Project
Sanctuary Board of Directors
Members Present:
Members Absent: None
Others Present: Executive Director Hance, Administrative Coordinator Phillips-Stout, Coast Director Garcia
The July 12, 2005 regular meeting of the Board of Directors for Project Sanctuary was called to order by Chairperson Hudson at 4:39 p.m. at the Project Sanctuary Coast Office.
1. Conrado
motioned, seconded by
· B.2.a – Finance Committee report - “and to provide quarterly status reports on the payback of lines of credit.” Should read “and to provide monthly status reports on the payback of lines of credit if in use.”
·
B.2.c –
Board Membership/Nomination Committee report – “Board Members
Boyes, Conrado, and
·
Board action to approve a 3% pay increase
retroactive to October 2, 2004 was included in the June 7, 2005 minutes
Motion approved.
2. There were no changes to the agenda.
3. No public comment
B. REPORTS
2. Board Membership/Nomination
· Chairperson Boyes reported on Board Member interviews conducted June 14 and June 15. Three prospective Board Members were selected to fill the existing 3 vacancies. Pat Meek was in attendance at this meeting; Sallie Webster and Laurie Saunders will attend the August Board Meeting. Of the other interviewees, one accepted the Committee’s invitation to serve as a community member of the Board’s Finance Committee.
· Boyes also delivered the Committee’s recommendation that the number of Board Members be increased. Discussion ensued regarding how this might impact the number of members to meet a quorum as defined in the by-laws.
Slater motioned, seconded by
·
The Board agreed that new Board and committee
members should be invited to the August 2, 2005 Board Meeting. 30-minute committee meetings will be
scheduled immediately preceeding the August 2, 2005 Board Meeting for new
member orientation and possibly setting goals.
3. Finance
Lark Letchworth presented fiscal matters to the Board via teleconference.
· The Board reviewed the status report regarding the progress of closing out FY 03/04.
Board Member Conrado asked if the projected completion dates were contingent upon the assistance of outside sources. Lark stated that deposits and bank account reconciliations would be performed by Price Waterman; Karen Deitz will complete OES and DHS billings; Lark will complete Job Alliance billings.
Board Member Boyes stated that she would be interested in knowing what the contracted services costs to closeout FY 04/05 are. Executive Director Hance stated that those costs are included in the New Business agenda item and would be presented later in the meeting. (This amount was subsequently identified as $4,550.00) Boyes also requested confirmation that the closeout would be completed by August 30 as identified on the status report. Lark responded that August 30 was the target, despite the fact that the grantors allow until September 30, 2005 to complete the closeout.
· The Board reviewed an overview of the 04/05 budget reflecting the percent of budget spent as of 7/12/05. Several clarifications were noted:
- The column entitled “% Spent/Rec’d” reflected either revenue or expenditures. Those items for which the value exceeded 100%, were based on estimated revenue projections; the “actuals” exceeded the estimated amounts.
- The line item entitled “**Rollover from Previous Year” was not applicable to FY 04/05 and its inclusion was an error.
- It was also clarified that the line entitled “Subtotal 05/06 Revenue” should be entitled “Subtotal 04/05 Revenue”.
· The Board reviewed the proposed 05/06 budget. Board Member Boyes inquired about the status/disposition of a previous existing “reserve fund”. Current administrative staff is unaware of the disposition of that fund. The Board directed staff to research its status and report the findings at the August Board Meeting.
Board Member Boyes also asked if staff wage increases were included in the 05/06 budget and where adjustments were made to cover the increase. Lark explained that office operations and travel/training line items were adjusted to cover the increase. The rationale for adjustment of office operations is that large purchases of office supplies were made with revenue from the 04/05 budget. The adjustment to the travel/training line item means that there will be fewer conferences attended.
Motion approved.
4. Fundraising
·
Garden Tour 2006 – Board Member
· Golf Tournament – Chairperson Slater reported that she needed a list of volunteers to solicit assistance in organizing the tournament scheduled for September 17, 2005. Chairperson Slater stated her intent to contact volunteers and schedule a short meeting on Monday, July 18 to organize the solicitation of prizes, hole sponsors, food, etc.
· Watermelon Sales – Executive Director Hance reported that the watermelon sales at Ukiah Sundays in the Park do not generate a lot of revenue, but do provide good exposure of the organization. Staff are willing to continue their effort for a while longer and evaluate the feasibility of continuing.
C. OLD BUSINESS
1. May 2005 Board Retreat – The Board reviewed the Action Items from the May 2005 Board Retreat. Discussion ensued regarding Board Member presentations to community organizations/service clubs. The Board directed staff to draft a document with key facts, figures, and themes for Board Member use. Ideas included domestic violence statistics (possibly comparing Mendocino County and statewide), annual events such as Walk A Mile, Clothesline Project, media clips, compliments/feedback from clients, etc., with the emphasis being on consistency of information.
D.
NEW BUSINESS
1. Administrative Responsibilities Restructure – The Board reviewed staff’s proposal to restructure administrative responsibilities, specifically fiscal, grants and contracts administration/management, and administrative services. Highlights of the proposal include:
- Contracting with Price Waterman for fiscal administration services
- Creating a 32 hours per week Contracts and Grants Administrator position
- Returning the Administrative Services Coordinator position to a fulltime/exempt position
Conway motioned, seconded by Conrado, to approve the Executive Director’s recommendation for administrative responsibilities restructure as outlined in the handout, and directed staff to keep the Board informed regarding its effectiveness, as needed. Motion approved.
2. Acceptance
of Resignation of Millie Milne – Millie Milne officially submitted her
resignation from the Board of Directors effective the close of this
meeting.
The meeting was adjourned at 7:29 p.m. by Chairperson Hudson.
.
Respectfully submitted,
Vicki Phillips-Stout
Recording Secretary