LAKE CHAPALA SOCIETY
BOARD MEETING
February 6, 2008

BOARD MEMBERS PRESENT:  Nancy Creevan; Tod Jonson; Rich Bailey, Mary Alice Sargent, Rick Feldmann, Mary Ann Waite, Diane Miller

OTHERS PRESENT:  Scott Casbeer – Treasurer; Lynn Bishop – Recording Secretary;

GUESTS:  Dr. Gil Silverman,  LCS Medical Programs Director and Sandy Feldman, LCS Director of Public Relations

The meeting was called to order at 11:30am.

January Board Meeting Minutes

08.02.4             Moved by Rich Bailey; seconded by Mary Alice Sargent; THAT the minutes be accepted as presented.  Motion Approved

Financial Report

Scott Casbeer distributed copies of the financial summary for January 2008.

08.02.5             Moved by  Rich Bailey; seconded by Diane Miller THAT the financial report be approved as presented.  Motion Approved

Medical Program:  Dr. Gil Silverman

Dr. Silverman spoke to the Board regarding medical programs at LCS and testing procedures at reduced prices for LCS members. 

• Bill Dingwell has offered to set up a program to speak to members regarding their medications.  No decision has yet been made on this.
• The book “Mexican Health & Travel Guide” is sold by the LCS, which receives 25% back from the 300 pesos cost of the book.  This money goes to help run the medical programs.
• LCS has an arrangement with Lake Med Center on Calle Constitucion, under which they donate 20-30 pesos for each shot given in our inoculation drives quarterly. This money is earmarked for the Wilkes Center programs.
• The medical folder, located in the reading room of the library, is updated every 6 months.
• About 60 people per year are tested for diabetes.
• About 50 people per year are tested for osteoporosis.
• Care Labs are used for all additional tests as needed. 
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Action:  Dr. Silverman agreed to compile the information regarding all the medical programs so that it can be included on the website.

Public Relations Director

Mary Ann Waite introduced the new Public Relations Director, Sandy Feldmann.  Sandy provided information regarding her background, and outlined what her plans are for the position.

• Any information that has anything to do with the LCS that is going out to the public should go through her.   This would include the website, press releases and the newsletter. 
• Sandy has put together a Public Relations team consisting of Kenee Campo, Eloise Hollyfield, Mary Ann Waite and Leila Gonzolez. 
• Would like to make some cosmetic changes to the newsletter.  She will likely have an item each month from a different area.

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Wednesday, February 6, 2008
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• Mary Alice Sargent noted that it is important that the public understand the difference between the Wilkes Center and the Student Aid Program. They really have nothing to do with each other except administratively in that both report to her.  The following programs fall under Mary Alice’s area:
• Wilkes Education Center, which includes English as a Second Language classes, cooking/nutrition classes and computer classes.
• Student Aid Program
• Spanish classes
• Summer remedial programs for Mexican schoolchildren.
•  

Action:  Mary Alice, Mary Ann and Sandy and the Public Relations Committee will meet to discuss what falls under Mary Alice’s area and how best to publicize each.

1. The Talking Books program is not being promoted enough. LCS is the only site outside the USA that s designated to have this program by the Library of Congress.  Anyone using the official Talking Books Program must have a doctor’s letter stating their need, as a special machine is required in order to play the tapes.  However, there are audio books available that can be used by anyone on any tape player as well.
2. Sandy would like to have the new videos and books listed in each newsletter.
3. More detail is required for the newsletter regarding the lecture series.
4. Nancy noted that she has never been told if there are space constraints for her monthly column.  She asked that she be notified prior to publication if her information needs editing and she will happily do that.
5. Sandy would like information from the Wilkes Center in each newsletter.  This might include highlighting a student one month and a volunteer another month.  It was suggested that participating in an interview in English could be part of a project for the English students.
6. Leila Gonzolez will be interviewing some of the students from the Wilkes Education Center and Nancy has written testimonials from some of the Student Aid and English students, if they would be helpful. These are available in both Spanish and English.

Public Relations Plan as outlined by Sandy Feldmann:

1. General Survey of LCS Members

Copies of the survey were distributed and reviewed.  It was noted that part of the idea of the survey is to be able to assure members that the Board will find out what is really needed and wanted before putting plans in place for any changes or renovations.

1. Want Leila to get as much information as possible about LCS out to the Mexican community.  She would like them to know about all the services provided, many of them free to the general public and the fact that membership is also open to them.

3)         Development of a brochure about LCS that can be put in all B&B’s, restaurants, hotels, real estate offices, etc.  Sandy will try and get some idea from people in the office and working at the Information Desk as to what types of questions that people ask the most.  She also pointed out that those working in the front office must be instructed to never say “I don’t know”.  If they can’t answer a question they should volunteer to find the answer for the person. One idea being reviewed is to do a pie chart to show where membership fees go.  Rich Bailey suggested that Sandy develop the brochure and then bring it to the Board for review.

Action:  Sandy Feldmann to bring a draft brochure to the Board for review.

4)               A project that Rick is already working on is “Who is LCS” This will include profiles of the different officers and give people some background information on the programs such as the Art program, pancake breakfasts, etc.

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STATUS REPORTS

Crime Reporting System – Nancy Creevan

Charlie Smith, Karl Barnhart, Peter Johanson and Scott Casbeer will begin meeting every other Saturday in order to define what they need in order to set up a crime reporting system.  In about 2 months the front of the garage will be available as a separate office for this program to use. 

