Project Sanctuary, Board of Directors Annual Board Retreat
Saturday, June 23, 2007
s
10:00 AM s
Minutes
A BUSINESS
MEETING
1) CALL
TO ORDER
Chair Boyes called the meeting to order at 10:15 am.
The following members were present: Director Muniz,
Directors absent: Mendoza and Saunders
2) AGENDA
APPROVAL
Chair Boyes recommended changing the agenda to
accommodate a potential new member, Justin Briggs
ACTION: Upon
motion by Director Meek, 2nd by Director Conway, and carried (7-0)
the
Agenda was approved with the following
changes: Item A was changed to “Business Meeting”, Item B was changed to
“Membership”, and Item C was changed to “Group Exercise”.
3) APPROVAL
OF MINUTES – MAY 1, 2007
ACTION: Upon
motion by Director Muniz, 2nd by Director Puthuff, and carried (7-0)
the
May 1, 2007 draft minutes were approved
with no changes or corrections.
4) EXECUTIVE
DIRECTORS REPORT – REVIEW AND ACCEPTANCE
Director Webster congratulated Ms. Hance on the
successful procurement of a grant from Verizon. Ms. Hance reported that Verizon
has also offered to provide cell phones for shelter clients with pre-paid
minutes.
ACTION: Upon motion by Director Webster,
2nd by Director Meek, and carried (7-0) the Executive Director’s
report was accepted.
B MEMBERSHIP
1)
Introduction of prospective board member/action
Chair Boyes introduced Justin Brigg. Mr. Briggs
provided a brief summary of his background including his community volunteering
activities and professional background including his current position as News
Director for KWNE. He also shared his extensive history working in promotions
and advertising.
Chair Boyes reported that the Membership Committee
recommends approval of Mr. Briggs to the board.
ACTION: Upon motion by Director Webster,
2nd by Director Conrado, and carried (7-0) Justin Briggs was
approved as a member to the Project Sanctuary Board of Directors
2)
Future representation needs/objectives/action
Chair Boyes went over some history of previous
discussions regarding the diversity of the board. Director Meek suggested that
a client representative be recruited. Ms. Hance reported that she has been in
contact with a recently retired school administrator from the coast who expressed
interest in membership. Chair Boyes directed staff to continue discussions her
and to investigate whether or not a former client is available for membership.
C GROUP
EXERCISE AND OUTCOME FOCUS
1) Share a favorite book, song, movie, or play and explain why
it’s important to you.
2) Name one or two outcomes that will make your time today well
spent
The
board members took turns participating in the group exercise and then each
shared their desired outcomes for the meeting.
D FUNDRAISING
1. 2007/2008
Fundraising Plan Updates and Adoption
Director Conway provided an overview of the upcoming
Sunset at the Cellars event in August. Director Conrado offered to donate the
meat for the bar-b-que dinner and Director Webster offered to help out with the
food planning. Ms. Hance handed out the updated to-do list for the cellars
event. Director Briggs recommended cross promoting future events at the cellars
event. The consensus was to promote two Fall events at Sunset at the Cellars - “Walk-a-Mile” and
”Dine for a Change”.
Director Conway then reviewed the “Dine for a Change”
event which has a target date of late fall, with the dates to be determined.
Inland it will be a valley wide event and on the coast it will be at the
McCallum House. More details to come in the next few meetings. Director Meek
reported that the SF War materials she requested have not yet been received,
but she distributed a planning list for the event.
E FINANCE
Although Price Waterman made the reporting available
through May, the consensus of the Board was to table the May activity and limit
the review to YTD activity through April.
Ms. Waterman reported that the Workers Compensation
retroactive charges for 05-06 total approximately $22,000 and a payment plan
has been arranged. April ended with a positive bottom line of $3,000. She also recommended
that the line
item for the workers comp insurance in the proposed budget (Item E.2) be
reviewed and revised if necessary based on the final coding determinations for
certain staff.
ACTION: Upon motion from Director Webster,
2nd by Director Conway, and carried
(8-0) the April financial reports were
approved and accepted.
Ms. Waterman passed out a revised budget document of
the one that went out with the packets. The difference from the one in the
packet, which was discussed in depth by the Finance Committee, is the addition
of a line item for Ukiah office moving expenses.
Ms. Waterman reported that the agency is in a better
cash position than it was at this time last year due to timely billings. There
was some concern about eventual cash shortages that traditionally hit the
agency in late summer and when the line of credit might have to be accessed.
Director Webster stated that the Executive Director is
taking a more active role in the management of finances and that moving forward
into 07-08 she intends to give the supervisors more information so that they
can manage their program expenditures and budgets. Ms. Waterman confirmed
Director Webster’s view that the ED’s participation in financial management has
increased. Director Webster also stated that looking to the future the agency
should examine if money is being lost and where too much is being spent. Ms.
Waterman stated that typically the first item to examine would be staffing but
that Ms. Hance has kept those expenses under budget this year. Director Meek
stated that job descriptions should be examined to determine if the money is
spent where it should be. Ms. Hance stated that the cost of doing business is
down from last year.
Director Webster handed out a salary comparison of
both other local agencies and agencies from around the state that are like
Project Sanctuary and the bottom line is that the PS salaries fall in line with
the other in most classifications. .
Chair Boyes reminded the board that the storage
expense will be reduced by about $3,000 this year.
Ms. Hance reported that the Finance Committee had
assigned her the task of determining before the board meeting, what revenues from
the County Domestic Violence fees are anticipated for 07-08 – she further
reported that those amounts are undetermined because they come from marriage
license fees and no reliable projections are available regarding how many
people will get married.
Chair Boyes reported that the 07-08 budget line item for salary expenses includes 4 weeks of unpaid time-off
for the Executive Director at her request as a means of cutting costs. Chair
Boyes stated that is a policy decision to be brought to the full board and to
table this request for closed session at the next meeting.
ACTION: Upon motion from Director Conrado,
2nd by Director Puthuff, and carried
(8-0) the proposed 07-08 budget was
approved with two contingencies: The
Executive Director’s salary and benefits, which will be agendized for the next
meeting, and a more accurate estimation of the workman’s compensation insurance
expense after review by Judy Waterman.
Continued
F CLOSED
SESSION WORKSHOP
1) Board Goals: Review of 06/07 progress;
set 07/08 goals
2) Real Estate/Facilities
3) Personnel Policies
Item
F.1 was tabled until the next meeting.
Item
F.2 – staff was directed to provide further information
Item
F. – Personnel policies are scheduled for review and possible revision in 07-08.
G WRAP UP
1) Review outcomes and follow-up assignments
Tabled until next meeting due to time
restraints
H Announcement
of next meeting
July
24, 2007 499 Leslie St. Ukiah 6 PM, following a board/staff get
together at 5 PM
There will be no meeting
in August due to the moving of the administrative offices in Ukiah.
September’s
meeting is scheduled for the 4th in
I ADJOURN
Chair Boyes adjourned the meeting at 3:30 PM