PROJECT SANCTUARY

BOARD OF DIRECTORS REGULAR MEETING

Tuesday, February 7, 2006 6:00 PM

499 Leslie St. Ukiah, California

 

MINUTES

 

            A         CALL TO ORDER

            Vice Chair Conrado called the meeting to order at 6:03 pm

 

Directors present: Conrado, Meek, Slater, Boyes, Saunders, Conway, Webster  

Directors Absent: Hudson, Zamora.

 

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

 

            B         AGENDA APPROVAL

ACTION - Upon motion by Director Conway, 2nd by Director Boyes, and carried (7-0) the board approved the agenda as presented.

 

            C         APPROVAL OF MINUTES

 

ACTION – Upon motion by Director Boyes, 2nd by Director Saunders, and carried (7-0), the draft minutes from the January 3rd, 2006 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 Saunders, 2nd by Director Conrado, and carried (7-0), the Financial Reports were approved.

 

            F         STAFF REPORT: Christine Hance

 

No questions or comments were made regarding the Executive Director’s written report.  

 

Ms. Hance updated the board on the following additional items:

 

1)      The February newsletter has been sent out and the board was given a copy.

 

2)      $1,300 in sponsorship money has come in for the Vagina Monologues which will cover most of the expenditures for the event.

 

3)      $1,125 in donations made to Project Sanctuary in memory of Margaret Jensen has been received.

 

G         SINGLE YEAR AUDIT REPORT – FY 04-05

 

Julie Sawyer from the firm of Crook, Sawyer and Solis submitted her findings to the board and for the record. She gave the agency a favorable opinion, otherwise known as an “unqualified opinion”. A “qualified opinion” would indicate a problem. She reported that there were only two findings, and both of those are the same two that have carried over from previous years. She further reported that the agency has $2.19 in assets for every $1.00 of debt – a very good ratio for a non-profit entity.

 

ACTION – Upon motion by Director Conway, 2nd by Director Slater, and carried (7-0) the board accepted the audit findings for the single year audit FY 04-05. 

 

H         COMMITTEE REPORTS  

 

1) Board Membership Committee – Anne Boyes

No Report. Ms. Hance updated members that Maricella Zamora was unable to attend tonight’s meeting, and regrettably she will be leaving the Board when her term expires on February 28, 2006.  Ms. Hance also stated that two potential members are interested in coming to a Board meeting before applying for membership. Director Boyes suggested that the Executive Director put together a “goodbye” package or gift for members who leave the board at the end of their terms. A “Project Sanctuary” plate from Hoyman Browe was suggested and Director Slater volunteered to follow up and bring information to the Board at a future meeting.    

 

2) Finance Committee – Steve Conway 

No Report

 

3) Fundraising Committee – Angle Slater

No Report

 

4) Personnel Committee – Gary Hudson

No Report

 

5) Facilities Committee – Paul Conrado

Director Conrado went over an  email he sent out to the members in advance of tonight’s board meeting regarding the Project Sanctuary properties and submitted a copy of the email for the record. He would like to meet with local realtor John Bogner to discuss assessing the properties. There was agreement with this proposal.

 

                                                (Director Saunders left the meeting at 7:03 pm)

 

I           OLD BUSINESS

 

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

The Board was mailed a copy of the final revised By-Laws in advance of the board meeting. There was a brief discussion regarding the appendix.

 

                                                (Director Slater left the meeting at 7:14 pm)

 

ACTION – Upon motion by Director Boyes, 2nd by Director Conway and carried (5-0) the Board approved the Draft Revised By-Laws and requested that a paragraph be added to the appendix summarizing the revisions made.

 

2) Mendocino Wine Affair – Director Conrado

Ms. Hance reported that earlier in the day she attended an impromptu meeting with the MWA event planners and the other beneficiaries. An overview of the MWA expectations of the beneficiaries was covered. First, they will need the Project Sanctuary logo (for advertising the event), secondly, they will need the ability to mail publicity to the Project Sanctuary mailing list, and thirdly, they will require some volunteer workers at the event. A written outline from MWA was promised.

 

            3) Membership Extensions and Officer Elections

 

ACTION – Upon motion by Director Boyes, 2nd by Director Meek, and carried (5-0) the Board approved extending the following members another term:

            Hudson

            Conway

            Conrado

            Slater

 

ACTION – Upon motion by Director Boyes, 2nd by Director Webster, and carried (5-0) the Board re-elected the current officers to another term.

 

            Chair – Gary Hudson

            Vice Chair – Paul Conrado

            Treasurer – Steve Conway

            Secretary – Pat Meek

 

 

 

J          NEW BUSINESS

 

Director Conway reported that as identified by the Facility Committee Chair Conrado, the office in Fort Bragg has a leak in the wall of the group room downstairs. Director Conway will look at it again when the weather is dryer and report back.  

 

K         ANNOUNCEMENT OF NEXT MEETING

 

March 7th – 6 PM

499 Leslie St.

Ukiah, CA

 

L          ADJOURNMENT

Upon motion by Director Boyes, 2nd by Director Webster, and carried (5-0) the Board adjourned at 7:30 pm.