LAKE CHAPALA SOCIETY
BOARD MEETING
APRIL 2, 2008

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

ABSENT:  Rick Feldmenn

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

GUESTS:  Ken Gosh, Sandy Feldmenn

The meeting was called to order at 11:30 am by President Nancy Creevan. 

Minutes of March Board Meeting

08.04.13          Moved by Mary Alice Sargent, seconded by Rich Bailey THAT minutes of the March Board meeting be accepted as previously distributed.  Motion Approved.

Financial Report
The financial report was presented by Scott Casbeer and copies distributed to all members.   (Copy Atached).
ACTION:  D. Miller to check on upcoming cost increases for stamps.

The Pay Pal option should soon be available for paying membership fees.  Scott expressed concern regarding tax implications for LCS.
Action:  Rich Bailey will email Rick Feldmen regarding these concerns, and will outline his experience with how the Red Cross set up their program.

Discussion followed regarding how best to keep track of money for 2008 and 2009 memberships.

08.04.14          Moved by Diane Miller; seconded by Rich Bailey THAT the Treasurer’s report be accepted as presented.  Motion Approved.

Action:  Rich Bailey to speak to Richard Belaire regarding how to best report the 2008 and 2009 membership fees in order to keep them separate.

Garden Update
Ken Gosh reported on the ongoing problems of large numbers of plants being removed from the garden.  The approximately $500 raised from the Ice Cream Social will go toward the replacement of these plants.  However, this will not cover the cost and he asked if there are funds available in the LCS budget to put toward replacing plants.
Action:  Ken Gosh to provide Nancy Creevan with an estimate of money required for replacing plants.

Ken also reported that there are problems with groups using the LCS facility and not cleaning up after themselves.  Some groups also move all the furniture and do not replace it after their activities.
Action:  Diane Miller to speak to representatives from each group regarding these problems.

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April 2, 2008
Page 2

Ken suggested that the fountain that is not going to be used in the future could have plants placed around it and perhaps a large pot for plants in the center.  Nancy reported that it is planned to have benches in front and she is reluctant to put anything in the middle. 

Following discussion of the feasibility of either having the old underground sprinkler system repaired or a new system installed, it was agreed that due to problems with the lime in the water, etc. it is not worth the expense.

The meeting went into Closed Session at 12:20 pm and came out of Closed Session at 12:25 pm.
Action:  Tod Jonson and Rich Bailey to get new padlocks that cannot have the keys duplicated.  Rich to keep these in his control, and to keep a list of anyone who has been issued a key.

If items continue to disappear from the grounds, further steps will have to be investigated.

Rich noted that it would be very easy for someone to access the grounds over the wall behind the library.  It was agreed that this should be repaired during the time the grounds are closed for maintenance.

08.04.15          Moved by Diane Miller; seconded by Rich Bailey THAT beginning immediately no strolling vendors be allowed on the LCS grounds. Motion Approved

Action:  Hektor will be asked to speak to Berta and ask her to give this information to the vendors every day for the first week.  The Officer of the Day will be responsible for making sure that the vendors leave if they come on the grounds.

Rich Bailey reported that Richard Belaire has indicated that he wants to be replaced as Membership Chairman. 
Action:  Rich to ask Charlie K. if he has any recommendations for someone to act as Membership Chairperson, and to ask if he would be willing to train the new person.

PR Status Report:  Sandy Feldmann
Sandy provided copies of a draft brochure that she would like to use for promoting the LCS.  This will be distributed through local hotels, businesses, restaurants, etc. and will also be distributed through the LCS office and the Information Desk.   She would like to see the use of the brochure translate into membership fees.

Various suggestions for changes/additions were made.

Action:  Nancy Creevan will send the changes to Sandy once she has had an opportunity to review the brochure.

Action:  Prior to going away, Sandy Feldmenn to send summary of Public Relations Committee activities to Nancy Creevan.

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April 2, 2008
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Crime Reporting System Update
Nancy reported that the LCS is no longer involved with this project.  This leaves the front area of the garage available for other activities.  Temporarily, items for the silent auction are being stored there.

Action:  Nancy will send all Board members a copy of the letter sent to Charlie Smith regarding this project.

Action:  Nancy will contact the donor of the money for this project and ask what he wishes to have done with the donation.  If he wishes to leave the money with ICS she will discuss with him other priorities the LCS has for using this donation ie. New classroom at the Wilkes Center, among others.

Volunteer Appreciation Party
This will be held on Sunday, April 20 from 3:30 – 6:00pm.  It will be catered by Chapala Haciendas and will be a sit down, served meal with wine, beer and soft drinks provided.  All volunteers are invited, free of charge.  If they wish to bring a guest the cost will be 150 pesos.    It was agreed that the Spanish teachers should also be invited.  Volunteers should be asked to wear their name tags and tags will be made for the teachers as they sign up.

Action:  Department heads are to notify their volunteers of the party and ask them to indicate their menu choice when they sign up.  They should be reminded to wear their name tags.

Action:  Mary Alice Sargent to notify the Spanish teachers of the party.

Action:  Name tags to be made for the Spanish teachers as they sign up.

Action:  Diane Miller to notify Open Circle that they will not be able to use the rear area of the grounds on Sunday, April 20 as the caterers will need that time to set up for the party.

Summer Hours
Last year during the summer the LCS closed at 1:00pm on Saturdays (except the video library who made the decision themselves to remain open).  It was noted that the change in hours did not seem to cause any problems.

08.04.16          Moved by Diane Miller; seconded by Rich Bailey THAT the Saturday hours for service areas, the office, library and video library be changed to 1:00 pmclosing from April 12, 2008 to September 13, 2008.  Motion Approved

Around the Table

Mary Ann Waite:  She has been discussing with Kenee Campo how to add a new classified ads category to the website.  Kenee has agreed to be the administrator for this providing the proper software is purchased.  Board members felt that more details need to be settled and it was agreed that this item be tabled for future discussion.

Mary Ann Sargent:  Reported that one of the first Student Aid graduates who is now a doctor was provided with $800 pesos from the Student Aid fund to purchase a textbook for research she is doing.
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April 2, 2008
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Tod Jonson:   It seems that the closure of the lakefront parking is going to be permanent and this leaves the LCS will a real parking shortage.  He suggested that someone should meet with the Department of Highways officials to try and arrange with them to provide some permanent parking for the LCS.

Diane Miller:  Requested additional copies of the letter being sent regarding the LCS Travel Club.  Rich Bailey suggested that when the committee meets to review the applications they should select at least two options.  Diane has set up another email address for job applications.

Discussion followed regarding the number of SPAM messages several Board members are receiving.  Mary Ann read a letter from Kenee that provided details about a software package that could be used to keep this from happening.  The cost would be approximately $1.00 USD per month for each address.  There is a 3 month free trial available.

Action:  Kenee to be asked to set up the free trial on all the addresses.

Diane reported that a representative from a charity called “The Smile Train” would like to sell tickets in the ticket booth for a quilt raffle.  Nancy pointed out that if the organization has an A.C. number the Board can then discuss this.  If they do not have the A.C. number they will not be able to sell tickets on the LCS grounds.

Nancy Creevan:  Has recently received a volunteer application from someone who ran their own retail store.  She would like to put her in touch with Mary Ann Waite and see if she can design a retail area on the patio that is pleasant and attractive.

08.04.16          Moved by Tod Jonson THAT the meeting be adjourned at 1:50 pm.  Motion Approved

Respectfully Submitted

_________________________________________
Lynn Bishop, Recording Secretary