Boiler Room Board Meeting

April 16, 2009

6:15pm @ The Boiler Room

Present:
Board: Chauncey Tudhope-Locklear – vice chair and facilitator (until 7), Steve Boruch, Terri Comstock, Julia Cochrane (Minute Taker), Molly Riverstone, Bruce Marston, Amy Smith, Andrew Reding – Treasurer and facilitator after 7 pm, Mary Hilts
Missing Board Members: Gigi Callaizakis – Chair, Catska and Cory Ench, Maitland Hardyman,
Manager: Jason Green
Intern: Jack Beall – Music Intern, Ellie Speitzbart – Coffee House intern
Guests: Annette Huenke from Ancestral Spirits, Judith Holiday and Daniella Chace – neighbor tenants, Tenzing Wangchuck

Guest Issues – teen smoking, noise, breaking glass. Recycle in morning not at night – Jason will make this change in the closing shift’s duties; sound issues during shows (introduced to Jack so that she would know how to call) and the back door will be closed during shows; the closing times were stated, smoking – our new social services intern will start the non-smoking booth again. Danielle would like to be a big brothers/big sisters person to BR kids.

Minutes: February 2009 Minutes Approved, Molly, Andrew, All present in favor.

End of Manager’s Term

Jason will be leaving July 1 or August 1. Gigi and Jason will handle creating the job description and publicity.

Advertising to Universities, etc. Board needs to email our roles and what we do that is of use to the manager.

Role of board members in day-to-day operations:

More advisory than administrative, Jack – would have a hard time on a day to day basis if multiple people were telling him what to do, the board’s role is advisory to the manager; Jason – the individual board members define their own roles;

Julia – Why don’t we follow up on this at our next retreat, possible mission statement – “the Boiler Room Board is here to facilitate a youth run coffee house.”?

Policies Committee:

General Report: Started meeting Monday after staff meeting about 6 pm.

Volunteer agreement: Julia, Steve moved that the Volunteer agreement be passed as amended. All present in favor.

Amendments:

· Page 1. Premises include the physical building and all outdoor property owned by the Boiler Room.

· Page 2: Rules are interpreted and enforced by staff.

o After 32 shifts (32 non-training shifts): free volunteer tee shirts unavailable to anyone else.

· Page 3: Note: Volunteers work a shift with an intern or the manager, and review current policies and procedures if the have not volunteered within 14 days of their last full shift.

Building Committee: Steve

General Report: We are going to build a 4” wall with insulation on the North wall adjacent to Ancestral Spirits. Neighbor willing to bring it up to their association to see if they can make a donation for materials for this project.

May closure during first week of June when bridge is closed to redo floor.

Manager’s Report: Jason

General Report

Closure – deep cleaning, floors, walls etc. First week of June.

Floor will be done by a volunteer – polyurethane.

Deposits are up. Happy about policy committee’s work.

Treasurer’s Report: Andrew

General Report: 11,000 in bank accounts, city money is coming up next week. Grateful to the city. Storage unit cleaned out, no monthly bill, not charged for April, and deposit being returned.

Development Committee

General Report: submitted to PSE for grant. UGN – submitting for 18,000 – aggressively trying to get them to do 3 internships – programs, social services and music intern.

Americorps – 2 positions, Volunteer coordinator and social services intern. Focusing on local stuff before we go out to the other ones and then we will go out to the big ones using our local support as leverage.

Announcements: At end of summer Bruce and Julie are moving to the East coast for a year and so will be taking a year leave from the board.

Tee shirt press at Jason’s house for anyone to adopt by Monday or go to recycling.

Next meeting May 21 6:15 at the Boiler Room.

Julia Cochrane
PO Box 1654, Port Townsend, WA 98368
willowtree@olypen.com