LCS Strategic Planning Process

Regular open meetings are now being held in the Sala at 2 P.M. on Tuedays and Fridays to facilitate the planning schedule in an effort to get the work done....

• Topic schedule
• Situational Analysis
• Philosohpy Revised (still under review)    Philosohpy (original work document)
• Long Tern Goals
• Governance Structure (Draft Final)    Governance Structure (original work document)
• Operational Structure
• Revised Org Charts (still under revision)
• Constitution & Bylaws (as submited for legal review)    Constitution & Bylaws(original work document)

Constitution & Bylaws

Present: Wendee Hill, John Rider, Nancy Creevan, Charlie Smith, John Keeling, Howard Feldstein, Ken Crosby, Sharon Smith, David Seligson, Betty Parker, C.B. Kelley, Bob McKeown, Karen Schirack, Hebina Hood (recorder), Terry Vidal (facilitator), Conrad LeBlanc (by Skype).

Handout: Proposed Constitution and Bylaws (dated August 23, 2009 – download from the web).

Note that during this meeting Article 11.2 (Members) was revised and Article 14 Board of Directors from 14.3 was discussed and revised.

1. Update re lawyer: T. Vidal reported that he met with the lawyer yesterday and clarified several points:
   • There is only one type of AC. The restrictions on the A.C. depend on the organization’s mission (or objective). Since the mission of LCS is to give resources back to the community, LCS has more latitude than an A.C. that is a fraccionamiento. There is not a problem with LCS being involved in fundraising, having events on the grounds. There is not the concern about conflict with local businesses as LCS is seen to be helping the local economy.
   • In Mexican law there is no particular difference between the Constitution and Bylaws as they are the same body. The Constitution requires registration with the government. If the Bylaws are kept as a separate document, registration is not required and it is much easier to make changes as necessary. Changes to the LCS Constitution will require an Extraordinary Meeting.
   • Question about LCS accepting donations: there are no problems with LCS accepting donations – the only requirement is to complete the necessary forms. There are three types of donations: 1) acceptance of donations locally and internationally, 2) solicit funds from the State of Jalisco, and 3) solicit funds from the Federal Government.
   • It is not possible to revoke all previous Constitutions and Bylaws. At present when there is a change of officers for LCS, all Constitutions and Bylaws must be presented to the bank, etc for review by the bank’s lawyers. The only way around this is to adopt a new Constitution, dissolve the old one, and transfer assets to the “new organization.”
2. Provision of Information to membership prior to October meeting.
   • J. Rider had been asked by N. Creevan to review the current and previous 4 Constitutions and Bylaws to determine what needs to be provided to members prior to the October meeting. He indicates that his review indicates that members must receive 30 days notice of the Extraordinary Meeting which includes an agenda and a final copy of the Constitution and Bylaws. “Final copy” of the Constitution and Bylaws is J. Rider’s interpretation of providing members with “details.”
   • Discussion about what “details” entails, and what time frame is required the finished document to be made available to members – i.e., would it be possible to provide the general membership with the Proposed Constitution and Bylaws from this Working Group indicating areas requiring clarification by the lawyer. J. Rider indicates that the interpretation of “details” is what is difficult about the current and previous Constitutions and Bylaws - the Proposed Constitution and Bylaws provide much clearer direction.
   • Concern expressed that the Constitution may not be complete since it still must go to the lawyers – this must occur next week if the October meeting is to occur within the necessary 30-day time frame.
   • Further concern that members may not have enough time to review the new Constitution and Bylaws.
   • Question again raised as to the rationale for this strategic planning process and the proposed new Constitution and Bylaws: discussion that the current system has not worked for several years. The focus of the Board has been on day-to-day operations. The proposed new Board structure would separate policy making from operations. This would allow for long range planning as well.
   • Question raised as to how this project got started: The impetus came from several directions: 1) the current Board had been looking at small parts of what needed to be changed, 2) feedback from members re their dissatisfaction, 3) T. Vidal’s hiring interview in which he indicated his belief in a strategic planning process and the need for LCS to engage in such an activity. He outlined his experience and knowledge regarding non-profit organizations. And 4) C. LeBlanc, a consultant in strategic planning for non-profit associations, who offered to provide consultation to the Board free of charge. C. LeBlanc is a member of LCS.
   • Addendum received from K. Crosby by e-mail re “detail” “As was discussed at this afternoon's meeting, both the Constitution and the Bylaws state, regarding changes to them, that "the details and the purpose of the proposed change are made public to the membership by the Board on the LCS grounds at least thirty days prior to the voting date of the meeting" (from the Bylaws; equivalent language is in the Constitution.)
     • Mirriam-Webster's authoritative Collegiate Dictionary, 11th Edition, defines the noun "detail" as "extended treatment of or attention to particular items." It defines the verb "detail" as "to report minutely and distinctly."
     • I therefore submit that providing members with merely a description or summary of changes does not meet the requirements of the Constitution or Bylaws.”
3. Article 11.2 (Members): At the September 8, 2009 meeting, the action was to have T. Vidal and H. Hood wordsmith this article. This was included in the last section of the Revised Proposed Constitution and Bylaws dated September 11, 2009. See below.
   • Discussion re striking “Associate members” and substituting another word – defeated.
4. Article 14.2 Composition [of Board of Directors] – correction made. See below.
5. Article 14.3 Terms of Office – see below.
   • Necessary to articulate a “transition” board as currently no positions are staggered.
   • Discussion about the length of terms and concern that abuses may occur. But, Board members are elected by the membership and as well, there are other areas where “abusive” behavior of Board members is addressed. Should there be a “cap” on the time on the Board – Vote: yes for a cap (6); No for no cap (9). There will be no cap.
   • Discussion about when the new Board takes over. Consensus that the “old” Board presents their reports, elections are held and the newly elected Board adjourns the AGM.
   • Changes need to be made to the fiscal year so that the new Board begins in December.

• Concepts of community image, working with our neighbors, grievance procedure (as a strategic goal).
• We must ensure that Mexican law is reflected in the final document(s).
• Can “mandate statements” be substituted for the “objectives” as identified in the previous Constitution?
• Inclusion of “Competently manage LCS resources.”
• Inclusion of “Seek outside expertise.”
• Concept of being ecologically sound.
• Where will the definitions be placed? In the Constitution – before or after the LCS philosophy or in the Bylaws. This may be influenced by legal opinion.
• See current Constitution “The Bylaws of the Lake Chapala Society, A.C., hereafter referred to as LCS need to be amended in order to reflect the existence of the Lake Chapala Society Education Centers, A.C., hereafter referred to as LCSEC, as a non-profit organization separate from LCS.” – how is this addressed?
• “Service volunteers” – do we need to add this as a “definition?”
• “Corporate membership” – in Article 11. Does this need to be addressed?
• Define “officers” – see 12.1 Decision making powers (AGM)
• Define “direct reporting” – see 14.2 Composition.

