Chail Norton, The Secretary

Explained that we are a non profit social club that cannot execute a direct advertising campaign using media venues.

Another member we need a way to follow up with members

We can advertise directly to members or to specific customers like a for profit venue.

Member input share that...

This confounding because advertising for the 2025 Holiday Bizarre appeared in the independent and John Palminteri did a promotional vignette on the Elks Club event.

Events need to be presented within the guidelines of the Elks by laws and the requirements of a non profit organization.

This speaks to the need for an approval process for roles, tasks, events, costs, promotions, and advertising.

There is a simple form available for event planning.

Is there a profit and loss form available for accounting?

There hasn't been an accurate report P and L for 33 months.

Accounting has been out-sourced.

Chail Norton...

There is a need to be more transparent with our finances...

Quickbooks is an expensive accounting software and it can't be brought in house.

The desktop version will not handle payroll and taxes so we would need to use a online version to handle

Now windows 11 is a required upgrade

Financial statements need to be made available and posted for members can

There is a lodge section and club seciton of the financial reports.

Membership input

Expenses should be reconciles internally for trnasparency.

Membership input

I don't want to volunteer one more day until I have reassurance the lodge will be open the next month.

A database with all expenses should be held internally, independent of accounting software....

A member emphasized the importance of developing revenue rather than cutting expenses.

Another member emphasized the importance of making the lodge attractive to new members

Hank Goebel reviewed additional agenda items that help address some these concerns.

Member with a background of marketing and wedding events did not get a response the staff and wanted to contribute a business plan

Dec 30, wanted to be part of various committees and did not get an expeditious response.

If you're going to ask for volunteers the organization needs to be responsive to those willing to contribute

The Hacienda need to make offerings more apparent so members know how to contribute.

He will gladly put together a business plan (if he can get a proper response)...

Another member suggested that trustees come in to help.

Another member with a retail background recommended a budgetary play and a process for spending

Chail Norton...

Explained that the auditing and accounting committee now approving a budget for 2026

Member emphasized the importance of learning why members joined the lodge and what may inspire or diminish volunteerism.

Board member explained that there was a survey done but the data was lost in import/export and the results of the survey were never published

A member suggested a think tank for the collection and processing of new ideas..

Another member said that a member of SCORE could help process this organization out of decline

Another member suggested a response mechanism to get better participation

A phone tree was suggested.

Another member questioned the importance of having a positive message to keep members contributing to their dues...

Betsy spoke to the need for volunteers...

Another member asked to read the minutes from the last board meeting who had provided entertainment for and event...

Board members get a copy of the meeting minutes but copies were not distributed for review...

There were tables reserved for the social aspects of events... 300 per table did not cover the cost of linen.

5 dollars per member with linen was the expectation but Mission Linen changed their cost of linen.

60-70 members were upset about the absence of linen. Pot lock was discussed as an option to minimize expenses...

The member indicated that there was a breach of contract over the cost of the event.

Music only Friday night was decided with out a clear decision.

Mr. Plowman explained the challenges of balancing expenses with event standards...

Money is a continual problem for the standards for the lodge when scheduling events...

A lodge member suggested that a web portal and IT solution would help sole this problem

Ed Martin, an exulted ruler spoke to the problem of borrowing money and the explained that they were losing money on food and spending $2500 per month in entertainment...

Bartenders would not volunteer.

Bob explained that they were spending 40,000 per month spent on kitchen staff...

We need to figure out how to earn money...

Two replies came from the emails sent. Net of 9000 dollars resulted from three events.

If you create something fun to do people will come in. You have to ask people that have success to get good guidance...

a thank you went out to Bob Spinner for donating 80,000 and those who donated to keep the lodge alive...