PROJECT SANCTUARY

BOARD OF DIRECTORS REGULAR MEETING

Tuesday, December 6, 2005 6:00 PM

499 Leslie St. Ukiah, California

 

MINUTES

 

            A         CALL TO ORDER

            Chair Hudson called the meeting to order at 6:04 pm

 

Directors present: Meek, Slater, Boyes, Zamora, Saunders, Conrado, Conway and Chair Hudson.

Directors Absent: Webster

 

Also present: Executive Director Christine Hance, Administrative Services Coordinator Dina Polkinghorne and Judy Waterman of Price Waterman Financial Services.

 

            B         AGENDA APPROVAL

The Board approved the agenda by consensus

 

            C         APPROVAL OF MINUTES

 

ACTION – Upon motion by Director Conrado, 2nd by Director Saunders, and carried (8-0), the draft minutes from the November 1, 2005 meeting were approved as presented.

      

D         PUBLIC COMMENT

            None

 

E         PRESENTATION OF MONTHLY FINANCIAL REPORTS

 

Judy Waterman of Price Waterman provided an over view of the reports presented.

 

ACTION – Upon motion by Director Conway, 2nd by Director Boyes, and carried (8-0), the Financial Reports for the current fiscal year through October were approved.

 

            F         STAFF REPORT: Christine Hance

 

No questions or comments were made regarding the Executive Director’s written report. In addition to the written report, Ms. Hance provided the following updates:

 

The Coast production of the Vagina Monologues is unlikely to happen in 2006 due to a lack of a Director who could commit to the project.

 

The South Coast Domestic Violence Awareness Services (DVAS) will be sent a letter outlining the boundaries of the relationship and responsibilities between them and Project Sanctuary. Director Saunders will help create the letter.

 

G         COMMITTEE REPORTS

 

1) Board Membership Committee – Anne Boyes

 

Director Boyes reported that there are two openings and that Ms. Hance has made some calls to prospective members but so far no one is able to commit. After a brief discussion there was a consensus of the Board to keep the Board to 9 members, alleviating the need to pursue new members at this time. Director Boyes stated that she will not be able to be very active this year but is willing to stay on if it is the pleasure of the Board. Director Conrado presented a chart which outlined the terms for each member a pointed out that himself and Directors Conway, Slater, Zamora, and Chair Hudson all have terms expiring in February 2006. Director Zamora stated that she will need to leave the Board at the end of her term due to other commitments.

 

Chair Hudson asked that the remaining members whose terms are expiring in February, to  please let the Board know at the next meeting if they would like to remain for another term.

 

2) Finance Committee – Steve Conway 

Director Conway thanked the Board for patience as the  of financial reporting over the last few months has been underdevelopment and stated that between the current staff and the contract with Price Waterman, the financial reporting of the agency should be right on track from here on out.

 

He further reinstated the need for a $60,000 reserve account to cover the costs of one month’s operations and payroll. A plan to designate a percentage of fundraising efforts will be required in order to build the account.

 

Judy Waterman suggested that a new, separate bank account be established for these reserve funds.

 

3) Fundraising Committee – Angle Slater

No Report

 

4) Personnel Committee – Gary Hudson

No Report

 

Facilities Committee – Paul Conrado

Director Conrado reported that facility evaluation and recommendations will resume after the Holidays.

 

H         OLD BUSINESS

 

1)  Consideration of By-Laws Revision – Ad Hoc Committee

Director Conrado reported that he and Director Saunders have reviewed the By-Laws and found some discrepancies. They will present the Board with their recommendations for amendments and or changes at the next meeting.

 

2) Mendocino Wine Affair – Director Conrado

Director Conrado reported that he and Exec. Dir. Hance met with a small group of the Mendocino Winegrowers Association Directors, and made a presentation. They will be meeting with the MWA Foundation on December 13th for another presentation. Ms. Hance stated that Project Sanctuary is not the only organization under consideration to be the beneficiary of the proceeds from the event. 

 

3) Consideration of Cancellation of January 3rd Board Meeting

By a consensus of the Board, the meeting will stand.

           

I           NEW BUSINESS

 

1)      Consideration of adding Columbus Day Holiday in 2006

Exec. Dir. Hance stated that staff has brought to her attention that many of the agencies and organizations they work with are closed on Columbus Day. By consensus at a staff meeting, they requested that Ms. Hance ask the Board if Columbus Day could be a holiday of Project Sanctuary.

 

Director Meek requested that Ms. Hance report back to the Board next month on comparable agencies and organizations that do or do not have the day off, along with any cost issues this might create. The report should also include the current holiday schedule for the agency.

 

2)      Consideration of Holiday Recognition for Staff

 

By consensus, the Board agreed to sponsor a holiday pizza party for staff at both office locations.

 

J          ANNOUNCEMENT OF NEXT MEETING

 

January 3rd – 6 PM

499 Leslie St.

Ukiah, CA

 

K         ADJOURNMENT

The Board adjourned at 7:45 pm