PROJECT SANCTUARY

BOARD OF DIRECTORS REGULAR MEETING

Tuesday, September 13, 2005 6:00 PM

499 Leslie St. Ukiah, California

 

MINUTES

OPENING ITEMS

 

            CALL TO ORDER

            Vice Chair Conrado called the meeting to order at 6:04 pm

 

            ROLL CALL

The roll was called with the following members present: Directors Saunders, Meek, Webster, Slater, Conway and Vice Chair Conrado. Absent: Director Boyes, Zamora, and Hudson

 

Also present were Executive Director Christine Hance and Administrative Services Coordinator Dina Polkinghorne. 

 

            APPROVAL OF MINUTES

 

 ACTION - Upon motion by Director Conway, 2nd by Director Webster, and carried (6-0), the draft minutes of the Aug 2, 2005 meeting were approved as presented.

  

 

            APPROVAL OF AGENDA

Director Meek requested that an item be added under Old Business – nomination of a Secretary to the Executive Committee

 

ACTION - Upon motion by Director Saunders, 2nd by Director Conway, and carried (6-0), the agenda was approved with the following changes: Add item under Old Business – nomination of Secretary

               

            PUBLIC COMMENT

No Comments

 

STAFF REPORT: Christine Hance

 

 Ms. Hance announced that a staff report was provided in the board packets and asked if there were any questions or comments.

 

Director Meek asked about the composition of the Project Sanctuary mailing list. Ms. Hance stated that the names came from a variety of places including donors. She also reported that the mailing list was currently being updated.  There was a brief discussion regarding the organization of the mailing list. Director Meek volunteered to edit the list.

 

Ms. Hance reported on the following items in addition to her written report;

 

1) The phone installation at the inland office would be complete by the end of the month.

 

2) Ms. Hance provided a brief history on the South Coast services and reported that she would be meeting with the Soroptimist volunteers in the coming weeks to discuss the role of Project Sanctuary as the service provider. She expressed hope that Soroptimist’s will understand this distinction and continue to fundraise in support of South Coast Services.

 

3) The City Councils of Ukiah, Willits, Fort Bragg and Point Arena, along with the Mendocino County Board of Supervisors will be presenting proclamations to Project Sanctuary declaring October as Domestic Violence Awareness Month. Ms. Hance encouraged all those that could attend to please try and do so and a schedule was passed out.

 

4) There will be two Clothesline Project events in October – Oct 4th the inland office will be hosting the event at the Alex Thomas Plaza, and on Oct 21st the Coast Office will be hosting an event at Town Hall in Fort Bragg.

 

5) There will be a Back to School Sale on Oct 1st to try and sell the surplus items collected from the School District.

 

COMMITTEE REPORTS

 

Board Membership Committee – Christine Hance

Ms. Hance reported that she spoke with a prospective member, Dennis Denney and that they plan on meeting soon.

 

Finance Committee – Steve Conway 

Director Conway went over the balance sheet and stated that the interest on line item 2080 “Note Payable” will be listed as an expense next month.  He reported that a line if credit was taken out due to a delay in grant payments and that the Agency has had to access the credit line for the last two months, but that the DHS payment is expected any day.

 

Director Conway also reported that on the FY 04/05 revenue items on the profit and loss sheet, there is a $107,000 discrepancy which includes revenue from large fundraisers that haven’t happened yet.

 

Fundraising Committee – Angle Slater

Director Slater reported that the Golf Tournament is moving forward but with a date change due to a scheduling conflict with another event. The new date is now Sunday, Oct 16th. She then went over a list of all the donors so far.

 

Director Conway reported that the Garden Tour idea does not have enough support to go through with it.

 

The general consensus of the board was that a different type of fundraiser be pursued similar to a garden tour and that the item would be tabled for the time being.

 

Facilities Committee – Paul Conrado

Director Conrado reported that he has begun an audit of the inland facilities and is creating a “to do” list from that audit.

 

OLD BUSINESS

 

BOARD RETREAT ACTION ITEMS

 

The Board reviewed the list of action items created from the Board Retreat.

 

·        Financial Presentations to the Board

The consensus of the board was that the financial presentation would be deferred until a further date.

 

·        Inviting community members to join a PS committee

Ms. Hance reported that she spoke with Mary Anne Landis about joining a Project Sanctuary committee and that she will be following up on this item.

 

·        Board presentations in the community

This item remains pending – Ms. Hance is working on talking points.

 

·        Financial Reporting

Item is closed and will be removed form the action item list.

 

·        Board review of performance objectives

Item is closed and will be removed form the list.

 

·        Garden tour

This item was tabled

 

NEW BOARD MEMBER ORIENTATION & AGREEMENT

This item was tabled

 

COMMITTEE MEMBERSHIP

Ms. Hance handed out a list of vacancies on PS committees. The vacancies were filled as follows;

 

            Finance Committee – Sally Webster

            Facilities Committee – drop vacancy

            Personnel Committee – Laurie Saunders, Sally Webster

            Membership Committee – Pat Meek

            Fundraising Committee – Pat Meek

 

The consensus of the Board was that each committee would choose their own Chairperson.

 

BYLAWS

This item was tabled.

 

APPOINTMENT TO EXECUTIVE COMMITTEE – SECRETARY

Director Meek volunteered to fill this vacancy

 

NEW BUSINESS

 

Ms. Hance reported that Mendocino College will be doing a Vagina Monologues drama class and that Sarah Walker will be teaching the class. She also reported that the she is working on getting a production going on the coast with the Mendocino Theater Company.

 

Director Conrado urged a more active promotion of the Project Sanctuary.

 

Director Saunders inquired about the Cowell Foundation and promoting domestic violence awareness on the coast to Spanish speaking people. Ms. Hance said that she will pursue the idea and perhaps, create a tie in with the Vagina Monologues.

 

ADJOURNMENT

 

Upon motion by Director Saunders, 2nd by Director Meek, and carried (6-0) the board adjourned at 7:17 pm.