LCCA Board Meeting Minutes

September 12, 2011

In Attendance: Board Members & Staff: Janet Baltzer, Lexi Taylor, Terri Roush, Georgeana Cook, Brian Leyde, Barb Fulton, Barbara Swahlen, Nia Bartolucci, Shawn Westerveldt, & Sarah Rabel. Visitor: Ron Hall.

Minutes

The August Board meeting minutes were approved with pavilion fees & wedding fees amendments.

Program Committee

- Janet and Robert have tracked what could be taken on by a program committee (PC) for events. Lexi noted the importance of a steward for every event to take on some of these tasks. Robert is working on the volunteer list, which will also help. It was acknowledged that the goal of more events means more work and that a PC is needed to do much of that work.

- Through discussion, the following ideas were considered:

- Any event seeking LCCA sponsorship could come to a PC.

- Janet/Robert would be on the committee and thus have an opportunity to weigh in on each event.

- An event proposal form would help communicate proposals to the PC as well as help the person making the proposal understand the pieces/tasks to an event.

- Whomever proposes an event would be invited to join the PC for the duration of the event coordination. This would help the event stay true to the person(s)’ intent and provide the committee with extra help in the event-specific tasks.

- The PC would oversee all events coordinated through the committee.

- There was also discussion of the idea of subset committees within the PC and of including fundraising in the PC. However, the Board agreed that subsets can only be developed if enough people join the committee. The Board further agreed that a fundraising committee is also needed, as fundraising is separate from events. However, the two committees would do well to join efforts in putting on a fundraising event.

- Terri and Janet will draft an event request form and a PC definition paragraph.

Financial Review

- Brian shared the profit/loss sheet and noted the approximate $30,000 loss under program service revenue. The Home Tour’s net will hopefully reduce this loss to approximately $25,000. The endowment draw will thus effectively balance the loss for the year.

- It was noted that compared to last year, the loss is much greater, but last year there was limited staff salary. It was also noted that compared to 2009, the loss is much less.

Open House

- Terri will coordinate the November 18^th open house. The open house hopes to include a dinner (provided by the Center), a pie potluck, an apple cider press, and a fee structure and basic finances presentation.

Adjournment

- The meeting adjourned at 7:10. The next official Board meeting will be in November, but the Board will meet in October (date TBD) to work on the fundraising letter.