Constitution & Bylaws

Present: Wendee Hill, John Rider, Nancy Creevan, Charlie Smith, John Keeling, Howard Feldstein, Ken Crosby, Sharon Smith, David Seligson, Betty Parker, C.B. Kelley, Bob McKeown, Karen Schirack, Hebina Hood (recorder), Terry Vidal (facilitator), Conrad LeBlanc (by Skype).

Handout: Proposed Constitution and Bylaws (dated August 23, 2009 – download from the web).

Note that during this meeting Article 14 Board of Directors from 14.1 to 14.2 was discussed and revised.

1. Point of clarification: fiscal year is January to December. The Board is recessed from the September 9 meeting not adjourned. It will reconvene when the Constitution and Bylaws document is completed. The deadline for completion is September 29. The process is that the Board approves the document in principle then it is sent to the lawyer.
2. Article 14:
   • Noted that “Poder General” and the name needs to included in the Constitution and Bylaws as well as “Tercer Punto.”
   • Note that “strategic goals” will likely be translated into “objective.”
   • Note that this section refers to the decision making powers only. The Board will develop objectives for implementation by the Executive Director. The Executive Director submits a plan to the appropriate Committee (Standing), the Committee reviews and sends it to the Board for approval.
   • How the Board acts is outlined in the policies. Reinforced the importance of the Board responding to input from all members emphasized (see new Value added).
   • Adopt and approve have been used interchangeably through this document – decision to use approve only.
   • Discussion about the need to ensure that those evaluating objectives and results must have the resources necessary. Agreement that this is a necessary requirement of the Board.
   • Discussion about dismissal with cause – must be expanded to clarify when someone can be dismissed and must be consistent with Mexican law – refer to lawyer.
   • Much discussion about the composition of the Board. The Officers will be President, Vice President, Secretary, and Treasurer. (Vote: 10 yes; 1 No)
   • The number of members on the Board: Remember the role of the new Board will be to set policy, develop long term goals, and assist with fundraising, therefore a larger skill set of members is required. There are currently Mexican members who would be willing to serve on the Board in this broader capacity. Composition 4 officers with 5-8 members at large. (Vote for this composition: yes – 9, No -3, Abstain – 2).
   • Part of the difficulty with the discussion is that we have deferred governance and operations structure documents. Many of the questions arising now would have been answered if these documents had been reviewed.
   • Each Committee is chaired by an Officer.
   • ACTION: Re decision-making powers of the Board: Take the wording from the current Constitution and Bylaws to address the necessary wording required by Mexican law. Can include wording from the proposed document as well. The lawyer will review this section in particular.

     Discussion about managing complaints:

   • If a member or employee brings a concern, complaint or allegation of wrong doing to the Executive Director or the Board of Directors, the Board of Directors or the Audit Committee is obligated to investigate the matter. A written report will be made and provided to the interested parties. No penalty will be incurred by the member or employee surfacing problems with LCS governance or operations.
   • ACTION: This is a policy statement. It is included here so as not to lose the concept of complaints. Note that anyone can go to the Audit Committee who is obligated by mandate to investigate.

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     Membership Work Group Meeting
     Tuesday, September 8, 2009 (1400-1800)
     LCS Sala

     Constitution & Bylaws

     Present: Betty Parker, Fred Harland, Nancy Creevan, John Rider, Beverley Gardner, Charlie Smith, John Keeling, Howard Feldstein, CB Kelley, Ken Crosby, Wendee Hill, Kenneth Caldwell, Sheila Turner, Bob McKeown, Karen Schirack, Hebina Hood (recorder), Terry Vidal (facilitator), Conrad LeBlanc (by Skype).

     Handout: Proposed Constitution and Bylaws (dated August 23, 2009 – download from the web).

     The following minutes will follow the flow of the discussion regarding the Articles in the Constitution and Bylaws. Where necessary, they have been recopied from previous minutes.

     1. Article 1:
        • Replace “Inc.” with A.C. (Asociación Civil) throughout the document.
        • Original constitution indicates “duration.” Action: Clarify with lawyer whether this needs to be included.
     2. Article 2: include the street address:
     3. Article 3: Vision Statement – no change.
     4. Article 4: Mission Statement – no change
     5. Article 5: Mandate – see below.

        Discussion/Action:

        • In the previous Constitution, the mandate statements were the objectives. Is this permissible under Mexican law? Action: Lawyer will be consulted.
        • Objective 7 in the previous Constitution included the “Biblioteca.” Concern that this is not addressed in the current Constitution – see revised mandate statement #3. Majority acceptance of this revision.
        • Ideally we should have 2 separate documents: the Constitution (stays constant) and the Bylaws (can be more easily changed). Point made that in Mexican law there is no differentiation between a Constitution and a Bylaws document. Action: Consultation with lawyer.
        • Ideally, when reviewing changes in a Constitution the two documents are set up so that changes can easily be viewed. It is difficult to do that with this new Constitution because it is significantly changed.
     6. Article 6: Statement of Values – no change
     7. Article 7: Seal The meaning of this is unclear. ACTION: Input from lawyer required.
     8. Article 8: Nature of the Organization
        • Current Constitution indicates: “LCS will at no time whatsoever be involved in political, religious or profitable activities, with the exception of those allowed by the Bylaws and will at all times function as a non-profit organization (A.C.) in agreement with the laws of Mexico and the State of Jalisco.
        • Action: Must include information about an A.C. relevant to Mexican law – to be discussed with the lawyer.
     9. Article 9: Interpretation – no change.
     10. Article 10: Definitions
         • 10.1 Community - a) - d) - See revisions at end of document.
         • 10.2 Philosophy – See revised statements at end of document
         • 10.3 Values – the following definitions were deleted since they are no longer a part of the revised documents in the Strategic Plan: confidentiality, consensus, equality, equity, solidarity.
         • 10.4 Meeting Procedure – see revisions for majority vote and member in good standing.
     11. Article 11: Membership
         • Much discussion about what to include and exclude. The Constitution should be broad enough to allow the members at the AGM to provide direction to the Board and the Board to then delineate what is necessary to accomplish that. See revised statement below.
         • Question asked about “corporate” memberships – to be revisited.
         • Action: Members present today agree in principal with the item but ask that T. Vidal and H. Hood wordsmith this item for presentation at the Meeting Friday September 11.
     12. Article 12: Annual General Meeting
         • Ratify: defined as putting a “stamp of approval” on a document/statement/request. This requires a vote.
         • External Auditors – this will enhance LCS’s AC status and will allow the acceptance of large donations. There is a cost requirement in going this route. But the government appoints the auditor. Action: Discuss with lawyer this process and the cost.
         • May need to revisit decision-making powers at the AGM. It was identified that some of these powers are obligatory; others are discretionary based on the needs of LCS.
         • Quorum: use the language from the previous Constitution – see below.
     13. Special General Meeting Revised to read: “Upon the decision of the Board of Directors or a written request of at least fifty (50) members, the LCS President must convene a Special General Meeting of the members to be held within 45 days of a request. The agenda will deal only with the item(s) in the request. Voting rights, voting process and quorum are the same as an Annual General Meeting. The notice of the meeting and the agenda item(s) will be provided to members at least thirty (30) days prior to the meeting.

