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
January 14, 2010
CALL TO ORDER
Big Sir Dennis Hallett called the meeting to order promptly at 9:30 a.m. He welcomed the 17 visitors (see Attendance Roster attached) and wished everyone a Happy New Year as we launch another year with Branch 146. There were no guests present.
BEC ROLE CALL/QUORUM
Secretary Jim Burk announced that a quorum was achieved with 10 members of the BEC present. Directors Bob Darius and Bob Schroder were excused.
APPROVAL OF MINUTES
Secretary Burk indicated that the minutes from the November 12, 2009 meeting as recorded by then Secretary Pete Gates had been distributed electronically to all members of the 2009 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
Approval of New Director – Big Sir Hallett indicated that Director Jack Hockel has given indication that he will not be able to serve as Director for 2010. Consistent with our bylaws, alternate Charles Eichten has been nominated by the Nominating Committee to replace Sir Hockel. The BEC approved the appointment of Sir Eichten as a Director and he will be presented to the membership at today’s luncheon for membership approval and induction. In addition, Director Sir Bob Lyman was unable to be present for the December luncheon induction and therefore also will be inducted at today’s luncheon. [Both of these men were subsequently approved and inducted at the luncheon which followed.]
2010 Nominating and Audit Committees - Hallett announced the appointment of Sirs Garth Cummings (Chairman), Jack Calloway, Bob Yolland, Don Nunn, and Ray Kan to form the nominating committee for 2010. In addition, he announced the appointment of Sirs Terry Marchione (Chairman), Frank Rockwell, and Syd Whalen (advisor) to serve on the audit committee for 2010.
Vacant Chairman Roles – Hallett reported that the Branch is still without Chairs for the “Sunshine,” “Veterans,” and “Greeters” committees. He asked for the assistance of the members of the BEC and the entire Branch to find willing and capable leadership for these important positions. He will make an announcement to the Branch at the luncheon in an attempt to encourage members to step forward and volunteer for these roles.
Blanket Approval of all 2010 Activities (per Member Directory) – Hallett asked for a motion to approve all of the activities as identified in the 2010 Member Directory. MSP
LITTLE SIR’S REPORT
Little Sir Pete Gates reported that our speaker for the January luncheon is Donn Walklet, Board Chairman, Muir Heritage land Trust. He will talk to us about “Preserving Open Space in Contra Costa County.”
For February, our speaker will be Ron Wetter, Community & Government Relations Manager, of the Diablo Service Area for Kaiser Foundation Health Plan, Inc. His topic will be “The Future of Health Care.”
SECRETARY’S REPORT
Nothing to report at this time.
TREASURER’S REPORT
Treasurer Ron de Golia had previously distributed both the “Treasurer’s Report – December 2009” and the “2009 Annual Treasurer’s Report” to the BEC via e-mail. He added that the Branch was in good shape financially, thanks in large part to the June, 2009 instituted voluntary contribution supported by just over 91% of the members ($5,096) to cover branch administrative expenses. The Branch enters 2010 with “cash available” of $6,043.01. de Golia complimented the involved Activities and Events Chairs for excellent management of the costs surrounding their programs and events.
de Golia also indicated that he was working on a plan to cover expenses for 2010 and he is considering recommending that the voluntary contribution for each member be raised from $20 to $25 per year.
Assistant Treasurer Joe Fuchs offered his opinion that we consider returning to the approach whereby each member adds a certain dollar amount to the luncheon price. He recommended that $2.50 be added. Various opinions were stated in response to this idea. This subject will be discussed at a future meeting as we get closer to June, 2010 which would be the date to once again seek an annual voluntary contribution from our members.
The question was asked as to when the contract with CourseCo comes up for renegotiation. Big Sir Hallett advised that the current contract was approved in April, 2009. Consequently, he indicated that he planned to begin those negotiations very soon with the CourseCo Food & Beverage personnel.
Hallett went on to say that he wanted us to be more transparent about our Branch’s financial situation this year by continuing to place informative pieces in the SIR Call periodically. These articles would include emphasis on the need to cover administrative expenses through the voluntary contribution concept, and to overcome what he perceives to be a lack of understanding regarding our fixed expenses.
A fairly lengthy discussion then ensued regarding the issues of (1) how aggressive we wish to be in the pursuit of collecting the “voluntary” donation; and (2) how we should police the attendance requirements where (a) missing three consecutive regular luncheon meetings without having been excused; and (b) non-attendance at six regular luncheon meetings within the previous twelve consecutive month period, can result in pending termination of an individual’s membership. This led to the general discussion of members who disregard paying for luncheons where they fail to notify the luncheon chair that they will not be in attendance. Both of these behaviors on the part of a member would give others the impression that they are in fact “inactive.” At the same time the BEC acknowledged that some of our members are in poor health and these kinds of issues are the last thing they are able to think about and address. Sir Calloway indicated that he and his committee are putting together some recommendations surrounding Recruiting and Retention that we will discuss at a future BEC meeting (February).
With an emphasis on expense and efficiency, the question was raised as to how many of our members are in a position to receive their information from the Branch electronically. It was stated that when our membership was 260 we had 223 members who had computer capability. The sending of information via e-mail, to include the SIR Call, would clearly save the Branch postage and printing expense. Some have suggested that for those who do not have computer capability, we could have “hard copies” available for pick-up at the luncheon meetings. We could also consider sending out the “Member Directory” via e-mail and then, in turn, also send out revisions periodically so that members always have a reasonably up to date directory for their use.
A comment was made with reference to the postage expense that while we do avail ourselves of the bulk or non-profit postage rates even those are expensive over the course of the year and add up.
