Lions of Katy & Beyond - Board Meeting Agenda

Agenda for the Board Meeting - Saturday, April 13, 2024

Call meeting to order
1. 1. Recognition of the Board of Directors and Permanent Participation Members
  2. President requests a quorum verification from the Secretary
  3. Secretary confirms that a quorum is present to proceed.
  4. President calls the board meeting to order
  5. President reads any questions or comments that have been sent by members.
Committee Reports
1. 1. Secretary's Report: Secretary submits the minutes of the previous board meeting for consideration and approval.
    - See below for previous meeting's minutes.
  2. Finance Committee: Treasurer submits the finances of the club to the board to be audited by the Finance Committee.
    - Report has been submitted and is stored separately.
  3. Leadership Committee: Report from Chase West on training opportunities and activities.
    - Training opportunities are emailed to board members, who notify their service/care group teams.
  4. Membership Committee: Report from Angie Shaver on service groups.
    - Angie's group has 14 members, Glenda's group has 14 members, Chase's group has 14 members, Kayode's group has 14 members, and Sue's group has 13 members. David covers the 5 group leads.
  5. Marketing Committee: Report from David Greene on news media engagement.
    - We have engaged Innovative Marketing Group (IMG) to handle social media posting. Posts are made Monday thru Friday and are consistent with International Brand Guidelines. Additional posts are made as-needed by David, Chase, and Sue. David uploaded thousands of photos from his records spanning as far back as 2020 for use with IMG's promotions.
  6. Nominating Committee: Report from Glenda Williams on the upcoming service activities.
    - The Nominating Committee is scheduled to convene April 14, 2024 in closed session.
  7. Rules Committee: Report from David Greene on amendments, board policies, and other related rules.
    - The two Amendments on the floor are expected to pass. Board Policies are publicly available on our website.
  8. Service Committee: Report from Glenda Williams on the service of the club's members.
    - The club is actively service multiple times throughout the day, and we are on track to earn the Club Excellence Award for the second year in a row.
  9. Technology Committee: Report from David Greene on Google Workspace Drive.
    - Storage: 102 Gigabytes of the allotted 100,000 Gigabytes.
    - Users: 53 users which includes courtesy users for Districts 2-S2, 2-S4, and directly associated non-profits.
Matters concerning the welfare of the club
1. 1. Consent Agenda
    - - Board Policy creating the Flag Committee; the Flag Committee shall be responsible for the service project of collecting damaged U.S. Flags for proper retirement and disposal. The Committee shall automatically expire at the end of the day June 30, 2025, unless reauthorized. The appointment and removal of Chair shall be at the discretion of the President.
      - Board Policy creating the SEAT Committee; the SEAT Committee shall be responsible for the coordination and communication of the Students Engaged in Advancing Texas project within the Katy Lions Foundation. The Committee shall automatically expire if there are no members of the club who are representatives of SEAT. The SEAT Committee Chair shall have the honorary rank of Second Vice President, and will be acknowledged in any official precedence where they are in attendance in accordance to that honorary rank. The appointment and removal of Chair shall be at the discretion of the President.
      - Board Policy creating the Activism Committee; the Activism Committee shall focus on wider nonpartisan community activism, particularly in the LGBTQ+ communities. This committee shall stand until or unless revoked. The appointment and removal of Chair shall be at the discretion of the President.
      - Notification: The club has received a grant for $3,000 from the Texas Lions Foundation to assist in recovery and rebuilding assistance following the April 10, 2024 Tornado that impacted Katy. Expenditure from this grant will be tracked and submitted to Texas Lions Foundation within 60 days.
      - Notification: The Katy Area Chamber of Commerce has discontinued our membership exchange. We are one of dozens of nonprofits that have had our complementary or "swapped" memberships cancelled by its Board. Members Rick Ellis and Matthew Ferraro are the courtesy memberships that our club have extended. As we have already paid International and District for their memberships until the end of June, we will give them an opportunity to renew or convert their membership into an individual, paid membership. If they choose not to renew, they will be dropped at the end of June 2024.
  2. Discussion on the merits of Chamber membership, and whether we should purchase a paid membership at the Katy Area Chamber, the Greater Houston LGBT Chamber, or another chamber.
Any additional business
Adjournment of meeting

