Boiler Room Board Meeting Minutes
November 20, 2008

Present:
Board Members:  Terri, Steve, Gigi, Bruce, Maitland, Julia, Marc, Andrew, Catska, Cory, Amy
Prospective Board Members:  Mary Hilts, Molly Riverstone, Chauncy Tudhope-Locklear, Jeff Hiam
Manager:  Jason
Intern:  Ellie
Guests and Volunteers:  Allison, Jack, Artis
Board Member not present:  Thais–resigning

October meeting minutes approved

Andrew nominates Mary Hilts as a board member
Catska seconds
All present in favor

Terri nominates Chauncey Tudhope-Locklear as a board member
Gigi seconds
All present in favor

Andrew motions that the board accept Thais’ letter of resignation
Julia seconds
All present in favor

Marc will be resigning from the vice president position at the December meeting
Undecided about new capacity on the board

By-laws state no more than 15 board members, 2 of which are to be youth representatives
Youth, for the purpose of the Boiler Room, will be defined as between the ages of 14 and 25
It is advised that youth not start older than 21 or 22 because at the end of a three year term, they would be 24 or 25
There are now 13 active board members, 1 of which is a youth representative
The by-laws committee of Chauncey, Bruce and Andrew will make recommendations for revisions or additions to the by-laws at the December meeting

Building:
Steve wants to build a cabinet, needs roughly $100 in supplies
Jeff recommends meeting with Steve to bring building up to fire code before being inspected

Website:
Andrew motions that Gigi modify the job descriptions of the manager and interns to include calendar maintenance on the Boiler Room website
Julia seconds
All present in favor
Job descriptions and job openings need to be posted on website

Manager:
Volunteers currently range in age between 13 and 82
Added 15 new volunteers last week, more shifts are being filled
COSTCO account set up, pickup location finalized, days for pickup are Mondays, Thursdays and Fridays
Encourages Board Members to work shifts
Jason and Annette are on better terms
Ahren nearly finished with newsletter

Gigi would like to see our youth/underage anti-smoking campaigns be made more public

Finance:
Andrew transferred $4000 from savings to checking to cover unpaid bills
Savings left dangerously low
Submitted $24,000 grant proposal for 2009 to the City Council (UPDATE–APPROVED!)
Hired grant writer Chris Nelson
Giving Circle presentation went well, will hear back in January
Social Services Intern Ahren being paid wrong amount, will need back pay
Newsletter will include coffee punch card information
Andrew questioning expenses–not paying for non-functioning cell phone account or non-functioning internet, cancelled Otis Spunkmeyer account
Andrew and Gigi will be meeting with a new candidate for Bookkeeping

Suggestions and recommendations regarding foodstuffs for sale at the Boiler Room will be on the December agenda
Staff will have final say from recommendations

Next meeting:
December 22, 2008 (6:45 pm)
Held at the home of Bruce Marston
First 45 minutes open meeting
Executive Session–closed to public