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Board Meeting Minutes — January 2025

Attendance:  Matt, Peggy, Ruth, Enriko, Quintyn, Brandon.

Charlotte, Shneur, and Fred are absent.

Peggy took minutes in Charlotte’s absence.

Approval of Agenda

  • We tabled the discussion about joint fundraising between E-USA and ESF until next month. 
  • We added a discussion about communications strategy.

Review of Previous Meeting Minutes

December 2024 Board Minutes  We quickly reviewed the comments and questions (having already had access to them beforehand). After resolving the issues, which were minor, we approved December’s minutes by acclamation.

Reports

President/Vice-President

President / Vice-President / Executive Committee Report – January 2025 We quickly reviewed this report (having already had access to it beforehand) and touched on the most recent website updates. Reminder from Matt about matching donations being available even for donations through Square.

Central Office Report 

  • State of the Central Office: Amanda has told Brandon that the books from the bookstore have been selling really well; a lot of the leftover books from Maine are being sold.  We have inventory right now that isn’t yet on the bookstore site, and that will have to be added.
  • Dulanda Kongreso Update:  Brandon reported: Yes, NASK will be held in Toronto.
  • Nominations Committee: Quintyn said that the nominating committee will meet this Tuesday to review the seven potential candidates, and they are planning to have another “open house” sort of meeting when the potential candidates can learn more about being on the board. In response to a question, Q clarified that some candidates will run for Board Member and one or more candidates will run for Secretary.

Finance Report – Treasurer 

  • 2024Q4 – Quarterly Financial Analysis Matt has already responded to questions in the document itself. Matt wanted to respond to Ruth’s question (in the document) about the endowment strategy, saying that the best practice is to take 4 to 5% of the endowment each year and use it for programming. The other 95-96% goes on earning.  
  • Let’s make sure we understand that fundraising is key to the organization’s ongoing financial health so that we don’t gradually deplete our investments & other reserves. 
  • In response to Q’s question, Matt said that we have a rainy day emergency fund that would keep us going for six months. Ideally, we will work up to having enough for 12 or 18 months.
  • The bank statements and Morgan Stanley statements are in the folder where both our bookkeeper Deepika and Amanda can work with them; if you are looking for anything that you can’t find, ask.
  • Next week Matt will start working on the Annual Report and the financial part of the Jarraporto. We’ll have an Annual Report in English (as a nonprofit organization) as well as a broader Jarraporto in Esperanto for members.
  • 202412 – Financial Analysis.docx Matt pointed out that spending limits have not been added to this document  yet.

Executive Committee 

This document (shared beforehand) covers this report. President / Vice-President / Executive Committee Report – January 2025

 Old Business 

Executive Director Position Description Q has added some notes to the document in response to questions. For instance, he has added notes about holidays and sick leave. Therefore, he suggested that we table voting on this at this time, so that Amanda has a chance to look at it. Tabled.

 New Business 

Springly – Membership Software 

  • Brandon showed us what the membership directory part of Springly’s software looks like; you can see clusters of members on the map. 
  • He has noted that it shows street addresses very specifically, and he is going to follow up with them about that, because of privacy concerns. 
  • Each member would have to log in, in order to see this directory. 
  • In addition to a member directory, this software could replace our CRM (Salesforce) and it could send our e-mail communications as well, keeping track of what messages each member has been sent. It could keep track of event attendance and membership history too; a person could see how long they have been a member. 
  • Ruth asked if you can type in the name of a city and find people, and Brandon demonstrated doing that. 
  • The cost is about $60 per month, but it would allow us to cut Mailchimp ($30/month) and we wouldn’t have to buy the CTRN software ($204/year). 
  • And it would save administrative time. 
  • Springly will onboard us. 
  • Brandon asked for feedback, and it was positive. He will move forward with this research and negotiation. 
  • Q proposed, Ruth seconded, that the Executive Committee be empowered to work with Springly on implementation. This was unanimously approved.

Youth Coordination  

Tabled until Ŝneoro can be here

Communications strategy  In light of Q stepping back from communications work, Peggy asked if we ought to have a Google doc where we can contribute ideas for communications so that the new person is more able to hit the ground running. 

  • Matt pointed out that we need someone who can approach it strategically first, and only then zero in on the specifics. 
  • Ideally at least one board member should be involved. 
  • Q said we also need to define our values, the tone of communications, etc. before we bring anyone into this role. 
  • But a brainstorming sheet would still be good; the board could review it. Brandon said the software called Monday would work well for this. We can have up to ten users for free. We could have a board on there where we can add our ideas. We will have to have an onboarding so that all of us know how to use Monday. But in the meantime, we could start with a Google doc / Google sheet.
  • Matt has worked in this area before, and he volunteered to be a sounding board or coach or mentor for the new person who is responsible for communications. Q volunteered to do the same, lending expertise in communications.
  • Brandon and Q have spoken with an E-USA member who would probably be good in the role of communications director, based on what she does for a living. She is considering it. Maybe she would need some help with communications that are purely in Esperanto. 
  • Q suggested to the board that this should be a paid position.
  • Q has been working on a position description for Communications Director and would like to bring that to the board in February.

Special Committee Policy 

  • The document EUSA Special Committees Policy was made available beforehand. Standing committees are included in the by-laws and the board cannot ignore or modify that. However, special committees aren’t in the by-laws. They are formed to fulfill specific purposes, and they can be dissolved. Q has already read and responded to questions that board members raised in the document. Matt described a policy like this as infrastructure for our organization. Q plans to add a Committees section to the website, and this would be part of it. 

Proposal:  Adopt the Special Committees policy for Esperanto-USA, to be implemented immediately. This policy will establish clear guidelines for the formation, responsibilities, and reporting of special committees, ensuring alignment with our strategic goals. All current special committees (International, Projects, Communications, Promotions, Bylaws, Membership, Executive, Educational, Prisoner Relations) shall transition to this policy by the close of the Annual Congress. The Vice President will assist with that process to ensure a smooth implementation.

  • Q moved to accept this proposal. Matt seconded. Passed unanimously.

Miscellaneous  

Having some time left at the end of the meeting, we chatted about a few things.

  • Ruth said how impressed she is with how things are going with administration and finances. It raises the professionalism of the organization.
  • Matt said that we approved our first grant of the year. It supports the Printempa Esperanto-Renkontiĝo. Chuck Mays is arranging it. Bill Maxey is going to teach. It will be held March 14-16 in upstate North Carolina.
  • Chuck is the Contact Coordinator, and when that part of the website is up, it will make it easier for people to inquire and learn what kind of support is available for local activities.
  • Brandon said Portland is planning NOREK (Nord-Orienta Regiona Esperanto-Kongreso), and he is going to nudge them about applying for a grant to help them with that event.
  • Matt said, people need to know that these grants are available so that they can apply for them to support their local events.
  • All the money from the Reed Trust (90% of its investment income) is going to support NASK this year. We also have a restricted endowment fund for scholarships to NASK.
  • Matt is going to review our financial report with an E-USA member who is especially interested and has asked many questions about our finances.
  • Looking forward to Toronto, hoping we can all make it in person.
  • Because of the nature and the size of our organization, we are in the category of a “working board,” according to what Q is learning in his class about boards.

Meeting Adjourned at 5:25 PM Eastern time.

For February’s board meeting:

  • Joint fundraising (E-USA and ESF). Refer to the agenda for details.
  • Executive Director position description
  • Youth coordination
  • Communications Manager position description
  • Monday training (reviewing monday.com)