October 08, 2007
September 27, 2007 Minutes of the board of Directors Meeting
Minutes of the board of Directors Meeting
September 26, 2007
Meeting was called to Order at 7:00 pm. By chair person Bruce Delgado at the home of Jackie and Mark Nelson, 7505 Paradise Rd., Prunedale, CA 93907
Board members Lori Addison, David Bates, Zeke Bean, Alan Church, Bruce Delgado, Bill Hyman, Adrian Lopez, Jackie Nelson, Peter Nelson, K. Mary Paul, and guests David Dillon and Heather Brady were in attendance; Board member Amanda Yantos was absent;
Introduction and Icebreaker
Board member Lopez led the introductions and ice breaker (sing 5 words of your favorite song)
Mission and Objectives
Board member Paul read the CHCF mission statement and objectives
Old Business
ACTION ITEM – The minutes of the 07/25/07 board meeting were reviewed and approved with the following changes: Board member Bean – change “Amanda to reimburse Zeke for picnic expenses” to “Zeke paid Amanda money owed for silent auction items”; Board member Hyman made a motion to approve minutes as modified, Board member Bean (?) seconded the motion; Motion passed 11 - 0 - 0
Treasurer's report - Board member Yantos was not present to give the report; Board member Addison requested that a statement of our account be available at each board meeting for board member review; Board member Addison and guest Heather Brady discussed how this may work; Chairperson Delgado stated that this will be a discussion item on the next agenda;
Insurance Update – Chairperson Delgado gave an insurance update re: extended coverage; more research still needs to be done;
Phil Smith’s recent $200 donation
Bylaws - Board member Hyman gave a review of the Rules Of Majority; the board consists of 11 members, so a majority is 6, and at least 6 board members must be in attendance for consensus; this was board member Lopez’ final board meeting, as he now lives and works too far away; next agenda will include new member suggestions: David Dillon, Heather Brady and Eric Wergeland;
2008 Picnic Date and Location – Board member Jackie Nelson discussed ideas about what month to hold the 2008 picnic; an extensive search of other events in the area led her to suggest October as a good month; potential sites were also suggested, including pros and cons of past sites and what to look for in new sites (power, restrooms, access, etc); Elkhorn Slough came up as a potentially great location, as it has the facilities and it is centrally located in between Monterey and Santa Cruz communities; Jackie will contact Elkhorn Slough re: either their main location or another location they have; this will be an item on the next agenda;
2008 picnic committee –Board member Hyman and Heather Brady agreed to co-chair the Logistics Committee, and David Dillon will be on the committee; Board member Addison resigned from being the Silent Auction Chair, but agreed to continue to act as a fundraiser; Chairperson Delgado agreed to be the 2008 Silent Auction Chair; Board member Addison agreed to be food chair, and Board member Bean will be on committee (pending picnic date verification, as he will be planning his wedding next Summer); Board member Church will be Grants and Awards Chair, Chairperson Delgado as co-chair; Board members Addison and Bean suggested that nominations every board member gets to review all nominations; Board member Bean requested that the categories be sent out so all board members have the time and opertunity to make suggestions;
2007 Picnic Odds and Ends - Board members Peter Nelson and Bates addressed odds and ends; Board member Bates will fix easy-ups and research alternate storage options (including requesting free/discounted storage form Marina Self Storage and the idea of purchasing a storage shed with Phil Smith’s recent $200 donation); Board members Paul and Jackie Nelson labeled and mailed thank you cards to volunteers; Heather Brady distributed remaining thank you cards to folks and will get the rest out; Eric Wergeland was not present to discuss updating the database (merging new data from picnic with existing data);
Calendar Update - Board member Bean gave the update: will work on a format for entering data into the online calendar. If everyone uses the same format when entering info into the online calendar it will be much easier to convert the info into the print version; will bring a sample of another community calendar (Free Skool Santa Cruz) to the next meeting to discuss the potential for switching to a format similar to theirs (a multi-page format with only the basic info (event name and time) in the calendar, and corresponding detailed info on the other pages); will do the next two calendars (UPDATE: Kathy Addington has agreed to produce the December calendar and 3 of the 2008 calendars); calendars now feature a board member Pick-of-the-Month on the back side, complete with a disciption of the event and the reason why it was chosen (Board member Hymen chose the October pick; Chairperson Delgado will choose the November pick); each board member is encouraged to attend the Pick-of-the-Month;
Database - Chairperson Delgado described recent updates to the CHCF database, including…
New Business
Sustainability Fair - Chairperson Delgado discussed the need for volunteers at the CHCF booth at the upcoming Sustainability Fair; board member Jackie Nelson expressed concern that we have pertinent stuff at our booth and that we look professional – can we co-booth with CNPS;
ACTION ITEM
War on Weeds – Guest Heather Brady gave a brief on the upcoming symposium; Lori volunteered to staff the booth; board member Bean motioned that CHCF host a booth and pay for two volunteers to work the booth (i.e. registration fees); board member Bates seconded the motion; motion passed 10-0-0; Guest Heather Brady asked the board if it could make a financial donation to the symposium; board member Peter Nelson made a motion to donate $200; board member Bates seconded the motion; motion passed 10-0-0;
Monterey Music Summit - board member Bean gave an update on CHCF hosting a booth at the first annual Monterey Music Summit, a socially and environmentally conscious event; only two volunteers at a time will be allowed on the grounds; volunteers can leave and hand off badges to other volunteers; board members Bates, Peter Nelson and Bean want to volunteer (UPDATE: board member Paul to volunteer); board member Bean to coordinate volunteer / booth efforts;
T-shirts – board member Bates briefed on cost and maker of T-shirt (American Apparel); Chairperson Delgado asked about whether we should switch to short sleeve or stick with long sleeve; board members Bean and Peter Nelson pointed out that it is now Winter and that we should stick with long sleeve and look into short sleeve in the Summer; board members Peter Nelson will get a quote from board member Bates;
Picnic Fundraising - board member Addison tabled this item due to a lack of time for discussion;
Future Meetings – The nest two meetings were scheduled for November 28th and January 30th;
Meeting adjourned at 9:00pm