Board Meeting Minutes — February, 2025

Meeting is called to order. The agenda is approved. The minutes from the previous meeting are reviewed and clarified where needed. Charlotte moves to approve the minutes of the previous meeting. Ruth seconds. The motion passes by acclamation.

Reports

President/Vice President

The Executive Committee met for a semi-in person Executive Retreat, which consisted of 13 hours of meetings across two days, the notes on which will be clarified by the secretary shortly.

Director of the Central Office

Amanda shows the board and the new candidates the “Monday” workspace which the Executive Committee and the director of the CO are using to organize and collaborate on tasks. Certificates have been sent to Life Members, as well as bank accounts being updated, and the CO has additionally been working with the LKK for the Dulanda Kongreso. The Harmon Trust is being processed, and Esperanto-USA is a beneficiary of this trust. The Central Office is working with the lawyers of the Harmon Trust to determine next steps in that process. The Dulanda Kongreso Aliĝilo has been sent out to members. The board may choose to provide reimbursement up to a certain amount for board members or a discount code for board members. So far, 16 people have signed up for the Kongreso and/or NASK. From the Nominations Committee, in addition to the three candidates currently present at the meeting, there are two additional candidates, as well as Charlotte, who is running for re-election as secretary. Ruth asks whether the conference will include streaming capabilities for people who are unable to get a passport to attend in person. Amanda answers that this is being discussed and would be complicated but is feasible. 

Kasisto

E-USA is migrating its accounts within QuickBooks Online to allow better access and collaboration with the Treasurer, Executive Director, and accountant. 

Executive Committee

Charlotte reports that the executive committee retreat discussed topics including working on the creation of an official Values Statement for Esperanto-USA, a plan for the coming year, and plans for how we can continue to value the diversity of the organization and our membership, in the face of current events. Additionally, the Executive Committee met with the editors, with ESF, with a graphic designer, with a fundraising expert, and with the chair of the Membership committee, to discuss matters relevant to each of those. Isabel speaks in favor of civil rights and diversity and in favor of Esperanto-USA supporting the rights and values of our members.

Old Business

Joint Fundraising with ESF

Tabled for further discussion at a later date. ESF is willing to increase matching donations up to a higher point than the previous $5000.

Springly

Springly is the proposed platform for the forthcoming membership database. It includes functionality to allow members to pay dues, buy magazine subscriptions, receive emails, and see other Esperantists on a map. It would also allow a more detailed view for regional coordinators. Pricing negotiations are currently underway, and a form will be created and sent to members, which will allow members to join. Delays have been due to poor customer support on Springly’s part, as well as working on details of how to support member privacy within the software. Kinen (candidate) reminds the board that candidates must be members as of April 1, so a membership form should be available by that date at the latest.

New Business

Financial Management Policy

The treasurer reviews the updated Financial Management Policy and addendums, which specify what the board may do in terms of spending money that is covered by the budget, as well as procedures for expenditures which are outside of the anticipated budget. This policy also clarifies how transparency within the budget and expenses will be ensured. First, the changes to financial planning and budgeting (section 4, 5th sub-bullet, and 6th sub-bullet in the annual budget section) are discussed by the board. Matt moves that the proposed changes be added to the financial management policy regarding financial planning and budgeting. Peggy seconds. Motion passes by acclamation. Next, the board discusses the spending limits addendum to the financial management policy. This provides limits on how much the organization may approve to spend for budget or non-budget items. The treasurer, president, and executive director, will all have access to seeing the bank reports and maintaining additional levels of security. Matt proposes that the proposed Spending Limits Addendum be added to the Financial Management Policy. Ruth (Margo) seconds. The motion passes by acclamation.

Google Drive

The organization has a Shared Drive in addition to a previously used Shared Folder within Google Drive. This will permit better organization of the digital workspaces and documentation, but there are some items which still need to be moved over to the new Shared Drive. This would likely be 2-5 hours worth of work, and Quintyn and Amanda could support this. Lacking a current volunteer, this item is tabled for later.

