PROJECT SANCTUARY

BOARD OF DIRECTORS REGULAR MEETING

Tuesday, April 11, 2006 6:00 PM * 499 Leslie St. Ukiah, California

MINUTES

A CALL TO ORDER

Chairman Hudson called the meeting to order at 6:02 pm

Directors Present: Hudson, Conrado, Meek, Saunders, Conway, and Boyes

Directors Absent: Slater, Webster

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

B AGENDA APPROVAL

Executive Director Hance requested that an additional item be added under New Business; “Board Retreat”.

ACTION - Upon motion by Director Conrado, 2^nd by Director Saunders, and carried (6-0) the board approved the agenda with the addition of “Board Retreat” listed under Item I: New Business.

C APPROVAL OF MINUTES

No discussion

ACTION – Upon motion by Director Conrado, 2^nd by Director Saunders, and carried (6-0), the draft minutes from the March 7^th, 2006 meeting were approved as presented.

D PUBLIC COMMENT

None

E FINANCIAL STATEMENT ACCEPTANCE

By consensus of the Board, this item was moved to G: Committee Reports – Finance

F STAFF REPORT ACCEPTANCE

No questions or comments were made regarding the Executive Director’s written report. Ms. Hance updated the board on staff changes at the coast office.

Ms. Hance also updated the Board that she has secured an auction item for the Mendocino Wine Affair; Director Webster has agreed to cook a dinner for 8-10 people to be held at the Barra home and Tin Pan Alley will perform a private concert at the dinner. In addition Charlie and Martha Barra will provide wine tasting and hors d’oeurves in their cellar, wine with dinner, and a bottle of Pinot Noir “59^th Harvest” for each person to take away.

ACTION – Upon motion by Director Saunders, 2^nd by Director Meek, and carried (6-0), the Staff Report was accepted into the record.

G COMMITTEE REPORTS

1) Board Membership Committee – Anne Boyes

No Report. Ms. Hance reported that the potential board member she had been in contact with is no longer available due to scheduling conflicts. The second potential board member is still interested in coming to a board meeting but had a scheduling conflict with tonight’s meeting and will be invited to come in May.

2) Finance Committee – Steve Conway

Director Conway provided a brief overview of the Finance Committee meeting held earlier in the evening. Director Boyes urged staff and Price Waterman to work on creating a reserve account with actual cash for “Board designated economic uncertainties.”

Director Conway reported that the Finance Committee will be finalizing the draft budget for the next fiscal year at the next committee meeting with the goal of making a recommendation to the full board in June.

ACTION – Upon motion by Director Conrado, 2^nd by Director Saunders, and carried (6-0), the Financial Statement was accepted into the record.

3) Fundraising Committee – Angle Slater

No report. Director Conrado presented the Board with a mailer he recently received from a local organization and thought Project Sanctuary might consider doing something similar. Director Meek recommended that the Board wait until the Wine Affair fundraiser is complete in June and then revisit the idea. Director Boyes discussed briefly the idea of setting up the ability to take donations on the Project Sanctuary website and the creation of an e-list to solicit donations as well.

(Judy Waterman left the meeting at 6:45)

4) Personnel Committee – Gary Hudson

No Report

5) Facilities Committee – Paul Conrado

Director Conrado asked that Executive Director Hance report on the latest issues regarding title of the transitional housing facility. Ms. Hance updated the Board that there are discrepancies in regard to the title. The County records indicate that the property belongs to Project Sanctuary. However, a third dwelling appears currently under the control of the previous owner. Apparently Ms. Becker, the previous owner, donated the property to Community Development Commission (CDC) and the CDC then donated it to Project Sanctuary. Ms. Becker asserts that she retains lifetime lease in this dwelling.

Director Saunders stated that the shelter deed includes a provision that returns it to the previous owner if it’s not used by Project Sanctuary but that this arrangement can probably be renegotiated if it were replaced with another property used as our shelter.

ACTION – Upon motion by Director Conway, 2^nd by Director Conrado, and carried (6-0), the Board directed staff to continue investigating the legal status of the Transitional Housing property, requested that Director Saunders consult with a real estate attorney on behalf of Project Sanctuary, and that a report be made for the next meeting.

Ms. Hance updated the Board regarding the status of the Methodist Church potential office rental. She has informed the Church administration that we will continue discussions on this potential opportunity after April 7^th and they indicated that would be fine with them.

Director Conrado asked about the roof and door leaks at the shelter and the coast office. Director Conway responded that Coast Services Director, Lucille Garcia, has applied and received a local grant and that the monies should be used to fix the door at the Coast office.

H OLD BUSINESS

1) Mendocino Wine Affair Update

Ms. Hance reported that despite the recent announcement about closures at the Fetzer Valley Oaks facilities, the Mendocino Wine Affair has been granted permission to keep the event at the premises. At a recent planning meeting it was determined that the goal for the event is to raise $100,000, with Project Sanctuary receiving a third of that amount. In addition Ms. Hance passed out both information regarding an All Terrain Vehicle raffle as part of the Wine Affair, and tickets for the raffle as well.

2) Director’s Service Recognition Source

Tabled

3) Sexual Assault Awareness Month (SAAM) Activities – Overview and Board Involvement Opportunities – Christine Hance

Ms. Hance updated the Board with three events scheduled for SAAM:

Take Back the Night Open House and Walk (Coast) April 27th

Walk a Mile in her Shoes (Inland – April 29^th

Denim Day (County-wide) April 19th

Director Conrado asked for basic statistical information regarding the production of and fundraising effectiveness of the Newsletter. Ms. Hance will research and bring to the next meeting.

I NEW BUSINESS

1) Resolution to authorize closure of payroll account and money

Market account

ACTION – Upon motion by Director Conrado, 2^nd by Director Boyes, and carried (6-0), the Board approved the resolution to authorize staff to close the payroll account.

The money market account resolution was tabled until the next meeting.

2) Resolution to approve application for continuation of funding from Federal Emergency Shelter Grant Program (FESG)

ACTION – Upon motion by Director Boyes, 2^nd by Director Saunders, and carried (6-0), the Board approve the application for continuation of funding from the Federal Emergency Shelter Grant Program.

3) PS Cultural Competency Plan Development for DHS

Ms. Hance reported that the agency needs to complete a Cultural Competency Plan, as required by DHS, by July 31, 2006. She recommended that the staff leadership team create a draft policy for the Board’s approval. The Board agreed.

4) Board Retreat

The general consensus of the members was that they were interested in having a Board retreat again this year. Director Conrado offered the use of his house. Staff will talk to Judy Waterman and then poll the Board with possible dates.

J ANNOUNCEMENT OF NEXT MEETING

May 2, 2006 6 PM - 499 Leslie St. Ukiah

K ADJOURNMENT

By consensus of the Board the meeting was adjourned at 7:50 pm