Board Meeting Minutes: April 2017

Cupertino De Anza Lions Charities Inc.  Board Meeting

Meeting Date: Tuesday, 18 April 2017 Time: 7:00pm

Board Meeting Minutes

1. Fiscal Review/Updates As Appropriate (see distributed handout for updates on charities and corporation)

  • Charities (foundation)

  • Club (corporation)

  • Anything outstanding?  Alzheimer’s Invoices still coming in. City of Hope, we wait until closer to the end.

  • Unbudgeted Donations: have we spent it all yet?  Have we paid the Lake Sequoia donation approved at the last PM meeting.

  • We do have more money, so we should spend it.

  • Vijay isn’t seeing any deposits for sign ups for the R4D.  Is it paypal? Or, Eventbrite?

*Before we approve such items (like Lake Sequoia) we do need to make sure we have enough money in the unbudgeted donation.  We do need to spend it, though, on causes that are close to our hearts and our members hearts.  This was something that didn’t have to be rushed, however, at the PM meeting, even though we had enough Board members.  Discussion to follow re: rushed voting electronically without enough discussion (see bylaws below)

2. 4C-6 Convention Attendance & Future Planning: the Knoxes will be attending in Santa Maria.  We got some late notice, but next year we check when the cabinet meeting is and check in by March if we haven’t heard.  For the PMers, we have to think about signing up for some of these additional activities.

3. 4C-6 Directory, Lion Year 2017-2018: Al has the artwork for our advertisements and he will take care of it (email coming from Allen King).  Vijay will send it back to him with a check.

4. Golf Classic 2017 Update – Lion Amy, Any Lion: nothing new for golf since the PM meeting, but we do have some new sign ups for golf.  Amy doesn’t feel an additional golf meeting is necessary because it all gets covered in the PM meeting.  Look for emails from Jen Smith regarding registration numbers.  Amy asks Gary what is the exact number and Vijay will ask Google what they think it is.

5. First Review Discussion, By-Laws for the Corporation (club entity): addition to by-laws via side conversation is waiting for email/electronic board votes for enough discussion (24-48 hours?).  Discussion of first page (1-18).  What is the difference between officers and directors. Directors have voting power and may have other duties, officers have duties.  Place holder for LCIF Director and Club Director for later descriptions of duties.  Consider the Membership Chair duty to be to greet and make welcome any new or potential members.  Last item would be the audit, which we don’t do.  We possibly need a Finance committee to do the audit.  Increase the signature checking on the checks to be for checks over $5,000.00 without a second signature, who is usually a VP. The finance/audit committee should be at least three people, one of whom is not the treasurer.  The auditing process needs a protocol, though.  Once the board approves this, Clair will look at the wording for legality, then the board will do a final approval.  Honorary Members and Life Members: why do they get a free pass?  Possibly Honorary-is a Lion who visits or was a past member.  A Life member is one who has been a member for so long that they have paid enough.