Project Sanctuary Board of Directors

August 2, 2005 Meeting Minutes

Members Present: Hudson, Conrado, Conway, Slater, Meek, Saunders, Webster

Members Absent: Boyes, Zamora

Others Present: Executive Director Hance, Grants and Contracts Administrator Letchworth, CFO, Judy Waterman

The August 2, 2005 regular meeting of the Board of Directors for Project Sanctuary was called to order by Chairperson Hudson at 6:11 p.m. at the Project Sanctuary Inland Office.

A. OPENING ITEMS

1. July 12, 2005 minutes: Conway motioned, seconded by Conrado to approve the minutes with the following correction: Board Member Meek was present at the meeting.

Motion approved.

2. The following additions to New Business were made to the August 2, 2005 agenda:

· Election of Board Secretary

· Filling Committee Membership vacancies

3. There was no public comment

B. REPORTS

1. Executive Director’s

Additions to the written report:

· Ukiah Unified School District staff has donated lost and found clothing from last school year. Project Sanctuary staff are volunteering their time to hold a sale of these on August 13. A publicity flyer was handed out. Discussion was held regarding a suitable way to express thanks the people who collected, sorted, washed, folded, and delivered this huge volume of high quality clothing. E.D. Hance was asked to write a letter of thanks on behalf of the Board of Directors.

· Other handouts included the new staff organizational chart and an updated event calendar. A community event sponsored by the Domestic Violence Council was added. It is October 12, 2005 at Public Health in Conference Room 1 from 2:00 – 5:00 PM

· An overview of public events planned for October 2005 – June 30, 2006 was reviewed and discussed.

Conrado motioned, seconded by Conway, to accept the Executive Director Report as presented. Motion approved.

2. Board Membership/Nomination

· There was no report due to the absence of both committee members. However, Hance reported that Committee Chair Boyes requested that she send Dennis Denny the membership information that he requested and identify candidates to add a second Coast member.

3. Finance

Judy Waterman, new Chief Financial Officer, was introduced to the Board. Treasurer Conway presented an overview of the current financial status, as discussed in detail at the sub-committee meeting that preceded this meeting. Conway and Waterman answered questions and discussed future reporting and audit planning.

4. Fundraising

· Garden Tour 2006 – Board Member Conway reported that the Ukiah Garden Club has chosen not to participate on a fundraising garden tour. Conway requested new ideas and assistance from other members of the Board. Discussion ensued about possible new efforts and approaches. Board Member Slater volunteered to make outreach efforts to investigate possible community support. Hudson requested all Board members assist and report at the next Board meeting.

· Golf Tournament – Chairperson Slater reported that she recruited one crisis line volunteer to solicit prizes. Conway volunteered to assist on the day of the event and Conway and Conrado identified prize donations that they will procure. Slater requested assistance from other Board members organizing the tournament scheduled for September 17, 2005.

· Watermelon Sales – Executive Director Hance reported that the money raised at the watermelon sales at Ukiah Sundays in the Park have not generated enough revenue to justify the work involved.

C. OLD BUSINESS

1. May 2005 Board Retreat – The Board reviewed the list of action items from the May 2005 Board Retreat. Staff was directed to continue to update as progress is made and keep producing the list for Board review.

D. NEW BUSINESS

1. Article 4, Section 2 of the By-laws allows the Board to change the number of Board members by amending the By-laws or by repeal of the existing section and adoption of a new By-law. The action of the Board to increase the Board size from 9 to 11 that was taken at the July meeting reflects the intent to amend this section. Staff will draft the revision. Board member Meek suggested that it would be beneficial to create an attachment to the by-laws that lists changes and the date of the change. Staff will take responsibility for this.

2. The proposed Board member orientation and agreement draft was discussed. There was agreement that there are two separate issues: 1) content, 2) required document signature. The item was tabled for discussion at the September meeting.

3. The Board contact list was routed for updating. A new list will be sent to members.

4. Election of a Board secretary was carried over to the September meeting.

5. Filling committee vacancies was carried over to the September meeting.

E. ADJOURNMENT

1. The meeting was adjourned at 7:29 p.m. by Chairperson Hudson.

Respectfully submitted,

Christine Hance, Executive Director