Sons in Retirement
Branch 146 Walnut Creek Area
Devoted to the promotion of Independence and the Dignity of Retirement
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Sons in RetirementBranch 146 Walnut Creek AreaDevoted to the promotion of Independence and the Dignity of Retirement |
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Minutes of the Branch Executive Committee Meeting
April 8, 2010
CALL TO ORDER
Big Sir Dennis Hallett called the meeting to order promptly at 9:30 a.m. He welcomed the 21 visitors including Committee Chairmen and Area 2 Governor, Dean Steichen (see Attendance Roster attached).
BEC ROLE CALL/QUORUM
Secretary Jim Burk announced that a quorum was achieved with all 12 members of the BEC present.
APPROVAL OF MINUTES
Secretary Burk indicated that the minutes from the March 11, 2010 meeting had been distributed electronically to all members of the 2010 BEC. He asked if there were any corrections or additions to the minutes. Being none the minutes were approved as written.
BIG SIR’S REPORT
Website Support - Big Sir Dennis Hallett announced that Terry Marchione has volunteered to work with Jeff Baily on website support as his “deputy” webmaster and to assist wherever possible. Jeff is open to additional help as well. Jeff stated that his objective is to have a redesigned website accomplished by May 20.
A general discussion ensued regarding the risks related to security and privacy for our members associated with placing more information of a personal nature on the website to include photographs. Some items would most likely need to be password protected. Further discussion of this subject will take place in June.
Public Relations (Part II) – Jeff Baily continued his discussion from last month’s meeting regarding a possible public relations campaign to attract members to our Branch (see attached copy of his report). He outlined a “first step” involved in getting our message to the market of prospective new members. Jeff is recommending that we contract with Hogan Music and Media of Concord to make a 30 second video spot showing who we are and what we do. It would be professionally done and cost $750. As a part of the agreement, Hogan would put the ad on U Tube, and we would put a link on our website to the ad on U Tube. Hogan would also create a wmv file of the ad so that we could e-mail it to all members and they in turn could e-mail it to anyone they knew who were interested in SIR. In addition, Hogan would put the ad on a cd for our files. His proposed motion would be “That the BEC approve the expenditure of $750 for the production of a professionally made 30 second commercial ad showing the benefits of belonging to SIR Branch 146.”
A question was asked of Area 2 Governor, Dean Steichen, if there were any thoughts or advantages of working collectively with the Area or other Branches so as to share the expenses involved. Dean indicated that collaboration had occurred in the past with respect to the tri-fold brochure but that he was not aware of anything currently on the drawing board, and suggested that we might want to have discussion with Walter Schick, Area Publicity & Recruitment coordinator, if that had not already been done. Jeff offered that his competitive nature was motivating him to go it alone and therefore reap all the benefits of those prospects that we might attract. Don Nunn asked if prospects do in fact “walk in out of the blue” by calling one number shown on a brochure or an advertisement if one was developed, and how many? Dean answered that “yes” they do.” He indicated that at the State level they receive about 25-30 calls per month. Steve Dawkins raised the concern of regardless of what method we use to attract prospective members from the general public, what concerns do we have regarding control over the “quality” of applicants received (versus the approach of personal recommendation by existing members that exists today). It was suggested that assigning a sponsor to such a prospect has been done in the past thereby enabling a review of one’s background, etc.
Dennis stated that he would like to have further discussion with Jeff and Walter and bring the subject back to the BEC at a future meeting.
[Note: Dennis at this point chose to go to the Little Sir, Secretary, and Treasurer Reports and then come back to the subject of Sir Call Distribution (Rich Ahlf).]
LITTLE SIR’S REPORT (see attached report)
Little Sir Pete Gates reported that our speaker for today’s luncheon is Kit Ohlman, Public Information & Production Assistant, with the Central Contra Costa Sanitary District. Her primary topic is “Following the flow – What Happens after You Hit the Silver Handle.” She will also discuss CCCSD’s Hazardous Material Collection Facility. Kit is the youngest daughter of Branch 146 member Sir Larry Sheerin.