         Next Meeting – Friday September 11, 2009 in the Sala (1400-1530). Topic: Constitution and Bylaws (from Article 14 to the end of the document).

         Revisit:

     • Concepts of community image, working with our neighbors, grievance procedure (as a strategic goal).
     • We must ensure that Mexican law is reflected in the final document(s).
     • Can “mandate statements” be substituted for the “objectives” as identified in the previous Constitution?
     • Competently manage LCS resources.
     • Seek outside expertise.
     • Concept of being ecologically sound.
     • Where will the definitions be placed? In the Constitution – before or after the LCS philosophy or in the Bylaws. This may be influenced by legal opinion.
     • See current Constitution “The Bylaws of the Lake Chapala Society, A.C., hereafter referred to as LCS need to be amended in order to reflect the existence of the Lake Chapala Society Education Centers, A.C., hereafter referred to as LCSEC, as a non-profit organization separate from LCS.” – how is this addressed?
     • “service volunteers” – do we need to add this as a “definition?”
     • “corporate membership” – in Article 11.
     • Define “officers” – see 12.1 Decision making powers (AGM) 

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       Membership Work Group Meeting
       Friday, September 4, 2009 (1400-1700)
       LCS Sala

       Governance Structure

       Present: Ross Brownridge, Nancy Creevan, Mary Alice Sargent, Ken Crosby, Howard Feldstein, Wendee Hill, Charlie Smith, Bob McKeown, Kenneth Caldwell, Karen Schirack, Shelley Edson, John Keeling, Betty Parker, Jim Spivey, CB Kelley, Dayle Blake, Marshall Krantz, Nancy Hagen, Hebina Hood (recorder), Terry Vidal (facilitator), Conrad LeBlanc (by Skype). Handout: Governance Structure (dated August 14, 2009 – download from the web); revised Organizational Chart for Governance, Organizational Chart for Operational Structure.

       1. Documents: T. Vidal reviewed the documents currently available. The only document not available on the LCS website is the Operational Structure.
       2. Visions Statement
          • Concern was raised about our values statements – that they do not reflect our relationship with our immediate neighbors.
          ACTION: When the documents have been revised, consider revisiting the concepts of community image, working with our neighbors, grievance procedure (as a strategic goal) and following Mexican law to be sure that they are reflected in the final documents. ACTION: Revise value statement (e) in Working Group Minutes of September 1, 2009 to read: “Leaders make policy decisions that protect the integrity of LCS, our properties and our relations with our neighbors.”
       3. Governance Structure
       • Questions raised as to why do we want to change, why to this proposed structure and why now.
       • C. LeBlanc answered that the purpose of the Strategic Planning Process was to answer a) where are we going as an organization, and b) who decides what. In the current structure there is little governance because the structure is operational. And because the Board is so involved in day to day operations, there is little time to pay attention to issues such as policy making and long range planning. Each day a Board member is “officer of the day” and makes decisions which may be different from those made the next day by another Board member who is the “officer of the day.” Continuity in decisions and decision making is currently lacking.
       • There seems to be consensus that the way the Board is structured and running now is not working – being involved in day to day operations impedes the Board’s ability to meet its mission statement. There was debate about whether the problems with LCS’ organizational structure are long standing or have come about this past year. While the current structure may have been effective when LCS was smaller with a grass roots approach, this no longer works. LCS has “outgrown its structure.” It is time to look at a more structured governance and operational structure where there are clearer lines of communication and the focus is on outcomes.
       • With the proposed new structure, it would be the members at the AGM who have the decision-making power of adopting the general orientation (direction) of the organization by adopting the philosophy and strategic goals. The power is at the level of the AGM. The members elect the Board of Directors to develop strategies, plans and policies. The Executive Director is charged with their implementation.
       • There are 3 committees that focus primarily on the internal environment of LCS:
         • The Management Committee is comprised of Directors and Managers. This Team develops operational policies to help the Executive Director to better manage LCS. They are responsible for LCS resources (human, material including building, furniture, etc and technology).
         • The Program Committee is responsible for all services and programs provided by LCS and develop policies accordingly.
         • The Finance Committee manages finances and develops appropriate policies.
       • There are 2 committees that primarily focus on the environment external to LCS:
         • The Fundraising Committee will focus on identifying new revenue sources for LCS.
         • The Marketing Committee will focus on a promotions plan, a communications plan and an information plan.
       • The Executive Director submits recommendations to various Standing Committees. The Chairs of those committees take these recommendations/solutions to the Board for approval. The Executive Director would be responsible for coordinating the activities which the Board has identified as priorities. It is being proposed that the Executive Director would initially make a 4 month plan and the Board of Directors would evaluate that person based on the results achieved.
       • Question – how can we afford an Executive Director position: Note that LCS is now in the black and in good financial status. The problem to be addressed is establishment of priorities and the decision making process.
       • Question - if we are having problems now electing 6 members, how can we find 12 members to run for the Board? N. Creevan explained that the current work load of each of the 6 Directors is extremely heavy. Restructuring and refocusing as proposed will ease that burden. A more realistic workload will ensue.
       • Question – how can the Executive Director do the work that 6 Board members are currently doing? The Executive Director is the coordinator of the required activities that the Board identifies. The Executive Director will not necessarily be doing all the activities.
       • Question – how can the Executive Director answer to 12 Board members? The Executive Director reports to the Board as a collective unit not to individual Board members. The Executive Director is responsible for implementing the decisions of the Board; not to one member or another.
       • Note that the Audit Committee is a free standing, independent committee with an advisory role to the Board.
       • Vote – does LCS need restructuring:
         • Yes – 18 (but of these, there was concern by 6 of these members that the time frame is too short and/or not enough members are involved). It was recognized that the implementation phase for this new structure will take time.
         • No – 1
         • Don’t know – 2
         Next Meeting – Tuesday September 8, 2009 in the Sala (1400-1530). Topic: Constitution and Bylaws.
       • Although the purpose of this meeting was to discuss the governance structure, there was consensus that the Group needed to be able to answer the fundamental question about whether or not LCS should restructure and the resulting questions that arose.
         • Because of time constraints, i.e., the new Constitution and Bylaws must be presented to the membership by September 14 in order to be voted on by October 14, it was decided that Governance Structure discussion would be delayed. The September 8 meeting will focus on the Constitution and Bylaws (can be downloaded from the LCS website. As parts of the Constitution and Bylaws are discussed, points in the proposed governance and operational structures will occur.

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       Membership Work Group Meeting
       Tuesday, September 1, 2009 (1400-1700)
       LCS Sala

       Values Statements

       Present: Mary Alice Sargent, Nancy Creevan, Jim Spivey, Ross Brownridge, Lloyd Vickery, Bob McKeowan, Charlie Smith, John Keeling, Howard Feldstein, Ken Crosby, Wendee Hill, Karen Schirack, Betty Parker, Nancy Hagen, Hebina Hood (recorder), Terry Vidal (facilitator), Conrad LeBlanc (by Skype).