Membership – Nancy Creevan

• Membership dollars are down but the numbers of members are virtually the same.  This might be partially explained by the number of larger (3-5) member families.  This is a concern that needs to be discussed in the future.
• Concern has been expressed about controlling who uses the facilities.  People should not be using the grounds as a public park.  A plan is needed to show people how inexpensive the membership is for what is provided.
• Perhaps testimonials from members who use the facility/programs would be helpful.
• Information about the Old Timers and Life Memberships needs to be reviewed.

Action:  A membership meeting is required with the Board and Richard Belair.

DIRECTORY – Tod Jonson

1. The directory will be about 30% bigger than last year.
2. 2700 directories will be printed
3. It is recommended that in the future whoever is in charge should start work on the directory earlier.  It is also recommended that Augustine continue to be used for printing the directory.

Action:  Tod was asked to write a detailed description of procedures for putting together the directory.

March 8 Ice Cream Social – Nancy Creevan
          

• Planters and plants will be on sale with the proceeds going to the garden fund.
• The children’s art will be available to purchase.
• Several groups that meet here will provide information and demonstrations on their activities.
• The regular pancake breakfast will be available from 9 to noon.
• No host bar will be available.
• The hours will be 10 to 2PM, same as open hours for LCS that Saturday.

Wilkes Education Center/Los Ninos de Ajijic y Chapala Proposal:  Rick Feldmann and Mary Alice Sargent

• Rick sits on both Boards and felt there might be an opportunity for cooperation between both groups. 
• There are 140 children in the Los Ninos de Ajijic y Chapala organization and most of parents and children likely do not know anything about what is available at the Wilkes Center.
• The Wilkes Center is in need of another classroom.  Rick’s proposal was that perhaps the Los Ninos organization could provide some of the money required to build the classroom.  He has now passed the proposal to Mary Alice Sargent.
• Mary Alice is still in the process of gathering information regarding Los Ninos.  She has visited the Los Ninos facility in Ajijic and will return at another time to observe when there are classes being held.

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• Two estimates have been received for the cost of building a new classroom and a bodega and repairing the garage (all at WEC).  Each estimate has been broken down so that projects can be looked at individually. More estimates are planned.
• Mary Alice will continue investigating to see if the two organizations can work together.

Foundation for Lago de Chapala Charities

• Rick reported on a Foundation that is being formed that will over all the charitable organizations at Lakesides that want to belong.
• There are three types of groups:
• Children/family support
• Medical support
• Educational
• One of the organizations lost out on a grant because the organization was not big enough and this could happen to other groups.
• Groups do not have to be an A.C. to belong
• Under the umbrella of the Foundation the LCS could receive money that they could put toward their projects such as the Wilkes Center.
• A benefit of belonging to the foundation will be the ability to go after larger grants.
• A website will be set up to introduce the different organizations in the Foundation.
• Member directed contributions can be made.
• The Mexicans want to see accountability from charitable organization.
• The Foundation will have to prove to the IRS that they know what each organization is and that they know how the money is being used.
• Individual organizations will still do their own fundraising projects.
• Try and get the Mexican community involved and get them to bring some money in from Guadalajara.
• Nothing the Foundation does should infringe in any way on the independence of any individual charity.
• It is hoped that the first general meeting will be held in March.
• Nancy raised the question of administrative costs for things such as the website etc.
• Mary Alice Sargent reported that she attended a presentation regarding the Foundation.  The Wilkes Center and the Student Aid program would be a natural fit but this is a decision the LCS Board will have to make.

Around the Table:

Diane Miller:

• The cement ramp at the Reading Room entrance requires replacement as someone tripped over the ragged edge recently.  Venancio performed emergency repairs but replacement of the ramp is needed.  An estimate of $1400 pesos has been received to do that.

      Amigos del Lago, AC has filed a request to rent the LCS grounds in order to hold                                             .     their  fundraiser here. Discussion followed regarding the pros and cons of this.

1. Moved by Rich Bailey; seconded by Rick Feldmann THAT the LCS Board not accept reservations for the use of the LCS facilities from organizations wishing to hold a fundraiser that would be open to the public.  Motion Approved. Diane will notify Amigos del Lago of this decision.

Mary Alice Sargent:

• Reported that the “Teach a Woman to Fish” program is not a local program, but rather is located in Zapopan.
• A computer will be provided to a student who lost his during the San Juan Cosala disaster.  His employer is providing the money to pay for the computer up front and the Student Aid program will then reimburse the employer.  There will likely be other students in the same

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• position.  Mary Alice will speak to New World Technology and ask them to provide what the students need at the best possible price.  This will then be part of what is reimbursed by the LCS Student Aid Program..

Rich Bailey:

• Reported that he will be away until the middle of March or first week of April. He will be available via email.

Nancy Creevan:

• Reminded everyone that it is not appropriate to hold impromptu meetings in the business office. If something arises that needs discussion, it should be done in a private place.

Tod Jonson:

• Provided information regarding a workshop that a member would like to hold.  Diane asked that anything relating to any activities on the grounds be forwarded to her.

Mary Ann Waite:

• Reported that she would like to replace some of the baby equipment and also add to the available equipment.
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Action:  An article will be sent to the newsletter requesting donations of baby equipment before the board considers expenditures for this purpose.

• The outside walls surrounding the LCS grounds need a facelift.

Action:  Mary Ann & Tod to discuss this.

The meeting went into “Closed Session: at 2:45pm and the Recording Secretary retired from the meeting.

_________________________________________
Lynn Bishop, Recording Secretary