City Club of Eugene
Board Meeting Minutes
July 24, 2025 | 5:00–6:30 PM | KIDSPORTS & via Zoom
Present: Alyssa Gilbert, Joey Bruckner, Kelly Johnson (Secretary), Thomas Hiura (President), Ralph Pledger, Eric Dziura, Betsy Pownall, Meggie Wright
Absent: Andrew Kalloch, Kathryn Adair (Treasurer)
Call to Order
The meeting was called to order at 5:10 pm.
Welcome and Intros:
The board warmly welcomed Meggie, attending her first meeting as a new member. After introductions—including favorite sports—Thomas reviewed the meeting agenda and thanked Andrew for his service during the recent presidential transition.
A question was raised about who is responsible for posting meeting minutes to the website. The board will confirm this process, and Kelly may begin forwarding minutes directly to the appropriate contact.
Fundraising & Individual Giving
The board discussed plans to relaunch the Summer of Support individual giving campaign. Last year’s effort raised approximately $10,000, using a compelling appeal letter from Andrew, supplemented by key stats from the annual report.
This year’s plan will follow a similar format:
- Thomas will help draft a new letter and provide a short video message.
- Josh will pull the mailing list from the donor database (approx. 300 names, including members).
- Alyssa will coordinate the print mailing. Kelly will coordinate the emails and social.
- Estimated cost: $500 for direct mail. Alyssa will submit the invoice to Kathryn.
The campaign will launch in August, with Kelly and Alyssa leading implementation. A social media component will also be included. Feel free to share widely. J
Sponsorship & Business Outreach
Ralph initiated a conversation about expanding sponsorship outreach. The group discussed building a fresh list of local businesses to approach. Betsy offered to help with list-building.
There was interest in clarifying:
- Who our current sponsors are
- Which sponsors have paid this year
- Who has already been contacted
Josh recently circulated an updated list of sponsors. The board will follow up to confirm recognition and invoicing for current sponsors. A question was asked if $5,000 of the fund list in sponsorship should actually be attributed to grants (Autzen)?
Board Officer Planning & Nominations
The President-Elect role is currently open. The board raised questions about the nominating process, including:
- Whether the President-Elect must be a current board member
- Whether a special election is required
- Whether we need to form a nominating committee
Eric volunteered to chair the nominating committee if needed. Alyssa expressed interest in serving as President-Elect but noted she is committed to other obligations through December 2025. She is considering stepping in now with full capacity beginning in January 2026, pending clarification of process and expectations.
Ralph also suggested reaching out to Lucy Vinis to explore interest in joining the board. Questions were raised about whether board additions can happen year-round or only at designated times.
Board Retreat Planning
The group agreed to hold a fall board retreat to build relationships and explore strategic priorities.
Proposed Date:
Sunday, October 26, from 1–4 PM
Location: Betsy’s home
There will be no regular board meeting in October to make space for this retreat. We can plan the agenda for the retreat at the September board meeting,
Meeting Calendar Adjustments
August: No meeting (summer break)
October: Retreat instead of regular meeting
November & December: Likely skipped due to holidays (as done in past years)
Program Updates
Alyssa reported that programs are fully scheduled through September, with topics including:
- An interview with the Mayor
- Fire union and special district discussions
- City budget process
- Lane County Fairgrounds planning
Strong programming continues into October.
Alyssa also noted that Marilyn will step away from her roles in September, prompting a review of all her current responsibilities. Alyssa suggested program coordinators may begin posting to the website and sending press releases directly. She will discuss with program committee.
Alyssa will follow up with Marilyn to gather media contact lists and website login credentials.
Membership Report
Ralph shared that:
- 12 members were due for renewal in June
- 12 members successfully renewed
Estimated current membership: around 105
Kelly requested that a copy of the membership list, including expiration dates, be brought to each board meeting.
Technology & Operations
Ralph reported work is ongoing to improve audio systems, particularly wireless mics for live events.
The board also discussed internal systems and communications as part of preparing for Marilyn’s departure, including ensuring coverage of her media and tech support roles.
Approval of Previous Minutes
Alyssa moved to approve the May and June board meeting minutes. Eric seconded.
Motion passed with all in favor; Maggie abstained.
Next Steps & Key Follow-Ups:
- Finalize Summer of Support logistics
- Confirm sponsorship tracking and outreach strategy
- Clarify nominating process for President-Elect
- Prepare for October retreat
- Transition Marilyn’s responsibilities by September
- Continue membership tracking
Next Meeting: Thursday, September 25, 2025, 5:00–6:30 PM at KIDSPORTS & via Zoom
Respectfully submitted
Kelly Johnson
Secretary