COMMITTEE REPORTS
Membership – Chair Steve Sprague gave an updated report from that which he had previously distributed dated January 11, 2010 (see attached report). He reported that one additional member had resigned (Bruce Johnsonbaugh). Our active membership count will decrease by seven (7) to 252 members, which includes our 6 Honorary Life Members.
He requested that the BEC approve the induction to membership of Douglas (“Doug”) Eisner [sponsored by Jim Burk] and James (“Jim”) Passaglia [sponsored by Robert Royster] and that the inductions are announced at the January 14, 2010 luncheon. MSP
Big Sir Hallett mentioned that in the new 2010 Membership Directory there is a reference to “Random Seating” dates on February 11 and August 12, which is a continued attempt to facilitate members getting to know other members. In February we will also be informing the Branch of the average age of our members at that point in time. Sir Calloway quickly added that he had made that calculation recently and that it is 76.4 years of age.
Recruitment and Retention – Chair Jack Calloway reported that as of the end of November, 2009 we had a net loss of 9 members. That statistic helps to focus us on the importance of recruitment. We will have three (3) guests at today’s luncheon, but indicated that our goal for this year is to have six (6) at each luncheon. Thus, we need to continue to place an emphasis on increasing the number of guests and to stress the importance of recruitment with our members.
Big Sir Hallett took the opportunity to express his appreciation to Sir Calloway for his work and that of the committee with particular emphasis on the 2009 Summary Report and the Member Survey. He highlighted some of the findings to include the historically mentioned food, bar service, and speakers. He referenced that there is a cooperative effort among the branches to share information on speakers engaged and the quality of their presentations. Little Sir Gates has researched those reports and is considering that information as he and his committee make speaker selections. Big Sir Hallett suggested that we may wish to conduct another Member Survey in the future. Chair Calloway has provided the BEC with a copy of his committee’s plans and recommendations for 2010, and Big Sir Hallett announced that this report will be the subject of an in-depth discussion at the February 11 BEC meeting.
Attendance/Luncheon – Chair Bob Lyman reported that out of 259 members, 50 were excused; and there would be 2 inductees; three (3) guests; one (1) speaker (see attached report). He was projecting 219 and had guaranteed 197 to Boundary Oak. Lyman added that he has experienced the members not reading their SIR Call regardless of the form in which it is sent to them in that members are calling the wrong people to report their attendance.
At this point in the meeting comments were made making suggestions and observations on several subjects.
Sir Jeff Baily referenced that in light of the loss of a rather large number of members to transfer and resignation, that we consider conducting “exit interviews” so as to learn more about the motivation for change of status. Sir Calloway indicated that such interviews have been conducted over the years with varying degrees of success. He is encouraging our new Membership Chair to take that on as a part of his job responsibilities.
Some referenced that the lack of a waiting list may have an affect in that previously members would have had an opportunity to become familiar with the organization while waiting to become a member and that the likelihood of getting into something that they later found to not be to their liking was less likely to happen.
Reference was made to the importance of the role of the “Sponsor” in staying in touch with the new inductee and working with the new member to get them involved in activities. It was felt that a critical key to retention of a new member was to involve them at an early stage in one or more activities.
Big Sir Hallett informed the BEC that he would like to see the Officers and Directors spread out at separate tables in the luncheon room rather than have many sit at the head table. This would facilitate them getting to know the members better and vice versa, as well as hear first hand members opinions and keep their finger on the pulse of member issues.
Sir Ken Richter offered a suggestion that a new member be invited to join with the two assigned greeters at the front door so as to meet the members as well as be introduced to them by his “senior” counterparts.
Activities Coordinator – Chair Terry Marchione reported that he has learned that some of our activities are not as accommodating and welcoming as we might expect. Some activities are not as easy to become involved in as we would wish. This seems to pertain primarily to those activities that have smaller and somewhat more limited “slots” such as the bridge groups. On the other hand, the new Couples Golf Group is already over 20 people and enjoying wonderful success. Chess and Tennis are the two other groups that are getting launched, with the latter looking forward to better weather in the Spring to really gain some momentum.
Travel – Chair Bob Spellman asked for approval of three upcoming events/trips.
- “Day At The Races” at Golden Gate Fields March 26, 2010 MSP
- “Noises Off” play at Lesher Center April 15, 2010 MSP
- “Pure New Zealand” trip to New Zealand October 19 to November 6, 2010 MSP
(see attached Form 53s for each event/trip)
Other Miscellaneous Business
Secretary Burk provided information regarding the “Pasta Night” being offered at the Clubhouse at Boundary Oak on January 22nd from 5:00 – 8:00 p.m. at a cost of $12.99 plus tax. All are welcome.
Director Rettew brought up the Spring Dance and expressed concern that we have a number of competing events that may restrict the potential attendance. It was agreed that those involved in past dance events would meet after the meeting to discuss this matter in more depth and report back as to their recommendations.
OLD BUSINESS
Voluntary Donations – It was suggested by Big Sir Hallett that this subject had already been thoroughly discussed and that no further discussion on this subject would take place at this time.
Audio Equipment – Big Sir Hallett reported that a special cable had been secured that was compatible with the existing Ballroom wall plugs and that we now have the capability of being able to connect with the permanent speaker system when playing a DVD/CD from a lap top computer during luncheon presentations.
NEW BUSINESS
There were no items of New Business to come before the BEC.
ADJOURNMENT
The meeting was adjourned by Big Sir Hallett at 11:00 a.m. The next meeting of the BEC is scheduled for February 11, 2010 at 9:30 a.m. in the Lakeview Room of the Clubhouse at Boundary Oak.
Jim Burk, Secretary
Attachments: