Project
Sanctuary Board of Directors
Members Present:
Members Absent: None
Others Present: Executive Director Hance, Administrative Coordinator Phillips-Stout
The June 7, 2005 regular meeting of the Board of Directors for Project Sanctuary was called to order by Chairperson Hudson at 6:00 p.m.
1. Boyes motioned, seconded by Slater to approve the May 3, 2005 meeting minutes.
Motion approved.
2. The following additions were made to June 7, 2005 Board Meeting agenda:
New Business: Duration of Board Meetings
3. No public comment
B. REPORTS
Christine provided updates on the following matters included in the Executive Director’s Report:
· Status of financial operations
a)
b) Posting of payroll has been completed through April 2005
c) Posting of operating expenses are current to date
d) Posting of deposits has been completed through February 2005
e) Bank statement reconciliations have been completed through December 2004.
· Phone System Update
First quote for an updated phone system to include voicemail was approximately $6,000.
Given the nature of the organization, it may only be necessary to obtain voicemail for administrative staff.
The Board suggested that Christine contact SBC regarding the availability of basic services, e.g., voicemail, call forwarding, as an alternative.
a. Finance
· A line of credit activation was recently needed to cover payroll. The line of credit activation was the result of delayed payment of State grant funds.
Discussion ensued regarding a “reserve” of unrestricted funds to cover such situations. The Board directed staff to identify and report at the July 12, 2005 Board Meeting, a minimum reserve that should be instituted. The Board further clarified that if available funds are less than the minimum reserve to be identified, the Board must be advised. The Board also directed staff to advise them if additional lines of credit are activated and to provide monthly status reports on the payback of lines of credit if open.
· Committee Chair Conway reported that the June 27 meeting scheduled for the purpose of developing the 05/06 budget would be rescheduled, but the task will still be completed by the July 12 Board Meeting.
· Visual presentation materials (graphs, charts) related to organization income/expenses will provided to the Board beginning with the August Board Meeting.
b. Fundraising:
·
Garden Tour 2006 - Board Member
· Golf Tournament 2005 – Committee Chair Slater stated her intent to schedule a Project Sanctuary Golf Tournament in early or mid-September. The Board agreed on September 17 for the event date.
· Christine shared a staff-sponsored fundraising effort which is to sell watermelon at the Concerts in the Park series this summer. The Project Sanctuary concession will be open June 12, July 10, July 24, August 7, and August 21. The sign-up sheet was circulated inviting Board Member participation.
c. Board
Membership/Nomination
·
Committee Chair Boyes reported that new Board
Member interviews will be conducted June 14 and 15, 4:30 – 6:30 at the Inland
office. Eight applications have been
received and a ninth is expected. Board
Members Boyes,
o It was clarified that these interviews are for board members and auxiliary committee members. Interviewees will be advised of this during the interview process. Those not selected to fill board member vacancies may be invited to serve as committee members.
· Board Chair Hudson directed staff to include on the July 12 Board Meeting agenda, “Discussion/possible action to revise by-laws to expand the Board”.
· Board Member Milne is resigning; July 12 is the last Board Meeting at which she will be present. An additional agenda item for the July 12 Board Meeting is “Election of a new Board Secretary”.
D. New Business
1. May 2005 Board Retreat – Action Items and Follow-up Plan:
The Board requested that action items from the Board Retreat be incorporated in a spreadsheet conducive to tracking progress/completion, and included in Board Meeting packets until task completion.
2. Review Proposal to add Fiscal Assistant - Christine explained that this agenda item is more accurately entitled “Review Concept to Restructure Administrative Responsibilities”. While developing a proposal for a Fiscal Assistant position, three primary areas of responsibility were identified as residing within the existing the Fiscal Office, which appear to warrant additional position(s) and/or restructure of the fiscal administrative responsibilities. The Board directed staff to place “Realignment of Administrative Duties” on the July 12 Board Meeting agenda.
3. Health Insurance Provider Change – Christine advised the Board that as a result of increased premiums and decreased plan benefits, staff has explored changing from Blue Cross to Blue Shield health insurance for Project Sanctuary employees. To obtain the best “rating area factor” (RAF) and thus the best premium rates, the change would need to be effective July 1. Christine informed the Board that insurance costs for 05/06 are estimated to increase by $5,000. However, the Blue Shield plan will offer employees far better coverage.
4. Duration of Board Meetings – Board Member Boyes suggested that a specific timeframe be identified which would serve as a goal for the duration of Board Meetings. Board Member Boyes referred to a previous goal which limited the duration of Board Meetings to one hour in the interest of Board Members who traveled from the Coast. The Board agreed to honor the one hour timeframe as much possible, contingent upon the meeting agenda.
The meeting was adjourned at 7:29 p.m. by Chairperson Hudson.
.
Respectfully submitted,
Vicki Phillips-Stout
Recording Secretary