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
September 9, 2010
CALL TO ORDER
Big Sir Dennis Hallett, called the meeting to order at 9:30 a.m. He welcomed the 14 visitors including Committee Chairmen (see Attendance Roster attached). Guest Dean Steichen, Area 2 Governor, later joined the meeting in progress.
BEC ROLE CALL/QUORUM
Secretary Jim Burk announced that a quorum was achieved with 11 of the 12 members of the BEC present. Pete Gates, Little Sir, was travelling (see Attendance Roster attached).
APPROVAL OF MINUTES
Secretary Burk indicated that the minutes from the August 12, 2010 meeting, as prepared by Assistant Secretary Jim Meehan 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
The BEC has been concerned for sometime regarding the increase in Branch Administrative Expenses and Dennis indicated that he had asked Secretary Jim Burk to look into the expenses, review them for ways in which they might be reduced, eliminated, or handled more efficiently, and make recommendations to the BEC. He called on Jim to discuss the findings and recommendations he is proposing.
(1) Project: Branch Administrative Cost Reduction through Improved Efficiency (Jim Burk)
Jim had sent out electronically, in advance of the meeting, a copy of his research and recommendations to the members of the 2010 BEC; future members of the 2011 BEC; selected Past Big Sirs; and Chairmen/Leaders of an activity or area of responsibility that is involved with or affected by the proposed changes being recommended (see attached report).
The ensuing discussion was segmented into two subjects: (1) SIR CALL Newsletter Distribution and (2) Member Directory. The suggested order or sequence of the discussion was to (1) check in with the 2010 BEC members as to any questions of clarification they may have; (2) get their input or comments on the concepts put forth in Jim’s “position paper” previously distributed; (3) secure input from “visitors” to the BEC meeting; and (4) receive input from guest Dean Steichen, if he wishes to comment.
SIR CALL NEWSLETTER DISTRIBUTION
The highlights of the discussion regarding the recommendations related to the SIR CALL newsletter distribution were as follows:
Check in with 2010 BEC members for clarification
Q: Is it understood that we would use Kinko’s or some similar resource to print those newsletters that are needed, rather than use a printer? A: Yes
Q: What is the cost of printing one (1) SIR CALL today? A: Not calculated today, but we can do that.
Q: How many SIR CALL newsletters will be copied going forward? A: Unknown at this time. Hopefully less than 50. The number of members without computer capability is under 25.
Q: If you want a hard-copy can you get it? A: Yes, in two different ways. For those without a computer the Branch will make provision for you to receive a copy. For those with a computer they can either print out a hard-copy on their home computer; or subscribe to a newsletter at the yet to be determined subscription fee.
Q: Do the SIR rules and regulations disallow such a charge? A: No
Comments from the BEC
-July 1, 2011 was the recommended effective date for the “subscription” plan, but some would prefer that we start sooner. We can clearly start the electronic distribution sooner as we are doing it now for many members. If we were to start on January 1, 2011 we could save half of our yearly expense currently budgeted at $2,800 for 7/1/10 to 6/30/11.
-We need to change our ways individually [and go to electronic distribution wherever possible].
-If we do so, we can reduce the level of our voluntary contribution [at a date to be determined].
-It would ease the administrative issues and work if we could collect once for the voluntary contribution and the “subscription” charge at the same time (e.g., 01/01/2011).
-The majority of our members seem to not understand the breakdown of the administrative costs of the Branch.
-It would be good if we did not have to collect the voluntary contribution again until January 2012, but we need to ensure that we have sufficient funds to cover our expenses.
-It might be confusing if we allow some who have electronic capability to subscribe to the mailing of a hard-copy. If a hard-copy is wanted it can be printed off at home. Should we offer the mail option [even with a charge]?
-Concern expressed about the possibility of a “silent backlash” coming from a variety of opinions.
-Concern expressed about some members being concerned about the cost of inkjet cartridges if they have to print out the newsletter at home [12-16 pages once each month for 12 months].
-Dennis H.: Mentioned the number of people who have not paid their voluntary contribution for 2011 (22) and those who have not contributed for the last two years (9). This means that those of us who have contributed are subsidizing those who have not. [That does not sit well with some]
Visitor comments:
-Rich Ahlf indicated that he is preparing to make out two SIR CALL newsletter formats. One would be for electronic distribution and one for mailing purposes (the latter having the mailing information on the last page).
-It was indicated that there are 3 ways to send out the newsletter electronically. (1) Send out an e-mail with hyper link to the newsletter [which is the way we do it today]; (2) Send out an e-mail with hyper link to the website [this would encourage members to go to the website and see what is contained therein]; and (3) send out an e-mail with the newsletter as an attachment [this method has the disadvantage of running into issues for members having to download the attachment, and it would take up disk space on their computer].
-Q: What are the mailing rates for first class and non-profit mailing? A: First class is 0.61 cents each (depending upon the size of the newsletter) and non-profit is 0.15 ½ cents, plus an annual charge to the organization for the year. Rich Ahlf reminded us that we must pay the annual non-profit fee due the Post Office in February if we wish to continue with non-profit mailings.
