LAKE CHAPALA SOCIETY
BOARD MEETING
March 5, 2008

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

ABSENT:  Rich Bailey

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

GUESTS:  Sandy Feldman, Director of Public Relations; Richard Belair, Director of Membership

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

February Board Meeting Minutes

08.03.8             Moved by Mary Alice Sargent; seconded by Mary Ann Waite THAT the February minutes be accepted as corrected.  Motion Approved

Financial Report

Scott Casbeer distributed copies of the financial summary for February 2008.
During discussion of the financial statement the following points were noted:

1. No revenue has been received from immunizations

Action:  Scott Casbeer to e-mail Gil & Sue

1. Some of the directories can’t be used.  It was suggested that the printer be asked to either give a $10,000 peso reduction in next year printing costs, reduce the cost of this year’s printing bill or print more copies of this year’s directory.  Nancy Creevan noted that she feels 2700 copies are insufficient.
2. Scott continues to have concerns regarding the cost of supplies and copies which is up over 50%.  Income from making copies is down because in order for the copier to function properly the most expensive paper much be used.

Action:  Have the copier checked to see if the paper guide needs adjustment.
Action:  Nancy to install a clipboard in the office to be used for people to list what supplies they require.

1. Possible reasons for the decrease in the video rental were discussed. It was suggested that allowing videos to be rented for a longer period of time might increase rentals.  The fact that the video library does not always have the most up-to-date movies available and members can purchase these very inexpensively locally might also contribute to the decrease.

Action:  Nancy to discuss this with Jonathan

08.03.9             Moved by Mary Ann Waite; seconded by Mary Alice Sargent THAT the financial report be approved as presented.  Motion Approved

Survey Results

Public Relations Director, Sandy Feldmann introduced Lilia Gonzalez.  Lilia is bi-lingual and will be working with the Mexican newspapers to provide information about the LCS to the Mexican community.  A brochure is also being developed that will outline all the services available to the Mexican and English speaking community.  These include the children’s art program, the medical services, the pancake breakfast, and the library. 
Action:  Draft brochure will be provided for the Board to review.

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An article will be submitted to the Lake Chapala Review that will outline what medical services are available at the LCS to the Lakeside community, and will specify the services that have a fee.

Sandy provided copies of the survey results and noted that no surveys were received from the webpage.  A summary of the survey results will be on the front page of the next newsletter. During discussion some of the points raised included:

1. Previously there was a pole with slats attached that was used to advertise each day’s events.  This could be put into use again.
2. Information about the library at the Wilkes Center should be provided to the English speaking, and Mexican communities.
3. Information about the ESL programs, and the cooking classes at the Wilkes Center should be provided through the Mexican newsletters.

Action:  Sandy and Lilia should interview Mary Alice Sargent regarding the programs offered at the Wilkes Center.
Action:  Sandy will provide Nancy with a copy of article prior to it being sent to the newspapers.

1. Lilia invited members of the Board to a breakfast to be held at the Real Chapala Hotel on Tuesday, March 11 at 8:30 am.  Replies should be emailed to Lilia.

Pay Pal

1. Mary Ann Waite provided copies of information regarding the use of Pay Pal for online registration/donations.  There is no activation fee but there is a charge of 1.9 – 2.9% of donations for using the service.  This would be built into the membership fee.  Pay Pal can be used with a regular credit card.  It can also be used for a one time, or on-going donation.  There must be an account in the U.S and Rick Feldmann will set this up.

08.03.10   Moved by Mary Ann Waite; seconded by Rick Feldmann that the LCS sign up for Pay Pal.  Motion Approved

Cash Handling Procedures

Rick Feldmann distributed copies of a proposal for cash handling, banking, accounting and reporting at the LCS.  He recommended that the main account at Lloyd’s be dropped and transferred to Bancomer which provides a higher interest.  He explained the use of an electronic key for transferring money.

1. Moved by Diane Miller; seconded by Rick Feldmann that the changes to the policies and procedures regarding cash handling, banking, accounting and reporting be accepted, and be implemented immediately.  Motion Approved

Ninos de Chapala y Ajijic Proposal

Mary Alice Sargent reported that she has spent considerable time reviewing the proposal brought forward at the previous meeting regarding Ninos de Chapala y Ajijic and the LCS.  Although their space requirements would be small the Wilkes Center would still have to lose a classroom.  The attorney also feels that it would be inappropriate for the two organizations to share the facility as the LCS is a non-profit organization and the NCA is a charity.

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08.03.12            Moved by Mary Alice Sargent; seconded by Diane Miller THAT the LCS follow advice of Counsel to not allow the Ninos de Chapala y Ajijic to share the Wilkes facility.  Motion Approved

Draft Letter to Local Travel Agencies (Addition To Agenda)

Rick Feldman presented a draft letter that could be sent to local travel agencies to determine if there is anyone interested in operating the LCS Travel Club.  It was noted that this cannot be distributed until it is determined if there is a contract with the current agent.  However, it was noted that the current agent is not fulfilling our expectations.