2023-2024 Board Meeting Minutes

Minutes from the Board Meeting - Saturday, March 9, 2024

Call meeting to order
1. 1. Recognition of the Board of Directors and Permanent Participation Members
    - - PRESENT David Greene, President & Executive Director [ MEETING CHAIR ]
      - Raevyn Adams, Vice President [ MEDICAL EXCUSE ]
      - Mattie Thigpen, Secretary [ MEDICAL EXCUSE ]
      - PRESENT Sue Greene, Treasurer & Club Administrator [ ACTING SECRETARY ]
      - PRESENT Glenda Williams, At-Large Club Director & Service Chair
      - *** Daniel Lee, Club General Counsel – Non-Board Participant
      - *** Angela Shaver, Membership Chair – Non-Board Participant
  2. President requests a quorum verification from the Secretary
  3. Secretary confirms that a quorum is present to proceed; David, Sue, and Glenda were present.
  4. President calls the board meeting to order at 4:01 PM.
  5. No questions or comments were submitted by members of the club.
Committee Reports
1. 1. Secretary's Report: Secretary submitted the minutes of the previous board meeting for consideration and approval. Approved unanimously.
  2. Finance Committee: Treasurer submitted the finances of the club to the board to be audited by the Finance Committee.
  3. Leadership Committee: Report from Chase West on the Regional Lions Leadership Institute March 2-3.
  4. Membership Committee: Report from Angie Shaver on service groups.
  5. Marketing Committee: Report from David Greene on news media engagement.
  6. Nominating Committee: Report from Glenda Williams on the upcoming service activities.
  7. Rules Committee: Report from David Greene on necessary bylaws amendment regarding dues.
  8. Service Committee: Report from Glenda Williams on the service of the club's members.
  9. Technology Committee: Report from David Greene on Google Workspace Drive.
Matters concerning the welfare of the club
1. 1. Consent Agenda, motioned by Sue, seconded by Glenda. Accepted unanimously.
    - - Notice of District 2-S4 convention and cabinet meeting April 12 and 13.
      - Adoption of board policy with regards to requests for donations, whereby all outside donation requests regardless of size must go to club vote.
      - Adoption of board policy with regards to dues payments to Lions International and District 2-S4, whereby all mandatory Lions dues be automatically authorized to be paid.
      - Adoption of board policy with regards to minimum account balances, whereby all account balances may not fall below $500 after July 1, 2024.
      - Adoption of board policy with regards to LCIF Donations, whereby the board resolves to automatically donate $25 each month to Lions Clubs International Foundation to help earn the Club Excellence Award.
      - Adoption of board policy with regards to apparel sponsorships, whereby the board authorizes the President and Treasurer to engage sponsors to cover the costs of apparel, and to purchase apparel with the club funds based on the aforementioned sponsorship.
      - Appointment of David Greene as voting delegate and Sue Greene as second or alternate delegate for 2024 District, Multiple District, and International Conventions.
No additional business
Meeting adjourned at 4:05 PM.

