City Club of Eugene
Board Meeting Minutes
March 26, 2026 | 5:00–6:30 PM | KIDSPORTS & via Zoom
Present: Alyssa Gilbert (President), Ralph Pledger, Andrew Kalloch, Eric Dziura, Meggie Wright, Joey Bruckner, Kelly Johnson (Secretary), Betsy Pownall
Absent:
Call to Order
The meeting was called to order by President Alyssa Gilbert at 4:59 PM.
Approval of Prior Minutes
A motion was made and seconded to approve the prior minutes. The motion passed unanimously.
Agenda Review
The board reviewed the agenda and introduced two items for discussion.
- The first was the possibility of shifting to a hybrid meeting structure, with a mix of remote and in-person meetings to improve accessibility and potentially support automated transcription.
- The second was an offer from Joey to assist with meeting facilitation in the future if needed. No decisions were made, and both ideas will be revisited at a later meeting.
President Transition Update
An update was provided on the leadership transition. Alyssa has begun assuming operational responsibilities, including becoming a signer on the bank account, taking over PO box access, and preparing to lead weekly program introductions. Sponsor materials and event setup responsibilities are also transitioning.
Thomas will continue supporting in a limited capacity, including editing and technical support, through the end of the term and potentially beyond in a volunteer role. The board discussed the function of the past president role and agreed that responsibilities can be distributed as needed rather than requiring a formal position. Key ongoing tasks include managing weekly emails and general organizational coordination.
Board Recruitment
Board recruitment remains a key priority, particularly with upcoming transitions. A strong treasurer candidate has been identified and will meet with Alyssa to better understand the role. Additional needs include identifying a secretary beginning in June and a president-elect for the upcoming term.
Board members were encouraged to actively engage in recruitment by identifying potential candidates and initiating one-on-one conversations. Informal outreach, such as inviting prospective members to attend meetings or meet for coffee, was highlighted as an effective approach. The board confirmed that new member confirmations should be finalized by the end of April to align with the annual voting process, though off-cycle additions remain possible if needed.
Board Engagement Survey
The board discussed the development of an annual board survey to better understand how members would like to contribute. The survey will include opportunities to indicate interest in specific tasks such as donor outreach, sponsorship solicitation, event planning, and board or membership recruitment.
The survey will also include optional demographic questions to support grant applications and provide a clearer understanding of board composition. Additionally, members suggested including questions that capture board perspectives on organizational priorities, community reach, and program topics that may be underrepresented. The survey will be distributed prior to the next meeting with a request for timely completion.
Membership Report
Membership renewals continue to come in more slowly than expected, with current totals slightly below recent averages. It was noted that some members typically renew late, so numbers may recover over time.
The board discussed communication strategies to improve renewal rates, including more consistent outreach and clearer messaging. Sharing lists of lapsed members internally for follow-up was discussed and generally supported, with the understanding that outreach should remain thoughtful and not overly aggressive. Minor inconsistencies in tracking were noted, particularly when payments are made by check or coded differently in the system.
Program Committee Report
The organization is currently in a full cycle of election programming, including multiple candidate forums and ballot measure discussions. Due to high participation, some forums have been split into multiple sessions to accommodate the number of candidates.
Programs are scheduled through June, with one remaining opening to fill. The board noted strong community interest in election-related programming and continued collaboration with media partners for moderation and coverage. These programs are expected to drive some of the highest attendance of the year.
Media and Communications
The board discussed a gap in podcast publishing. While recordings are being completed and shared with KLCC, episodes have not been consistently uploaded due to an additional step requiring selection of a short introductory clip. Thomas is working on getting them up.
Financial Report
Financials were reviewed, showing a modest year-to-date deficit. The board noted that this is primarily due to lower-than-expected revenue rather than overspending, with expenses currently tracking below budget.
The organization remains in a stable financial position. Key areas of focus moving forward include renewing sponsorships, increasing donor engagement, and identifying additional revenue opportunities such as program-specific sponsorships.
Development and Operations
The board discussed the role of the organization’s development contractor and agreed there may be an opportunity to more intentionally structure and prioritize their work.
Current efforts include grant writing, sponsorship outreach, and preparation of an annual report.
Facilities and Partnerships
The board discussed venue considerations, including continued use of the current space and the possibility of strengthening partnerships in exchange for increased visibility and promotion.
Alternative venues were briefly discussed, including options that may be lower cost or in-kind. However, accessibility, parking, and ease of setup remain key considerations in evaluating any potential changes.
Good of the Order
Board members shared appreciation for ongoing contributions and discussed ways to stay involved, including project-based support for communications, fundraising, and events. There was also interest in exploring tools and systems that could help streamline operations and reduce administrative burden.
Next Steps
- Continue treasurer recruitment and onboarding
- Distribute and review board engagement survey
- Follow up on podcast publishing workflow
- Strengthen sponsorship outreach and renewal efforts
- Explore venue partnership opportunities
Next Meeting
Thursday, April 23 at 5:00 pm
Kelli Johnson, Secretary
