Project Sanctuary, Board of Directors Regular Meeting

Tuesday, April 3, 2007 s 6:00 PM  s 499 Leslie Street, Ukiah

 

Minutes

 

 

A         CALL TO ORDER

 

Vice Chair Meek called the meeting to order at 6:07 pm. The following members were present: Director Muniz, Saunders, Conway, Mendoza and Vice Chair Meek. Also present were Executive Director Christine Hance, Recording Secretary Dina Polkinghorne, Program Director Judy Albert, and financial contractor Judy Waterman.

 

Directors absent: Boyes, Conrado, and Webster

 

Former Chair Gary Hudson was also present and was presented with a commemorative plate in recognition for all his dedication and service to Project Sanctuary.

 

B         AGENDA APPROVAL

 

ACTION: Upon motion by Director Muniz, 2nd by Director Saunders and carried (5-0) the agenda was approved as presented.

 

 

C         CONSENT CALENDAR

 

  1.             Approval of Minutes – March 6, 2007
  2.              Acceptance of February 2007 Financial Reports

 

ACTION: Upon motion by Director Saunders, 2nd by Director Muniz, and carried (5-0) the Consent Calendar was approved

 

D         PUBLIC COMMENT

 

                None

 

E          COMMITTEE REPORTS

 

 

1.       Fundraising Committee – Steve Conway

Director Conway reported that scheduling problems did not allow for the committee to meet before the board meeting. They do plan on meeting soon and will report back to the board in May regarding partnering with restaurants for a fundraiser. Director Meek stated that she will pull up a list of local eateries to be distributed in May.

 

 2.   Membership Committee – Anne Boyes

Ms. Chance reported that an application was sent to the new Fort Bragg Police Chief, Mark Puthuff and Justin Briggs in Willits. She will follow-up in the next few weeks.

 

3.    Facilities Committee – Roberto Muniz

 Director Muniz reported that he met with the previous committee chair, Director Conrado,  and they reviewed past activities of the committee. Director Conway pointed out that there hasn’t been a maintenance schedule created and that one is needed, moving forward with budget planning.

 

4.   Finance Committee – Steve Conway

 

Upon request of committee chair Conway, Judy Waterman was asked to provide the report. She stated that the revised budgets have been completed. She also reported that due to an oversight, the in-kind revenue is overstated by approximately $100,000.  Expenses are down so over all the oversight represents about $65,000.

 

Ms. Hance reported that the Vagina Monologues brought in $3,800 in proceeds to the agency and that it is down from last year due to production costs incurred this year.

 

Director Conway reminded the Board that there are only three months left in the fiscal year and there isn’t enough time to make up the loss. Ms. Hance suggested that Project Sanctuary could partner with another housing agency to use the Transitional property to bring in some revenue from the space. In regards to the demolition of the back property behind transition, there are no funds available for it specifically, but unrestricted funds spent upfront could be recouped if the property was sold. Judy Waterman suggested that it’s unwise to take monies from capital and put it into operating expenses. She also stated that the cash flow problem created by the oversight represents one month’s worth of operating expenses. Ms. Hance reminded the Board that there is a line of credit available as well. Judy Albert stated that the monthly reports provided are hard to understand and that she has felt that something wasn’t right for awhile, but couldn’t put her finger on it – Ms. Waterman made herself available at anytime to review the reports.

 

Director Muniz stated that the small unit behind transition has utilities, and there’s value to that. He suggested not demolishing it, but instead selling it “as is”. Director Mendoza stated that any potential new owner would have to tear it down due to its condition, but it could be sold as a “contractors special”.  In regards to selling transition, Ms. Albert urged the Board to consider this decision very carefully as the transition program would never have it’s own housing ever again. Director Saunders said that other options for transition might make sense, like renting a space for transition clients. Ms. Albert stated that it has been tried in the past, both inland and on the coast, and it was a failure, mostly because there was no control. Ms. Hance suggested that the space could be mortgaged as one of several options.

 

Director Conway suggested that an ad-hoc transition house committee be created.  Director Saunders, Mendoza, Muniz and Conway volunteered to sit on the committee.

 

 

F          CONDUCT OF BUSINESS

 

  1. Executive Director’s Written Report: Review and Acceptance

 

ACTION: Upon motion from Director Muniz, 2nd by Director Saunders, and carried

(5-0) the Executive Director Report was accepted into the record.

 

  1. Single Year Audit Report – Fiscal Year 05/06

 

ACTION: This item was tabled.

 

  1. Review and approve proposed meeting schedule changes for 2007

 

ACTION: By consensus of the Board, staff was directed to contact absent members and poll them for input on the schedule and report back to the Board in May if the schedule will work as presented.

 

G         MATTERS FROM THE BOARD

 

            None

 

H         ANNOUNCEMENT OF NEXT MEETING

 

Scheduled for May 1st, 2007 at 499 Leslie Street Ukiah, 6:00 PM

 

I           ADJOURN

 

            Vice Chair Meek adjourned the meeting at 7:30 PM