Minutes from the Board Meeting - Wednesday, February 14, 2024

Call meeting to order
1. Recognition of the Board of Directors and Permanent Participation Members
  - PRESENT David Greene, President & Executive Director [ MEETING CHAIR ]
  - Raevyn Adams, Vice President [ MEDICAL EXCUSE ]
  - Mattie Thigpen, Secretary [ MEDICAL EXCUSE ]
  - PRESENT Sue Greene, Treasurer & Club Administrator [ ACTING SECRETARY ]
  - PRESENT Glenda Williams, At-Large Club Director & Service Chair
  - *** Daniel Lee, Club General Counsel – Non-Board Participant
  - *** Angela Shaver, Membership Chair – Non-Board Participant
2. President requests a quorum verification from the Secretary.
3. Secretary confirmed that a quorum is present to proceed; David, Sue, and Glenda were present.
4. President calls the Board Meeting to Order at 7:01 PM
5. No questions or comments were submitted by members of the club.
Reports
1. Treasurer submitted the finances of the club to the Board to be audited by the Finance Committee. No action required.
2. Secretary submitted the minutes of the previous board meeting for consideration and approval. Accepted unanimously.
3. Marketing Communications Chair report regarding upcoming technology related expenses. No action required.
4. Membership Committee Chair report regarding new Service Groups. No action required.
Matters concerning the welfare of the club
1. Consent Agenda, motioned by Sue, seconded by Glenda. Accepted unanimously.
  - Notification of removal from the board of Angela Matherne for inactivity in accordance with Constitution and Bylaws and board consent.
  - Adoption of board policy regarding Constitution & Bylaws Committee to be renamed Rules Committee.
  - Adoption of board policy regarding Marketing Communications Committee to be renamed Marketing Committee.
  - Adoption of board policy regarding Information Technology Committee to be renamed Technology Committee.
  - Adoption of board policy regarding reimbursement to Sue Greene for the cost of member badge production.
  - Request for Authorization to call a special election in accordance with Constitution and Bylaws for the position of Secretary for the 2024-2026 term due to inability of elected candidate to take office.
  - Appointment of Glenda Williams as Chair of the Nominating Committee.
  - Notification of upcoming fundraiser in collaboration with K.P.
  - Notification that the Nominating Committee will take up the search for this year's Philips Service Award Honoree.
  - Adoption of the new "Service Area" Logo for the club.
  - Notification regarding Dues to District 2-S4 and the absence of a bill from the District Treasurer.
No any additional business
Meeting adjourned at 7:04 PM

Minutes from the Board Meeting - Wednesday, December 13, 2023

Call meeting to Order
1. 1. Recognition of the Board of Directors
    1. 1. PRESENT David Greene, President and Executive Director [ MEETING CHAIR ]
      2. PRESENT Raevyn Adams, Vice President
      3. Mattie Thigpen, Secretary [ MEDICAL EXCUSE ]
      4. PRESENT Sue Greene, Treasurer and Club Administrator [ ACTING SECRETARY ]
      5. PRESENT Glenda Williams, At-Large Club Director & Service Chair
      6. Angela Matherne, At-Large Club Director [ MEDICAL EXCUSE ]
      7. *** Daniel Lee, Club General Counsel – Non-Board Observer
  2. President requests a quorum verification from the Secretary.
  3. Secretary confirms that a quorum is present to proceed; David, Raevyn, Sue, & Glenda were present.
  4. President calls the board meeting to order at 6:03 PM.
  5. No questions or comments were submitted by members of the club.
Reports
1. 1. Treasurer’s Report for the Period of September 1, 2023 to December 13, 2023 accepted unanimously.
  2. Secretary’s Report from the September 1, 2023 Board Meeting accepted unanimously.
Matters concerning the continued welfare of the club
1. 1. Permanent Recognition of Angela Shaver, Member
  2. Venues & Special Arrangements for Meetings
    1. December 16, 2023 - Club Holiday Party & Charter Certificate Presentation
    2. January 14, 2023 - Personal Hygiene & Cleaning Supplies Drive
    3. January 17, 2024 - Community Night and Elections of Officers
      1. Candidate(s) for:
        President
        David Greene
        Vice President
        Vic Calalang
        Chase West
        Secretary
        Lori Worthy
        Angela Matherne
        Raevyn Adams
        Treasurer
        Sue Greene
    4. February 21, 2024 - Community Night
    5. March 20, 2024 - Community Night
    6. April 17, 2024 - Community Night
    7. May 15, 2024 - Community Night
    8. June 8, 2024 - 1-Year Anniversary Celebration & Luke Day with NextHome Top Realty
    9. June 19, 2024 - Community Night
No additional business
Meeting adjourned at 6:08 PM.

