Board Meeting Minutes – July, 2024

Ĉeestas

Ĉeestas sen Voĉdonrajtoj

Call to order

The meeting is called to order. The agenda is reviewed, and no new changes are recommended. Quintyn proposes that we accept the June 8 board meeting minutes as they are currently written. Jane seconds. The motion passes by acclamation.

Reports

Jarraporto

La Jarraporto estas preta kaj jam ĉe nia retejo. 

Prezidento kaj VP

We had a 42% increase in the number of people who have paid dues so far this year, compared to the same period last year. We are also on track to have 100 members at this year’s LK, which would be the largest in at least the last 20 years. The central office transition has been successful, albeit more work than initially anticipated. There are a few tasks remaining, but Bill Harris will be officially retired as of Monday. New technological tools have also been added to E-USA’s repertoire, many with discounts or free, using discounts for non-profits. We also have an Office Depot account for non-profits, which has saved us close to 70% on printing costs for this LK. Amanda attributes this to Brandon’s work. Membership involvement is also stated to have been an emphasis, and the new website is up. The newsletter has been sent to all members with less per person cost. The LK having a high number of participants is notable given that it is the second in the USA since COVID. We have also provided stipends which increased international activity out of the US, including participants to IJK and TAKE, who are now more highly active in the national and international Esperanto movements. 

The plan for the coming year includes solidifying the work of the CO and possibly streamlining or adding new tasks, getting more involved in education, more active and strategic fundraising, and getting more involved in the international movement. Specifically, we want to search for a new committee member A, as the three year terms are coming to a close, as well as considering creating an International Committee and considering making the USA a candidate for the next TAKE in 2026-28. Kuo thanks Brandon for making E-USA a more professional and sustainable organization. Amanda also thanks Kuo for his work on this year’s Jarraporto and how professional it looks. 

Mateo asks about where supporting our regional and local group activity fits into the current plan, as it is something that is not mentioned in the plan for the coming years in the Jarraporto but is important to our mission as stated in the bylaws.

CO

The financial situation right now has been difficult, due to some confusion in how our books work making it difficult to access cash for operating expenses. This is because much of our money has been tied up in investments. We are working to make sure we are not in a position like this in the future, for example through discussions with the finances committee regarding having a more substantial amount in our checking account on a regular basis, rather than transferring money from our investment accounts to our checking accounts only when it is immediately needed. Matt adds that we will begin following industry standard non-profit best practices, including having an amount which covers expected operating costs on hand, as opposed to today, when we keep almost all of our money in a non-liquid brokerage account. Amanda also adds that, in order to sell items at this congress, we had to get a permit, which required us to get incorporated in California as an out-of-state organization. This has been a work in progress, and so we are not selling books at the congress, but are instead offering books as a thank you gift in exchange for a recommended donation to the matching fund that we have through ESF. These are books that were donated to us as well as some of our regular inventory.

Brandon adds that another challenge was that all of our operating programs and files were on Bill’s computer, inaccessible to others, and using a system that only Bill understood. We are still working on finding a solution for how to move forward with the retbutiko and how to transfer the operation of the retbutiko to Amanda, as well as how to improve it. Fred says he would like to see more details on how the retbutiko is doing, and Kuo says that the software options we are looking into would greatly facilitate that. Mateo asks whether we will be trying to solicit feedback regarding what members would like to see from the retbutiko. Charlotte mentions that this was a part of the member survey from the membership committee, and Kuo and Davido agree to add this to the programaro for this LK. 

Old Business

Previous Action Items

Kuo reports that the action items from last month’s board meeting minutes have been enacted, namely the appropriate account use and social media code of conduct policies being clarified and posted on the website. Fred expresses concerns that a lot of data in the old website is not in the new website, such as a list of regional coordinators. Kuo says that E-USA is planning a community page, such as for events, and that we could also add information about regional coordinators to this page. Action Item: Kuo will speak to Fred about the information that needs to be added to the new website.

Regional Events Working Group

Proposal: Establish a working group to reassess the regional coordinator system and our relationship with regional groups. The goal is to provide recommendations to the Board on how to support regional groups effectively and optimize the use of regional coordinators and other resources available to Esperanto-USA. 

Fred volunteers to participate in this working group. Kuo proposes. David seconds. Fred, Kuo, and Enriko all agree to join, and Brandon suggests this as an amendment to the proposal. It is agreed that an amendment is not needed, and that others may join as needed. Proposal unanimously approved.

777 Fund/UN Office

We have a long-standing semi-formal agreement with UEA about the 777 fund, to pay for the UN office in New York. However, it is unclear how much has actually been given by UEA for this. 

Proposal: Create a second account dedicated specifically to paying the rent for the UN office. Invoice UEA for the rent at the end of each year, and discontinue accepting donations for rent. Designate the 777 fund for expenses related to the office or for UN-related activities.

