ATTENDEES: Marta Van Loan, Stephen Andrews, Cliff Chan, Kerry Roussellot, Lynette Brogan, Ron Bunch, Judi Clark, Cathi Walton, Brian Lindblom.
Meeting called to order at 7:02pm.
Motion to accept minutes, with correction to who called for Adjournment (Stephen) made by Stephen.
The motion was seconded and carried.
Board Secretary
- Motion to accept Kerry’s resignation as Board Secretary offered by Stephen.
- The motion was seconded and carried.
- Motion to accept Judi as new Secretary for remainder of one year term, made by Marta.
- The motion was seconded and carried.
Financial Updates
• Marta advised that she and Cliff opened a bank account with $100, received $250 in donations. Transfer of funds from Police Dept. requires that we stop all spending from their accounts and wait until all expenses clear. Renee said it will probably take two billing statements after last purchases in December before they can close account. Marta sent W-9 from Mtz Area CERT to the PD.
• Marta also said she was contacted by Michelle Corey, BPF Refinery, and $10K check will be sent to Foundation.
• Liability and indemnity insurance is pending money in our account. Stephen recommended outreach to Lucinda for contacts.
Current & Future Website
Judi noted that there is a current, minimal website in place, with an email. Will wait for money in the account before she creates a formal budget. Security concerns reviewed.
The official website will hold the following documents as well as any others that the Board requests:
• Articles of Incorporation & Letter of Acceptance
• Foundation Bylaws (signed)
• IRS notification of 501(c)(3) status
• Folder with Meeting Minutes
• Folder with Proposed Expenses
Bylaws Review
• Marta raised the issue of reviewing the bylaws for any potential amendments that might be needed to clarify terms or provisions. Any suggestions will be raised at next meeting.
Mission, Vision & Goals draft
• Stephen’s draft of our Mission, Vision and Goals was shared, open to be reviewed and modified for next meeting. Will be part of Official Docs on website.
Trailer Graphics
• Brian is requesting funds for GLT Signs to put new graphics on the large white trailer. Stephen suggested we wait until we have funds in our account. Marta suggested that pending a receipt of the refinery funds, we can approve the contract. Flow and timing of funding discussed. If we meet quarterly, it’s a long time to wait for approval. President can call a meeting more often to deal with start-up issues. Stephen stated that he will not approve a contract or spending based on our current finances.
• Motion to approve design in Option #2 made by Stephen, with funding to be approved at next meeting or at special meeting by email.
The motion was seconded and carried.
CERT Communications & Equipment
• Brian reported difficulties obtaining the CERT GMRS repeater and getting access through Water Dept to one site. Has been working with Chris Sampson on developing training trailer. Also, Brian has a leadership class on Saturday.
• If CERT has equipment needs, the request would come from CERT Finance Committee to Foundation be added to the agenda. Stephen mentioned if CERT has an annual budget, no need for special meetings; if haphazard, will require special meetings. Administrative procedures at CERT level need to be pulled in. For first year, Brian suggested next three months for CERT finance committee to put lists together, to submit to Foundation.
• Goals in Mission/Vision statement should be reviewed with respect to funding activities. Stephen recommended setting up Capital Campaigns for various large funding mechanisms.
Adjourn
• Motion to adjourn the meeting at 8:14pm offered by Lynette.
The motion was seconded and carried.
ACTION ITEMS
- Put formal budget together for website development, once funds are available. [Judi]
- Indemnity & insurance package proposal [Marta]
- Review Foundation Bylaws for clarity and missing procedural aspects [Marta & Cathi]
- Review Mission, Vision & Goals statements, add comments [ALL]
NEXT MEETING:
- April 13, Second Wednesday of the month, 7:00pm
- Meeting minutes submitted by Judi, 12 Jan 2022 at 8:35pm.