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Support Our Research - Join The AFO! East Coast Allred Family Association Family Histories
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ECAFA Meeting Minutes The ECAFA held an emergency meeting at 1pm November 6, 2002 at the K & W Cafeteria in Asheboro, NC with general members and Board of Directors in attendance. The purpose of the ECAFA, Inc. meeting was to discuss the October 31, 2002 requests and question the IRS had sent in response to our 501(c)3 tax-exempt revised October 24, 2002 application. Linda explained, "The ECAFA, Inc. needs to affirm or reject the major conversion to an exclusively educational tax-exempt public interest oriented organization as a membership group and not just the Board of Directors or a few members. Attending were: James Eugene Allred (BOD) Darrell Allred, Mike Marshall and Alice Pottmyer were unable to attend, but sent their comments and proxy votes via e-mail prior to the meeting. Linda opened the meeting by explaining that Brenda Rivers of the IRS had responsded to our October 24, 2002 revised 501(c)3 application with more questions and requirements. Linda read portions of Brenda River's October 31, 2002 letter along with portions of the additional questions and /or requests for information that the IRS needed. To summarize the letter, Brenda felt that the ECAFA did not meet the qualifications for 501(c)3 tax-exempt status. She listed several items that she felt needed to be clarified or changed. Dennis went over each request / question within the October 31 letter, taking question from the membership. Dennis also told us that he had had a 30 minute phone call from Brenda Rivers of the IRS earlier in the day and that she had clarified some of her comments in the letter. Apparently she had based her opinion on outdated information and had not referred to our Revision A or B Bylaw revisions, new goals detailed in Form 123, Part II, page 2 and the new ECAFA brochure. Taking that info consideration, we had a long, detailed discussion about all the new IRS requirements for more information. During this discussion, we created a "pro" and con" list on white poster board to help everyone understand what continuing with the tax-exempt application truly means for our organization. As each "pro" and "con" item was listed, everyone discussed their thoughts and opinions in a very open manner - "laying everything out on the table". After this discussion, Harlan Sexton made a motion for: The ECAFA to continue with the application process for "one more step", answering Brenda River's October 31 requests to the best of our ability. However, if the IRS responds with even more requirements and requests, we will stop the application process. Harlan justified that he did not want the quality, good nature and personality of the ECAFA to be changed completely by the IRS requirements. "We will continue for now, but that's all." James Eugene Allred 2nd the motion and everyone voted "Yes". Dennis agreed to complete the questionnaire and return it to the IRS before the November 4, 2002 deadline with the appropriate Board of Directors' signatures. Dennis then brought the discussion around to our Articles of Incorporation and the amendments that needed to be made to satisfy the IRS, recommendations to eliminate all references to the Allred family. Everyone was given a copy of the amendments, which they read and questions were asked. Dennis explained that the new Articles of Incorporation was almost a verbatim quotation for the opening paragraphs of our new ECAFA brochure. After a short discussion, Dennis made a motion to: Adopt the amendments to the Articles of Incorporation as written and presented to the membership. Harlan Sexton 2nd the motion and all voted "Yes". Linda did a survey and discovered that at least five members would be willing to become teachers and or lecturers for the ECAFA. Dennis invited these candidates to attend the educational lectures on November 20 at 11am at the Mayflower Restaurant and November 21 at 9am at the Franklinville Restaurant for two different senior citizens groups. Eddie Clay turned the discussion to Dennis and the amount of work he has put into this project and the expense he has incurred for copies of all materials needed. Eddie made a motion that we: Reimburse Dennis $200 to cover the cost of making copies including paper, inkjet cartridges, phone calls, stamps, office supplies, etc., involved with the IRS project. Franklin 2nd the motion and all voted "Yes". Dennis agreed to send invoices for these items. Linda then told everyone that Family Tree Maker was offering 3 videos and a book that would make a great addition to our educational library. The total cost for all 3 videos and the book is $49 plus shipping. Linda asked for approval from the membership to purchase these items. All voted "Yes" and Dennis agreed to order them for us. The meeting adjourned with a reminder of the educational workshop on cemeteries scheduled for November 23, 2002. Another reminder was made about the research trip to Chester County, Pennsylvania scheduled for the last week of January.
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