Board Meeting Minutes — May, 2025

La kunsido malfermiĝas. La estraro aprobas la protokolon de la antaŭa estrar-kunsido.

Raportoj

Prezidento/Vicprezidento

Nenion raporti. Ĉio jam rilatas al aliaj temoj, kiujn traktos la estraro poste en la kunsido.

Centra Oficejo

La centra oficejo plue laboras pri Springly, por certigi, ke la programo pretos, kaj, ke Esperanto-USA povos atenti la privatecon de ĉiuj membroj per Springly. Amanda montras al la estraro la liston de partoprenontoj por la dulanda kongreso. Pli ol 100 homoj jam aliĝis al NASK kaj/aŭ DLK. La Dulanda Kongresa Komitato diskutas pri tio, ke estas rabato por homoj, kiuj partoprenos kaj NASK-on kaj la DLK-n, kaj la komitato diskutas, kiu organizaĵo pagos la rabaton. Amanda diskutas tion kun Karlo MAYS (ESF) kaj Jordano (KEA). 

Kasista Raporto / Treasurer’s Report

Esperanto-USA is having difficulties with the accounting and is in talks with its accountant. Due to complications in the accuracy of Quickbooks Online, the organization does not currently appear to have up-to-date information about the financial reports, under the new Quickbooks Online account. Brandon and Matt are in talks with Deepika, the accountant, to get clarity on why these issues are arising, in order to ensure that the board is able to have more complete data. Based on current information, all accounts are where they are expected to be, with very little discrepancy. However, the discussion with the accountant should allow the organization to have more detailed information on how the current expenses for the year compare to the budget in specific areas such as education. As of April, Matt and Amanda had understood that these technical issues were resolved, but as of this board meeting, they are not yet fully resolved, which may be as simple as reconfiguring the reports. Brandon and Matt will discuss with Deepika whether the difficulties with the new Quickbooks Online account can be quickly resolved or whether a new accountant is needed at this time. The board will receive an update promptly as new information is available. 

Executive Committee

The reports by the Executive Committee are covered by the above explanations of Springly and Quickbooks Online. The only additional thing to report is that Matt and Quintyn are working on financial paperwork to ensure that the organization is able to apply for grants.

Membership Committee

The Membership Committee has heard back from two more lifetime members, whom they had reached out to. Peggy, Brandon, and Amanda will meet regarding a member survey, which the Membership Committee has been discussing. 

Old Business

Values Statements

The Values Statement draft was discussed at ViA, and the membership in attendance approved. At the DLK, the Values Statement will be discussed and can be finalized at that time. The draft Values Statement will be released via Usona Esperantisto for further feedback.

DLK Board Meetings

Two board meetings will be held: one on Friday, and one on Monday. Additionally, a joint meeting with the ESF board may be helpful. A conference call option will be available for board members who may be unable to attend, but all board members are encouraged to attend if possible. Of the board candidates, Izaak will be unable to attend the conference, but Bradford Smith and Kinen Carvala will be able to attend. Matt suggests a joint meeting with the E-USA board and the KEA board. Quintyn suggests a formal agreement regarding the relationship between ESF and E-USA be drafted and revisited annually. A special session for lifetime members is also being planned, during which lifetime members will be able to speak directly with board members.

Meeting Frequency

The board of Esperanto-USA has been meeting once monthly for a little over 7 years. As the executive committee is meeting more frequently now, Brandon asks board members whether this monthly board meeting plan may need to be changed to meet either more or less frequently. Matt suggests that if all board members were very active in Slack, then fewer meetings may be needed. Amanda asks the board for feedback on how the current structure of Slack discussions seem to be working, with the Executive Committee being more active and receiving more detailed reports and the rest of the board being somewhat less active and receiving less detailed reports. Ruth recommends that the board determine what the expectation is on involvement of board members who are not on the executive committee, such that other board members are also able to stay fully informed and give more feedback on important matters. The idea is floated that standing reports at the beginning of the monthly board meetings could be provided in other ways, such as written reports posted in Slack, with the board meetings then being reserved for discussion of old and new business. Matt suggests that at least one board member should be in every committee, in order to facilitate two way communication between the board and the committees, which can include a monthly written report to the board from the committee. 

Brandon recommends also discussing the idea of each board member having a designated role or area of responsibility within the organization on the board. Board candidate Izaak asks about accountability and transparency if more discussion were to happen in Slack. Matt suggests that, if standing reports were to be submitted to the board in written form in advance of meetings, these reports could also be published for member visibility along with the meeting minutes, while still allowing the board to spend meeting time on making important decisions. The discussion suggests that, rather than moving to quarterly board meetings, monthly board meetings should be continued, with most of the standing reports being presented in written form in advance of the meetings. Enrique also speaks in support of monthly board meetings and recommends that the Komitato por Komunikado be encouraged to be more active again. He volunteers to lead the KpK in order to facilitate this committee’s becoming more active and support a more active social media presence for Esperanto-USA.

Executive Session

The board enters executive session. The board leaves executive session. The meeting is adjourned.