Sons in Retirement Branch 146 Walnut Creek Area Devoted to the promotion of Independence and the Dignity of Retirement

Minutes of the Branch Executive Committee Meeting
February 11, 2010

CALL TO ORDER
Big Sir Dennis Hallett called the meeting to order promptly at 9:30 a.m.   He welcomed 13 visitors (see Attendance Roster attached) and two guests, Dean Steichen – Area 2 Governor, and Bill Stephensen  - Branch 19.

BEC ROLE CALL/QUORUM
Asst. Secretary Jim Meehan announced that a quorum was achieved with 9 members of the BEC present.  Big Sir Dennis Hallett reported that Secretary Jim Burk was away at Pebble Beach on an assignment to recruit Bill Murray. 

APPROVAL OF MINUTES
Asst. Secretary Jim Meehan indicated that the minutes from the January 14, 2010 meeting as recorded by Secretary Jim Burk had been distributed electronically to all members of the BEC.  He asked if there were any corrections or additions to the minutes.  Being none the minutes were approved as written.

BIG SIR REPORT
Audit Report – Terry Marchione started by thanking Frank Rockwell and Syd Whalen, the other members of the Audit Committee.  All the recommendations in the prior year audit report had been fully implemented with the exception of the checks only policy for lunches.  The committee made the following recommendations:

1.  Continue transitioning to a 100% check only luncheon policy.  Sir Jeff Baily indicated that he would be sending out an email reminder for check payments before each meeting.
2. Reduce the $832 surplus in the golf account to $300-$400.
3. Put an assistant Tuesday golf chair in place.
4.  Consider the purchase of a laptop computer and printer for the use of the golf chair.
5. Process the Monterey Mashers event through the General SIRS account.
6. Attempt to expand the knowledge of Quicken software within the branch so that we may have consistency in branch financial records.

Vacant Chairman Roles – Hallett reported that the role of Greeters Chairman was filled by Chuck Campbell and the role of Sunshine Chairman was filled by Walt Busenius.  Only the role of Veterans Chairman remains open. 

Computer Systems/backup – Big Sir Hallett observed that Branch and individual activity records are maintained on a smorgasbord of computer systems purchased by many individuals over time.  He emphasized the importance of taking an overall inventory, establishing standards, training branch users and, where possible, purchasing branch-owned software.  He also asked about the extent of computer backup that was currently being maintained.  It appeared, for the most part, that members are individually backing up their own data but there is no branch-wide computer backup requirement or commercial system in place.

LITTLE SIR REPORT
Little Sir Pete Gates reported that our speaker in February will be Ron Wetter, Community & Government Relations Manager, Diablo Service Area for Kaiser Foundation Health Plan, Inc.  His topic will be “The Future of Health Care”.

Our speaker for March will be John Fitzpatrick, Licensed Battlefield Guide-Gettysburg PA.  His topic will be “There is no Fail Here” Abraham Lincoln at Gettysburg, November 18 and 19, 1863.

SECRETARY’S REPORT
 It was pointed out that nominations are currently being accepted for statewide office.  Any SIR that meets the qualification criteria is invited to submit their nomination.

TREASURER’S REPORT
Treasurer Ron deGolia reported that the Branch continued to be in good shape financially primarily due to the voluntary donation implemented last year.  A decision still has not been made as to the level of the voluntary donation for the current year.

deGolia indicated that some of the members continued luncheon payments in cash (12 in the month of January). 

COMMITTEE REPORTS
Membership  - Chair Steve Sprague requested that the BEC approve the induction to membership of James (Jim) Keegan, sponsored by Bill Hoban and that the induction be announced at the February 11, 2010 luncheon.  MSP

Our active membership count will decrease by 1 to 251, including 6 Honorary Life Members.

It was mentioned that today’s luncheon will be first of our two “Random Seating” dates, the other to occur in August.

A discussion ensued regarding our Membership Data Base, particularly in regard to its sensitivity given the personal nature of the data.   We also discussed the difficulty in manipulating the data given that it is written in an ACCESS data base.   Dean Steichen reported that State is working on a universal solution, written in EXCEL to handle membership and attendance.

We were alerted that Charlie Kiser will elevate from an HLM to a Sr. HLM.  He will be honored at the March luncheon but someone will have to pick him up.

Recruiting and Retention – Chair Jack Calloway gave a summary of the committee report on plans for2010 entitled RECRUIT – RECOGNIZE – REWARD- RETAIN.   He indicated that continually reminding and encouraging our members to bring their friends to our luncheons is a shared responsibility between branch leadership and the MR&R Committee.  We must make it easy and rewarding to sponsor new members.  Given the severity of our recent losses it is extremely important that we have the active involvement of the entire membership in this activity.  To accomplish this, a formal presentation should be made at a future luncheon.

Big Sir Hallett commented that the recent spate of losses the branch has had has indeed been unfortunate and our first goal should be to replace the members that have been lost.  He urged each member to review the state resolution on membership increases included in the minutes of the State Board meeting on January 19, 2010.

After additional discussion it was requested that the BEC approve the following goals

1. Recruit new members equal to 10% of the membership; or replace the number of members lost, whichever is greater.   MSP
2. Ask each BEC member to recruit at least 1 new member.  MSP
3. Have an average of six guests at each luncheon and have two sponsor drawings a year in June and November for a free lunch.  MSP

Sir Jim Stedman commented that in his role of Regional Director he has the opportunity to observe first hand the workings of many of the regional branches.  He indicated that we have much to work with within our branch that will be attractive to new members and we should energize the entire membership to participate in the process.

Activities Coordinator – Chair Terry Marchione reported the following changes in February.

1. Cooking 1 has disbanded – Sir Don Nunn trying to form a new group.
2. A new chairman is in place for Men’s duplicate bridge
3. John Pearl has the cribbage group back in action.
4. John Harrington has taken over the couple’s golf group.
5. Dave Pierce is chair of the new couple’s party bridge group.
6. Bob Wheaton is now in charge of the 9-hole golf group.
7. Dick Woodman has formed and is chair of a lunch and wine group.

He also indicated that Branch 8 would be spearheading inter-branch activities for the region.

OLD BUSINESS
There were no items of old business to come before the BEC.

NEW BUSINESS
Big Sir Hallett observed that there are a number of key positions in the Branch that are currently functioning without a nominated backup.  It is important to the longevity of the branch that we identify these areas and get voluntary backups as soon as is practical.

ADJOURNMENT
The meeting was adjourned by Big Sir Hallett at 11:00 a.m.  The next meeting of the BEC is scheduled for March 11, 2010 at 9:30 a.m. in the Lakeview Room of the Clubhouse at Boundary Oaks.

Jim Meehan, Asst. Secy.

See attachments next page

Attachments:

1. Attendance Roster
2. Membership Chair’s report
3. Attendance/Luncheon Chair’s report
4. Treasurer’s report
5. Membership Recruiting and Retention report.
6. 2009 Branch 146 Audit report
7. Minutes, State Board meeting-January 19, 2010