For the May Ladies Day luncheon, our speaker will be Dan Ashley, News Anchor for KGO Channel 7 (ABC). His topic will be “Ratings and Responsibility: The Challenges of Television News.”
At our June meeting Paul Kingsman, Executive Coach and motivational speaker will provide the program. He is a former Olympic medalist in swimming for Australia.
SECRETARY’S REPORT
Secretary Jim Burk reminded the BEC and the others in attendance that the election of six State Officers will take place at the Annual Meeting on Monday, August 2, 2010. The six officers are President, Vice President, Secretary, Treasurer, Assistant Secretary and Assistant Treasurer. Any member interested in running for any of these offices should submit Form 43, Declaration of Candidacy, and the background data requested on Form 43 to Jim as soon as possible. He, in turn, will send it on to Dave Reiser, Chairman of the 2010 State Nominating Committee. The nominating Committee plans to meet in May to interview candidates.
TREASURER’S REPORT
Treasurer Ron de Golia had previously distributed both the “Treasurer’s Report – March 2010” and the March 2010 “Branch 146 Form 28 “Monthly Cash Report” to the BEC via e-mail (see attached reports). His report shows that the Branch started the month of March with a cash balance of $5,443.25 and ended the month with a balance of $5,387.74 or a Net Loss of $55.51.
For the First Quarter the Branch receipts were $16,759 and the expenses were $17,505.87 for a Net Loss of $746.87.
2010/2011 Voluntary Annual Donation
de Golia indicated that he had prepared a “Branch Administrative Expense Spread Sheet” for use at today’s BEC Meeting and distributed it earlier this week (see attached report). It covers the seven Administrative Expense accounts for the Branch with actual numbers for 2008, 2009, and two different estimates for 2010. In 2009 the Sir Call expenses of $2,722 equated to 53% of total expenses, and the State SIR Branch Assessment of $1,032 was 20%. This work is very helpful as we consider the recommendation for the amount of the voluntary annual donation for 2010-2011. Ron stated that he would like to have a minimum of a $5000 reserve over and above the identified expenses for the coming donation “fiscal” year (i.e., June 2010 to May 2011), and preferably a $7000 reserve (i.e., approximately one month of average Branch expenses).
Sir Call Distribution – Rich Ahlf
At this point, Dennis opened the discussion regarding the issue of what approach to take with respect to the Sir Call distribution, respecting both the desires of our members and the economics of the Branch. Rich Ahlf again reviewed the alternatives with the accompanying ramifications. Various members of the BEC voiced their opinions and comments were received from the visitors in the audience. Ron also provided information that we are now down to about 17-18 people who do not have an e-mail address.
As a part of the discussion, Dennis took this opportunity to provide some very good news relative to the newly negotiated charge for our luncheon and bar service from Boundary Oak (CourseCo). The cost of the lunch will drop $1 to $24 and beer will drop by $1 and wine will drop by $2 per glass. In light of this information, a suggestion was made by Jim Meehan and subsequently put into the form of a motion by Jim Burk that we inform the Branch that effective with the May luncheon, lunch alone will cost $24 per member or guest [the price of a ticket for the Ladies Day Luncheon has already been set at $27 which includes $3 for miscellaneous expenses], and that effective in June the voluntary donation will increase to $25 per member to better cover branch administrative expenses. The latter increase is consistent with Ron de Golia’s recommendation to generate a minimum of $5000 as an annual reserve (see above). The contribution would cover the period from June 1, 2010 to May 31, 2011. MSP [Vote 11 yes – 1 no]. Dennis offered his appreciation to and gave credit for the newly negotiated rates to Bob Lyman, our Attendance/Luncheon Chair.
With respect to the Sir Call Distribution subject, it was clear there are still significant differences of opinion as to how to handle the distribution of the Sir Call (i.e., electronically, hard copy, or combinations thereof). This subject was tabled pending more discussion, both within our Branch and with other branches to share in their experiences. Dennis indicated that we will discuss this again at our July meeting.
