11/08/2014 FBPA BOARD MINUTES
IN ATTENDANCE Staff Executive Director Cathy Stackpole; Board President Paul ProvencherVice President Barbara Crowley, Treasurer Carolyn Hodges, Secretary Marty Burgess, Board members, Steve Fogg, Ron Willett, Cyd Melcher, Lydia Gibb, Jaime Lederer, Paul Riechmann, Valerie White, David Beseda
11;04 call to order Paul Provencher
Moderator: Marty Burgess
Time Keeper: Paul Riechmann
Covenant reviewed and agreed to
Discussion regarding to possibility for a town hall meeting before Fall Banquet, decided not to due to the logistics of the day.
Lydia Gibb brief update on Conflict of Interest policy – more discussion deferred, possibly during retreat
Valerie White moved to ‘accept the minutes of the previous meeting’ Lydia Gibb Seconded – accepted unanimously.
Financial update and presentation by Carolyn Hodges
September Numbers were presented
Food income was increased primarily due to increase use and management changes (FBPA having more control over the ordering process)
Big news is that we have moved past cash flow focus!!! And have begun to develop data analysis and related financial systems upgrades.
More ability to focus on strategic planning (rather than cash flow)
Participant numbers summer conferences were up while vacationers were down
Discussion on how to measure success: Data reviews focus on weeks’ rather than conference (multiple conference weeks)
Improvement and progress towards refining the data gathered in order to have better analyst and clarify the fixed costs for the use of facilities.
Discussion regarding the difference between a vacationer and a conference participant – vacationer has no connection to the week or conferences and uses the site only.
The overview is that we have a positive status at this time.
2015 budget drafts are being prepared much sooner than in the past
Beginning to ‘manage to 0’ moving from our past of reactivity to our current state of proactive management with the trend and movement towards multiple year planning.
Cathy Stackpole added to report:
cash flow which is positive
insurance policies have been put out for bids
maintenance person is about to be hired
new operations manager is being sought
recording system is now in place for tracking cash flow
we have stopped ‘panic buying’ and have begun preordering for summer supplies
Short Marketing discussion including local advertisement and ‘non traditional’ (for FBPA) promotional sites
Now in place clearerdocumentation of revenue
Working toward building reserves for the future
The use of the 5% endowment is not in the 2015 budget
Discussion and review of cash flow
Agreed to send Tom A card of acknowledgment for his ongoing financial support and wiliness to work with us.
Financial report did not require any action, was gratefully received by board.
end
Break
EEI status discussion lead by Marty Burgess
Board discussed if we should discuss this in open session or executive session
Discussion to be had open with some decisions to be made in executive session
Review of the history of how we got to this juncture
Current dilemma focused on an early summer week and the threat of being taken to arbitration if we do not agree to EEI use of the week by Monday noon (two days) open discussion of options and concerns decision to be made in executive session
Presentation by Paul Provencher – ‘Ultimate Board Member Book’ and his attendance at the ‘Fundraising for the Long Haul’ conference at Rowe Camp Oct. 21-23 Included discussion focused on sustained giving, capital projects, and planned giving.
Discussion regarding 8 Morris Ave site (formerly the Hopkins House) naming opportunity for donor There is a $1000 challenge in addition to $35000 currently raised.
Green Energy Project discussion:
Bids for solar panels – hot water on upper roof DeWolfe and electric on the roof of Roland
Dave Beseda and Valerie White to lead task force
Volunteer and Program Report – Cathy Stackpole
Description of our organization – that of a membership organization with a representative governance board
Develop and utilize a volunteer training process and material – focus including working with diverse groups and working together during combined weeks
Presented culture change goals:
Doing the work that connects thru
Gratitude
Honoring our pain
Look with new eyes
Faith
Move to permaculture including earth repair, people repair, and fair share
Focus on Work That Reconnects
Presented ‘Love in Action’ weekends concept
Discussed the development and use of a skill assessment for volunteers
Announced the use of Donor Snap site for ease of use and tracking donors
12: 13 pm Break for lunch
1:30 Reconvene
Promote Feb 20th weekend – ‘Act of Hope’ a weekend focus on deep ecology and giving back to the larger community and issues.
Discussion regarding challenges with the dining hall – refrigeration, heat
More updates on 208 Morris ave – Roof and siding needed and ready to be done, 5 Morris ave roof needed and Gardner Roof needed – there are many others these are the top 3
HR report – Splitting Dave R’s position to two persons one as maintenance only the other operation management, interviews this coming week.
Discussion regarding marketing packets, to churches and individuals for distribution.
Discussion regarding the upcoming Board retreat, 6pm Jan 30 2015 – Noon February 1st
Deb Bicknell will facilitate once again
Small group time for the sub groups
Ethics presentation
Ongoing Mission statement development
Membership Questions and comments: there were many including concern regarding financial oversight, EEI, programing, costs
Break
2:10pm Move to executive session by Jaime Lederer Second by Carolyn Hodges unanimous acceptance
2:37PM Move to come out of executive session by Valerie White and second by Steve Fogg
Motion by Valerie White – ‘A show of confidence in the FBPA managements’ response to EEI regarding disputed weeks’. Second by Steve Fogg unanimous acceptance. Board to be notified with updates. Any communications of significance with EEI to be done in writing
2:43pm Move to executive session Paul Riechmann Second by Cyd Melcher unanimous acceptance
After 3pm Move to come out of executive session by Valerie White and second by Jamie Lederer unanimous acceptance
Move to end meeting by Valerie White second by Lydia Gibb - unanimous