Communication Strategy

Peggy asks whether there is a location where board members can place ideas for a communication coordinator, if one is found? Brandon suggests that Monday would be a good tool for this purpose. Amanda confirms that Monday is also very easy to learn and use. It allows you to set deadlines, assign tasks to other people, and sort the tasks by subject area, as well as listing the status of different tasks. Quintyn had drafted a position description for Contact Coordinator, but something is needed for a Communication Coordinator position. Currently, the Executive Director of the Central Office is fulfilling this position, but the position of Communication Coordinator is not required to be held by her. Amanda would need to understand what the Communication Coordinator is doing. This task is tabled for a later date, so that more urgent matters can be addressed first.

UEA Proposal

The executive committee recommends that Esperanto-USA propose an amendment to the bylaws of UEA regarding komitatanoj. The text of the proposal follows. Peggy asks how many committee members there currently are. Brandon answers. Ruth asks how effective the komitato of UEA currently is, and whether this is something that E-USA would currently want to devote resources to, when there are already many projects. Brandon expresses that the proposed amendment is aimed at changing that perspective by allowing landaj asocioj to have more participation and buy-in, including allowing newer komitatanoj from a given landa asocio to learn from more experienced komitatanoj. Ruth also asks whether Esperanto-USA even has three people who could serve on the committee. Matt moves that Esperanto-USA send a proposal for a change in UEA’s bylaws, as follows. Peggy seconds. The motion passes unanimously.

Proposal: Send proposal for a change in UEA’s bylaws, per below.

Current language:

“23. Komitatanoj A. Ĉiu aliĝinta landa asocio kun 100 ĝis 1000 membroj elektas unu komitatanon, kaj unu plian por ĉiu komencita milo, ĝis maksimume 6 komitatanoj. La nombro de la komitatanoj de ĉiu landa asocio ne malkreskas dum la oficperiodo, sed landa asocio, kiu aliĝas aŭ atingas pluan milon (ĝis atingo de la sesa milo) elektas komitatanon aŭ komitatanojn por la resto de la periodo. Neniu landa asocio rajtas al pli ol 6 komitatanoj entute.“

Proposed language (changes in bold):

“23. Komitatanoj A. Ĉiu aliĝinta landa asocio kun almenaŭ 100 membroj elektas komitatano(j)n laŭ la suba tabelo:

100-250 membroj: 1 komitatano

251-500 membroj: 2 komitatanoj

501-1000 membroj: 3 komitatanoj

1001-2000 membroj: 4 komitatanoj

2001-3000 membroj: 5 komitatanoj

Pli ol 3000 membroj: 6 komitatanoj

La nombro de la komitatanoj de ĉiu landa asocio ne malkreskas dum la oficperiodo, sed landa asocio, kiu aliĝas aŭ atingas pluan milon (ĝis atingo de la kvara milo) elektas komitatanon aŭ komitatanojn por la resto de la periodo. Neniu landa asocio rajtas al pli ol 6 komitatanoj entute.

Motivation to include with the proposed language:

Konstatante, ke la statuta paragrafo pri la konsistigo de la komitato (23) fontas el tempo, kiam pluraj landaj asocioj kalkulis je miloj de membroj, situacio kiu apenaŭ plu ekzistas, ni proponas ŝanĝi tiun paragrafon, tiel ke ĝi pli konformos kun la membrokvantoj, kiuj estas realismaj por la plejmulto de nuntempaj landaj asocioj. Ni antaŭvidas almenaŭ 5 bonajn rezultojn de tio:

La proponita ŝanĝo respektos la intencon de la originala lingvaĵo, laŭ kiu la komitato estis reprezenta organo, en kiu asocioj havu proporcie pli aktivan rolon laŭ sia membrokvanto;

La proponita ŝanĝo malfermus la komitaton al novaj fortoj, sen devigi al la spertuloj demisii;

La proponita ŝanĝo kondukus al situacio, en kiu multaj landaj asocioj havus pli ol unu peranto inter si kaj UEA, kaj tiel la informfluo estos pli stabila kaj demokratia, por ambaŭflanka profito;

La proponita ŝanĝo, per la konsistigo de pli vaste reprezenta komitato, disponigos pli da kandidatoj por la estraro de UEA;

La proponita ŝanĝo motivigos al landaj asocioj akiri pli da membroj, kaj ne perdu tiujn, kiujn ili havas. Por asocio kun ekzemple 200 aŭ eĉ 400 membroj, estas nerealisme eĉ strebi por mil; sed estas realisme strebi por 250 aŭ 500, kaj zorgi ne iri sub tiu limo.