       Handout: “Recommended LCS Philosophy Work Document” dated August 29, 2009; Revised Value Statement.

       1. C. LeBlanc as facilitator at LCS in October
          • H. Feldstein indicated that he has raised 1/3 of the required monies for the plane ticket for C. LeBlanc. Discussion about whether the Board should contribute ½ or all of the monies but is this a conflict of interest?
          • K. Crosby questions how LCS can suddenly be able to afford spending money when in December 2008 it was announced that LCS was in near bankruptcy. N. Creevan clarified that if the Board continued to spend as it had been, it would have been broken. Instead the Board cut expenses and increased the dues.
          • K. Caldwell indicated if it wasn’t possible to have C. LeBlanc come that we should explore a web-based seminar (webinar). This is a 1 way presentation where anyone in the world could log on.
          • The purpose of having C. LeBlanc’s input would be to clarify issues and help members understand the documents and the process. Similar to the Working Group, he would help members with consensus building in preparation for the October 14 meeting.
          • A Question & Answer handout would also be prepared for members.

       2. Values Statement – The following values guide our decisions, actions and behaviours:

          a. We have a profound respect and admiration for the richness of the Mexican culture.
          b. We are part of the community and will work together.
          c. We believe in sustainable ecological development
          d. We provide services relevant to the needs of our members and the Lakeside community.
          e. Leaders make policy decisions that protect the integrity of LCS.
          f. Board decisions are respectful of the LCS vision, mission, mandate, values and the priority of long-term and strategic goals as determined by the AGM.
          g. Our leaders have foresight and imagination, are open to innovative ideas; are proactive and realistic.
          h. Our effective teamwork ensures that everyone is driven by the same goals and objectives.
          i. Operational decisions are the result of meaningful consultations with paid and volunteer staff.
          j. We express our appreciation for work well done.
          k. Our communications are based on trust, mutual respect, cooperation and integrity.
          l. We treat everyone equally and equitably.
          m. Members of decision making teams will accept and support team decisions.
          n. When formal decisions are made, they are shared transparently with the members, and paid and volunteer staff.

          
          Discussion Points: f) The reason for including the long term and strategic goals is to reinforce that Board decisions are respectful of the decisions made by members at the AGM. Much discussion about terminology – visionary, solidarity, confidentiality.

       Next Meeting Friday, September 4, 2009 at 1400 in the Sala.

       Agenda for Friday: Governance Structure – download from the LCS website.

       Points to revisit:

       • Competently manage LCS resources and operations
       • Seek outside expertise.

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       Membership Work Group Meeting
       Saturday, August 29, 2009 (1100-1430)
       LCS Sala

       LCS Long Term and Strategic Goals (continued)

       Present: Mary Alice Sargent, Karen Schirack, Wendee Hill, Jim Spivey, Ken Caldwell, Nancy Hagen, Charlie Smith, John Keeling, Howard Feinstein, Hebina Hood (recorder), Terry Vidal (facilitator).

       1. Long Term Goals and Strategic Goals – continued from Friday, August 28 and to be presented at the Tuesday, September 1, 2009 Work Group Meeting.

          D. PROGRAMS AND SERVICES

          • Discussion Points: services include mail, internet access, the café; differentiate Talking Books Library – books on tape are for non-American members and talking books refers to the Library of Congress tapes for American members only; LCS’ mandate must address members and the Mexican community. Associate Membership benefits should be reviewed. LCS Directory is a product for members only and offered to non-members for 150 pesos.

            Long Term Goal: Effective management of programs and services
            Strategic Goals:

          • Identify appropriate programs and services for:
            • Members,
            • Students,
            • Mexican community, and
            • Non-members
          • Treat LCS service providers fairly and equitably.
          • Balance the needs of LCS members with outside business interests.

            Annual Objectives:

          • Review the value of Associate Members
          • Inform expatriates of Mexican laws such as partisan political activities, accounting, fundraising, non-profit status in Mexico, visa compliance, staff and volunteer rights.
          • Increase the number of students receiving financial aid.
          • Improve the quality of materials in the Library and Biblioteca.
          • Increase the number of Mexican adults utilizing programs and services.
          • Study the feasibility of restructuring all library services (Library, Tapeworm Library, Talking Books, Library of Congress talking books, Biblioteca)
          • Study the questing of providing services to non-members on a fee-for service basis.
          • Continue providing medical information services.
          • Establish a policy governing competition (organizations, businesses) on LCS grounds.
          • Evaluate, integrate and restructure library services.

            E. FINANCES

          • Discussion Points: important to have a process for long term sustainability.

            Long Term Goal: Sustainable financial resources
            Strategic Goals:

          • Develop and review the use of new and existing revenue sources.
          • Develop a funding plan.
          • Establish an endowment fund.
          • Establish a contingency fund.

            F. PLANNING

          • Discussion Points: unclear as to the differences between Marketing Plan, Promotion Plan, Communication Plan and Information Plan – clarification from C. LeBlanc needed; ecologically/environmentally sound practices are a component of several of the plans identified in the strategic goals – revisit this concept under “values.”

            Long Term Goal: Efficient ongoing planning
            Strategic Goals:

          • Develop the following:
            • Strategic Plan
            • Business Plan (5 year)
            • Financial Plan
            • Human Resources Plan
            • Volunteer Recruitment Plan
            • Program and Services Plan
            • Building and Maintenance Plan
            • Land Use Plan
            • Marketing Plan
            • Promotion Plan
            • Communication Plan (media)
            • Information Plan
          • Maintain a long range planning calendar.
          • Re-evaluate all policies on a three year cycle.

            G. MATERIAL RESOURCES

          • Discussion Points: while increase the parking area has been explored before, it continues to be an issue and this may be an opportunity to partner with “outside interests.”

            Long Term Goal: Sustain and develop LCS Buildings and Land
            Strategic Goals:

          • Improve the facilities for the delivery of program and services.
          • Increase the parking area.
          • Acquire additional real estate.

            Annual Objectives:

          • Evaluate the efficient use of space.
          • Evaluate and establish strategies.

            H. TECHNOLOGY

          • Discussion Points: clarification of “technological services” which includes an information system architecture (design) which will look at the overall system; technology is needed not only for information technology but also for the infrastructure.

            Long Term Goal: Integrate appropriate technological systems
            Strategic Goals

          • Develop an information technology (IT) system.
          • Evaluate the use of alternative technologies to decrease fixed costs.
          • 20% decrease in energy use.
          • Proactively identify technological needs for LCS’ growth.
       Definitions/Comments re Terminology:

       Contingency fund – for emergency use
       Endowment fund– provides for long term sustainability
       Funding plan – revenue generating, e.g., membership services, bequests, planned giving
       Library services – refers to Library, Tapeworm Library, Talking Books Library and Biblioteca.
       Long Term Goals – 10 year plans
       Services – mail, internet access, cafe
       Strategic Goals – 3 year plans
       Sustainable – making it best based on finances and other resources.

