Boiler Room Board Meeting

January 18, 2010

Board Present: Catska Ench – President, Amy Smith – Vice President, Julia Cochrane – Secretary, Mary Hilts, Jason Bishop, Annette Huenke, Stephen Boruch, Terri Comstock, Cory Ench, Marty Gay – Treasurer, Maitland Hardyman came during Treasurers report.

Absent: Bruce Marston (on leave), Marcus Koch

Staff Present: Cara Lechenby- Manager, Elena Carianna – Americorp Intern

Others Present: Artis, Becky Shipley, Laura Krouse, Shawn Kellogg, Kore Maranas, Bella O’Dell,

Meeting minutes (December 9, 10, 16 Minutes approved.

Nominations Committee Report

Nominations Committee protocol (draft):

The nominations committee will be between at least three Board members.

At least one member of the nominating committee will be a part of any hiring committees for paid positions in the Boiler Room.

Any Board member who wishes to attend nominations committee meetings may do so, but the meetings are closed to the public, unless by specific invitation.

A potential Board member may come before the nominations committee either by approaching the committee themselves or by being approached by the committee.

All individuals, who will be recommended to the Board will first be interviewed by the nominations committee.

If the committee decides to recommend an individual for Board membership, an application must be submitted to the committee before the meeting at which the applicant will be voted upon. The application will then be submitted to the entire Board.

Nominations Committee will review and make recommendations for the Board Officer placements before the annual meeting, and is responsible for ensuring compliance with the by-laws regarding Board member placements.

Any Nominations Committee member who is discussed for an officer position, will refrain from voting on their own nomination during the committee meeting.
The Nominations Committee will be identified on the Boiler Room website.
--Echo Aronica – nomination brought forward by Cory from the Nominations Committee. Moved by Jason, 2nd by Steve. All present in favor except Julia who abstained.
--Accept Catska’s resignation as President, Julia moved that we understandingly accept Catska’s resignation as President, with regret. 2nd Amy. All present passed. Catska will continue to be a board member.
--Nominations for President (Amy) and Vice President (Terri)
Amy stepped down as Vice President, Nominations Committee - Cory nominates Amy as President, and Terri as Vice President.

--Treasurer Report – Marty Gay
Would like to have profit and loss sheets. There is a bank balance of over 17,000 in the checking account. $8000 in the special fund will be transferred to the First Federal account when we open it.

--First Federal Proposal (Cory) – to open an account for the restricted funds. Motion by Cory Ench, 2nd by Catska Ench, all present in favor.
Motion is that Marty Gay, Amy Smith and Teresa Comstock are to be signers on our Bank of America account and for the Boiler Room’s First Federal account the signers will be Marty Gay and Amy Smith.

Development Committee Report
--Soup fundraiser – Catska, bowls in process.
--Update on City Proposal – Mary - The proposal has been re-written and is being edited by Cory, Catska, and Marty. I hope to have it ready for the city by Monday.

Manager Report
-- Fundraising contacts: Matthew Dillon – interested in volunteering to write grants, Rene Bennett has been working with Anna and would like to raise money for social services program, Pepsi foundation grant, Brian Rohr doing Trickster Tales again as a fundraiser.
-- Ellie's combined position as Programs and Music Intern. These need to be melded back into one job description. Ellie gets paid for 9 hours. Need guidance for how many volunteer hours are requested of interns. Coffee house intern position is open, applications are coming in, need hiring committee. Hiring committee is usually formed by manager of a couple of staff, volunteers and an observing board member from the Nominations Committee.
-- Banned list with dates of Ban – no one knows where the list is or who is on it. Until the board has created this process the manager will deal with possible banned people on a one to one basis. Moving to Policy Committee.
Swastika/art show issue will be discussed next Monday after the staff meeting.

--Americorp positions update
--Change in service descriptions – Anna is really passionate about being the fulltime Social Services Coordinator. Jefferson Community Network is thrilled and willing to fund a budget for her to use. She would be attending the Youth Coalition meetings. Anna is working with NAMI, smoking cessation group, etc. Bridget for Americorp will give us the final word. Catska moves that we officially switch Anna’s Americorp position from the ‘Business and Employment Training Coordinator’ to the ‘Social Services Coordinator’.
--Need for Coffeehouse Intern – applications are coming in. This will be adding to our budget a 9 hour intern position.
--Anna/Elena report – Elena – would like board contact info for log book with emails and phone numbers. Amy will give this to Elena.
Has an idea for monthly potlucks. (See below)

Strategic Planning update by Mary and Catska – Question on web site – what do you value about the Boiler Room. Opportunities, strengths, threats, weaknesses, who we are and what we do. The beginning of the process: looking at the mission statement. Web site revamped as part of this process.

Building Committee Report

– Different things being brought up by the new manager. Looked into why we were tripping our circuit breakers and decided that they are just maxed out, but we haven’t tripped them lately.

The policy committee: Jason will chair, Cory, Amy, Annette, Julia and Cara.
Need to meet and form policies for:
--Advisory Council protocol (rules and roles)

--Policy regarding contracts

--Donations request

Next meeting: February 15th at 6:30 PM.

Potluck schedule:
Feb. ‘10 Cara
March: Interns
April: Amy & Julia
May: Cory & Catska
June: Mary
July: Maitland
August: Echo
September: Terri & Steve
Oct: Jason
November: Annette
Dec.
January ‘11