Minutes of the Meeting of the Staying Put
Board of Directors November 10, 2008
A meeting of the Staying Put Board took place on Monday, Nov 10, 2008 at 4PM at the New Canaan Library.
Tom T called the meeting to order and welcomed Cathy Irwin onto the Board. Discussion on committee structure, chairs, members, and duties involved the possibility of creating a new Services committee, which would include a resource center, home repair and handyman services, transportation, shopping and errands, outings and events, help with technology, and any services called for in the future. Discussion about the Volunteer committee included suggestions on how to best help Donna and Jane organize volunteers. Assignments are currently made according to personality match-ups, which Jane and Donna handle. A sign-up sheet would help document which members spend time volunteering for various tasks. This is easily done in the office, but not so easy to document when SP members help each other without going through the office. It would be nice to know in order to give recognition to the volunteers. Perhaps volunteers could sign up to be on call for half a day; that system has been working well for weekend coverage for which Board members are responsible. It was suggested that along with review of the committees and their missions, the Executive Board review the By-Laws. Tom Ferguson reminded the Board that we are all expected to be active members on at least one committee.
Thanks were extended to Judy Bentley for her hospitality and to all the Board members who wrote personal notes on each of the 500 appeal letters, which have now been mailed. Last year the Board had 100% participation in the contributions, which accounted for one third of total pledges. We hope to have 100% Board participation again. Judy will get cards to send to donors thanking them as their donations come in to the office. We are in an extended downturn that will affect fundraising. An article on drawing down IRA accounts at the age of 70 and a half and charitable donations would be helpful to the membership and might help raise contributions.
Upcoming Events include: CT Playmaker's show on Irving Berlin on Nov 16 at 2PM; dinner at Quattro Pazzi on Nov 18 at 5:30PM; NY Met Opera simulcast on Nov 22; wreath-making with Young Women's League on Dec 4. (NB the Young Women's League is sponsoring this event especially for SP) tour of George McEvoy's studio on Dec 5; a wine tasting at New Canaan Wine Merchants on Dec 11 where SP members will receive a 10% discount from 3-8 PM that day-look for their invitation in the mail; and Lockwood Mansion private tour and tea Dec 12. Judy Schurman reminded the Board to make their "Friendly Calls" and encourage members to come to these events. During these calls it would be helpful to find out if and how often the member uses email. SP is considering offering a Presto machine as a prize to a member who doesn't have a computer and would use the Presto to receive email. The first of three financial planning sessions was well attended (at least 30) and extra copies of the planning manual were taken to 58 Pine Street. The date for the First Annual Birthday Party of SP is set for January 11th at 2PM.
Donna Simone gave the Executive Director's report. We have only 9 or 10 need-based members and we are chartered to have 10% (i.e., 17 individuals) of our membership on "scholarship." Therefore we must encourage any potential need-based members to call Jane Nyce. Need-based members are confidential, and they do not have to show their IRS statements to anyone. SP needs more recommendations for reliable snowplow and other winter services. Please call the office with referrals.
As of this date, The New Canaan Advertiser is not able to give SP a regular place in the paper, which is prime place for marketing as well as for communicating with our members about upcoming events. Perhaps SP could find a donor who would pay for the space in the Advertiser at the non-profit rate. Perhaps the New Canaan News Review would be more willing to give SP space. The SP website had 1208 hits in October alone, so our message is getting out.
There being no further business, the meeting was adjourned at 5:30PM.
The next Board meeting will be Monday Dec 8 at 4:30 PM at the library - NB: new time!
The next Exec meeting will be Dec 1 at 9:30 AM at 58 Pine Street.
Respectfully submitted,
Lyn B Chivvis, Secretary
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