Executive Board Meeting Agenda

May 7 2023, 1pm to 4:04

Location: Jung Library at The Link (downstairs)

President’s Opening — Bill 

Results of an I Ching reading: Hexagram 50 (The Caldron), which changes into 28 (Preponderance of the Great)

Presentation and Acceptance of January, 2023 Minutes — Page

Committee Reports

Treasury Report — Cathy

Treasury – no April Link rent of $250 due to elevator outage – discussion about how to manage all the parts better.  CJ can not register in present until the break.   Reviewed the way we register.  Roger to check the CEUs, IPADS at the front door.   

 

Roger suggested we consider moving some money to a money market account which is paying 5%. ** On June 16 the board voted unanimously to adopt the following – The Finance Committee moved that we move $18,000 to a Wells Fargo CD currently paying 4.75%. The board voted unanimously to approve.**

The investment fund is now up 6% YTD  so we have 3yrs operating expenses when combining it and our checking account funds.

 

• Attendance numbers: They’ve been dropping. Let’s brainstorm theories on why and what we might be able to do about it.
• Trying to figure out how to decide about reminders for in person events.  Normally 4 reminders sent.   Discussion about making it too easy to skip it.    Perhaps talking it up of how positive and different it is to be in person.     Kristine brought up possibility of Liam making videos with members to advertise.   
• Deborah Huntley offered to do email to the Council of Churches again because she believes we did get some folks.   Bill agreed to send out an announcement
• Cathy created motion,  Kristine seconded  – action item – Bill to send out the notice 
• Review of why this might be changing.   

IT/Admin Report — Cathy (for CJ). 

CJ needs a microphone for the acoustic guitar.  Will need for Sheri to speak with CJ.   Perhaps we can ask her to bring it- she may already have one.   

CJ in need of a liaison  – Cathy was too busy due to all the chaos.

Questions about  the mike – CJ needs it in the stand.   Board voted to put mike at the back of the room.  

CJ will ask speakers how they  want the seating. 

CJ can not register walk ins until the break.

CE Committee — Deb, Page

Questions for the board: 

• Do we want to implement CJ’s suggestion of using a QR-code online system? 
• Do we want to change the price for 2 CEUs? We need a representative from the committee to be named who will be  present at each event.
• Whatever we can do to streamline communication.  
• Voted to send all CEU Zoom certificates after the event via email. In Person? Will provide those at the time of event.  Best to do it the same way each time.
• Recommend Perk of Membership announcement on advertisement  to decrease cost of CEU

 

Program Committee Report — Deborah, Zee, Kristine

• It has been suggested that a committee member needs to be in charge of the speaker and be present at an event to manage. 
• Question for the speaker ahead of time: How do we want seating to be arranged?  CJ will ask the speaker how they want it set up. 
• PC will ask Sheri Kling if she’d like to go to dinner.
• PC asking about what to charge for Ann Ulanov – 3hr workshop on A new Projection  only on Sat.    $60, non member,  $50 member, $20 student – Board voted to approve this amount.
• Cathy agreed to introduction for Slater
• Kristine to introduce Safron Rossi
• Will ask Karen Hebert to introduce Ann Ulanov – Will request intro for the rest of them.  (Unfortunately, Karen is not available.)
• Requesting speakers will let us know before the event how they would like to arrange the setting.  

Promotion and Marketing — Bill, Liam

Bill is posting on FB – did not realize Liam was not posting on FB and will start posting that.     Liam is posting on Instagram – has 1700 followers.   

Discussed posting Dr,. Slater – gun violence event on Neighborhood groups. 

Books — Bill

• How do we want to handle speaker’s books going forward? We don’t want to get stuck with overstock. Can we ask speakers to bring books that we will sell for them?
• Bill requested speakers bring their own books.   Discussion ensued about  our intention to phase out selling books.    Our goal is to stop ordering books and selling them.     Plan to offer where they can buy it on line 

Library — Cathy, Peggy

Discussion of how to get more people involved.   Peggy suggested offering to bring people a book to borrow if they want to check one out.     Peggy agreed to be present at Sheri Kling June 17th event offering  tours of the Library. 

Community Corner — Van, Deb, Bruce

Maybe include the way to access this during the Library tour.   

Discussion ensued about how little websites are accessed because it’s not social media.    

May want to try it again after the Gun Violence event. 

Deb & Cathy will talk about repeating formal Zoom discussion after the Gun Violence event since it was so successful with Rebecca & I’s event. 

Other Topics

General procedures for live events:

• We need a plan for walk-ins and mistakes in terms of registration.
• Each program needs a pre-assigned person to handle the microphone during the Q&A
• We need a procedure for changing a live event to Zoom only, in case the elevator goes out again. This would involve enough time the day before to notify all registrants and to alter the registration page so that new registrants will know. It will probably also require someone to put up a sign at The Link for anyone who missed the notice. (They’ll get a copy of the recording!)
• Need to know the day before about elevators, logistics issues.  Stuart Smith offered to check the elevator and everything else is ready to go on Thurs since he works at The Link.
• Ask CJ about whether he might have a small set up in case the elevator doesn’t work. 
• Can we get some signage for extra parking?    – Roger agreed to take on making a sign for parking, directions.
• Cathy will bring list of places to get meals.  

 

Sheri Kling lecture/workshop weekend:  We need a parking plan and signs.

• We need a food plan for lunch, knowing that we do not have much time for breaks with Zoom.  Cathy will bring a list.
• Who can handle at-door registration?  Roger and Kristine will be managing registration at next event.
• Who can handle book sales? Deb and Page agreed to  manage the book table since Bill will not be there for next event.

Wrap Up

Next  board meeting set for

  Sunday August 6,2023

 1-4pm at The Link