Board Minutes 2023-01-25

[vc_row][vc_column][vc_column_text][/vc_column_text][vc_column_text][alg_back_button][/vc_column_text][vc_column_text]JGSPBC BOARD MEETING MINUTES
WEDNESDAY, January 25, 2023

ABSENT: Eric Sharenow, Lori Schindelman, Andy Wakshul, Neil Bass

The meeting was called to order by President Beryl Cole at 1:06 PM. Judy Gelpey made a motion to approve the December Board minutes and John seconded. Motion passed.

TREASURER’S REPORT: Larry Schulman presented the December 2022 Financial Report. Income was based on 119 paid Annual Members and 55 Life Memberships. The Operating budget has a balance of $1361.88 which reflects an increase from dues coming in and the Reserve has a deficit of $1782. The checkbook balanced as of 12/31/2022. There is almost $29,000 in the Operating Account and $12,000 in the Reserves Account.

Operating Account expenses and the Reserves Account were then shown. The Reserve Fund is being used to cover some annual expenses. The Life Reserve has only $2292 remaining which means that when $1700 or $1800 is used next year, there won’t be much left. The key point is that the organization cannot continue functioning just through dues. Therefore, there needs to be a focus on increasing membership and donations.

Mona pointed out that we have discussed charging for workshops and seminars and is concerned that the February 1st workshop that Eric is doing has no registration. Walter asked, as an aside, what we charge when we give a talk in the community. Dennis commented that it is $125.

Fees for workshops vary depending on type of workshop. Allan asked how much deficit we are projecting if we are spending more than taking in. Larry replied that we are withdrawing $1700 per year from the Life Memberships paid in the past. Furthermore, we are now spending $800-$1000 per year on subscriptions for the library. That money is now coming out of the grant but that won’t last forever. In conclusion, approximately $2500 is coming from funds other than dues and donations which have been zero at this point. The organization is okay for next year but down the road, there will be financial issues. Allan made a motion to accept the financial report and Mona seconded. Motion passed.

Dennis suggested re-evaluating budget items once we have a new Treasurer. Mona feels we haven’t utilized our plans for fundraising such as seminars, workshops, a silent auction, etc.

Two possible candidates were discussed to assume the role of Treasurer. Both are highly qualified and capable individuals. Sheila Kalish Fechter has managed company financial activities for many years. Mark Glickman has been a professional fundraiser with several organizations and is familiar with the responsibilities of Treasurer. Larry recommended that Beryl create a committee called Fundraising & Recruitment with Mark Glickman as Chair. The purpose of the committee would be to promote interesting and dynamic programs to encourage participation and donations from our members and outside sources.

Larry also suggested that Sheila serve as Assistant Treasurer to work with Larry for approximately one month and then move into the Treasurer position. Larry will remain as Assistant Treasurer. Larry made a motion and John seconded to create a Fundraising & Recruitment Committee with Mark Glickman as Chair. Motion passed. Larry then made a second motion to appoint Sheila Fechter as Assistant Treasurer which is a Board position and John seconded. Motion passed.

John suggested that per the bylaws, JGSPBC should be using a cloud based program such as Quick Books or Quicken. Mona expressed concern about hacking. This discussion has been tabled for further review.

COMMITTEE REPORTS:

MEMBERSHIP VP – Joel Sisitsky: Joel reported that there are currently 204 active members.

POLICIES AND PROCEDURES VP – ERIC SHARENOW:

Beryl reported that Eric is prepared for the February 1st workshop. In Eric’s absence, Walter reported that Eric noted that in the Policies & Procedures manual, it states that guests are only allowed to attend two times. Walter said he is opposed to this as it might turn people away and doesn’t encourage membership. Ina and Eric are reviewing past minutes to find motions regarding this issue. The next committee meeting will be on January 31st to further discuss. The issue is tabled until next month’s meeting.

EDUCATION – Eric Sharenow:

As mentioned earlier, Mona feels that all seminars, workshops and educational programs outside of regular meetings should incur a fee, including members but perhaps at a reduced rate. This issue had been discussed in the past and it was suggested that old minutes be reviewed. In the meantime, the February 1st workshop that Eric is doing does not require registration. Judy suggested that Board members make a donation and Mona added that at the end of the workshop Eric should mention that donations are appreciated. Judy offered to review past minutes regarding this issue.

PROGRAMMING – Allan Huss:

Allan announced that he is working on programs for next season. There will be a committee meeting on February 14th.

