Board Meeting Minutes: June 2020
De Anza Lions Board Meeting Minutes
Regular Board Meeting: 6:30pm Tuesday, 16 June 2020
Location: VIRTUAL/CONCALL
Attendees: Al, Jill, Jeff, Vijay, Eli, Jen, Claire, Leslye
Meeting Called By: Lion Jeff Type of Meeting: Business
Approval of minutes. Meeting started at 6:35pm. Last month’s minutes were reviewed and approved.
Name change documents. Al pointed out that LCI, IRS, FTB and other agencies need to be notified of our name change, and a resolution needs to be signed adopting the bylaws in order to formalize the name change. Jeff said that he would work with Al to get the required documents for submittal, and Al will take the lead on notifying the agencies.
Budget meeting discussion
Logistics. Budget meeting set for Saturday June 27 at 1pm. Do we want to gather in a socially distanced manner or should we hold the meeting via Zoom? Jeff would like the meeting in person. Al said that 5-12 people usually attend, and he thinks we can follow a good protocol for being safe. There was a general consensus that an in-person meeting would be a good thing. Jeff said he would also set up Zoom for those who want to dial in. Jill said she wouldn’t be able to be there but there was agreement that minutes aren’t usually taken. Al said that he will send around the budget to the club in advance of the meeting. Al said that it would be great if the Crab Feed committee and the Ride for Diabetes committee come up with a budget for next fiscal year (based on the format used in the past), before the budget meeting. Jill offered to send an email to the committee chairs, and Jeff said he would send a snapshot of the format to the chairs. Leslye pointed out that the Ride isn’t until the 2021-22 fiscal year, but Vijay noted that there still will be costs in next fiscal year.
General budget discussion. Jeff raised the point that we don’t know what the next near term will look like depending on the pandemic. Al mentioned the deficit and that there will be work needing to be done on the budget. Jeff suggested that part of the budget discussion should include cutting some of our usual donations. Al said this would be fairly easy to do across the board. Vijay suggested a top-down approach by, for example, cutting the discretionary budget fairly significantly. Vijay also asked if we could have some of the admin fund go toward charitable donations. Eli raised the topic of the food drive, and Al pointed out that the donations for food drive turn into gifts-in-kind (i.e. food for donations) so that is not a major issue. Vijay said we need to really consider how to run the food drive given that people are currently not going to the grocery store. Jill said she would be surprised if stores would allow the food drive at this point. Vijay suggested we rank our priorities. Claire wondered why we can’t just keep the same amounts and if we don’t have the cash, we don’t have to fill it? Vijay said that once we allocate funds no additional approvals are required, unlike in the discretionary fund where additional approvals are required before disbursement. Jeff suggesting including a reservation of the right to reduce the disbursements in the event that we don’t have the requisite funds. Eli suggested that we have an agreement that we don’t approve any mid-year requests over a certain amount ($500?), since a large non-budgeted mid-year request recently came up and caused divisiveness in the club. This would encourage the members to work on the budget at the time we approve it. Jill and Jeff and Al thought that it should be case-by-case but Jill also said she thought it was a good idea to put a limit on email requests. Leslye added that discretionary requests should also be made in a timely fashion.
Good of the Pride?
Leslye asked about the Golf Tournament and how the decision is going to be made about how/if to move forward. Al said that Ray is dealing directly with the Moffett manager and agreed there needs to be a cut-off time.
Jill asked if Jeff had heard from Sundar about his move to the East Bay, and Jeff said he hadn’t but we should keep him as a member unless we hear otherwise. Jill will change his address in LCI.
Al raised a question about the perpetual fund. Schwab is requiring a $250K total amount of assets, but would consider personal assets if those of an officer. Al has banked with Schwab for a long time and Schwab said they would be willing to work with us on that basis, though Al’s personal accounts and the Lions accounts would be entirely separate. Al will move forward with the application.
Jeff said Sudha is excited about joining the Board. Jeff wanted to add since this is Lion Charles’ last meeting as a Board member that we are grateful for Charles’ service to the Board over the years and that he will always be a Lion to us.
Meeting ended at 7:27pm.