Members present: acting President Marilou Moschetti, acting Treasurer Susan Penney, acting Programs Chair LeAnn Bjelle, Program Committee members Roberta Valdez and Jenifer Dyer, acting Secretary Amy Chirman, Past President Joan Vierra
Meeting called to order at 7:10 pm
Heritage Fund was discussed, how it came into being and how those monies are meant to be used: restricted to all-Guild programs and education. All want to see the fund remain viable and not depleted. Joan V. will speak at the October meeting about past Heritage Fund donors. Possible that Heritage Fund committee of Guild members in good standing (current with dues) could be formed to provide input on fund expenditures with final decisions to be voted on by Board. Committee idea was brought to vote and passed unanimously.
Treasurer provided fiscal year end budget report. Current expenditures are greater than income. Board needs to develop a budget by Fall 2023 and consider annual “spend down” by percentage as one option. Fiscal year is July 1-June 30. Current practice is that membership dues are gathered in June since there is no Guild meeting in July. Standard accounting practice would be for dues to be gathered in July and this would reduce Treasurer workload. Currently dues can be paid electronically or by check submitted via snail mail in July. Additional options may be identified. Due to amount of work required by Treasurer position, it was suggested that this should be a 2-year position. Possible that Quickbooks or comparable accounting software to be purchased for Guild Treasurer use for consistency across time.
The Guild needs to grow membership and needs all members to renew. Membership categories and fees need to be reviewed. Currently a couples membership costs less than an individual membership. Are there too many membership categories? Board wants to further discuss this topic.
Programs identified as central to Guild activities and addition of Program Chair to Board was discussed due to importance of that role to Guild. A motion to add this position to the Guild Board was made, seconded, and passed unanimously. 2023-24 Program Chair is LeAnn Bjelle and Program Committee members are Roberta Valdez and Jenifer Dyer.
Programs committee is working on a survey to general membership to gather ideas and suggestions for future program speakers and topics.
How to determine the fee paid to a program presenter was discussed. Current lecture-only fee is $250 and Zoom presentation fee is $150. Workshop participant fees are gathered and held by Programs Coordinator until the workshop and passes those funds to the Treasurer who pays the presenter after the event. Would e-payments be easier/harder for members? PayPal and credit card use fees need to be added to the participant’s payment amount. What happens to a member’s fee if they cancel after paying? Since we are a member of CNCH, we should replicate their refund protocol.
Presenter mileage paid is determined by the IRS. The Program Committee will cost out programs provided via Zoom, lecture, and lecture with workshop. Program contract deadlines may be unified across contracts (more discussion about this to occur at next Board meeting). Some programs require that room and board are included for the presenter. How many times per year can the Guild afford these additional costs over the current $250 in-person workshop presenter fee? If a presenter sells product, 10% of their take goes to the SCTAG general fund per program contract. A receipt book can be provided to the Programs team and used to track and collect contracted amount of presenter product sales. The Programs Committee will write up a procedure for this process.
Bylaws will be reviewed and updated to include: recently increased membership fees caused by CNCH membership fee increase; Board Job Descriptions; addition of Programs board position; integration of Historian volunteer position into Secretary responsibilities; accepted practice of Board meetings via Zoom or other live video meeting tool (as needed) with all members in good standing invited.
2023-24 Board vote will take place at October meeting. Members in good standing may vote. See acting Members present at this meeting for proposed Board. Options to Board participant vote may be presented to acting Board President no later than seven days before October Guild meeting.
Board meetings are open to all Guild membership. A quorum is required for Board votes. Voting at Guild meetings may be done by members in good standing.
Board meetings will occur monthly on the 2nd Monday of the month at 7:00 p.m. Remaining meeting dates for the 2023-24 year are: 8/14/23, 9/11/23, 10/9/23, 11/13/23, 12/11/23, 1/8/24, 2/12/24, 3/11/24, 4/8/24, 5/13/24, and 6/10/24.
Board meetings will take place via Zoom as standard practice until further notice, and Bylaws will be updated to reflect this. Invitations to Board meetings will be sent electronically to members in good standing no later than seven days before the meeting.
Member roster will be maintained by Webmaster. The Welcome Committee needs to be provided new member information so they can send the welcome letter, build a name tag, and perform other committee tasks.
Board members continue to investigate potential other locations to hold Guild meetings. Optimal facility options include lots of parking; central, easily accessed, safe location; strong internet; movable chairs/tables; kitchen; heating/cooling; available for monthly meetings/workshops/interest groups; AV tools; library storage.
Policy and procedures will be kept in a binder that is brought to each meeting and available online. Secretary will be keeper of the binder which will contain meeting Minutes; Treasurer’s reports; Budget; Bylaws; and Guild Officers and Volunteers job descriptions. Other notices will be in binder as needed. This information will also be maintained on the SCTAG website.
Meeting adjourned 8:45 pm