LCCA Board Meeting Minutes

August 8, 2011

 

In Attendance: Board Members & Staff: Janet Baltzer, Lexi Taylor, Terri Roush, Georgeana Cook, Brian Leyde, Barb Fulton, Barbara Swahlen, Nia Bartolucci, & Sarah Rabel. Visitors: Barbara Carver, Julie Van Camp, Nancy Bingham, Anne Whirledge-Karp, Meg & Richard Singer, Steve Rugge, & Jan Sciapotti.

 

Minutes

The July Board meeting minutes were approved.

 

Lynn Waller Award & Spirit Award

- Julie Van Camp prompted the Board on acquiring a plaque for the Lynn Waller Award. Terri or Nia will contact Jeanna Carter.

- Julie also prompted the Board to set deadlines, an application process, and publicize said deadlines & process for the Spirit Award. Lexi noted that protocol exists. Julie (and Ron Hall) can serve as resources for this process. Lexi and Janet will start the process.

 

Living Fence

- Lexi shared highlights from JulienneÕs letter regarding the living fence at SallyÕs Garden. Rabbits and rats, as well as overgrown rose bushes, are issues, and a solid wood fence is requested to replace the living fence. Lexi will look into LCCAÕs responsibility in regards to this issue.

 

LAG

- Anne Karp and Nancy Bingham shared a brief history of LAGÕs relationship with LCCA as well as current concerns. It was noted that LAG has contributed approx. $40,000 in lighting, doors, etc to the Center and holds art openings approx. every 6 weeks without charge. The benefit of art in the Center was also noted.

- Concern about the treatment of the art pieces during other events was expressed. It was noted that there has been some confusion (from changes in staff and board members) around LAGÕs relationship with LCCA.

- LAG presented a letter to the Board (see attached) and requested a renewal of respect between LAG and LCCA as well as a reinstatement of the 2011 agreement with Friday openings.

 

Private Event Fees

- See attached private fee document for options presented to the Board. Keeping private weddings a separate category vs combining into a single private event category was discussed at length. Hourly rates for private events were also discussed. The Board agreed on the importance of any new private fees bringing in the same average amount, per event, as the current fees.

- The Board approved the following fees for all private events;

            ~ no tech $55/hour, simple tech $65/hour, advanced tech $75/hour

            ~ 12-hour Òfull dayÓ for single day event.

            ~ multi-day event, flat daily fee: no tech $440, simple tech $520, advanced tech $600

            ~ place settings at $2/setting

            ~ outdoor pavilion at $10/hour, $35, $45 for respective tech equipment bundles, with a required tech personnel for simple and advanced tech.

- The Board approved that weddings be included under private and community event categories. Weddings will have an additional, optional set-up and take-down fee of $300.

- The Board approved a security deposit for both community and private events of $50 with no food and $200 with food. The Board approved an optional cleaning fee for both community and private events of $200 without food and $300 with food.

 

Vacuum & Nichelle

- Janet will proceed with purchasing a new vacuum for the Center.

- Nichelle gave notice, and Janet is working to hire a new janitor. The Board agreed to a $200 thank you for NichelleÕs diligent work and the fact that she purchased and brought her own vacuum cleaner as well as did all the laundry at home for the Center.

 

New Board Member

- Barbara Carver was voted in to fill FelicityÕs remaining term (through December 2013).

 

Home Tour Request

- Barb passed along a request for volunteers at LVM prior to the home tour. If interested, people can contact Nancy C.

 

Donor List Update

- The list is now in the LCCA office. The last 2 years has complete data, but prior years only contain large donors. The e-file is password protected, and Robert will change the password as needed to maintain security.

- Lexi noted that we need someone to manage the donor list (log donations, deposit, etc).

 

Flag

- Janet read a short poem that Lynn Waller requested be shared with the Board. The flag had been tattered but is now replaced with a new flag. The Board expressed gratitude to Lynn for his time and dedication to maintaining the flag as well as the lawn at the Center.

 

Program Committee

- Janet presented ideas and needs for a program committee (see attached). Lexi asked for a committee chair from the Board, but upon no one stepping forward, she offered to chair the committee. Barb Fulton will serve on the committee. Other Board members expressed willingness to help with specific events and/or tasks but not join the committee.

- The Board agreed that more discussion and brainstorming is needed around the purpose of this committee, and tabled such a discussion to SeptemberÕs meeting.

 

Open House

- Considering various scheduling issues, the Board agreed on November 18th, 6:00 to 8:00pm, for the next open house. The Board will present the new community fees at this open house, will have poster-size pages for people to list event ideas, and will provide a simple dinner (as before).

 

Comp Time

- The Board discussed comp time for Robert and agreed to pay him out of the 4th of July profit for his current excess comp time. The Board further approved a comp time accruement ÒyearÓ of March to March (with a Òuse it or lose itÓ clause), an allowed 10 hours/week comp time without Board approval but with a cap of 60 total hours at a time, and a restriction that an hourly employee (like Robert) can not go over 40 hours in a given week without Board approval.

 

Adjournment

- The meeting adjourned at 7:30. The next Board meeting will be Monday, September 12th at 5:15pm.