-Jeff Baily: Does not like the idea of eliminating the hard-copy option, and supports the subscription charge. However, he would like to see us hold computer classes to help members understand how easy it is to download the newsletter on their computer and to print out a hard-copy should they wish to do so.
-Jack Calloway: Charging and collecting the subscription fee in advance is a good idea.
Dean Steichen Comments:
-Confirmed that other branches are going this same way
-State has gone and will continue to go this same way
Other Final Comments:
-It was voiced that it is not a good idea to state in advance what the precise dollar amount of a future voluntary contribution might be in that legitimate additional costs could occur that would cause the amount to be changed later.
-The idea of an “all member vote” was not felt to be appropriate. This decision should be made by the BEC.
-Dennis asked whether the BEC wished to postpone a vote on this matter until the October meeting, or were they ready to vote now. The feeling was to vote now on the concept, and review the recommendations of the Implementation Committee for final approval.
MOTION: The Branch should move immediately to encourage our members, wherever possible, to secure their SIR CALL newsletter off the internet. For those members who have the capability to receive their newsletter electronically but prefer to receive the SIR CALL in hard-copy form they may do so, but at an annual CHARGE (“subscription fee”), paid in advance, with the precise amount to be determined. A committee chaired by Jim Burk will be put together to work out the details of implementation of this overall concept and return to the BEC for final approval.
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MEMBER DIRECTORY
The highlights of the discussion regarding the recommendations related to the Member Directory were as follows:
-Password protection of this information was a given and is critical to the acceptance by the members of this concept of access to an on-line Member Directory.
-As of this date, password protection expertise within the Branch does not exist, or at least is unknown to us. Dean Steichen offered that Dick Curry, Branch 174, is working on a password protection project for his Branch and felt he could be helpful to us.
-We would remain responsible for the data base and its monthly updating.
-Joe Fuchs asked about whether the State administration had the expertise and staff to take this subject on for all the branches rather than have each Branch have to “invent the wheel” for themselves. Dean indicated that such a project was beyond the scope of what the State is staffed to do.
-There was discussion as to the merits of sending an e-mail copy of the Member Directory to each member capable of receiving same, and only send a hard-copy to those who do not have computer capability.
-Ron de Golia emphasized the importance of the data base and its ability to contain whatever information any subset of our organization might want. That is, have only one membership data base managed by the Membership Chair, and have the flexibility to add items to it needed by others. Dean expressed that it was his opinion from conversations with Steve Sprague that our data base already exists and that the “flexibility” needs to be determined. .
-Since we historically have published the Member Directory in December for the upcoming year, it is critical from an expense standpoint to solve the implementation details of this proposed concept by then so that we do not incur additional expense.
MOTION: The Branch “Member Directory” be established on the website and updated each month, thus allowing members’ easy access to “up to date” information. It is understood that the information related to each member needs to be “password protected” so as to provide member privacy.
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Again, the implementation committee identified for the SIR CALL distribution would need to also work on the details surrounding the establishment of an on-line Member Directory and report back to the BEC for final approval.
PASS ALONG BRANCH SAVINGS TO THE INDIVIDUAL MEMBERS WHO MAKE THE SAVINGS POSSIBLE
While not specifically voted upon at this meeting, Jim’s recommendation put forth the idea that the expense saving to the Branch be passed along to each member who has enabled the Branch to achieve the savings in light of their decision to secure their SIR CALL and MEMBER DIRECTORY from the website. This would come in the form of a reduction in their annual voluntary contribution, and will be addressed in the work of the Implementation Committee, with a recommendation prepared for the BEC’s consideration, if appropriate.
BRANCH INFORMATION PIECE
Once the implementation details have been worked out for both motions, Jim will return to the BEC, preferably at the October 14, 2010 meeting and seek FINAL APPROVAL for both recommendations with the accompanying details of implementation and the applicable timeline. It is further planned that if approved, an information piece will be produced to inform the members of the changes that will take place, how the Branch and they personally can benefit from them, and the general time line envisioned for implementation. It is projected that this piece would be sent out following the October BEC Meeting.
(2) Shortened Annual Survey (Jack Calloway)
Jack indicated that his plan initially was to go out with both a shortened version of last year’s member survey, and to also do so electronically with real-time response. For those who do not have computer capability it would be completed in hard-copy form. He felt that Pete Gates is the key decision maker on this matter, but Jack’s recommendation in light of all the other things going on at this time relative to web-based communications, is to go with a paper copy at the luncheon in either October or November. Hearing no opposition to another member survey, Dennis indicated that he would work with Jack and Pete to determine the best methodology to use to accomplish such a Branch Survey, and the appropriate timing.