Additional information – how UEA’s bylaws are amended:

59. Ŝanĝo de la Statuto. La Statuton povas ŝanĝi nur decido de la Komitato, en kunsido kunvokita kun la sciigo, ke en ĝi estos proponita ŝanĝo de la Statuto. Inter la tago de la kunvoko kaj la tago de la kunsido devas esti minimume 30 tagoj. Por decido pri statutŝanĝo necesas minimume la duono de la esprimitaj voĉoj, en kunsido de la Komitato, en kiu ĉeestis minimume la duono de la komitatanoj aŭ iliaj anstataŭantoj.

Honoraj Gastoj ĉe la Dulanda Kongreso

Five international guests have requested support to attend the Dulanda Kongreso. The executive committee has discussed the following proposal. All of the five people either have or do not require Canadian visas. Amanda asks for more details on the proposed guests, which Brandon provides. Ruth speaks in favor of this proposal and of having guests from non-English speaking nations at our kongreso. She also speaks in favor of the proposal covering only registration and lodging, rather than also travel. Amanda speaks in favor of the idea but does express concerns regarding costs. Matt suggests that, depending on what sort of sessions the guests would be willing to lead, the money to cover these costs could be at least partially covered by specific program budgets, such as education. Matt also speaks to how funding these 5 participants could be a good advertising tool for the kongreso, but should also be carefully considered in terms of cost and the effect of these costs on the total budget of the Kongreso. Each guest would be required to participate in specific ways, such as teaching a particular class or leading a particular session or sessions during the Kongreso. Matt proposes that Esperanto-USA provide financial support for up to 5 honorary guests, per the following proposal. Ruth seconded the motion. Motion passes unanimously.

1. Proposal: Suggest that up to five active Esperantists from outside the US and Canada be invited to the dulanda kongreso as ‘honoraj gastoj’. This would include free registration and lodging at Neil Wysick (paid for out of the congress budget, if the LKK approves; otherwise paid for by Esperanto-USA), as well as an honorarium of $250 USD (paid for by Esperanto-USA). In return, the invited ‘honoraj gastoj’ would agree to contribute to the program with at least one significant presentation, with details to be determined in connection with the organizing committee, as well as that their participation can be included as part of the congress promotion campaign. In turn, we can also ask the Amerika Komisiono for some support (especially to support the participation of Brazilians), and can include this campaign among our fundraising efforts (some individuals have already indicated that they would donate to support this effort). The proposed ‘honoraj gastoj’ have all confirmed that they have visas to enter Canada or have passports which do not require visas. The list of proposed ‘honoraj gastoj’ could include:
   1. Ilia Dewi – prezidantino of the Indonesian movement. Particularly interesting since they will host IJK this year.
   2. Evgen Kovtonyuk – Prezidanto de la ukraina asocio. Heavily recommended by those who know him.
   3. Two people from Brazil:
      1. Helena, former treasurer of BEJO (Brazila Esperantista Junulara Organizo), initiator of the podcast BabiBEJO, denaskulino, very active in the movement and recommended by BEL
      2. Querino Neto, the president of Brazila Esperanto Ligo (Querino has suggested that we ask for matching funds from the Amerika Komisiono to support him coming along with Helena)
   4. Stela Besenyei-Merger, the Esperantist of the Year for 2024 as well as the first recipient of the Premio Gregoire Maartens, a denaskulino who is very active in Esperanto literature. 

Matt moves to table remaining items and adjourn the meeting. Rush seconds. Motion passes by acclamation. Meeting adjourned at 4:43.