Boiler Room Annual Meeting
July 15, 2009
6 PM @ Boiler Room

Present:
Board: Gigi Callaizakis - President, Chauncey Tudhope-Locklear - Vice President, Andrew Reding - Treasurer, Julia Cochrane - Secretary, Steve Boruch, Terri Comstock, Bruce Marston, Catska and Cory Ench, Amy Smith, Mary Hilts, Maitland Hardyman,
Missing Board Members: Molly Riverstone
Manager and Interns: Samantha Agnew - interim manager, Jack Beall - Music Intern, Dusty Call - Social Services Intern, Julie Plachta - Volunteer Coordinator.
Advisory Council: Marc Weinblatt - Chair, Steve Gillard - Lawyer,
Guests: Annette Huenke from Ancestral Spirits and prospective Board Member, Daniella Chace - Neighbor and prospective Board Member, Liz Goldstein - Prospective Board Member, Carleigh Slater - Volunteer, Ahren Howard, Julie Marston - friend, Steve Moore - ColRoMorA Foundation, Artis, Collin Cabe, Andrew Tree - observer and neighbor.

Minutes
May Minutes. Amy, Mary moved approval. All present in favor.
June minutes. Maitland, Bruce moved approval. All present in favor.

Slate of Officers 2009-2010

Catska Ench - President, Chauncey Tudhope-Locklear - Vice President, Andrew Reding - Treasurer. Julia Cochrane - Secretary. Maitland moves approval, Bruce seconds. All present in favor.

Hiring Committee
Andrew - General Manager Hiring Update. Committee will meet with 5 top candidates in the next week, and maybe a 6th meeting by telephone. Hiring Committee consists of Jody Locklear - professional advisor, Amy Smith, Andrew Reding and Mary Hilts - Board Members, Collin Cabe and Jason Bishop - volunteers, Annette Huenke - community member, Dusty Call - intern. We hope the interviews will be done by the middle of next week. Then a first and second choice will meet with the board. We will only see the resumes of the two top candidates because of confidentiality.

Americorp Positions (2) - start Sept. 1st, 7 applicants.
The transition will be 3 new people, full time, this is a traumatic change, and will need the support of the board.

Treasurer's Report
We currently have approximately $5200 in the bank. We will get $2500 from the Satterberg Foundation, and St. Paul's Episcopal Church is going to give us a $3500 grant for a brand new sink and for the damaged floor below the sink to be rebuilt. Any leftover funds will go for general operations. They also have made us a special partner and every June will do fund raising for us.

$10K set aside for BR through ColRoMorA Foundation Grant Funds- Steve Moore.
Conditions set by ColRoMorA:
"These funds are provided specifically for use in developing fundraising capacity for the Boiler Room. The following are the types of uses that will, in the view of the ColRoMorA Family Foundation, constitute appropriate use of these funds toward this goal.

· Obtaining the services of proven non-profit Development professionals to help create a fundraising plan and Development calendar of events, grant requests, and other outreach to the community. Such a professional should provide guidance in expanding the fundraising reach and "mindshare" beyond our immediate community and the Puget Sound region.

· Development of an annual report and/or other program documentation that provides specific descriptions of the Boiler Room's purpose, mission and programs and activities. Such documents should further describe the population served by the Boiler Room and how that population is served - i.e. what value that population derives from the Boiler Room.

· Developing a basic package of documentation for use as the foundation for every grant request, so that only those segments specific to a particular grant must be created for that request.

· Employing resources to search GuideStar and other resources for grants that may be appropriate for the Boiler Room to pursue. And using those or other resources to develop the grant requests for those grants.

· Seed money for the planning and staging of fundraising events. Use of some of these funds as matching funds in asking the community to help the Boiler Room stage events."

(Full text of letter added at end of minutes)

Andrew made a motion, Chauncey seconded to accept the foundation's requirements for the $10,000 grant. Motion passed approved by all. (Mary Hilts is the new chair of the Development Committee.)

Building Committee
Cory said that Jason used the seed money to get $20,000 worth of work on a sound wall, new counters, cabinets and bookshelves, new stage, refinished floor, repainted walls and entry door, and a much larger ADA-compliant bathroom. Cory wants us to recognize Jason, the volunteers and the contractors who donated their time as well as all the effort put in by Steve and Cory. Jason made a commitment to see the renovation through and he will be back in several days to see it through. The High School provided genuine slate chalkboards. Dusty announced that once the renovation is done and we have a new manager, she will be putting on a reopening potluck inviting all the donors and volunteers. Mondays at 4:15 is the building committee meeting.

The Vroom - Steve is finding a person to move the Vroom and finding out if he can move it on to his property. There was a unanimous email vote to sell it to Steve. Update next month.

Policies Committee
Chauncey read the Free Bike Clinics agreement, and Police Bike Program:

Free Bike Clinics:
The ReCyclery will offer free bike clinics on Boiler Room premises every first and third Wednesday of the month from 2 to 5 pm. This will replace the existing arrangement. Though the clinics will be presented as a ReCyclery public service in support of The Boiler Room and local youth, ReCyclery personnel will not solicit or collect funds for The ReCyclery while on Boiler Room premises
.
Police Bike Program:
Chauncey Tudhope-Locklear will fix and repair bicycles donated from the Port Townsend Police Department to the Boiler Room's "Police Bike" program . The repaired bicycles will then be donated to local community members, giving first priority to Boiler Room members and patrons. Bicycles received from the PTPD for the Boiler Police Bike program and the information of the beneficiaries who receive a bicycle will be carefully documented. This information will be supplied to the Boiler Room for its own records. No money will be exchanged for goods or services.

Andrew, Cory moved to accept the changes. All present approved.

