Archive for June, 2009

Boiler Room Board Meeting
May 18, 2009
6:15pm @ The Boiler Room

Present:
Board: Gigi Callaizakis - Chair, Chauncey Tudhope-Locklear - vice chair, Steve Boruch, Julia Cochrane (Minute Taker), Bruce Marston, Catska and Cory Ench, Amy Smith, Andrew Reding - Treasurer, Mary Hilts, Terri Comstock,
Missing Board Members: Molly Riverstone, Maitland Hardyman,
Manager: Jason Green
Volunteers: Bill Shepard, Madeline MClure, Tiffany and Colin Cabe, Thomas Boruch- Comstock
Guests: Annette Huenke from Ancestral Spirits, Robbie Little - patron.

Minutes
Approved by all present. April's minutes.

Policies Committee
Sexual Harassment Policy - Bruce, Gigi, Passed Include " The Boiler Room will not tolerate any sexual advances toward underage individuals."
Conflict of Interest Policy:
3rd Paragraph - Replace relatives with 'immediate family',  Must abstain from 'active' participation.
4th paragraph - okay
5th paragraph - strike " at any time…. of their affiliation".
(Full approved policy placed at end of document)
Catska, Bruce, All present in favor.

Treasurer's Report
In reality we have $3,000 in all accounts even though there is $7,000 in our bank - there are demands on it that are not showing on the financial statement. Board discussion about being kept informed. Categories of expenses need to be more adequate - Kelly is in process. Budget is about $103,000, though by excluding depreciation and other expenses not essential to keeping doors open can be brought down to $93,000, but our fund raising so far is a bit over $43,000. Net coffee house sales may cover another $9,000, leaving roughly $40,000 annual shortfall - more than $3,000 a month - that is catching up with us after using up the Ormsby Hill grant. Jason - This time last year we basically had no money because of real estate taxes and payroll taxes. Bruce - one of our best fundraisers is a newsletter. Catska - expense cycle should be included in Fundraising Calendar.

Building Committee - Report given by Jason.
June 2 through 12 - closed for building sound wall and stage, deep cleaning, redo the floor, new drain cleanout, reinforcement of countertops and shelves, ADA compliant single restroom. Jason has raised an amazing list of contributions in labor and materials. (Catska says its Stone Soup). Press release about closing and a big deal opening. June Fun(d)Raiser (Amy).

Manager's Report
General Report: Everything has been pretty swell. Lots of volunteers, switched whole milk for overpriced ½ and ½ ,
Process for finding a new Manager. Hiring committee, Boiler Room Manager Ad submitted by Gigi. Board agrees it is fine. We need a good solid hiring committee that is at every single interview and is at both interviews. The committee has historically been several interns, some volunteers and a board member. Andrew feels that the hiring committee makes a recommendation to the board who does the actual hiring. (Get the details of the actual process and committee checked by Gigi.)
Process:
1. Advertise and create applications.
2. Cull resumes
3. 1st round interviews: committee
4. 2nd round interviews: committee with board present
5. Committee does reference check and come up with recommendation(s) to the board. Then committee recommendation goes to the board for approval.
Committee appointed of  2 board members (one of whom is an officer), 2 volunteers and 2 interns, and a neighbor. Andrew, Amy All present in favor.
Timeline: Jason is leaving August 1st. He will give a 40-hour week, followed by a couple 10-hour weeks to train the new manager.
Applications in by the 8th of June, May 25th ads in, Interviews by the 22 or the 29th. Finallized managers decision by the 6th of July. Amy is chairing the Hiring Committee.

Gigi - this is a cross between a manager and an ED, with a growing budget, 4 interns etc. The job is growing. We have to move up and expand the skills of the staff, it is something our community and funders want. Chauncey thinks it is more important to get a great manager than a youth looking for opportunity.

Development Committee - Catska
(See full report inserted at end)

General:
Plan annual meeting - June 2, 6 PM - Potluck advertise in Leader and with posters! Community events. Where TBA
New board president - Nominating Committee - Gigi, Bruce and Amy
Good time for regular board meetings - We are meeting the 3rd Wednesday starting in July. Location and exact time TBA
Bicycle clinics - Tabled - The Recyclery  - Proposal to be submitted in 2 weeks
Staff driving to pick up items. We need to cover them in insurance - someone is doing research.

Meeting adjourned