Board Minutes: June 2019

CUPERTINO DE ANZA LIONS CLUB

“You can’t get very far until you start doing something for someone else.” – Melvin Jones

Regular Board Meeting Minutes: 6:30pm Tuesday, 18 June 2019

Location: Knox Family Meeting Space
217 North Milton, Campbell

Meeting Called By: Lion Jeff Type of Meeting: Business Secretary: Lion Jill

Call to order at 6:37

Board Members: Al (pending), Jen, Ray, Charles, Jeff, Jill, Andrea, Simran (pending)

From the Budget Meeting, and Next Steps
The Braille Project Donation: done it for years, (Blind Center) now called Vista. Can we get 1,000$ for Braille project.
Motion for 1,000 for Braille Project by Charles, seconded by Jeff. Unanimously passed.
Vista Center: discussion about the leadership and connection we have to this center. Already in the budget, and we have already sent the check. We want to continue this relationship.
Airport USO: USO no longer involved at the SJC. But, the check would have to be made out to the City of San Jose, instead of the USO. Al will write to the rep to check how the money would be used.
Correspondence from Lions Eye Foundation Bylaw amendments. Jeff will review the new bylaws.
Perpetual Fund: add to fund at the end of this fiscal year. Board voted to move 1,000 from the club to the foundation and into the perpetual fund. Suggestion is to raise it to 3,000 (we have 4,000 that we didn’t use). One side is that we should not raise the amount to 3,000 because the money should be used for charities. But, the perpetual fund allows use to make plans for the future charities or for lean years. Ray makes a motion for upping it to 1,500. Andrea seconded it. Unanimously passed.

4C-6 Directory Ad 2019/2020: In the budget already, Al will update it, but it needs to be turned in by Friday.
Charity Golf 2019: 75-78 golfers will break us even, donations and raffles are where we will make our money. Some hole assignments will change before check in, but will be decided by check in. Ray will send out the sign up sheet one more time in case there are any stragglers. A few Leos are assigned for beginning and end to transport clubs. Ray is hosting the prep-party on Thursday to prep for tourney @6:00. 8:30 is when registration starts, tourney starts at 10:00.
R4D 2.1 Update: Bad news is that the Chairperson Sashi stepped down, but the good news is that everyone on the committee is still stepping up in her place. Simran has been the liaison in Sashi’s place. Next step is the permits and insurance. Hoping to re-use the same permits, with the recycled money from before. The city has been very helpful, especially understanding that we lost John. Permits have to come first, before the rest is moved forward. Budget breakdown: 2,300 misc. was broken down at the library meeting. 250 dollars is up for debate for the GPS. Good riders don’t usually need it, but families might want it. Budget looks sound, but we might not make our usually 50%, but it’s still a new event. Al would like a detail in email for the 2,300$. Hoping to get 20,000 in donations and use 14,000. Currently the work is manageable, but will need to obviously scale it down to volunteers and make sure everyone knows their responsibilities. Monarch Chevrolet provided sweep vehicles, an inventory of storage (markers, etc.), etc. Simran feels that as long as the permits come through, that the rest of it will fall into place. Ray reserved the AJ Robinson, and Leos to help with the kid Rodeo. Fiscally, we want the budget to reflect this ride for the next year. A grant was submitted for 10,000 to the City of Cupertino, so we will see soon if we received that grant (for this year or next). Last board meeting, the concern was brought up that a registrant had been failed to be notified of the change in May. Ray sent out an apology email, and we made a refund according to Al, of 150.00. The question is: has everybody been contacted because it is a reputation issue. Who will take on the fact that everyone has been contacted. The info is on Race Roster and Sundar has it. We need that information in the Club records to confirm that all have been contacted. The concerns for the board are that there is no chair, the treasurer doesn’t have access to the database for rider contacts. We obviously understand that the chairperson just stepped down, but we do need that spot to be filled. Simran will come to the board meetings for the Ride to make sure we are informed. Andrea and Simran are working closely together.
Summer Fiesta: July 13th, Saturday, Tailtwister, installation and induction. The google sheet has been sent out, but only 9 Lions and 9 non-lions. Potluck style. We will not have a quorum on the by-laws at this party, so when will we do the vote? Holiday party is too far away. Can we do it by email? Would we have a quorum if we excluded people not in good standing? Can we do it over two meetings, as in one PM, and then the AM the next morning? We will clarify the method through which we will vote. Claire says the we have nothing that says how, so we should do it in person, but it doesn’t say it has to be in one single meeting.
Update on By-Laws Project: (see above).
Board 2019/2020: Lion Sashi will no longer be part of the board. We need a new director at large. Charles is back in. Jeff makes a motion that we appoint Lion Charles as director at large for one year, Jen second. 5 aye and 1 no.
Good of the Order: Thank you letter from New Red Shoes, Rebekah House, YWCA (Teresita Pines). Ray commented that we are able to have a discussion that is civil, even if we disagree. Ray would also like to make sure that new members come to a couple meetings. If you have sponsored a new member, please encourage them to come to meetings and events, if you can. Jeff will send an email reminding the club.

Adjourned at 8:12.