Treasurer John Allen called the meeting to order at 7:08 PM.
Board Members in attendance:
Debby Finley Delamore
Debby led the Board in an opening prayer.
Approval of February 19, 2018 minutes. James moved, Miriam seconded a motion to approve the minutes. Board approved the motion by 8-0 vote.
Minutes from Finance Committee and Treasurer’s Report
John presented the Treasurer’s report stating that no dues increase is recommended by the Finance Committee. Details regarding this and other items from the Finance Committee can be found in their minutes.
Rabbi’s Contract & Recruiting Status
The Rabbi’s contract was received by Lynne and it was determined that there will be funds available for guest rabbis, cantors, etc. given Rabbi Lotker’s limited schedule and reduced compensation package.
Report on “Board Member Roles & Responsibilities” Seminar
John reported on his attendance at a Non-Profit Board Responsibilities seminar he recently attended at Cal Lutheran. He reported that the California Corporation Code governs the JCO in accordance with the California Corporation Act. Non-profit board members should be aware of:
•Financial information regarding the organization
•Know what your insurance covers
•Certain policies such as the organization’s “conflict of interest” policy
Approval of Bill from Schneiders and Associates – Attorneys
The JCO Board reviewed the Attorney’s bill of $1,820. Debbie moved to pay the bill and James seconded the motion. It was approved by a 7-1 vote.
Board Member Election Protocol and Review of Draft Ballot
The JCO Board reviewed the draft board election protocol and ballot. Several comments were made on the handout:
•Revise preamble to state: The elected Directors will choose the Officers of the new Board
•Only one ballot is issued per person
•Either mail in or bring this ballot to the annual membership meeting
•No replacement ballots will be issued
Board members had several comments were made on what is to be on the Advisory Election handout:
•All adults (18 and over) who have paid dues….
•Decided by majority those voting - candidates receiving the most votes from members for the number of slots available will be elected to the Board.
•James: members to vote on mandatory 2-hour commitment to the Temple per year. The mechanism for enforcing this is to be determined.
•John: add a question about whether or not the JCO should have membership voting
Friends of Friends of the Library Proposal
A request was made to put a small kiosk for a lending library was described by Jerry. John moved to approve and James seconded. The Board voted 8-0 to approve this motion.
Toastmasters Request to Use Social Hall
Mario described the Toastmasters request to use the Social Hall for monthly meetings. This item was tabled until the April meeting.
Mario described the need for repair of the sidewalk in front of the JCO. Alan volunteered to research the cost of implementing this repair.
At the annual meeting held on the evening of May 17th, the following members were elected to the new Board of Directors for a 2 year term commencing on June 1st.
This was the first time in the history of the organization that the members voted for the directors.
A special survey item was on the ballot that asked the following question:
Are you in favor of the JCO adopting an unenforced policy that each member is expected to dedicate a minimum of 2 hours per year of
service to the JCO? This survey resulted in a majority of YES votes.
It is hoped that each member will volunteer to do something in the coming year. Some examples are to sponsor an Oneg at a Friday evening service, participate in one of the 12 committees, or suggest to the Board an event that you would like to see happen.
The meeting started at 6:30pm. All members were present.
Debby Delamore gave an opening prayer.
A motion was made and seconded to elect the following officers: Alan Greenberg, President, Tony Hirsch, Vice-President, Sharon West, Secretary, and Andrew Snett, Treasurer. This passed unanimously.
Alan reminded all about the protocol to be followed during Board meetings.
Rabbi Search Committee: The minutes of the search committee were emailed to all members prior to the meeting and Sheila discussed them with the Board. It was suggested that we should try to have someone in mind before the High Holidays with a target start date of October 1.
Finance Committee: Fred Rothenberg gave a report of the Finance Committee. Total collections last year averaged $541 per member. The dues collection process was described. The unrestricted cash balance at May 31, 2019 will be about $35,000. The expenditure approval process was described.