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       Membership Work Group Meeting
       Friday, August 28, 2009 (1400-1630)
       LCS Sala

       LCS Long Term and Strategic Goals

       Present: Howard Feinstein, Lloyd Vickery, Ken Crosby, Bernie Raisman, Wendee Hill, Karen Schirack, Mary Alice Sargent, Betty Schrader, Ross Brownridge, Nancy Creevan, Jim Spivey, Betty Parker, Bob McKeown, Beverley Gardner, Kenneth Caldwell, Nancy Hagen, Charlie Smith, Bert Slocombe, John Keeling, Hebina Hood (recorder), Terry Vidal (facilitator).

       1. Introduction by T. Vidal of the meeting next Tuesday. His request is that participants download Governance Structure off the website. He will have some copies of the document available.
       2. Conrad LeBlanc – availability as facilitator
          • H. Feinstein made a suggestion that C. LeBlanc be here to facilitate the October 14, 2009 meeting where the work of this group will be presented. And also that he should be available for workshops prior to the October 14 meeting. H. Feinstein is willing to spearhead this endeavor which would involve raising the air fare ($800 - $1,000 US), providing accommodation, and coordinating meals.
          • General agreement to have C. LeBlanc come to facilitate information sessions.

            ACTION: H. Feinstein will ask for “pledges” to raise the airfare. If the money can be raised by Tuesday September 1, further discussion will occur at the Work Group meeting. He will coordinate meals if money is raised.
            ACTION: K. Caldwell will explore video conferencing technology as an alternative if C. LeBlanc is not able to attend.
            ACTION: To also explore a Youtube presentation.

       3. “Strategic Goals” worksheet (see handout from August 25, 2009 meeting)
          • The document being reviewed “Strategic Goals” reflects information provided by the initial 17 interviewees. But as they were reviewed, it was evident that some statements are actually Annual Objectives. These are included in the revisions so as not to lose the intent. Annual Objectives are determined by the Board based on feedback from the AGM and availability of resources.

            A. DECISION MAKING STRUCTURE

          • Discussion points: we need to keep in mind the “funnel” which reflects the philosophical statements; need to be consistent in terminology, e.g., “staff” is a generic term referring to paid and unpaid persons; definition of “management team” will be addressed at next weeks Governance Structure meeting; long term goals (10 year time frame) will help the structure to develop strategic goals (which are accomplished in a 3 year time frame); currently there are no standing committees at LCS but there are ad hoc committees; currently there is a free standing audit committee.

            Long Term Goal: Effective decision making structure
            Strategic Goal: Improve the decision making structure

            Annual Objectives:

          • To adopt a Strategic Plan revised annually by the members (AGM)
          • To define and establish the decision-making powers of: Annual General Meeting, Board of Directors, Standing Committees, volunteers and staff.
          • To revise the Constitution and By-laws.

            B. LCS IMAGE

          • Discussion Points: “image” is critical for LCS; public relations is more than a favorable view.

            Long Term Goal: A positive image
            Strategic Goals:

          • To provide easy access to Board decisions and supporting materials.
          • To clarify and foster the role of LCS in the Lakeside community.
          • To proactively share accurate information about LCS to its members and Lakeside community.

            C. HUMAN RESOURCES

          • Discussion Points: clarification of “consultations”

            Long Term Goal: Effective management of human resources
            Strategic Goals:

          • To use a teamwork and consultative approach in resolving operational issues.
          • To identify the needs of volunteers and develop a formalized volunteer program.

            Annual Objectives:

          • To provide orientation and training sessions to staff and service volunteers
          • To update the Policies and Procedures Manual.
          • To establish a Volunteer Appreciation Program.

            Next Meeting: Saturday, August 29, 2009 (1100-1400) in the Sala

            Agenda Items for September 1, 2009 meeting:

          • H. Feldstein re donations
          • Revised Values Statement (to include “ecologically sound” concept)
          • Budget Process for December AGM
          • Survey document for members re Strategic Goals for October 14 meeting

       ---

       Membership Work Group Meeting
       Tuesday, August 25, 2009 (1400-1610)
       LCS Sala
       LCS Philosophy & Long Term Goals

       Present: Ross Brownridge, Beverley Gardner, Charlie Smith, Howard Feldstein, Ken Crosby, Lloyd Vickery, Nancy Creevan, Mary Alice Sargent, Hebina Hood (recorder), Nancy Hagen, Karen Schirack, Shelley Edson, Bob McKeown, Bert Slocombe, John Keeling, John Rider, Betty Parker, Jim Parker, Terry Vidal (facilitator), Conrad LeBlanc (by Skype).

       Handout: 1) LCS Strategic Planning Process Long Term and Strategic Goals or What do we Want? Dated August 13, 2009; 2) Strategic Goals – proposed survey tool.

