60 percent of the Board members before business can be transacted or motions made or passed.

Section 6: Notice. An official Board meeting requires that each Board member have notice, through electronic mail, conventional mail, or telephone, one week in advance.

Section 7: Officers and Duties. There shall be four officers of the Board consisting of a President, Vice President, Secretary and Treasurer. Their duties are as follows:

The President shall convene regularly scheduled Board meetings, shall preside, or arrange for other members of the Board to preside, at each meeting in the following order: Vice-President, Treasurer, Secretary. The President will be the lead (but not sole) point of contact with governmental agencies, major sponsors, and the media.

The Vice-President will chair committees on special subjects as designated by the Board, to be determined by the business needs of the corporation.

The Secretary shall be responsible for keeping records of Board actions, including overseeing the taking of minutes at all board meetings, sending out meeting announcements, distributing copies of minutes and the agenda to each Board member. The Secretary is also responsible for mass communication to the voting members, and for the production and management of documents distributed to and received from the Board, voting members, and the general public.

The Treasurer shall make a financial report at each Board meeting. The Treasurer shall chair the finance committee, maintain all business, legal, and tax records, and make financial information available to Board members and the public as required by law. The Treasurer will also file all required reports for tax and business purposes with the corresponding State, Federal, and Tax agencies.

Section 8: Vacancies. When a vacancy on the Board exists, nominations for new members may be received from present Board members or voting members by the Secretary one week in advance of a Board meeting. These nominations shall be sent out to Board members (or voting members) with the regular Board meeting announcement, to be voted upon at the next Board meeting. These vacancies will be filled only to the end of the particular Board member's term, after which time, the seat shall be subject to the standard annual Board nomination and election process.

Section 9: Resignation, Termination and Absences. Resignation from the Board must be in writing and received by the Secretary. A Board member shall be dropped for excess absences from the Board if s/he has three unexcused absences, or 5 excused absences, from Board meetings in a year. A Board member may be removed for other reasons by a three-fourths vote of the remaining directors.

Section 10: Special Meetings. Special meetings of the Board shall be called upon the request of the President or one-third of the Board. Notices of special meetings shall be sent out by the Secretary to each Board member one week in advance.

ARTICLE V - COMMITTEES

Section 1: The Board may create committees as needed, such as fundraising, volunteer management, event preparation, etc. The Board shall appoint all committee chairs by majority vote of Board members.

Section 2: Fundraising Committee. The Fundraising Committee is a standing committee. The Vice-President is chair of the Fundraising Committee, which includes all Board members, as well as voting members if necessary, as determined by the Vice-President.

Section 3: Finance Committee. The Finance Committee is a standing committee. The Treasurer is chair of the Finance Committee, which includes all Board members, but does not include voting members. The Finance Committee is responsible for developing and reviewing fiscal procedures, review of the fundraising plan developed by the Fundraising Committee, and development and review of the annual budget. The Board must approve the budget, and all expenditures must be within the budget. Deficit spending is expressly prohibited. Any major change in the budget must be approved by a two-thirds majority of the Board. The fiscal year shall be the calendar year. Annual reports are required to be submitted to the Board showing income, expenditures and pending income. The financial records of the organization are public information and shall be made available to the membership, Board members, and the public.

ARTICLE VI - AMENDMENTS

Section 1: These Bylaws may be amended when necessary by a two-thirds majority of the Board of Directors. Proposed amendments must be submitted to the Secretary to be sent out with regular Board announcements.

These Bylaws were approved at a meeting of the Board of
Directors of Kineticists, Incorporated on _______________________, 20XX.

Business name for the 501c3 corporation

Host Kineticist — 2009-02-02T00:48:25Z

Good Dr. Diobolical I have fixed the issue with your poating. Please try to make your posting again. BTW I had to delete it I just didn't have any more time to keep looking for the NULL in the database.

I was also able to find a setting to address the issue with the slow responce when making postings.

Some Crazy EVILNESS,
Jonathan Sterner

Sample Articles of Incorporation

Wright1902glider — 2009-01-15T17:19:21Z

Hello everyone,

Part of organizing any corporation is the all-important step of drafting Articles of Incorporation. Basicly, its a legal statement of who the corporation is, its purpose, and how it is organized for business and tax purposes. Please take a look at the Articles of Incorporation from our sister organization, Kinetic Universe, Inc. http://kineticuniverse.com/KUI-about/index.html

Since this document is known to work with both state and local governments, I'm planning to use it as a basis for our own Articles of Incorporation. If anyone has any comments or sees soemthing that needs to be changed or added to fit our group, please let me know.

Thanks,

Scott (aka Dr. Diobolical, the tax guy)

organizing, fiscal sponsorship, and other unfun stuff

Jonathan Sterner — 2008-12-03T04:03:45Z

Elliot thank you for posting this letter from Rick, this is the first time I have ever heard how the Boulder Kinetic Sculpture Challenge was started. The history of these events are somewhat left up to folklore and legend. I only hope that we the next generation of Boulder Kineticists can keep the Kinetic tradition alive. It is so cool that the internet allows us the opportunity to ask questions to the founder of our race.

Rick, thank you for taking the time to share your incredible incite on the future of our race. I understand and appreciate the perspective that only you have as the founder. I found myself smiling and agreeing with everything you said. We have many decisions to make that will decide whether or not to keep the race alive. We are working to redefine our goals and trying to switch our gears to run the show instead of playing the part of Kineticists. Only time will tell what will happen. I am going to print out copies of your letter to share with some members of the team that don’t have computers. Your advice is priceless, thank you. I hope to hear from you again.

Jonathan Sterner
Webmaster
www.Kineticists.org

“Shaargk” was the first place overall winner of the competition Saturday, May 05, 2007 the last KBCO Boulder Kinetic Sculpture Challenge. It was also the fourth year in a row that we crossed the finish line in first place. It makes me very proud to have won the last KBCO race. I am looking forward to racing again. Oue team still wants to race! Read More....

Organizational Research Continues...

Wright1902glider — 2008-12-01T18:04:14Z

Hello fellow Kineticists:

Despite being burried in a mountain of other projects, my research into the wonderful world of non-profit tax continues. I think I'm starting to get a clear idea of what legal / tax entity we might want to use, and I've been assembling a hefty binder of IRS publications for reference. For those following along, 501c3 - Private Operating Foundation is currently the target model since it seems to fit our event the best and offer the fewest restrictions on donations, etc. I'll present more details at the next meeting. Also, careful reading of the Form 1023 now leads me to believe that our filing fee would only be $300 for Federal, and not $700 as previously assumed. The language is a little fuzzy, but it pertains to average gross receipts for a 4-year period vs. average ANNUAL gross receipts for a 4-year period. Picky I know, but that's tax law. State filing is still $75 (man-eating) clams.

If you're interested at all in discussing how we might put together a non-profit corporation to administer the race/event, plan to be at the next meeting on Dec. 9. Remember, the non-profit only gets us as far as a legal identity and a bank account. We still have a ton of work to do after that, and a lot of dough to scrounge if 2009 is going to be anything other than a club party.

But, once this issue is knocked out, we can start thinking about the perameters of an event and start working on budget scenerios (sp?). As with all events, cash will probably be the primary determining factor.

Scott Frey