Boiler Room Board Meeting

February 19, 2009

6:45pm @ Boiler Room

Board Members: Marc Weinblatt - Vice Chair and facilitator, Maitland Hardyman, Andrew Reding - Treasurer, Chauncey Tudhope-Locklear, Catska and Cory Ench, Julia Cochrane (Minute Taker), Molly Riverstone, Bruce Marston, Mary Hilts.
Manager: Jason Green
Intern: Ellie - Coffee House intern
Guests and volunteers: Rachel – patron, Tiffany, Arina – Policy Committee Chair, Julie Plachta – volunteer, Tenzing Wangchuck, Development Committee, Richard, Jack.

Missing Board Members: Gigi Callaizakis - Chair, Amy Smith – Secretary, Steve Boruch and Terri Comstock

Past Minutes
January minutes were read out loud by Julia. (Mary 1, Maitland 2) Approved with a few small revisions.

Board Officer elections (Vice-chair & Secretary)

The board acknowledges Marc’s resignation from Vice-chair position and the board; and Amy’s resignation as Secretary.

Chauncey submits his name as Vice-chair. Julia submits her name as Secretary.

Molly nominated Chauncey, Andrew 2nd:  Board voted. Chauncey Tudhope-Locklear is Vice chair.

Andrew nominated, Chauncey 2nd. Board voted, Julia Cochrane is Secretary.

Building Team report

Building committee meets Mondays before staff meeting, 4pm, every other week.

• Dog hook up in the back by the steps installed by Steve.
• Steve installed a 4plex for bands and will install ground when he gets back.
• Dish rack made and being installed.
• Self-closing hinge will be put on front door.
• Roof fan, pipe will be chopped off and there will be a vent cover that will close when fan is not in use.
• Office desk is complete and is being painted; Tiffany is varnishing the wood.
• Bulletin boards are in process.
• Drain clog issue being worked on, will ask city to run a camera down the drain to see what the problem is.
• Shelves being made for basement storage, so we could stop paying for a storage space.
• Office now has a Door - refinished and installed by Jason with Cory's help.

There was a request made at the meeting from beloved BR friends that we do not paint over the wood floor.

Development Team report – Catska

• We have met every week. Have identified two main goals being the capital campaign funding and the operating grants and the service grants. Create a database, insert report.
• Andrew submitted a request for $18,000 from UGN. But he cautioned that UGN has only reached half its fund raising goal for the year.
• Mary is putting info on an excel spreadsheet.
• Mary is starting work on a brochure – to cover three different types of people – funders, community groups and patrons. Jason is also working on the graphics.
• Financial statement – a clear one that can be used with grants. The biggest problem with the current financial statement is that it is mis-categorized and needs to be redone.
• One of our greatest accomplishments right now is that we just submitted a UGN grant, thanks to Andrew. So it seems as if the development committee can do the job of a grant writer. Andrew believes that we make a promise when we receive UGN money to not use a paid grant writer.
• How do we thank the givers – we are streamlining the process. Mary is creating a letter that will merge with an Excel list.
• We can have a raffle.
• Social Services internship is expiring in June – and we are looking for ways to continue this position.
• Outreach – start an email mailing list to expand our outreach. Metrics– who is here, age range etc.
• Annual report.
• Looking again at the Gates Foundation for a capital campaign grant.

The Boiler Room is the oldest continuously running youth run coffee house in America.

Finance Team / Treasurer report:

• $10,540 is what is in the savings account. $540 was raised by Chauncey for the bike program from the Co-op and other places and is earmarked for that program.
• There was $2900 in our checking account. We have not gotten the January or February payment from the city because it requires Gigi’s actual signature, which is on its way from Florida. UGNs situation is dire, but maybe they could fund something specific like the Social work intern. Also trying Rotary.
• The draft budget for 2009 is about 93,000. We have so far raised $40,000.  The 2008 comprehensive financials are in your email. The 2009 financials will be emailed us shortly. Andrew likes Kelly as our bookkeeper. (Ask Andrew to preview these numbers.)

Manager's Report – Jason

A lot of new volunteers – problem with people opening and not doing the till or cleaning. Jeff Davies and Michael are cleaning in the morning before they open. There are several applications for the Social Work Internship, and we are extending this for two weeks with ads in the Leader. This will mean the SW intern will be hired sometime in March. This is an incredibly important position 10 hours paid a week but works 20. Minimum age is 16. Jason is excited to see the policies committees work. Is feeling heard and responded to. He is happy that committees are actually meeting and that there is help that he and his interns are not being micro-managed.

Molly requested that the lock box combination be changed once a month – Jason agrees.

Policies Team report – Arina

The Volunteer agreement has been updated. There is a 5-step approach to situations graphically produced by Catska. The rights are still being worked on. There is discussion about rules – most are posted – loud noise is under discussion. Harassment policy being written by Andrew. This committee has met 2x a week for 4 weeks and over 2 dozen people have been involved. A nondiscrimination and anti-harassment policy –

Andrew read a draft of The Non-discrimination and Anti-harassment Policy. Maitland thinks the last three paragraphs should change order. Julia had a problem with the sexual harassment paragraph, and Molly suggests a sentence about posting the policy. The next policy meeting is Sunday at 6 pm at the BR. This will be revised and submitted to the next board meeting.

Antibullying policy – Approved  Chauncey moved, Catska 2nd.  (2009 Antibullying policy – posted separately)

"Anything that is illegal outside the Boiler Room is illegal inside the Boiler Room." Chauncey moved, Bruce 2nd, all in favor.

Revision of the volunteer agreement. Tabled. Read and send comments to the team by Sunday.

Request next meeting that the tabled issues be put earlier in the meeting.

Role of Board members (in day to day operations)