Minutes, Oct. 22, 2020

BOARD OF DIRECTORS MINUTES

October 22, 2020, 4:30 pm

Present:           Scott Coltrane, President; Eric Richardson, Immediate Past President; Skip Coburn, Treasurer; Ingrid Kessler; Marilyn Milne; Laural O’Rourke; Ralph Pledger

Absent:            Kitty Piercy, President-Elect; Joshua Burstein, Secretary; Margaret Hallock; Katherine Schacht

Staff:                Silver Mogart, Executive Director

Also Present:   Joel Korin, Mary Leighton

The meeting began at 5:30pm via Zoom.

Skip Coburn agreed to serve as Secretary in Joshua Burstein’s absence.

  1. Laural O’Rourke was introduced as a newly elected board member.
  • Approval of the minutes was postponed since Josh was absent.
  • President’s Report: Scott reported that he had furnished gifts to Marti Ravits and Joel Korin in recognition of their significant contributions as Development Committee and Program Committee chairpersons.
  • Executive Director Report: Silver provided a report in advance of the meeting indicating what the number of  program views were for the four previous forums and the total number of members as of October 22. Not surprisingly the candidate forum featuring Rep DeFazio and his opponent received the highest number of views. Membership in October was down from the previous month but the decline is considered to be a temporary situation.
  • Treasurer’s Report: Skip briefly reviewed the financials for September and indicated that there was $41,225 in the bank accounts at Columbia Bank.

Skip also briefly reported on efforts to solicit proposals for CRM software and indicated he would provide a proposed policy at the next board meeting for retention of records based on an example furnished by Susan Murray of the U of O Law School.

  • Media Committee:  Marilyn reported that the podcasting efforts have been hampered by the lack of an intern to edit the audio for the podcast. She is contacting the U of O to recruit an intern and also asked the board for any other suggestions regarding where she might find an intern.

Marilyn also reported that Nine Plants, LLC, which had previously done the website redesign for the League of Women Voters, has been hired to redesign the City Club’s website. Marti and Silver will be assisting in the effort. Total cost will be $5,800, but Skip suggested increasing it to $6,200 to provide for a contingency within the project budget. Marilyn indicated that the website redesign should be completed by the end of January.

  • Joel reported on a proposed change in the format for future City Club programs as outlined in a memorandum dated October 21, 2020 that was distributed to the Board prior to the meeting. The new format, which Joel hoped could be started in January, would be socially interactive and would allow for a limited number of members at each tapping to pose questions to the panelists making presentations on a particular topic. Joel said that the Program Committee at its previous night’s meeting had endorsed the proposal.

A motion was made by Skip and seconded by Ingrid to approve the change in format subject to working out various details. The motion carried 7-0.

  • Skip presented the Finance Committee budget for FY 2020-2021. The proposed budget had previously been distributed to the Board before the meeting. Skip mentioned that the Budget is cautious in projecting revenues, but forwarding thinking as well since it approves expenditures for a full year of podcasting and the website redesign.

Ingrid made a motion to approve the budget as presented with one change: The website expenditure will be reduced from $8,000 to $6,200 and the contingency will be increased from $10,000 to $11,800. Marilyn seconded the motion and it was approved 7-0.

  • Mary gave a presentation on a monument program that will be presented in two Friday forums and could involve thereafter participation in an ad-hoc effort with other community groups to develop ideas for 11” X 17” “monuments to be located at various locations in the community. The intent is to promote ideas and people of interest to the community.

Eric made a motion to approve the 2 Monument programs that may later inspire the community effort that Mary described. Skip seconded the motion and it carried 7-0.

  1. Scott reported that he was expanding the Membership Committee, which currently consists of Ralph, as chairman, and Marti, by appointing Ingrid, Sharon Reed, and Skip. The committee will focus on: (1) developing a member renewal tracking system; (2) reviewing current membership dues structure and proposing changes; (3) developing a new member recruitment strategy.

Ralph mentioned that the membership committee was having its first meeting next week.

The meeting was adjourned at 6:12 pm.