Ŝneoro laments that we have this well-located space and are not using it, despite having members located in New York City where the office is located. He suggests that we get more involved, and Fred suggests that E-USA talk to Humphrey Tonkin more about the office. Brandon clarifies that he, Amanda, and Ruth have been in discussions with Humphrey Tonkin. Mateo asks if there are ways we should address the current disuse of the office, and Kuo and Brandono suggest that we may not want to address it in this proposal, but that we could work with an international committee and UEA to discuss options. Kuo proposes the above. Enriko seconds. Proposal unanimously approved.

UEA Delegates in US

Proposal: Recommend Hans Becklin as the Chief Delegate for the USA.

Phil DORCAS has been our chief delegate for some years and has expressed a readiness to step down. Fred mentions that the chief delegate used to lead a meeting of delegates at the LK but that this has dropped off in recent years. Shneur asks whether there is a New York delegate, and no one knows the answer. Peggy joins the meeting at this time as a non-voting participant. Kuo proposes and Enriko seconds. Proposal unanimously approved.

Proposal: Create the International Committee with the goal of increasing Esperanto-USA’s presence in and support of the International Esperanto movement with Hans Becklin, chief delegate for the USA,  as chair of the International Committee, and Shneur Agronin and Jonathan Thomas as committee members.

This proposal has not yet been brought up to Hans, but Shneur and Jonathan Thomas have agreed to it. This proposal is therefore tabled for the time being until we have spoken with Hans.

Proposal: Require the Chief Delegate to regularly report to the Board on their activities and progress.

This proposal will also be tabled for the time being, in order to allow for further conversation on wording, such as whether this will be a requirement of the International Committee or the Chief Delegate, whether it can be required, and what “regularly” means.

New Business

Candidates introduce themselves. Shneur is also a candidate for treasurer of TEJO. Peggy is also the current chair of the Membership Committee. The board takes a 5 minute break. 

Kongresaj Aferoj

Resolutions Committee

Proposal: Create a resolutions committee that is confirmed by a vote of the congress whose main purpose is to collect and refine resolutions from the sessions during the 2024 Landa Kongreso. Confirm Charlotte Burton as chair and Peggy Dolter, Fred Meyer, and Jane Shetsov as members.

Charlotte proposes, and Fred seconds. Proposal unanimously approved.

Tallying Committee

Amanda, Margo, and Enriko volunteer to make up the tallying committee, who will count this year’s paper ballots at the conference. Brandon agrees to name them as the tallying committee.

Nominations Committee

Last year, Amanda chaired the committee. Vince is willing to be on the committee, and Mara was also recommended but has not yet responded. Amanda suggests asking Rafa again, since he has chaired the committee in the past. Jane asks about qualifications for nominating committee members, and it is suggested that the main criteria is knowing people to suggest. Maĥiac is recommended as well. Brandon will reach out to these people. 

Deadline for Ballots

Deadline for ballots is the close of the first day of Congress, or another time determined by the president. 4 PM Saturday is when we can require paper ballots to be turned in, but online voting will close at 9 AM Saturday. Discussion ensues of how to encourage people who have not yet voted to do so before the deadline.

Dues Resolution

Draft: Accept proposed revision of dues (as amended, if applicable), which will take effect on January 1, 2025. 

Draft: Beginning on January 1, 2025, all dues payments will be for the calendar year, from January to December of that year. All dues payments for 2025 made prior to January 1, 2025 will be at the current rate. Any member whose membership extends into any portion of 2025 will be considered a member through the end of 2025.

Board discusses whether or how to prorate memberships and agrees to recommend that all memberships be through the calendar year and not pro-rated, both for simplicity in bookkeeping and to keep with the standard practice with groups such as UEA. David expresses some concerns regarding not pro-rating, as it will result in some people paying the same amount of money for less value. Brandon suggests that we not think about it as people joining to get value, but rather that people join because they want to support the organization. Enriko, David, Amanda, and Charlotte respond in disagreement and assert that many people join in order to get value. Charlotte asks Peggy’s thoughts, as chair of the membership committee. Peggy says she was initially skeptical, but upon hearing what Amanda and Bill thought in support of it, as well as the updated suggestion that we extend any repeating memberships through the end of 2025. When asked by Charlotte, Amanda suggests that the total number of work hours would be the same, but that it would be far easier to have these tasks consolidated into one or two months. Upon further reflection, though, she states that not approving the calendar year system would substantially increase her hours worked, when she is already working many hours as volunteer time. 

Jane recommends splitting the resolution into two proposals and allowing the members to vote and have their discussions at a meeting during the Congress, and that Amanda can present at that time. This is agreed upon, and discussion is tabled.

Bylaws Revision Committee

Draft: Commission a temporary Bylaws Revision Committee, to consist of 5 members elected during the 2024 Kongreso, who will spearhead a thorough process during the year to draft and propose a comprehensive bylaws revision. The committee is expected to engage the membership in this process during the year and provide regular updates on their progress. 

Charlotte recommends that the board reach out to the people who were most vocal against the comprehensive bylaws revision which was discussed previously with members in 2024, and see if any of them would be willing to accept placement on such a committee if voted in for it. Action Item: Charlotte will reach out to members who spoke out against the proposed bylaws changes and ask if they would accept joining a Bylaws Revision Committee if voted in.

The meeting is adjourned.