Boiler Room Board Meeting

June 2, 2009

6 PM @ Jefferson Community School

Present:
Board: Gigi Callaizakis – President, Steve Boruch, Terri Comstock, Julia Cochrane – Secretary, Bruce Marston, Catska and Cory Ench, Amy Smith, Andrew Reding – Treasurer, Mary Hilts
Missing Board Members: Molly Riverstone, Maitland Hardyman, Chauncey Tudhope-Locklear – Vice President,
Manager: Jason Green
Guests: Annette Huenke from Ancestral Spirits, Daniella Chace – Neighbor and friend

Minutes:
Approve May’s minutes. Tabled till July so they can include corrections.

Manager’s Report:

• Interns busy during remodel. Dusty spoke to Chimacum school, JCHC
• We should be open on the 12th
• Ellie is doing really well.
• Costco deliveries will start when the bridge opens. Molly and Amy may be willing to do this in Julia’s car. Julia will look at the insurance for Board Members, volunteers or staff (who are 25 and over) to do Costco type pick-ups (Central Market) at Wilson Insurance.
• If other businesses order with us than Costco would deliver here. Ask new manager to check into this with Main Street.
• Business is totally down, not just the Boiler Room. Seems town wide – bridge, economy?
• Building renovation: Massive amount of volunteers doing stuff, ahead of schedule. Plumbing (JefKitKing Plumbing – Albert) and electrical being done. Will eventually have to replace some floor joists because of dry rot that are under the kitchen, bathroom area.
• The Board will tour the work in progress after meeting.

Hiring Committee:

• Hiring Committee Board members are Amy and Andrew. They are looking for two interns, two volunteers and a neighbor.
• Offer of Assistance from Jody – Chauncey’s dad. Catska talked to Jody who has a process outlined. He is willing to help with the hiring process, he is a professional headhunter. He is waiting for us to come up with a point person.
• Posting – we are not posted yet. Gigi has given the go ahead. Catska going to follow up with the Leader, Andrew – Idealist.org.
• It is important that the job description includes supervising two Americorps. The job starts at $11.00. To be increased to $11.50.

Nominating Committee – Has a slate.

• Secretary – Julia (continuing)
• Treasurer – Andrew (bring someone on the board who knows QuickBooks, etc.)
• Vice President – Chauncey (continuing)
• President – Catska (A Boiler Room kid who started coming to the Boiler Room at 16 and has been a board member for years).
• We need descriptions of what the officers do. A list – the ___ is responsible for ___ or assuring ____ gets done.
• Steering Committee idea.  Intermediary meeting between monthly Board meetings. May use the advisory council for emergencies or extra support.
• Under 21 board members: Tiffany Whiteford has expressed interest.
• As of August 2009 Bruce Marston is on leave from the Boiler Room Board for a year.

Treasurer’s Report

• $2370 is what is in the bank now, there is a check from the city for $2000 which will be deposited tomorrow. Payments to various venders are on hold. We have a $650 America Express bill which must be paid. We are limping by.
• Gigi is aware of a potential small donation like $3500 coming in. Andrew – we did get the 2 Americorp positions so for our $1000 the government is kicking in $40,000. Local support and the Americorp positions will help us find non-local funds.

Development Committee

• The annual report and our brochure are in process. The development committee met and figured out when the deadlines were, and everything has been deadline driven. Metrics coming in – Julia will put into an Excel sheet after July 10. Audit needed.
• Meeting last week with Kelly. (We need to have a financial statement reading workshop – maybe at our annual retreat.) Kelly can email the financial statement to us in Excel.
• Newsletter: 2 sides of one sheet. Tasks: Newsletter Subcommittee to make it happen before the end of June. Gigi will write an outgoing President letter.
• The Blue Moose is willing to do a benefit breakfast for the BR, and thinks we should approach other breakfast restaurants in town to do a Boiler Breakfast.

General:

Date for Annual Meeting in July 15 @ Boiler Room, 6 PM

Communication of next meeting time for absent board members;
Julia – Molly, Cory and Catska – Artis, Amy – Tiffany, Gigi – Maitland.

Adjournment: 8:00 pm

(Other reports follow)
Development Committee Report:
We’ve submitted proposals to:

• Rotary – asked for social services funding – reply is: have no money for this fiscal year and they will take our request and move it up to the next fiscal year.
• UGN – there is a chance we will have another opportunity to have a meeting with these guys, as they seem to be open to it. This time we might have more people in attendance, since apparently last time even though we ourselves missed it very few were there anyway. Asked for 18,000. To fund 3 internships – social services, programs, music.
• PSEF – Puget Sound Energy Foundation – We sent in an application, asking for funding for our programs and music internships. met with Tim Caldwell, who is by the way the second cousin of John Cheney. Appears to be very supportive. Waiting for news.
• Have a meeting scheduled with the Ministerial Association on the 27th of May, Wednesday.
• Applied for the JeffCo Community Grant – should hear fairly soon as they are having their meeting soon. Americorps – We’re on the waiting list, they are doing follow up work. They have a deficit in Jefferson County and since they are hoping to boost their representation here, we’re positioned well to receive funds, etc. – this position will be for the Volunteer Coordinator primarily.

Have a Movie Fundraiser Scheduled with The Rose Theater for June 20th – will begin advertising it first week of June. Meeting with Kitsap Bank manager this week, will try to get them interested in co-sponsoring the event. SUNDAY Matinee LABYRINTH with David Bowee featuring acoustic music by local youth talents: Break down: 150 people to fill the Rose sell tickets for $10 a piece movie cost: 350 poster + ticket production cost: $40??$400 – cost, possible profit: $1100-1200 or more if we sell out of tickets.
Volunteer Discounts – sell tickets at $6 a piece to volunteers. – an opportunity to begin our volunteer incentive
SELL TICKETS FOR THE EVENT AT THE GRAND RE-OPENING on June 14th (or whenever this event will take place after remodel).

Implemented METRICS.
We have some numbers to work with, of course the system needs some improvement, but at the very least it’s a good solid start. Entering numbers into the spreadsheet that Jason put together.

Soup Fundraiser – move towards fall, having 10 pots of steaming soup in the middle of summer will not work too well.
Fundraising Calendar: in progress, should include a breakdown of our financial situation throughout the year – to communicate to the staff and volunteers where we are at in the funding cycle to hopefully motivate people to get fundraisers happening.

CAPITAL CAMPAIGN:

• Letters of Inquiry to Gates, Murdock Cheritable Trust, Paul G. Allen Foundations (deadline July 15) are on the way. Researching Common Grants foundations and other funders. Satterberg
• Brochure is almost finished.
• We’re looking at the Annual Reports by other nonprofits like the VERA project, ours is underway.