Project Sanctuary, Board of Directors Annual Board Retreat

Tuesday, July 24, 2007 s 6:00 PM s 499 Leslie St. Ukiah

Minutes

A         CALL TO ORDER

Chair Boyes called the meeting to order at 6:25 pm. The following members were present: Director Conway, Conrado, Meek, Webster, Puthuff, Briggs, Saunders, and Chair Boyes. Also present were Executive Director Christine Hance, Recording Secretary Dina Polkinghorne, and financial contractor Judy Waterman.

Directors absent: Muniz

B         AGENDA APPROVAL

ACTION: Upon motion by Director Sunders, 2nd by Director Webster, and carried (8-0) the Agenda was approved as presented.

C         CONSENT CALENDAR

            1) Approval of Minutes – June 23, 2007

            2) Acceptance of May and June 2007 Financial Reports

ACTION: Upon motion by Director Conway, 2nd by Director Saunders, and carried (8-0) the Consent Calendar was approved.

D         PUBLIC COMMENT

None.

E          CLOSED SESSION

1.) Salary and Benefits – Executive Director

The Board convened into closed session at 6:40 pm and reconvened into open session at 7:30 pm.

F          ANNOUNCEMENT OUT OF CLOSED SESSION

Chair Boyes announced that the Board granted the Executive Director 10 days of unpaid leave each calendar year, beginning with the next payroll period. The unpaid days cannot be carried over into following years.

The Board also established a retirement benefit whereby Project Sanctuary would match 10% of the Executive Director’s contributions into a retirement fund, up to $1,200 annually, or $100 a month. Whether the current Executive Director chooses to participate will have no bearing on the agency’s set-aside in the budget for this expense. This is an effort to start a retirement program at the agency that will eventually expand to include all full-time employees.

G         CONDUCT OF BUSINESS

1.) Consideration of amended agency budget for fiscal year 07-08; possible revisions to the Executive Director Salary and Benefits, and revisions to the Workers Compensation line item.

Regarding the insurance line item in the budget, Judy Waterman reported that the bottom line is impacted less than expected due to a reduced Workers Compensation multiplier in place because the agency has been free of any claims for three consecutive years.  As per the Board’s announcement out of closed session, she will amend the budget to reflect the retirement program.  

ACTION: Upon motion by Director Conrado, 2nd by Director Puthuff, and carried (8-0), the Board approved the agency budget with amendments as presented.

Director Conrado congratulated the Finance Committee on the passage of the annual budget.

2.) Consideration of granting an Executive Officer the authority to sign engagement letter with RJ Ricciardi to perform the single year audit for FY 06-07.

ACTION: Upon motion from Director Webster, 2nd by Director Saunders, and carried (8-0) the Board granted authority to any Executive Officer to sign the engagement letter with RJ Ricciardi.

3.) Executive Director’s Written Report: Review and Acceptance

Ms. Hance reported the Wine and Grape Commission notified her that they will be granting Project Sanctuary a $1,000 gift from the proceeds of their recent event held at the coast.

ACTION: Upon motion from Director Conrado, 2nd by Director Puthuff, and carried (8-0) the Executive Director’s Report was accepted.

4.)  Goals from Board Retreat – Review 06-07 progress and set 07-08 goals.

By consensus, this item was tabled to a future meeting.

H         COMMITTEE REPORTS

            1.)   Fundraising Committee – Steve Conway

Director Conway reported that the committee had a good planning meeting a few weeks ago and things are moving forward really well for the Sunset at the Cellars event.  Director Conrado agreed to volunteer to get the beverages, water, and ice. Ms. Hance reported that Marty Lombardi will purchase 125 pounds of marinated tri-tip from the Forks Market. He asked her to inquire from other stores on cheaper prices for the same amount of meat, and he will pay the difference. Dennis Denny agreed to match the difference, plus $1.00. Director Conway will email a planning spreadsheet to everyone. Ms. Hance passed out tickets for the event to any board member who would like to sell some, along with some postcards. She also passed out a flier regarding the four day long “Day of the Dead” event in November, 2007, at the Little River Inn. They will be donating a portion of the proceeds to Project Sanctuary.

2)  Membership Committee – Anne Boyes

Chair Boyes reported that Director Mendoza has resigned from the Board. He plans on going to graduate school and regrettably will not have the time to dedicate to board activities.  

            3)   Facilities Committee

Director Conrado thanked Ms. Hance for joining himself and Director Muniz at the recent yard clean-up day at the shelter. Director Conway reported that a similar clean-up is planned at the Fort Bragg office.

I           MATTERS FROM THE BOARD

Director Conrado announced that he has completed service on the Grand Jury and plans to continue on the Project Sanctuary Board.

J          ANNOUNCEMENT OF NEXT MEETING

September 4, 2007 s 5:30 PM (following a staff/board mixer at 4:30 PM)

PS Coast Offices - 461 N. Franklin St., Fort Bragg.

There will be no meeting in August due to moving the administrative offices in Ukiah.

K         ADJOURN

Chair Boyes adjourned the meeting at 8:10pm.