Board Meeting Minutes: January 2018

DAL Board Minutes: 16 January 2018

 

6:35 meeting called to order.

 

Attendees: Jill, Al, Ray, Carl, Amy, Charles, Jeff, Jim, Vijay, John

 

Fiscal Report:

  • Bank Balance 8,000 +, more than last year because we have had less activities and more members.
  • Gerry Tammy- said that he doesn’t want to be a member.  Charlie is his sponsor, so we are checking on his preferred status.
  • Q2 and Q3 we go a little negative, but it’s always made up during Q1 and Q4.
  • Fundraisers are next quarter, so that will help.
  • Are we wealthy?  The IRS will allow us to have 3X operational in the account. But we like to have at least 2X what we need.
  • Charitable Donations: Al will make a spreadsheet based on what we have given and what we can still make.

 

Crab Feed Update: Projected Net will be around 10,000.  Crab is the biggest fluctuation in our projected numbers.  The board says that it is a go anyway, and maybe next year we can get the date that we usually get.  Last year we did raise a lot of money on day of from raffle and treasure chest.  Super Bowl Weekend isn’t the best weekend.

 

Charter Night: Jeff will send one more note out and Ray L. will ask the morning crew one more time. Then we will make a decision on the date.

 

R4D: John Noone reviewed the proposal.

 

Q1: Are we still calling it Ride for Diabetes-it’s a branding issue.

Q2: Sponsors mostly came from John K./pledges and registration we netted much less than what is in the proposal. Who in the organization is going to make sure we meet the goal of 40,000 (we made about 9,000 last time)?

Q3: Rentals of tables, canopies, port-a-potties.  Appendix E shows land, but not rentals.  

Q4: People that are signing up should not be surprised about the $200 that they are supposed to pledge,is this going to be more obvious? John said that they are going to make it front and center on the application, with a countdown to ride.

 

Comments:  

  • Not going to use Eventbrite, but Sundar has another company.
  • Some items are a one-time costs and some are going to cost us every year.  
  • Some are concerned about the proposal not being accurate in regards to costs.
  • Amy says we haven’t met the criteria that we decided on for this event as decided in November.
  • The budget approval can’t be less than $16,000.

 

General Concerns:

Can we make 30, 000 on this event? When we are marketing do we market the company or the brand? But, there can be a different standard for us as a non-profit. The issue of branding is important to many members of the club, because our name isn’t mentioned. We can legally call it Ride for Diabetes, and still use some money for our other club donations, as long as we give 51% to Diabetes.  One issue is that this ride restricts our funds, when the other fundraisers go to any or all of our donations. Yet, so many of what we already donate to are connected to diabetes. It’s possible that we call it “Cupertino De Anza Lions” Ride for Diabetes.

 

Calendar?  John is hoping we have it later in the year, October, or late September. Does having it later ease any of these concerns?  We have more members and these are interested in supporting this ride.  The pull in for volunteers comes after June 18th, after the golf tourney, so there is no conflict and volunteer fatigue.

 

Two Gaps in Chairs?  We still don’t have the chairs for two committees: marketing and the new chair, volunteers.

 

Motion to approve proposal: Lion John is asking for a conditional approval for Ride for Diabetes 2018, if these conditions are met

 

  • WHEREAS:Date in late September
  • WHEREAS:Name change to include Cupertino De Anza Lions, Charities
  • WHEREAS:Committee Chairs filled
  • WHEREAS:Budget of 16,000

 

WHEREAS:With progress to be reviewed by Board, especially with a presentation to the board regarding volunteers.

 

So Moved: Approved by 6 ayes and Opposed with 3 nays.

 

Melvin Jones: award committee/award criteria review. Ray and Jeff will work up some criteria drafts.  We have four more awards to give, plus we have other awards.  Maybe convert some to progressives.

 

Membership Moment:

  • Steven Sharf is still in limbo because we don’t have his check.  If he sent it to LCIF, which someone did, it was sent back to him (we think).  We have voted Steven Sharf in as a board and we will figure out his payment later.
  • We need a bigger presence in the community.  Often, there is a sign going into a city or we adopt a park. A proposal is coming.

 

Adjourned at 7:56