       1. Amendments to the August 21, 2009 minutes
          • The Mission Statement should read, “The mission of The Lake Chapala Society is to contribute to the social enrichment of its members and the Lakeside community.
          • Mandate Statement #2 should read “To provide programs, services and facilities to LCS members and the Lakeside community.”
          • Further discussion that there is a 7th objective listed in the 1998 Constitution. This was not included in the 2003 Amended Bylaws of 1999. T. Vidal indicated that when the 2003 Amended Bylaws was created there was an exclusionary note indicating that the Bylaws subsumed the previous Constitution and any subsequent Bylaws.
          • ACTION – Revisit this objective at the September 8 meeting.
       2. Vision Statement (see handout Development of LCS Philosophy and minutes August 21, 2009)
          • T. Vidal noted that a Vision statement should be an unattainable ideal. He suggests that the Vision Statement created last week and the one proposed by C. LeBlanc has already been achieved by this community. T. Vidal proposed another.
          • Vote:
            • Original: 1
            • Conrad’s tweaked version: 0
            • Terry’s tweaked version: 12
            • Passed: 2
            • Abstained: 2
          • ACTION: Vision statement accepted as follows: “Our vision is a future where all Lakeside residents continually play a role in enriching the community’s quality of life, vitality and mutual prosperity through the exchange of knowledge, expertise, culture, heritage and language.”
       3. Values
          • C. LeBlanc requests that “non-Mexican” be replaced by “expatriates” throughout the Values section. Also “guest” should be replaced by “member.”
          • C. LeBlanc reviewed the definition of values in this document: Values are a principle that assists in making decisions and directing how we behave. It is not reality but rather helps as a guide. He indicated that this section is longer than what he normally would identify as a Values section but that it was based on the feedback from the original 17 interviews. The 4 categories of values were: community values, service values (what we provide), decision making process values (how we decide) and operational values.
          • After discussing the value statements, consensus was that this section is too long and that a more concise summary is required.
          • Comment that what seems to be missing in the values statements is “respect across diverse social economic levels.
          • Comment that the value statements are actually what we should be doing. They act as a guide.
          • Comment that we have nothing in the Values statement about “ethics.”
          • ACTION: C. LeBlanc to rewrite the Values Statements so they are more concise. This will be reviewed at the Friday August 28, 2009 meeting.
          • ACTION: Participants to review the Values statement(s) August 28 to ensure that the concept of “ethics” is reflected.
       4. Long Term Goals (see LCS Long Term and Strategic Goals August 13, 2009 and second handout “Strategic Goals”)
          • C. LeBlanc asks whether the 8 long term goals are clear, is there anything that is missing. Also these long term goals should be reviewed in light of the strategic goals listed under each. We are trying to identify here the results we want to see in 10 years and 3 years. Once these have been agreed upon, the next step is to prioritize them. From there, objectives are developed for the first year.
          • C. LeBlanc suggests that members at the October 14, 2009 be provided a document whereby they would be able to prioritize the long term goals and strategic goals. This not only empowers the members but gives the Board a clear mandate for their activities for the coming year. These annual objectives must be realistic in light of the resources available. The Board then has a responsibility to report at the next AGM why activities have/have not been accomplished.
          • C. LeBlanc indicates that the long term goals are long range; strategic goals are the medium target and the annual objectives are results to be achieved by activities undertaken by staff and service volunteers.
          • Comment that we are discussing 2 processes here: 1) strategic and long term goals and 2) membership input at the October meeting.
          • Agreement in principle that we should ask members to prioritize the strategic and long term goals.
          • Question: Will this group agree to handout the “Strategic Goals” document at the October 14, 2009 meeting? Comments included:
            • From members: Prior to handing out this document, members must know if there is money in the budget for an Executive Director especially in light of last year’s “crisis” and the processes for hiring/firing an Executive Director. Concern expressed that a change is being proposed that has not been approved by the members.
            • Answer by N. Creevan – these concerns will be addressed in the September issue of the LCS Newsletter (see end of these minutes for copy). It is noted that there will no additional position of Executive Director but rather a merging of responsibilities of current staff. There will no increase in the number of staff rather a shifting of responsibility of current employees to address the duties of the Executive Director, Office Administrator and Manager, Wilkes Center. There will be cross training of positions. The impact of the changes in positions to the budget will be an additional 10 hours at the current rate. (see addendum)
              • A significant change will be reporting responsibilities. At present, many employees report directly to the Board. This will change so that employees report to the Executive Director.
              • Note that the Executive Director is accountable to the Board and it is the Board that establishes the policies that govern those activities.
          • Comment that regarding LCS image – add “proactive.”
          • Comment that there is nothing in the values statement reflecting LCS’ commitment to ecology and the environment. Suggested that we add “To establish ecological policies” or something similar referring to environmentally friendly.”
          • Comment: There is nothing under Building and Land Use plan about a maintenance program.
          • Question: how long will members have to review and complete the “Strategic Goals” questionnaire/survey? Answer: As soon as this working group completes its work then the appropriate information will be available on the web and in the Office. The vote on the priorities for the Strategic Goals document would be held at the October 14 meeting.
          • Concern that “to revise the Constitution and Bylaws” is included as a strategic goal. Question: should amendment of the Bylaws come at the beginning or end of this process. C. LeBlanc replied that we are on track with the order of reviewing the components of the Strategic Plan.
          • General consensus that as much information be provided to members before the October 14, 2009 meeting as is possible so that an informed decision can be made by the members. At the October 14, 2009 meeting, the package of information available must be complete (including the Constitution/Bylaws).
          • Discussion about budget information being introduced at the December AGM.
          • Comment that we should have another Extraordinary Meeting in November since there is too much information being presented at one meeting.
          • General concern that this meeting discussed the process of involving the membership at the October 1, 2009 meeting. But the members today did not have an opportunity to discuss the content of the long term and strategic goals. Note that this would be the “second round” of refining the long term and strategic goals.
          • ACTION: General agreement that the “Strategic Goals” document be available to members prior to the October 14, 2009 meeting. But these Long Term and Strategic Goals must be reviewed by this Work Group prior to distribution to the general membership as there was no opportunity to discuss this content at today’s meeting. This will be done at the August 28, 2009 meeting.
          • ACTION: Once the survey “Strategic Goals” has been “finalized” at the August 28, 2009 meeting, it should be made available to members (online and copies at the Office). Then at the October 14, 2009 meeting members will be provided with a simple document which asks, “Do you support this structure – yes or no.” Prior to the October 14, 2009 meeting we also need to be able to answer, “If we accept this governance structure what does it mean (especially financially).”
          • ACTION: Present the “completed plan” including the Constitution and Bylaws (or whatever it should be called) as soon as possible and definitely at the October 14, 2009 meeting.
          • ACTION: Arrange for another Extraordinary Meeting in November 2009 to explain the process and answer questions from members prior to the December 2009 AGM. This is an opportunity to bring members up-to-date (recognizing that more “snowbirds” will have come down). Above all, we need to maximize the transparency of this Strategic Planning Process
          • ACTION: Discuss Budget information which should be presented at the AGM at the August 28, 2009 meeting.
          • ACTION: That we should have a package available for members that gives them a tentative proposed budget (recognizing that the final decision lies with the Board).
          • ACTION: That we provide a Question & Answer sheet for questions, e.g., is there money to support this structural change.
       Next Meeting: Friday August 28, 2009 (1400-1530) in the Sala

       Items to be revisited later in the Strategic Planning Process meetings:

       • At the September 8 meeting: 7th objective from the 1998 Constitution: “Provide a Biblioteca, remedial education, cultural enrichment programs and language courses for the community in general but especially for the local Mexican children.”
       • Mandate statement #2: review “facilities” inclusion (see Roger Borg’s email August 21, 2009 meeting)
       • Mandate statement #6: may be revisited when “resources” are discussed (see August 21, 2009 minutes)
       • Mandate: the concept of “members” not be lost (see August 18, 2009 minutes)

         Agenda Items for August 28, 2009:

       • Amendments/changes to August 25, 2009 minutes?
       • Revised Values Statement
       • Budget Process for December AGM
       • Survey document for members re Strategic Goals

         Addendum

         From the President – September [2009] newsletter

         I want to take this opportunity to clarify a couple of misunderstandings that are circulating in the community. The first is that part of the new structure at LCS involves hiring a new fulltime employee, the Executive Director. This position will be a part time one, 30 hours per week, and will not mean increasing our total workforce at all. The plan is to move Terry Vidal, who is very experienced working at non-profits, into this position and, at the same time, have him train another current employee as the Office Administrator, a 25-hour per week part time position. The net change to our employee count will be only 10 hours per week, 5 additional for the Office Administrator and five for the Executive Director. In addition, no further net benefit outlay will be necessary.