Manager's Report from Sam
Glad to be here. Taking one day at a time. Sales this past week have been really slow. We are down $100 and that is not too bad considering 3 new coffee houses opened.

Development Committee
Report was given by Andrew under Treasurer's Report.
Movie fundraiser made slightly over $200.
Marc Weinblatt's troupe made about $300, Trickster tales made over $600.
Amy is in process of talking to other restaurants than the Blue Moose to do a 10% breakfast donation. Will announce date soon.

General:

Vote on Molly's resignation - Amy, Julia - We accept her resignation with regret.
Maitland, Amy - we will no longer vote on accepting resignations. All present in favor.

Board Application process-
Gigi and Catska will be meeting with Kris Meyer of Jefferson County Community Foundation about the Advisory Council and about potential board members and our process.

Bruce - revisited topic of voting to accept resignations.

Bruce will be leaving for 10 months. During those 10 months we are not counting him in our quorum. Amy, Julia moved to grant Bruce a leave of absence. All present in favor.

Danielle film - Andrew proposes $500 for two days rental of the Boiler Room pending approval by the manager and the board officers who will also work out further details. Julia seconds. In discussion it was said that maybe our name should not be in it. Approved by all present.

Announcements
Jack Beall - mid-September his internship comes up. He would like to leave his internship in good hands. He feels the board needs to do things to make the internship grow. He will make a proposal to our next board meeting. He would like a decision of when to post intern positions keeping in mind that outgoing interns would like to train the incoming interns. Sept. 26th is Jack's date. Dusty's date is the 18th. Jack really wants overlap for training. New manager is starting around August 15th and Andrew thinks the new manager needs to be involved. Two weeks overlap would be desirable. Andrew suggests we could get the notices up way before. The hiring committee could write the descriptions and post the job and the Music and Events Coordinator intern placed by Monday, Sept. 14th. Social services intern is to start the 1st. The current interns will take part in interviewing the candidates for their position.

Andrew Tree - from Scotland, is offering services in mentoring support for youth. Has worked with youth in Scotland and is interested in being involved here.

Chauncey talked about his new business and the skills he picked up here.

Catska asks for testimonials from outgoing interns and Chauncey for the upcoming newsletter.

Next Board Meeting: August 19th - 6 pm @ Boiler Room

Next agenda items: Update on the Vroom, Update on the hiring process for new manager, Americorps positions, interns.

ACTION ITEM: Sam has agreed to post the policies in the Boiler Room, and the 5 steps in an emergency.

Letter From ColRoMora Foundation:

Dear Andrew,

It is my pleasure to inform you that a grant of $10,000 has been awarded to The Boiler Room. We appreciate programs that want to work with youth in their community. These funds are specially designated for use in building the Boiler Room's fundraising capacity (please see the attached page for specific funding requirements).

It is our understanding that The Boiler Room has been recognized by the Internal Revenue Service as a tax-exempt organization described in section 501©(3) of the Internal Revenue Code and is classified as other than a private foundation. With your return copy of this letter, please provide us with a copy of your 501©(3) designation documentation for our files. Thank you,

Sincerely,

Mary E. Collison, President
ColRoMorA Family Foundation

Please review conditions below, sign and return a copy to us within 10 days.

1. Grantee warrants and represents that its receipt of this grant will not adversely affect grantee's status as other than a private foundation within the meaning of Section 509(a) of the Internal Revenue Code of 1986.
2. Grantee will furnish ColRoMorA Family Foundation any information concerning a change or a proposed change in grantee's exempt status.
3. The Foundation desires that all resources of Grantee be dedicated to accomplishing its charitable purposes. Accordingly, Grantee agrees not to recognize the Foundation, its Board members or staff, or this grant with certificates, plaques, or similar mementos.

Accepted:
By:

Title:

Date:
Expectations for Use of ColRoMorA Family Foundation Grant Funds

These funds are provided specifically for use in developing fundraising capacity for the Boiler Room. The following are the types of uses that will, in the view of the ColRoMorA Family Foundation, constitute appropriate use of these funds toward this goal.

· Obtaining the services of proven non-profit Development professionals to help create a fundraising plan and Development calendar of events, grant requests, and other outreach to the community. Such a professional should provide guidance in expanding the fundraising reach and "mindshare" beyond our immediate community and the Puget Sound region.

· Development of an annual report and/or other program documentation that provides specific descriptions of the Boiler Room's purpose, mission and programs and activities. Such documents should further describe the population served by the Boiler Room and how that population is served - i.e. what value that population derives from the Boiler Room.

· Developing a basic package of documentation for use as the foundation for every grant request, so that only those segments specific to a particular grant must be created for that request.

· Employing resources to search GuideStar and other resources for grants that may be appropriate for the Boiler Room to pursue. And using those or other resources to develop the grant requests for those grants.

· Seed money for the planning and staging of fundraising events. Use of some of these funds as matching funds in asking the community to help the Boiler Room stage events.

We understand that the funds included in this grant are not sufficient to do all that needs to be done to make the Boiler Room a more effective fundraising organization, nor are they intended to do so. It is our hope, however, that these funds will be useful in allowing you to do some of those things you would have liked to do if only you had the money. This grant provides you with some of that money - and the funds may NOT be used for operations or to pay bills or salaries. To ensure that the funds are being used as we intend, we ask that a member of your Development Committee meet at least monthly with Steve Moore to discuss your upcoming and ongoing uses of the funds. It is truly our hope that, a year from now, the Boiler Room finds itself in a stronger and fiscally healthier place as a result of a renewed focus on its development plan - and through the use of these funds. Thank you.

ColRoMorA Family Foundation
July 14, 2009
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