The letter is very open ended.  It basically asks the agents to tell the LCS how they would want to set it up.  They would pick the hours and days that tickets would be available but it will be pointed out to them that they must be consistent with these days and hours.  They also must have people with working papers selling the tickets.

08.03.13            Moved by Diane Miller; seconded by Rick Feldmann THAT due to the fact that the LCS Travel Club has not met our expectations we send out a request for proposals to other travel agencies, including Sylvia who could rebid.  Motion Approved

A committee would be set up to review and make recommendations on the proposals received.

Membership Proposals:  Richard

Membership Director, Richard Belair, distributed information regarding membership statistics, 2008 vs 2007.  He made the following suggestions for improvements to the membership policies/procedures for the Board’s consideration:

1. One Price For All - Having one single membership price would eliminate abuse and would make more money.  He noted that the price for a family of two would not change. This would be an easier system, and would be the type of system required if we eventually go to having photo id cards.

1. Customer/Membership Relations Management Software - We need a computer expert to help make decision about which software package would be best.  He also suggested that the LCS get Vonnage so that members can renew their membership by phone, with a credit card.  Nancy Creevan expressed concern about endangering our membership list with some of the management software.  It was pointed out the system could be the same as Pay Pal where no other business receives the card number.  Credit card numbers go directly into the server and are not web based.  Prior to making a decision about what program to use the Board must be aware of what they want to get from the program and how they want to use it.

1. Budget - There should be a budget for membership.  Nancy noted that currently membership revenue is budgeted but expenses for membership are included under Administration.  Richard indicated that he felt it would be a good idea for every division to have a plan and budget. 

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1. Permanent Stand Alone Membership Office.- This would operate from 10:00-2:00 – the same hours as the grounds are open.  It should have two computers – one for the membership desk and the other for data entry.

1. Cash Management - There should be some method, similar to a cash register, that issues a receipt and totals revenue for each day.

1. Bar Codes could be issued at the same time as the card

1. Card Swipe System for entering lectures, movies, etc.

1. A better quality card should be used (ie. Credit card quality)

1. There should be multiple year memberships available.

1. Dues payable on anniversary date – This would ensure more even cash flow during the entire year.  It would be very easy to enter and would be less disruptive to all LCS operations.

1. Membership Directory available for each member – this could be produced in July and August when activities are quieter.  It would not need to be as glossy as the current directory so would be less expensive. Nancy noted that issuing a directory to every PERSON rather than every FAMILY who joins LCS would be a greater expense than under the current system. This would have to be factored in to any decision to change membership fees and how we configure memberships, regardless of the type of directory we print.

1. Separate directory for advertising – Board members pointed out that this would not be acceptable to the advertisers.  They advertise because they know the number of people who will be receiving the directory.

1. Membership should have a paid, permanent staff member who should be bilingual, computer literate and a year-round resident.

It was pointed out that as no 2009 memberships have been sold this year,  the single membership concept could be implemented for 2009.

Mary Ann suggested that the membership form ask “Would you like to receive email from the LCS?” (“Opt in” system)

Around The Table

Rick Feldmann:  Nothing

Mary Alice Sargent:  Student Aid expenses are up this month due to uniform and inscription fees in schools due in January and February.

Diane Miller:  Nothing

Nancy Creevan:  Reminded Board members of the Ice Cream Social from 10:00 – 2:00 this coming Saturday and asked that all Board members attend if possible.

Marion Wellman will be doing a presentation on March 18 from 10:30-12:00 in the Sala.  There will be an emphasis on the tax rebate.  Sign-up will be in the office and will be limited to 60

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members.  They must show a membership card to register, and in order to control the numbers a ticket will be given at registration. This will be an event for LCS MEMBERS ONLY! It was necessitated by the US Consulate decided NOT to provide either an IRS rep on campus or printed tax forms and instructions for citizens this year.

Tod Johnson:  A tequila tasting event will be held on Tuesday March 11 from 3:00 – 5:00.  Cost will be 50.00 pesos.  He stressed that he would like to have as many people in attendance as possible, and it is important that all Board members be in attendance.

There is a trip to Tequila on Thursday, March 13.  Cost is $550 pesos and there will be lunch at one of the active haciendas.  The American Legion is sponsoring this trip and the Shriners are also involved.  Concern was expressed regarding the sale of tickets at LCS  for this event and Tod will check into it.

The Sala has been cleaned and prepared for multiple uses.  There is a set of rules to be posted once they have been reviewed and refined aimed at keeping it neat and orderly.

Francis Evans has volunteered to act as Events Director.  Nancy suggested that she start by organizing the volunteer party.

Mary Ann Waite:  Provided samples of various items of clothing that could be sold at LCS.  She made a suggestion about a logo she would like to see on the clothing.  Nancy pointed out that the LCS must be careful to use the LCS logo only so that we are not competing against other local businesses.  Also, information is needed on the quality of the garments, replacement policies, and other possible suppliers, etc.

Action:  Further discussion required.

The recording secretary then retired from the meeting.

Closed Session

The Board meeting was adjourned at 3:35 pm.

_________________________________________
Lynn Bishop, Recording Secretary