October 2010 Board Minutes
REDWOOD COAST SENIORS, INC.
BOARD OF DIRECTORS MEETING
Meeting on October 29, 2010
Friday 1:00 pm. Conference Room
I. Call to Order: 1:05 pm.
a. Board Members Presents: John Whatley, Horace Mann, Wilma Gromer, Jim Graham,
Phoebe Graubard, Kathleen Johnson, Barbara Cole & Laurel Moss
b. Absent: Gloria Liner
c. Staff: Charles Bush & Diane Taylor
d. Guests: Miles Everett
II. Approval of the Minutes
Mann brought to the attention of the Board that the topics “Additions and Corrections” was omitted from the agenda. “Additions and Corrections” was amended back to the agenda.
Whatley made a motion to accept the minutes as written, Graubard seconded, approval of the September minutes passed.
III. Announcements Bush asked the Board to please put their volunteer hours next to their names when signing the sign up sheet.
IV. Audience Comments N/A
V. Correspondence N/A
Whatley talked about the $30.00 price of the Abalone dinner over the $25.00 price. Bush felt that with the addition of the Prime Rib that the $30.00 was a fair price. Graubard would like to have the Board in on the decision of the fund raising events. Graham suggested that the fund-raising committee meet on a regular basis to be informed and aware of the monthly fund-raising projects and to decide on a fee for the individual fundraisers and report back to the Board. All approved of this idea.
It was brought to the attention of the Board that Miles Everett is now in charge of both the outdoor sign and monitor display in Dining room. Everett reported on the positive change in meal donations since signage. Graubard commended Everett for his effort.
Bush informed the Board that the new in-house newsletter will be ready on Monday, Nov. 1
VI. Old Business
Bush encouraged the Board to sign up for time helping Gromer at the Friday Hospitality table. Bush informed the Board that people attending the Senior Center were thankful to have Board members present each week
Mann made a motion to have name tag badges and table placards for each Board Member. Graubard seconded, all approved.
In discussing the self evaluation of each Board Member, Graubard expressed her opinion that a sheet discussing the Board evaluation be used next year.
In the area of Budget Review, Personnel Policy, Financial Policies, By Laws, Conducting a Formal Review, Funding Agencies and other Procedures, Whatley asked Mann if he would consider drawing up a plan for next year concerning these policies. It was suggested that the Board attend an annual retreat taking place after the next fiscal year. This would involve putting together an annual plan and budget outside the confines of the Senior Center. The Board would have to pick a location and spend the day in closed session.
Bush discussed several areas of the Treasure's Report in the absence of Janice Thomaides. The report was discussed and approved.
It was noted that several reports were not included on the agenda. Gruabard made a motion that the agenda be amended to include The Treasures & Directors report. Mann seconded all approved.
VII. Executive Directors Report
Bush distributed the first draft showing the operating income and cost of each program at the Senior Center. Generating this information from financial statements is complex and more accurate data will be supplied next month. The purpose of the report is to understand the financial role of each program relative to the overall operation of the Center.
Mann recommended reviewing the performance of our Royal Alliance fund to determine whether the Center is managing the savings account in the most effective manner possible. Bush reported that transportation is still doing well, rides are up and chartering children is new.
Whatley asked the Board what the policy on Political information distribution around the Senior Center was. Mann suggested reviewing the report by the IRS to see what they determine is correct.
Bush had two questions
What leaflets and materials can be posted?
Should individuals canvas to meet and greet?
Whatley felt that while the Senior Center should not endorse certain political agendas, it should encourage everyone to vote. Bush stated that the Board needs to have a policy on politics and perhaps it should be allowed only in the parking lot area. He expressed his gratitude to Mann on his research into this topic.
Bush asked the Board about the December vacation stating that this is a time when the Senior Center could be closed for renovation. The kitchen area back section is in need of shelving and carpet is needed in either the front office or Granny's attic, leaning more toward Granny's. Bush felt if the center received enough financial support it could do both. The time-line would be designated from December 24 – January 3, allowing the staff five days off with two of them taken in personal vacation time.
A separate discussion raised by Moss ensued on whether it would be better to have linoleum in Granny's over carpeting. Mann agreed with the general idea that carpeting absorbs odor. The Board had mixed opinions concerning both. After a short discussion Bush informed the Board that he would acquire information regarding flooring.
The topic was returned back to the issue of closing down the center for renovation.
Mann made a motion to close the center for the week of December 24 – January 3. for renovation.
Johnson seconded, all approved.
VIII. New Business:
Whatley presented the committees and asked for Chairs. It was decided that Director Mann will chair the Fund-raising Committee, Director Graubard will chair the Governance Committee,
Director Johnson will chair the Operations Committee and the Board will refrain from appointing Director Liner to the Finance Committee until she returns.
Mann talked about Foster Grandparents and gave a general description of Duties.
He reported that the program was not available in Fort Bragg but a similar program for senior tutoring of youth was available through RSVP if the board were interested. If so, Mann would pursue the matter. Whatley made a motion to have Mann research the Foster Grandparent program. Graubard seconded, all approved.
New Officers were elected to the Board, they are as follows:
President Whatley will continue as President
Vice President Johnson will continue as Vice President
Director Liner will become Treasurer
Bush asked the Board if they wanted to continue paying Taylor staff time to take and transcribe minutes or if they wanted to elect someone from the Board to take and transcribe minutes.
It was decided that Phoebe Graubard be elected as Secretary and Diane Taylor, RCS Communications Manager would continue to assist the Board with the taking and the transcribing of the minutes.
Before the meeting adjourned, the Board had to decide the date of the next Board meeting. Since both November and December dates were during Holiday weeks, it was decided that the next Board meeting take place on Friday December 3, 2010.
Meeting adjourned at 2:55