LCCA Board Meeting Minutes

January 17, 2011

In Attendance: Board Members: Lexi Taylor, Terri Roush, Brian Leyde, Barbara Fulton, Barbara Swahlen, Nia Bartelucci, & Sarah Rabel. Visitors: Gayl Beller, Bob Sundquist, & Phyllis Nansen.

Introductions

- Lexi opened the meeting at 5:15pm with introductions and gratitude. The absence of several board members was noted.

Reader Board

- In following up on a request for a new reader board because of structural and aesthetic issues, Bob presented the Board with a plan (drawn by Joe Green) and a cost estimate for a redesign/build.

- The design is similar to the current one, but with distinctions such as aluminum tubing and a concrete setting.

- The estimated cost, including tax, comes to $2,149.53. For reference, the current board was built 12 years ago for $1,200. The Board requested that Bob seek local quotes for the signage painting (which in the cost estimate is from SignPro).

- Upon Board approval on the design and cost, Bob, along with Jim Smith & Pam Polly, will build the new reader board. Bob will tentatively assume starting in March or April.

- The Board noted the possibility of covering this cost with reserve funds.

Executive Positions

- Terri nominated Lexi for the Board Chair. She was voted in unanimously.

- Lexi nominated Terri for Vice Chair. She was voted in unanimously.

- Lexi nominated Brian for Treasurer. He was voted in unanimously.

- Lexi nominated Sarah for Secretary. She was voted in unanimously.

Minutes Approved

- The December meeting minutes were approved.

Treasurer’s Report

- Brian presented the 2010 profit/loss report & the 2011 proposed budget.

- 2010 ended with a loss of $13,678.92. However, omitting painting/improvement costs that were paid from the reserve funds, the loss is approximately $6,000. This is $4,000 above the budgeted loss. Brian also reviewed the endowment fund’s use and limits.

- The finance committee’s 2011 budget includes: a stretch goal for the program committee, a hope for sponsor underwriting of $5,000, an increase in concession sales, & an increase in usage fees (because of new rate policy).

- With the admittance that it will be a stretch for the program committee, the Board unanimously approved the budget.

Other Financial Topics

- The Board discussed the Center’s grant funding, reviewing the specifications with block bookings. It was noted that Lopez typically receives the least popular day for these bookings, and that we should request a better day and/or seek a more Lopez-friendly event.

- The Board discussed concession sales, noting that this is more of a service to the community than a money-making venture. Beer gardens do much better than indoor sales, food is rarely part of concessions, & volunteers staff and stock concessions.

Communication & Chain of Command

- Lexi encouraged open and respectful Board communication. Due to the small size of the Board and the large number of tasks, it is important to not duplicate efforts. To that end, Board members need to communicate with everyone, starting with Lexi.

- When issues or contentions arise, it is important to maintain a civil and respectful approach with each other. We should bring up issues/concerns to work them out, but let’s not waste time with pettiness.

- The Board discussed the use of email. It is important to click “reply-all” when responding to Board emails so that everyone is kept in the loop. It was also noted that the telephone is sometimes more appropriate than email. However, emails provide a helpful paper trail. Lexi is always available by phone and email for any questions or concerns.

- It was also determined that all committee communications that reach the public or convey important information to an individual need prior Board approval.

Committee Reports

- Barb noted that the Home Tour is on track and well organized. They currently have 18 possible & 3 confirmed homes.

- Lexi announced the need for a fundraising committee lead, but the Board agreed to wait for a full Board to proceed.

- Barb noted that they are always looking for more volunteers, and that they are hopeful that with the new hires will come renewed enthusiasm in volunteering. Nia offered to talk to the school council to help recruit volunteers.

- Doug will continue to oversee grounds maintenance.

- Gayl noted that the art, posters, & housing for the Flamenco dancers on February 20^th are covered. The letter was sent to non-profits about the rate charges. Sarah requested a copy of the letter for new Board members.

- Lexi noted that Marney has been working closely with Pavl to update the website. The site is now very user-friendly, and Pavl has agreed to stay on at $25/hour. Marney has offered to train the new hire(s) on using the site.

New Business

- The solar panels do not work anymore, and the Board needs a liaison to communicate with Mike Ellis. Brian nominated, and the Board approved, Shawn Westerveldt. Brian will talk with Shawn first.

- The Family Resource Center partner event, Radical Reels, is set for March 14^th. This was a huge success last year, and Celia has asked each Board member for $25 contribution to help with costs. If anyone on the Board cannot afford this, please contact Lexi.

- Terri brought up the idea of showing a Warren Miller film in the Fall, preferably with Warren Miller (who lives on Orcas) presenting. Barb will share this idea with the program committee.

- Lexi will schedule, with Tara, Greg and Irene’s Holland award presentation for February.

- Lexi brought up the idea of holding a Center open house with food by the Board. This would be a free, non-fundraising event to give to and be open to the community. The Board will set a date via email.

- Gayl requested Board consideration of restocking the kitchen. She will email Lexi a list of items & estimated costs for Board approval. Barbara suggested posting in a wish list, but it was noted that all dishware must match (because of weddings etc). This also prompted a short discussion about the status of a community kitchen. Lexi has not heard back from Jean Perry, but due to the Center’s 501C status, any food produced in the Center’s kitchen cannot be sold. Nia will ask Lorri Swanson about community use of the school kitchen.

Adjournment

- The meeting adjourned at 6:45 followed by an Executive Session. The next Board meeting will be Monday, February 14^th at 5:15pm. Brian will provide snacks.