         Significant savings of 184K pesos in wages annually are being realized by the reduction in the LCS workforce made last fall and the addition of a part time bilingual Office Administrator. The increase in membership dues instituted at about the same time has meant that only a 2000 peso difference exists between the budgeted and actual membership dues collected so far this year ($230,500 pesos budgeted vs $228,500 collected by the end of July). The actual number of LCS members has dropped 16% from last year’s figure, as we suspected would be the case during the recession. But the revenue from membership dues has remained almost the same. All of this means that LCS is in much better financial shape now than we were at this time last year.

         Let me take time to announce that Rick Feldmann has resigned as Senior Director of Finance due to needing more time for his US business. At the August board meeting, we sadly accepted Rick’s resignation and approved Roger Borg as the new Senior Director of Finance. Roger has been the LCS volunteer Treasurer for nearly a year and will also continue to wear that hat as long as he indicates he can fulfill both roles. Thank you Rick for your excellent past leadership and service to LCS! And welcome Roger!

         In the previous LCS newsletter, the word “adopt” in an article caused some misunderstanding. The simple fact is that the board passed a motion supporting the new structure pending approval by the membership at the upcoming Extraordinary Membership Meeting on October 14. Let me make it perfectly clear that without that official approval, in the form of a vote by LCS members, the new structure will not go forward. The current structure of LCS would then continue and the offices for which candidates would be nominated at that October 14 meeting would be the same ones as are now in place with the current board of directors. Only if the membership votes in favor of the new structure will the proposed changes be made.

         Speaking of the election, I also want to announce that the information packets for candidates are now available both inside the LCS office and on the LCS website at www.lakechapalasociety.org. I encourage any interested LCS member to read the information, fill out the form and turn it in to the Audit Committee before October 01. It’s very important for the future of LCS that we have excellent choices for each office on the ballot for the election in December.

         ---

         Membership Work Group Meeting
         Friday August 21, 2009 (1400-1530)
         LCS Sala

         LCS Philosophy & Long Term Goals
         (cont’d from August 18, 2009 meeting)

         Present: Ross Brownridge, Beverley Gardner, Charlie Smith, Howard Feldstein, Ken Crosby, Lloyd Vickery, Nancy Creevan, Mary Alice Sargent, Hebina Hood (recorder), Nancy Hagen, Karen Schirack, Terry Vidal (facilitator), Conrad LeBlanc (by Skype).

         Handout: Development of LCS Philosophy (revised Mission statement and Recommended Mandate – 1 page)

         1. Mission Statement (see handout Development of LCS Philosophy)
            • The Mission Statement in the handout is the one developed at the August 18, 2009 meeting. Mission Statement accepted with the following modification: “The mission of The Lake Chapala Society is to contribute to the social enrichment of its members and the Lakeside community."
         2. Comments by e-mail from R. Borg re Mission Statement
            • Email from Roger Borg re Mission Statement read (regrets that he is unable to attend due to prior commitments). He indicates 2 groups are affected by LCS – the LCS members and the non-membership community. He suggests inclusion of “physical facilities” in the mission statement, i.e., we provide social services for members and physical facilities for non-members.
            • Comment from C. LeBlanc that the point about physical facilities is well taken but the mission statement is not the best place for this since facilities are a resource. Rather, facilities should be addressed in the mandate and long term goals.
            • Action: The Work Group will take this under advisement and keep the point about the facilities in mind as the discussion continues. It will be possible to revisit this point when the total document is completed.
         3. Recommended Mandate (see handout Development of LCS Philosophy)
            • C. LeBlanc reviewed Development of LCS Philosophy handout. He indicated that #1 of the Mandate Statement of the document Recommended LCS Work Document of July 31, 2009 has been changed based on discussions at the previous meetings. As well #5 has been modified and #6 added.
            • T. Vidal reviewed the objectives from the current Bylaws highlighting that these 6 objectives have remained the same for many years and their order suggests the order in which they are prioritized. Note that the statements in the mandate being proposed are not prioritized and are more general. He suggests that the Group keep this in mind during discussion of the mandate.
            • The objectives from the 2003 Bylaws are:
              • To provide financial assistance to outstanding students attending accredited schools, trade schools or universities in agreement with the Policies of LCS and the Secretaría de Hacienda y Crédito Público (Mexico’s Treasury Department).
              • To provide and maintain a part of the LCS facilities for the express purpose of educating Mexican children and providing educational and informational programs to local Mexican parents and adults. “Facilities” are defined as any and all of the properties owned by the LCS.
              • To provide access to the LCS facilities for temporary use by other civic organizations for activities that are not in conflict with the LCS By-Laws or regulations and are approved by the Board of Directors, hereafter referred to as the Board, (see ARTICLE III below).
              • To provide facilities where members may gather to exchange information and knowledge and where they may meet others who share common interests.
              • To maintain an English language library and video collection within the facilities of LCS for LCS members and students who receive assistance from LCS in agreement with LCS policies.
              • To provide space and time for free services deemed appropriate, informative and beneficial by the Board to LCS members and to the Mexican community in agreement with the LCS By-laws.
              In light of the above review of objectives, it was agreed that the proposed mandate statements be reviewed but that due consideration must be given to the objectives as outlined in previous LCS documents (Constitution 1979, Bylaws 1999 and 2003 Amendments to the 1999 Bylaws):
            • Statement 1 “To facilitate the integration of expatriates into the Lakeside community”
              • Discussion about whether it is the Lakeside community or Mexican community. “Integration” clarified.
              • ACTION: Statement 1 accepted as proposed by a majority vote.
            • Statement 2: “To provide programs and services to LCS members.”
              • Discussion to include “facilities” in this statement. Clarification provided about what was included or addressed by “facilities.”
              • ACTION: Statement 2 accepted as proposed.
            • Statement 3: “To contribute to the development of the Lakeside community.”
              • Discussion that we have lost the intent of helping Mexican children and adults and that this has been a longstanding and important objective for LCS.
              • ACTION: Statement 3 accepted as changed: “To contribute to the enrichment of the Mexican community through programs such as student aid and education for Mexican children and adults.”
            • Statement 4: “To foster interchange between expatriates and Lakeside residents.”
              • Discussion about the terminology “Lakeside residents” versus Mexican community.
              • ACTION: Statement 4 accepted with modification: “To foster interchange between expatriates and Mexican residents.”
            • Statement 5: “To establish partnerships with the Lakeside community.”
              • Discussion about partnerships that LCS has engaged in and possible future partnerships. This was seen as a positive activity for LCS to undertake and that consideration should be given to this activity.
              • ACTION: Statement 5 accepted with modification: “To establish partnerships beneficial to the Lakeside community.”
            • Statement 6: “To manage LCS resources and operations.”
              • Discussion about whether to delineate “resources” in this statement. C. LeBlanc indicates that the definition of resources comes later when goals and objectives are discussed. The definition of resources will include human, material (buildings, land, equipment), technical and financial.
              • A question was raised as to where Bylaws fit in this definition of resources. This is considered part of “intellectual property.”
              • ACTION: Statement 6 accepted as proposed with the caveat that this may be revisited when “resources” are again discussed.
         4. Vision Statement (see handout Development of LCS Philosophy)
            • Discussion about the 3 proposed vision statements.
            • Vote:
              • Option A: 2
              • Option B: 4
              • Option C: 4
            • ACTION: Vision statement modified and accepted as follows: “Our vision is a future where Lakeside residents contribute by mutually sharing their knowledge, expertise, culture, heritage and language enriching our community’s quality of life, vitality and prosperity.
            (Conrad's tweak) Our vision is a future where Lakeside residents contribute to the enrichment of their community’s quality of life, vitality and prosperity, by mutually sharing their knowledge, expertise, culture, heritage and language.