Scattered Seeds is on the website and the next issue will be after Passover in April.

MEDIA PUBLICITY – Walter Rosenthal:

Walter feels that our outreach has been successful as there were a record number of guests participating in the January meeting. Placements in the various media have paid off. However, it is difficult to track new members who came to a meeting as a result of the newspaper ads as they are more difficult to track. Walter follows up with welcome letters to all guests.

Larry made a correction to the amount budgeted for advertising. It is $1200, not $1500 and thus far we have spent $1000.

INTERNAL PUBLICITY – Marilyn Lane:

As noted above, Marilyn would like a full schedule of speakers so that people can plan their year.

LIBRARY – Barbara Nowak & Cindy Potter Taylor:

The library is up and running on Mondays and Thursdays from 11:30-2:30 by appointment only. However, Barbara and Cindy are concerned that as of yet, no one has contacted them about an appointment despite the many emails that have been sent out.

RECEPTION – Glenn Segal:

Glenn reported that 69 people were on Zoom for the January meeting and 35 were in person at the Civic Center. Of those, 13 attendees were Board members and the other 22 were regular members. Therefore, there were a total of 104 people who participated in the January meeting.

Larry’s concern is that about 30 people on Zoom were guests. Therefore, only about 74 who participated were members and he feels we should have more members at meetings. Mona asked if we can track those who watch our programs after the meeting, not Zoom on the day of but perhaps at a later time at their leisure. John said yes, that can be done.

IT TECHNOLOGY – John Cole:

John reported that he is working with Eric on the February 1st workshop.

John would like the Board to log in to Zoom meetings via the Navigator on the web page rather than the emails that are sent.

John is working with Host Gator on the problem with Error messages.

If error messages occur on our website; specifically stating Error 404 or 502, just hit the refresh button.

John is working with Paulette on the February program.

SPEAKERS BUREAU: Walter Rosenthal

Dennis will be speaking at the Boca Beth Ami Congregation on January 31st. He needs membership applications to distribute.

Walter explained that JGSPBC charges an honorarium of $125 to organizations interested in having someone from our Speakers Bureau address their group. As such, Walter prepared a document which outlines the timing and payment commitment the sponsoring organization will make.

Walter details the number of registered and paid guests at each meeting and feels that the vast majority learned of our presentation through our press releases in various JewishGen newsletters. He is also following up with Jewish Heritage Clubs in different communities to see if they might need a speaker at one of their meetings.

OLD BUSINESS:

INDEMNIFICATION INSURANCE:

Dennis feels, along with the agent, we do not need this insurance. Dennis felt that our individual personal liability insurance would cover us if we were sued but Allan said that is not correct. That type of insurance only covers personal liability.

Allan suggested we buy it for a year, at no more than $390 and if we don’t feel it’s necessary after the year, we can drop it. He also noted it just buys defense coverage for unintentional torts. He further added that he will look at the D&O policy his condo association has bought. Allan made a motion that we appropriate up to $390 for an insurance policy for one year. He then revised the motion and moved to table the decision until next month when he can further report on the contents of the policy. Larry seconded the motion and motion passed to table the discussion. Motion passed.

NEW BUSINESS:

Beryl announced that the Toronto JGS would like to join forces with us with shared programs and speaker expenses. Mona said we should try it out as long as the speakers are physically present in Florida, especially during the winter months. Allan Huss made a motion to authorize Beryl to reach agreement and join forces with Toronto for the 2023-24 season speakers and programs. Dennis seconded the motion and motion passed.

John said that Eric asked about hiring a company to create a site map on our website as it often gets confusing navigating through the website. John has looked at several providers. The cost would be approximately $50 annually. A site map is similar to a flow chart; it’s a navigation tool to show where things are on the website. Mona feels the website is fairly easy to navigate. Allan said that he will re-publish the article he previously had in Scattered Seeds that had a tutorial of all the tabs on the website. John made a motion that this should be tabled until Eric is present at a meeting to discuss. Mona seconded and motion passed.

Motion was made for adjournment and the meeting was adjourned at 2:30 PM. The next monthly meeting with guest speaker Paulette Bronstein is on Wednesday, February 8, 2023 and the next Board meeting is on Wednesday, February 22, 2023.

Respectfully submitted
Judy Gelpey, Secretary, JGSPBC[/vc_column_text][/vc_column][/vc_row]