LITTLE SIR’S REPORT (see attached report)
Little Sir Pete Gates asked Jim Burk to give the report in his absence. Jim reported that our speaker for today’s luncheon is Budd MacKenzie. Budd is the founder of “Trust in Education,” headquartered in Lafayette. TIE is a grass roots, non-profit organization founded in 2003 to provide health care, education and economic development programs in Afghanistan. An equal amount of time is devoted to educating Americans about our involvement in Afghanistan, past, present, and future. TIE connects American communities and Afghan villages. They first provided funding to build a secular school for boys and girls in Lalander, Afghanistan. “Their school” is within a 15-minute walk from home, instead of the 3 hours it once took to reach schools in Kabul.
Our speaker for October will be Dr. Charlie Bamforth, Professor, Department of Food Science and Technology, UC Davis. Charlie is known to some as the “Doctor of Beer” and has been involved in beer for over 30 years. The title of his talk is “Beer-the Best PROOF that God Loves Us.”
SECRETARY’S REPORT
Secretary Jim Burk had nothing further to report, but did ask if there were any other Activity Chairs that needed time at the microphone during the luncheon to please advise him.
TREASURER’S REPORT
Treasurer Ron de Golia had previously distributed both the “Treasurer’s Report – August 2010” and the August 2010 “Branch 146 Form 28 “Monthly Cash Report” to the BEC via e-mail (see attached reports). His report shows that the Branch had $5,145 in receipts for the month and expenditures of $6,968.54, or a Net Loss of $1,823.54. This was due primarily to a “timing” issue in that the income for the Boulder Creek Golf outing came in July and the expenses came in August. The end of month balance for August, however, is $11,100.57.
2010/2011 Voluntary Annual Donation
Treasurer de Golia indicated that the status of the Voluntary Annual Donations received as of 9/6/10 shows 229 members contributing or 91.24%. That leaves 22 members in the non-contributing column. The current number paid is up slightly from July. In response to a question, Dennis indicated that contact has been made with the non-responders and minimal further response has been forthcoming. A variety of communication approaches have been made with little success and thus he is not optimistic that the percentage of contributors will change significantly in the days ahead.
COMMITTEE REPORTS
Membership – Bob Lyman reported for Chair Steve Sprague who is on vacation. Steve’s report for September 9 seeks BEC approval of membership for James Aberer sponsored by George Knies and Steve Siljestrom sponsored by Michael Varner.
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In addition, Keith Oleson has resigned and Jesse Crews passed away on August 16th. After the above changes, our total active membership count will remain at 251 members, which includes our six HLMs.
Form 27 –Monthly Branch Membership Report – Steve’s report for September shows we will gain 2 members and have lost 2 members. On a year-to-date basis, the report shows that we have brought in 19 members, but unfortunately have lost 23 (see attached reports).
Recruitment and Retention – Chair Jack Calloway stated that we need to emphasize with our members the critical need to bring guests to our luncheons so as to eventually result in new members. We are not keeping up with our objectives for guests.
Attendance/Luncheon – Chair Bob Lyman reported a revised estimated count for the luncheon would be 196. He reported that out of 251 members, 65 were excused; and there would be two (2) inductees; seven (7) guests and visitors; and one (1) speaker (see attached report). He has guaranteed 184 to Boundary Oak.
Activities Coordinator – Chair Steve Dawkins reported that the Area Activities Coordinator has put together a revised list of activities and coordinators and he is planning to put this list in the SIR CALL.
Travel – Chair Bob Spellman indicated that he has a new trip for 2011 for which he wishes to secure approval. The trip is to Egypt and the Nile River and runs from April 16 to April 30, 2011, and includes a couple of options for both pre- and post-trip travel. The cost is $3,095 (see attached Form 53).
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Dinner/Dance – Chair Vince Rettew indicated that the Dinner-Dance would be held on October 6, 2010, and that he has 35 couples who have committed thus far. He has expressions of interest from 5 or 6 other couples and he is hoping to reach a total of 50 couples.
Honorees – Chair Bob Yolland indicated that we have two honorees for today’s luncheon. One is a Senior Sir and he is not sure if he will be in attendance or not.
Other Chairman Reports – Dean Steichen indicated that the State was encouraging the incoming Big Sirs to get their nominating and audit committees formed early so that they can hit the ground running in 2011. In addition, the October 19 training session for officers is going to include the incoming Big Sirs this year, again so as to get business underway early for 2011.
OLD BUSINESS
None
NEW BUSINESS
Dennis again emphasized the need for more guests at our luncheons. He also referenced our upcoming Charter Day in December and asked the BEC for any suggestions or recommendations they might have to make that celebration special.
ADJOURNMENT
There being no further business to come before the Board, the meeting was adjourned by Big Sir Hallett at 11:06 a.m. The next meeting of the BEC is scheduled currently for October 14, 2010 at 9:30 a.m. in the Lakeview Room at the Clubhouse at Boundary Oak.
Jim Burk, Secretary
Attachments:
(7) Branch Travel Form 53
-Ancient Egypt & the Nile River Cruise April 16 to 30, 2011 (Bob Spellman)