Minutes from the Board Meeting - Wednesday, September 6, 2023

Call meeting to Order
1. 1. Recognition of the Board of Directors
    1. 1. PRESENT David Greene, President and Executive Director [ MEETING CHAIR ]
      2. PRESENT Raevyn Adams, Vice President
      3. PRESENT Mattie Thigpen, Secretary [ SECRETARY ]
      4. PRESENT Sue Greene, Treasurer and Club Administrator
      5. ABSENT Jose Rodriguez, At-Large Club Director
  2. President requests a quorum verification from the Secretary.
  3. Secretary confirms that a quorum is present to proceed; David, Raevyn, Mattie, & Sue Glenda were present.
  4. President calls the board meeting to order at 6:49 PM.
  5. No questions or comments were submitted by members of the club.
Recognition of Non-Board Participants
1. 1. Permanent Recognition of Daniel Lee, Member and Club General Counsel to participate in all board meetings up to but excluding voting motioned, seconded, and approved unanimously.
  2. Permanent Recognition of Glenda Williams, Member and Club Service Chair Motion of appointment of Glenda Williams to the board for the remainder of this fiscal year made, seconded, and approved unanimously.
  3. Recognition of Ella Aubin, Member and District Zone Chair to participate in this board meeting up to but excluding voting motioned, seconded, and approved unanimously.
Reports
1. 1. Treasurer’s Report for the Period of June 8, 2023 to June 30, 2023 submitted, motioned for approval, seconded, and approved unanimously.
  2. Treasurer’s Report for the Period of July 1, 2023 to August 31, 2023 submitted, motioned for approval, seconded, and approved unanimously.
  3. Secretary’s Report for the Period of June 8, 2023 to June 30, 2023 submitted, motioned for approval, seconded, and approved unanimously.
  4. Secretary’s Report for the Period of July 1, 2023 to August 31, 2023 submitted, motioned for approval, seconded, and approved unanimously.
Matters concerning the continued welfare of the club
1. 1. Regarding Devon Lemon as Guiding Lion; Devin Lemon to be removed as club’s Guiding Lion. Formal request to be submitted to the District Governor motioned for approval, seconded, and approved unanimously.
  2. Regarding Club-Owned and Club-Administered Used Eyeglass Collection Boxes; motion made that no change shall be made, and that we will continue to administer all locations without waiving our ownership or claim to boxes, seconded, and approved unanimously.
  3. Regarding David Greene as IT Chair, Marketing Chair, and Chaplain for the District; unanimous agreement that David should not resign from these positions. No vote needed.
  4. Regarding David Greene running for public office; notification was made, no vote was needed.
  5. Regarding Charter Awards Ceremony on September 27, 2023 (see also 7.2); notification was made, no vote was needed.
  6. Regarding Nominations for Election of Officers on October 18, 2023 (see also 7.3); motion for the date and venue was made, seconded, and approved unanimously.
  7. Regarding Elections for Officers on January 17, 2024 (see also 7.6); motion for the date and method was made, seconded, and approved unanimously.
  8. Regarding Preauthorization of donations to clubs who newly charter; withdrawn from vote at this time.
  9. Regarding Limits on board authorization for expenditure without full club vote; motion made to limit non-required expenditures without vote of the membership to $200, seconded, and accepted unanimously.
  10. Regarding Pending verification from the State of Texas Comptroller on AP 204 for State Franchise & Sales Tax Exemption; notification provided, no vote was required.
District Humanitarian Requests, totaling $1,178.00
1. 1. Regarding Texas Lions Camp (Dues) - $325.50; motion was made not to make the requested donation, seconded, and accepted unanimously.
  2. Regarding Texas Lions Camp (Humanitarian) - $310.00; motion was made not to make the requested donation, seconded, and accepted unanimously.
  3. Regarding Lions Eye Bank of Texas - $155.00; motion was made not to make the requested donation, seconded, and accepted unanimously.
  4. Regarding Lions Clubs International Foundation - $46.50; motion was made not to make the requested donation, seconded, and accepted unanimously.
