Board of Directors Meeting July 25, 2018 Call to Order: II. Roll Call: III. Approval of Minutes IV. Treasurer s Report -

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1 Board of Directors Meeting July 25, 2018 I. Call to Order: Susan Zuker called the meeting to order at 7:00 pm Central Time using Zoom videoconference. II. III. IV. Roll Call: Board Members: Susan Zuker, Linda Parker, Christi Cooper, Gabriella Filisko Officers: Mike Robbins, Sue Schroer, Mary Guttieri Excused: Barb Doolin, Glay Wiegand, Barry Breckle Approval of Minutes Board of Directors June 27, Approved online July 24, 2018 Treasurer s Report - Sue Schroer June financials distributed online. Approved online July 19, Review of Special Needs/High Expense Dogs Actions: Coco in Illinois being managed by Christi Cooper recovering well from surgery. V. Ratification of Online Actions since May 23, 2018 Policy & Procedure: Memorial Contributions (attached) - Approved online July 14, 2018 Policy & Procedure: Website Listing of Contributions (attached) - Approved online July 18, 2018 Report of Nominations Committee/Slate of Candidates: Dan Barrett, Barb Doolin, Gabriella Filisko, Russ Grimes, and Judy Manley have met the requirements to be candidates for seats on the board of directors in the September 2018 election. Approved online July 13, 2018 Ratified. Old Business a. Investment Update- Mike Robbins Investments accrued over $500 in interest in June. Have a note coming up in August due to renew. Mike and Sue recommend adding $25,000 to this note based on current cash position. Christi Cooper moved to approve the addition to the endowment management account. Susan Zuker second. Approved. b. Compliance Mike Robbins Corporate Resolution: The Board of Directors of English Springer Rescue America, Inc. (ESRA), meeting on July 25, 2018, authorizes W. Michael Robbins (CFO, ESRA) to execute the Estate Payment Form and he has full authority to represent ESRA in the matter of 1

2 the estate of Susanne Follett. Susan Zuker moved to adopt this resolution. Linda Parker second. Approved. VI. c. Product Sales/Sales Tax Committee (Barb, Glay, Gabriella) no update. d. State Document Retention/Record Availability Gabriella Implementing an ESRA G- Drive with Kathy Patterson. Kathy is beta-testing with members of the leadership team. e. ESRA Banners for Events Linda Parker & Christi Cooper All banners mailed out, and some have already been used. f. ESRA Organizational Chart Barry Breckle deferred to August board meeting for discussion. g Election Mary Guttieri/Glay Wiegand All on track at this time. Webinar scheduled Thursday, August 2, Karen Garritano to moderate. Ballot Distribution: Friday, August 3, 2018 Ballots received by 12:00 am Sat. Aug 25 Announcement of Results: Sat. Sept. 8 Annual Member's Meeting: Sept. 22, 2018 h. Foster Policy Review Committee: Susan-Linda-Christi Christi Cooper moved to approve the revised version for publication to the ESRA website and distribution to ESRA foster homes. Susan Zuker seconded. Approved. i. Promoting Volunteering Linda Parker Distributed online a draft volunteer recruiter position description. Linda suggested a page dedicated to volunteering on the ESRA website. Linda would like additional suggestions from Board members on the position description, and potential candidates for role. New Business a. Out of Area Adoption Applications The OAA team would like to have better communication with state coordinators. Susan Zuker will follow up with OAA, and recommend active engagement in coordinator meetings. b. Adoption Application Process Template forms are available to coordinators. An online data management system is available. Discussions on coordinators list are helpful in supporting applications management. c. Grant writing coordinator Discussed possible volunteers for this role. Christi Cooper will reach out. d. Regional Membership Engagement. Mary will help to develop regional leads for membership engagement, with a focus on connecting new members with their state teams, as well as national activities, and supporting membership renewal. Next Meeting(s): Wednesday August 22, 2018 (Board of Directors) Adjourn: The meeting was adjourned at 8:14 PM Central Time. Respectfully Submitted, 2

3 Mary Guttieri, Secretary Approved online August 9,

4 Addendum I: ESRA Memorial Contribution Policy Approved July 14, 2018 English Springer Rescue America, Inc. is honored to receive memorial contributions to our efforts to rescue, rehabilitate, and rehome English Springer Spaniels. These memorial donations in honor of a deceased friend or family member leave a legacy in the lives of others, and the lives of the dogs we assist. State Coordinator are an important link in the process, and they help by providing critical information about what the family or friends of the deceased intend. Often it is appropriate to provide the link to the ESRA donation page, with a request that donors note "In memory of " in comments, so that ESRA can notify the family. If the deceased has been an active supporter of ESRA, and the family and friends would like a memorial tribute on the ESRA website, then the State Coordinator will get the needed information and one picture to provide to our Memorial Coordinator. It is not the role of the Memorial Coordinator to contact the family. The ESRA website will include one page for all memorial tributes, with the most recent passing at the top. The family of the deceased will be notified of contributions. Donations will not be posted on the website. With permission from the family, we will forward to our social media team for publication. 4

5 Addendum II ESRA Policy on Posting Contributions to Website Approved July 18, 2018 Background: A review of websites for other rescues has indicated that posting donor names is not a common practice among rescue groups. Posting donor names is time consuming for volunteers. There are privacy concerns in this day and age. Our current system is not in compliance with the new General Data Protection Regulation (GDPR) standards that require ESRA to have permission to retain information and post it publicly. Many people prefer not to appear on an internet search where they have made a donation. Therefore: The ESRA website will list only the names of donors for Special Needs dogs, only on that dog's page. The donations webpage will include a checkbox for donors to indicate that provides permission to post their name on the ESRA website. 5