LCCA Board Meeting Minutes

May 9, 2011

 

In Attendance: Board Members & Staff: Janet Baltzer, Lexi Taylor, Georgeana Cook, Barbara Swahlen, Brian Leyde, Barb Fulton, Shawn Westerveldt, Nia Bartolucci, & Sarah Rabel. Visitors: Dean Jacobson & Milla Prince.

 

Minutes

The April 11th Board meeting minutes were approved.

 

Dean JacobonÕs Request

- Dean is part of Lopez Citizens For Education and, along with Jeff Nichols and Brian Krantz, is involved with the Lopez School Board. This year, there are 4 slots open on that board, and Dean requested the LCCA facilitate, promote, and stage a proper forum to disseminate this information. He noted that all information would be provided to the Center. Dean feels that this is a proper use of the community center, as it promotes community.

 

Fee Workshop Update

- The fee workshop will be held at the Center on June 2nd, 10:30 to 2:30. It will be current Board members only (with Bob S filling in for Brian), and we need to bring our own lunches. Sarah noted that the executive committee agreed that the facilitator should be someone not directly connected to a Lopez non-profit, as this could be seen as a conflict of interest.

- The Board discussed the agenda, noting the importance of current financial info and tax status explanation and the lack of needing detailed historical information at the workshop. Sarah will draft an agenda to email to the Board for feedback.

 

Board Openings

- Lexi asked the Board to brainstorm possible new board members and bring their suggestions to the next meeting. There are 3 openings currently: one until the end of this December, one until the end of December 2012, and one until the end of December 2013.

 

Financial Report

- Brian presented a current profit/loss, balance sheet, and endowment statement. He noted that, considering we are in a seasonal slow time, the profit/loss amounts are acceptable. He further noted that they do not differ much at all to the prior year, this time of the year.

- The Board asked for clarification of the equipment & repair category, as there appears to be two such categories. Brian will look into combining the two.

- Brian noted that the finance committee will meet on May 25th and will discuss the option of someone visiting the management group that handles the endowment. Lexi expressed concern that the endowment is earning too conservatively. Brian noted that the finance committee will discuss moving a determined amount from the endowment to a different management group.

 

Open House

- Lexi expressed her delight on a job well done with the open house. She noted strong positive community feedback.

- The Board discussed what could be improved upon, noting that the event tables could have been better highlighted/promoted. It was also noted that jobs could be better defined.

 

Updates

- The new sign is nearly complete and looks fantastic. Sarah will get thank youÕs for Jim, Bob, and Doug.

- A new vacuum cleaner needs to be purchased. Georgeana will research options and bring to the next meeting.

- The Board approved, with minor edits, a letter to Carol and Richard regarding a delay in response to the theatre category.

 

Upcoming Events

- Janet noted the positive email feedback about the idea of a 4th of July fundraiser dinner, but she expressed the importance of the Board taking on the majority of the work at the event. The Board discussed and determined that while the event was a great opportunity, there were not enough Board members available on July 4th to effectively pull the event off.

- Janet then introduced the Hapa concert on July 7th and the idea of a fundraiser dinner preceding the concert. The Board was more available on this date and thus agreed to the dinner addition. Janet will email the Board with details.

- On July 22nd, there will be a West Coast Live radio broadcast. This will be a KLOI fundraiser and an LCCA sponsored event.

 

Program CommitteeÕs Role

- It was noted that we need to be sensitive to the hard work and ownership that the Program Committee (PC) took on while there was no director. It was further noted that the PC currently is without a committee chair and that Lexi (as Board chair and according to the bylaws) will need to appoint someone to that position. Lexi will do so at the next Board meeting.

- The Board discussed at length what to do about the currently-suspended (and up for decision) procedure for LCCA-sponsored events as well as how to best proceed with the PC. The Board agreed that an inclusive approach is needed, and it was suggested to invite all past PC members to a meeting under a new committee chair.

- Lexi expressed that Janet and Robert need assistance now and thus delaying a decision about the PCÕs role was problematic. Georgeana stressed the importance of being purposeful as to how the Board moves forward with the PCÕs role. Shawn noted that if Lexi appoints a chair, and all past members are invited to a first meeting (possibly with a facilitator), that that will be productive and sufficient. He also offered, along with Barb F, to help Janet with volunteer contacts. The Board agreed with these points.

- Sarah motioned to strike the current (Nov. 2009) procedure, but the majority of the Board felt this unnecessary and not prudent. Thus, the Board motioned, seconded, and approved another monthÕs suspension of the procedure (with 1 opposition).

 

LAG Events

- LAG, within the rights of their contract, holds art openings at the Center every 6 weeks on a Friday. Their contract does not require payment for these events. The issue has come up that they have the meeting room only, but other groups/people seek to rent the main hall on some of these Fridays.

- The Board acknowledged the potential of losing money to other rentals on these but that the contract does go through the end of the year. The Board supported a conversation with LAG to see what flexibility they may have and if a mutually-beneficial agreement can be reached. But the Board noted that, in the end, the contract stands until the end of the year. Lexi will contact LAG.

 

Board Meeting Times

- It was suggested that Board meetings be extended officially to 2 hours, since agenda items are frequently tabled to fit into the time frame.

- The Board agreed that, while agendas should stick to 1.5 hours, the meetings may last 2 hours.

 

Adjournment

- The meeting adjourned at 7:15. The next Board meeting will be Monday, June 13 at 5:15pm.