            (Terry's tweak) Our vision is a future where all Lakeside residents continually play a role in enriching the community’s quality of life, vitality and mutual prosperity through the exchange of knowledge, expertise, culture, heritage and language.

            Next Meeting: Tuesday August 25, 2009 (1400-1530) in the Sala

            Note: the Vision Statement will be the first agenda item for the next meeting.

            ---

            Membership Work Group Meeting
            Tuesday August 18, 2009 (1400-1530)
            LCS Sala

            LCS Philosophy & Long Term Goals

            Present: Ross Brownridge, Nancy Creevan, Nancy Hagen, Wendee Hill, Hebina Hood (recorder), Mary Alice Sargent, Bernie Raisman, Charlie Smith, Bob McKeown, Ken Crosby, Lloyd Vickery, Howard Feldstein, Shelley Edson, Beverley Gardner, Karen Schirack, Roger Borg, Terry Vidal (facilitator), Conrad LeBlanc (by Skype).

            Handouts: Recommended LCS Philosophy Work Document July 31, 2009; LCS Long Term and Strategic Goals or What Do We Want August 13, 2009;A Strategic Management Process: From Vision To Results (1 page); Strategic Planning Definitions (1 page); Brain Storming Rules.

            1. Introduction of Conrad LeBlanc and round table introductions of those present.
            2. Handout “A Strategic Management Process: From Vision to Results” and “Strategic Planning Definitions”
               • C. LeBlanc reviewed the purpose of this meeting - to look at the broader picture, i.e., the philosophy and long term goals.
               • C. LeBlanc reviewed this handout emphasizing that the foundation of the organization is the vision, mission, mandate and values. The governance structure of the organization is directed by the vision, mission, mandate (types of programs to implement), values (guide behaviors and actions), long term goals (10 years) which the members decide on and prioritize, strategic goals (3 years), and annual objectives (responsibility of the Board and must be tied in with the budget and resources available). From these flow the operational objectives and activities of LCS. In looking at the Executive Director position, that person would ensure that supervisors and employees understand and work towards the annual objectives.
               • The 3 questions to always remember are: Where are we going? Who decides? What resources do we need to get there (human, material, technical and financial)?
               • The question “Where are we going?” is directed by the strategic management process (the funnel) where the vision is at the top and activities at the bottom. C. LeBlanc reinforced that for activities to be meaningful, a vision is needed.
            3. “Recommended LCS Philosophy; Work Document July 31, 2009” (handout)
               • Question: Is this strategic management process worthwhile and will it help LCS?
                 • Vote results: yes – 12; no – 2; don’t know – 2; abstain – 1. 4 people voted indicating caveats mainly regarding the time element and speed with which this process is expected to be completed, i.e., is it realistic.
               • A question was raised as to whether the list of current objectives in the Constitution is irrevocable. C. LeBlanc indicated that he views these objectives as actually being the mandate according to the definitions we are using.
               • Participants were concerned that the concept of “members” not be lost. C. LeBlanc indicated that this is will be discussed as part of the session when the mandate is discussed.
            4. Brainstorming Rules (handout)
               • Reviewed by T. Vidal. Participants agreed to their usage.
            5. Mission Statement (see Recommended LCS Philosophy document)
               • C. LeBlanc reviewed the mission statement in the 2003 LCS Constitution and his 2 proposed mission statements.
               • Discussion about “territory served.”
                 • Vote on preference of terminology – Lakeside region – 0; Lake Chapala area – 4; Lakeside – 9. Concern was expressed that we should not be “fenced in” by the term used and that “Lakeside” was not jurisdictional but generic.
               • Consensus re new mission statement: The mission of the Lake Chapala Society is to contribute to the social enrichment of its members and Lakeside community.
               • ACTION: To be determined – Are there legal implications (i.e., limiting our ability to apply for government funding, etc) in using the name Lakeside.
            6. Next Meeting: Friday August 21, 2009 at 1400 in the LCS Sala. This extra meeting is being held in order to complete discussion of today’s agenda topics.

               Respectfully submitted
               Hebina Hood

               ---

               Membership Work Group Meeting Notes (Conrad's response)
               Date: 11 Aug 2009,
               12:00 pm, LCS Art Patio
               Subject: Situational Analysis

               Attendees: John Rider, Terry Vidal, Mary Alice Sargent, Nancy Creevan, Wendee Hill, Howard Miles, Howard Feldstein, Bob McKeown, Ken Crosby, Hebina Hood, Bert Slocombe, Al Trottier, Charlie Smith, Ross Brownridge, Lloyd Vickery, CB Kelley, Cliff Rogers, Bernie Raisman

               Terry Vidal asked John Rider to facilitate the meeting, observing the previously agreed upon 90 minute time frame.

               Members suggest that the list of priority issues, item #2, should have four words added to the end of the sentence. So the sentence would read “To improve the image of LCS and the management of marketing and promotion, including communications with the membership in a transparent manner.”

               Comments:
               Section 1.1

               • Perhaps there needs to be two options for the proposed Board configuration, i.e., one stressing Governance and one stressing Operations.
               • Clarify in print that the proposed governance structure will be brought before the membership for a vote.
               • The current Board should reiterate that it has adopted a PROCESS to develop a new governance structure for LCS. The proposal will be presented to the membership for a vote at the October 14, 2009 general meeting.

                 Section 1.2

               • Don’t call this a Strategic Plan, call it a PROCESS
               • Some attendees observed that what is being proposed for the membership to digest is too much at once.

                 Section 1.4

               • It has been reported in print that the Executive Director would be appointed by 15 Aug 2009. Many attendees thought such an appointment should be postponed. They also asked for clarification as to whether there will be one or two paid positions. Is the Exec. Director an additional position?
               • The Board needs to justify to the membership how the organization has gone from a dire financial condition to one that would support the additional expense of an Exec. Director.

                 Section 4.4

               • All references to LCS Scholarships should be changed to “student financial aid” because of legal ramifications of the term “scholarship” in Mexican law.

                 Section 5

               • Attendees asked the consultant, Conrad, to provide the selection criteria used to determine who would be interviewed, and is asked to define the term “stakeholders.”
               The next Work Group meeting is scheduled for Tuesday, August 18, 2009 at 2:00 pm in the LCS Back Garden to discuss the proposed LCS Philosophy and Long-Term Goals.

               Respectfully submitted:

               John Rider
               Meeting Facilitator