Alan discussed a grant offered by the Jewish Federation for $1,800 for educational purposes. We should expect to receive these funds in the near future. We can also apply for additional grants if they are used for the benefit of the Jewish Community at large.
A list of potential necessities and building improvements was discussed.
Donations for events: There was discussion of donations vs. charging for our events that have no significant cost. Tony made the following motion that “We charge $10 or whatever you can afford, with a sign on the basket.” Tony accepted a change to the motion to $5, with a sign that a $5 donation would be accepted. Miriam requested that the sign state, “Suggested donation.” Tony accepted this. All were in favor of the motion by Tony.
Sinking Fund: There was a discussion of possibly starting a Sinking Fund for unexpected occurrences, such as having to replace an A.C.
Calendar: Fred explained the protocol for the JCO calendar. Fred reported that if anybody has a Temple-approved event or is using the facility even if not JCO related, he will enter it in the calendar.
Roster of Committees: Alan handed out a wish-list roster of committees and members. The plan is to firm up the chairs of all the committees, and then they will approach potential members. A detailed discussion of each committee ensued.
Use of Social Hall by non-profits:
There are two requests from non-profits to use the Social Hall - Ojai Youth Opera and Ojai Cares. There was a discussion of Ojai Cares three-day usage potentially requiring a cleaning deposit, which could be refunded.
Alan, as President of the Ojai Bridge Club, brought up their temporary use of the Social Hall while their usual facility undergoes renovations. Board members were cautioned about the rules regarding fees and possible impact on our property taxes. California assessor who enforces a rule about charging for use of public facilities. Larry suggested a donation from the Bridge Club to the Temple, that OYO use the Social Hall for free, and that Ojai Cares put up a refundable cleaning fee. This was informally agreed upon. Each entity using the Social Hall will have to provide an insurance certificate that meets the requirements of our insurance company.
Honoring Barbara and Marvin Beck: A motion was made and seconded to honor Barbara and Marvin Beck at a Shabbat Service. The motion passed unanimously.
Executive Committee: Alan suggested forming an Executive Committee; Debby made the following motion: That the Executive Committee, consisting of the 4 officers, is authorized to make decisions in between meetings with a majority vote of that committee, and any results will be promptly reported to the board members. Further, that decisions will be undertaken primarily if time constraints require them. John O. seconded. After brief discussion this motion passed unanimously.
Handrail for Bimah: Alan wished to address Miriam’s request that a handrail be installed for the Bimah. The cost will be about $300, but a firm estimate will be obtained. According to Fred, if any expenditure is less than $500 or emergent, and 2 officers including the President sign off on it, then there is no requirement to have it reviewed by the Finance committee. Fred reviewed the various levels of expense and what the parameters are for each.
Miriam’s List: Alan went over Miriam’s requests from the meeting on May 20. Some of them were addressed: $250 in cash will be provided per quarter for miscellaneous kitchen expenses. A suggestion box for members was approved as were workshops on health and aging, but the details have to be worked on. Miriam volunteered to present a list of decorum items for the Sanctuary.
Culture Statement: Review and consider upgrading the culture statement. A committee was formed to do this that consists of David Cohn, Miriam, and Alan.
Recording of meetings: Debby suggested that we make video recordings of our meetings. Video-recording is impacted by the HIPPA Act, and everyone would have to agree to be video-recorded. After much discussion and several votes, the Board decided against recording the meetings.
The Mission statement: Sheila offered 2 statements; one from the Bylaws that states…“The Jewish Community of Ojai is established to support Jewish Activities, etc.” Alan suggested that we create a new Statement that is very brief, to the point, and catchy.
Robert’s Rules: Debby mentioned that now that the meeting is coming to a close, we should discuss utilizing Robert’s Rules and requesting that we distribute her handout. Larry requested that he also be permitted to pass out his handout. Both were passed out.
Alan’s Closing Remarks: Topics discussed included email protocol, Board representation at Shabbat services, name badges and other housekeeping items.