COMMITTEE REPORTS
Membership – Chair Steve Sprague had previously distributed electronically a “draft” Membership Report for the Branch to the members of the BEC. He indicated that the “final” report handed to the Secretary for inclusion in the minutes had one additional inductee (see attached report). The inductees are:
Steven Conte sponsored by Dave Pierce
James Gracey sponsored by Dennis Hallett
Robert Poirier sponsored by Jim Meehan
Charles Gleason sponsored by Bob Yolland
William Laws sponsored by David Steinberg
Leonard Whorton sponsored by Joe Fuchs MSP
Robert Schwab has transferred to Branch 171 (Moraga) MSP
With these changes, our total active membership count will increase by five to 256 members.
Recruitment and Retention – Chair Jack Calloway indicated that Steve’s report is good news but that we must maintain this approximate number of inductees in the future months to reach our annual objective. Jack also reminded the BEC of the upcoming (June) drawing from among the names of the most active recruiters for monetary recognition.
Dennis asked Dean Steichen if the State was going to develop any kind of a recruiter recognition program, as well. Dean reported that State Awards had been discussed but such recognition programs will probably be left to each individual Branch. Dean added one additional piece of information to pass along to the BEC and that was the State had developed a new form, Form 27, which is designed to provide for the separate documentation of attendance and uniformity of reporting for our luncheon meetings, and will remove that information from today’s Form 28.
Attendance/Luncheon – Chair Bob Lyman reported that the estimated count for the luncheon would be 213. He reported that out of 251 members, 50 were excused; and there would be six (6) inductees; four (4) guests and one (1) visitor; and one (1) speaker (see attached report). He had guaranteed 194 to Boundary Oak.
Activities Coordinator – Chair Steve Dawkins, new to his position, had one request and one question. His request was for each of the Activities Chairs to write up a brief piece on (1) what their activity is; and (2) when and where they meet and how to contact them for further information. The BEC concurred in that request. His question had to do with how traditionally new activities get started? He was informed that if a person(s) [sponsor] has an idea for an activity they would come before the BEC to express their thoughts on the kind of activity they have in mind and seek permission/approval to recruit interested participants. They would also have to be willing to take on the organization of the activity and to be the Chair.
Travel – Chair Bob Spellman reported on the success of the Caribbean Cruise in March. He also submitted for BEC approval a Form 53 for another cruise (Canada & New England Cruise) to be held from October 1 to October 11, 2011 (see attached Form 53) MSP
Dinner/Dance – Chair Vince Rettew informed that the Dinner/Dance is on for Wednesday, April 14. He reported that 49 couples are signed up and that the restaurant is planning a special dinner for that evening. He thanked the BEC and his committee for their support and for helping to secure an excellent turnout.
OLD BUSINESS
Guest Insurance – Dennis reported that he had received information from the State that guests of members at an approved activity are covered in case of an accident, unless it can be shown that the guest was in some way negligent.
Charter Day Recognition/Celebration – Dennis reported there is nothing to report on this subject as yet, but rest assured that recognition will be planned before year’s end so as to celebrate/recognize the chartering of the Branch on December 19, 1989.
Emergency Evacuation Plan Drill – Dennis indicated that Don Del Bene will be responsible for communicating the details of the evacuation plan from our luncheon facility at Boundary Oak during our luncheon meeting in June, as well as conduct an evacuation drill.
NEW BUSINESS
2011 Monterey Mashers Approval – Lew Thompson sought approval from the BEC for the 2011 Monterey Mashers golf event to be held March 27 to 29, 2011. MSP
ADJOURNMENT
The meeting was adjourned by Big Sir Hallett at 11:07 a.m. The next meeting of the BEC is scheduled currently for June 10, 2010 at 9:30 a.m. in the Lakeview Room at the Clubhouse at Boundary Oak.
Jim Burk, Secretary
Attachments:
(8) Branch Travel Event Form 53’s (2 in number)
Canada & New England Cruise October 2011(Bob Spellman)
Monterey Mashers March 2011 (Lew Thompson)