  5. Regarding District 2-S4 Disaster Relief - $31.00; motion was made not to make the requested donation, seconded, and accepted unanimously.
  6. Regarding Texas Lions Foundation - $62.00; motion was made not to make the requested donation, seconded, and accepted unanimously.
  7. Regarding Leader Dog - $46.50; motion was made not to make the requested donation, seconded, and accepted unanimously.
  8. Regarding World Services for the Blind - $62.00; motion was made not to make the requested donation, seconded, and accepted unanimously.
  9. Regarding District 2-S4 Youth Contests - $62.00; motion was made not to make the requested donation, seconded, and accepted unanimously.
  10. Regarding Texas Lions Museum and Office - $46.50; motion was made not to make the requested donation, seconded, and accepted unanimously.
  11. Regarding Texas Lions Eyeglass Recycling Center - $31.00; motion was made not to make the requested donation, seconded, and accepted unanimously.
Ongoing and Continued Partnerships
1. 1. VSP Eyes of Hope via Lions Clubs International Foundation
  2. Katy Independent School District – Fine Arts Department (Peace Poster)
  3. Katy Independent School District – English Language Department (Peace Essay)
  4. Katy Independent School District – Special Events & Projects Department (Venues, etc.)
  5. Katy Independent School District – Health Services Department (VSP)
  6. Katy Area Chamber of Commerce – Membership (membership trade; Matt Ferraro & Rick Ellis)
  7. First Christian Church (Disciples of Christ) – Transparent Closet (membership to; Heather Tolleson)
  8. Katy Heritage Society – Scholarship (membership trade; Adrienne Davitz)
  9. The Dryer – Venue (membership trade; Andrew Nurcahya)
  10. City of Katy – Rice Harvest Festival
  11. Southland Bar and Grill – Venue (owner is member Al Green)
  12. Hope Impacts – Vision & Drives
  13. Houston Toolbank – Tool & Equipment Rentals
  14. Students Engaged in Advancing Texas – Educating Youth (coordinator is member Cameron Samuels)
  15. NextHome Top Realty – Luke Day (partner is member Angie Shaver)
  16. Cane Island Katy Inc. – Administrative Support (Executive Director is member David Greene)
  17. Trenton Hoyt LLC – Administrative & Technical Support (owner is member David Greene)
  18. Destiny International Houston – Venue (administrator is member Kathy Archibong)
  19. Texas Born Amusements – Carnival
  20. Bay Area League of Extraordinary Lions – Special Needs Club (membership trade: Lauren & Melaine)
Venues & Special Arrangements for Meetings
1. 1. September 20, 2023 - Community Night
  2. September 27, 2023 – Charter Awards Night
  3. October 18, 2023 - Community Night and Nominations for Elected Officers
  4. November 15, 2023 - Community Night
  5. December 12, 2023 - Community Night
  6. January 17, 2024 - Community Night and Elections of Officers
  7. February 21, 2024 - Community Night
  8. March 20, 2024 - Community Night
  9. April 17, 2024 - Community Night
  10. May 15, 2024 - Community Night
  11. June 8, 2024 - 1-Year Anniversary Celebration & Luke Day with NextHome Top Realty
  12. June 19, 2024 - Community Night
Topics of Discussion
1. 1. Topic: Starting with the 2024-2026 Elected Term, the club will waive its portion of the dues assessed for Elected Officers. Elected officers would still be required to pay the money owed for the district and international assessed dues. Motioned, seconded, and approved unanimously.
  2. Topic: Holiday Party in December 2023. Coordinated by Glenda Williams.
  3. Topic: Rice Harvest Parade on October 7, 2023. Coordinated by Sue Greene.
  4. Topic: Heritage Society Vintage Carnival on October 28, 2023. Coordinated by Sue Greene.
  5. Topic: Club Pays Dues for any Past District Governor who joins as a full member. Motioned, seconded, and approved unanimously.
Other Business
1. 1. Notification that half of proceeds we earn from the Rice Harvest Festival Carnival goes to the Rotary Club of Katy.
  2. Regarding Texas Lions Camp downloading our membership roster mailing lists from MyLCI to send solicitation letters; motion for the General Counsel to send a cease-and-desist letter to the camp made, seconded, and approved unanimously.
  3. Motion made to cut a check of $1.00 to retain C.Y. Lee Legal Group PLC as our counsel of record as a club made, seconded, and approved unanimously.
Meeting adjourned at 9:33 PM.