Held at Davanni's Pizza on Grand Ave and Cleveland Ave (41 Cleveland Ave S) in Saint Paul.
Board Members Present: President Laura Cooper, Vice President Jed Malischke, Directors at Large Brett Day, Theo Hougen-Eitzmen, Phil Nusbaum, Dale Gruber, Nic Hentges, Ann Iijima.
Staff Present: Executive Director Patricia Bungert, Administrative Assistant Bea Flaming, Editor Doug Lohman.
Guests Present: Al Jesperson, Robbi Podrug, Matt Johnson.
Call To Order: President Laura Cooper called the meeting to order at 7:00 PM. Laura started with introductions of everyone. Laura then asked for additional agenda Items. Brett asked to add suspension of policy. David has finance report. Laura added them last on the agenda. Nic asked about St Thomas presentation, Laura will bring up later.
Executive Director Patricia Bungert contributed some introductory remarks. She passed out a handout. Her handout stated some of the hours and other accomplishments she has made in her first month. Also started was getting familiar with various pieces of MBOTMA infrastructure such as phone systems, mail distribution, accounting, etc. She also has a new position description and title for Bea Flaming, Member Services Manager. Patricia has also had a number of one-on-one meetings with various committee volunteers.
Board & Finance Committee Vacancy Appointments. Laura described recent board resignations received. A synopsis of nominations to fill vacant board positions was mailed in the meeting packet. Laura reviewed them and also described nominations for finance committee. Dale moves to approve all nominations as in the document presented. Brett seconds. Approved unanimously. They are listed below.
For the position of Treasurer – Roberta Podrug (filling the remainder of a one year term)
For the position of Secretary – Jed Malischke (filling the remainder of a one year term)
For the position of Vice President – Nic Hentges (filling the remainder of a two year term)
For the position of Director At Large – Rudy Marti (filling the remainder of a one year term)
For the position of Director At Large – Alan Jesperson (filling the remainder of a one year term)
For the position of Finance Committee Chair – Jed Malischke (one year term)
For the position of Finance Committee At Large – David Smith (one year term)
Jed moved to approve both sets of minutes. Nic seconds. Approved unanimously.
Treasurer’s Report. Robbi has had an intro to the new online quickbooks system. She also mentioned that the new accountants will be working on a reduced fee schedule starting in February. David says they hope to reduce it to $700 per month. Ann suggests we may get to the point that we don’t need the accounting firm. Nic moves to accept report, Ann second. Accepted unanimously.
Our new executive director Patricia Bungert presented a report on her research into sponsorship programs. Who to target, how to win, how to implement. There was time for a few questions.
Our new president Laura Cooper presented her plans for preparing the board to do some long term strategic planning in the near future. She suggests having a day-long board “orientation” session on March 25. St Thomas team would be invited to present. Rina Rossi has offered to facilitate. Shane Zach will be asked to present on board effectiveness. For board members, committee chairs, interested volunteers.
Although we have a budget in place for 2017, we do not yet have an annual program plan for 2017. A proposal document was included in the meeting mailing to board members. Jed gave intro. The document is based on the 2016 plan with changes indicated in italics (and deletions indicated by strike-through). This is an important document in that it: 1) provides direction to the executive director and program committees in terms of defining their mission; 2) appoints chairs to these committees; and 3) provides authority to these chairs and committees to utilize and control their budgets. This particular document also has several requests and suggestions for amending the current budget, which could be adopted together with the plan, separately as a whole, or each individually. Nic moves to approve the document as a whole. Brett second. Nic suggests an amendment to make it a two year plan. Brett seconds the amendment. Questions and discussion followed. Nic called the question. Dale seconded. Approved unanimously.
Phil Nusbaum will give us an update on preparations for this important fundraising event scheduled for February 4. Phil asks everyone to ask two people for silent auction items. He has fifteen items already. Many suggestions were made.
David Smith passed out copies of a financial report for year-end 2016, still preliminary. Also a preliminary Harvest Jam results report. Our loss for 2016 is now approximately $27,000. There are also suggestions for the next finance committee to deal with.
Brett brings up 2017 band selection process for kickoff, specifically the part that says the kickoff cannot book bands already booked in august. Brett moves to suspend that rule for this year. Dale seconds. Matt Johnson commented that it would makes things easier for the kickoff this year. Approved unanimously.
Nic moves to adjourn. Ann seconds. The meeting was adjourned at 9:18 PM.
Submitted by Secretary Jed Malischke.