TRUSTEE BOARD MEETING MINUTES
December 20, 2007
1) Call to Order/Introductions: Jessica called the meeting to order at 3:55pm. Trustees present were: Jessica Grinberg, Judy Minkus, Pam Graham, Wendy Roberts, Sara Spring, Margaret Iacuaniello and Carolyn Carleton. Also present were Ray Alarcon and Frank Fanto.
2) Minutes: (MSC Erich/Pam) to approve the minutes of 11/29/07) All 7 ayes on the vote.
3) Open Forum for Public Comment: Frank Fanto presented a request for grant funds for the MHS AE Week New Orleans trip in April 2008. For 7 adults and 16 students, a total of $17,537 is needed for the trip, out of which $10,000 has been raised by a $400 per student required fee and $800 MUSE grant funds as part of the $4000 given to the MHS for 2007-08 school year with a balance of $7537.00 needed. Frank explained that he requested donations from his Fanto Construction clients to help with the trip expenses last year but is seeking other funding options this year. He is considering asking the students to get sponsor donations in addition to their $400 minimum contribution toward the $800 per student cost and also is organizing a fundraiser at the Mendocino Theatre Company in February. He requested a decision from MUSE on grant funding as soon as possible to help him plan his budget.
A gift was presented to Jessica from the MUSE Board members in appreciation for her dedication and hard work as Board President this year.
4) Financial Report: Sara Spring presented a financial report through November showing a $37,468.72 (+ approximately $2,200 expected from credit card ticket sales) profit on the Jeep Raffle with a current balance of $53,601.65 in the Raffle bank account, after paying out the $25,000 raffle cash prize. She will e-mail the total general bank account total once all expense and income amounts are reconciled. She explained that $500 has yet to be paid to Helena once her raffle manager duties are completed; the tally of highest tickets sold per classroom, number of packets of 5 tickets sold by parents for redeeming the MacCallum House breakfast coupon and the final submittal of $200 in additional ticket sales. Wendy offered to talk to Helena about the unfinished tasks and Sara offered to talk to Sonya Houston for the list of parents selling the 5-ticket packets.
Sara suggested that our credit card expenses be included in general expenses instead of raffle expenses. She offered to look into alternatives to Savings Bank management of our credit card transactions but will stay with them if she finds there is a financial benefit to our local bank. Sara will be taking maternity leave in April and would like to meet with whoever will be helping with the Treasurer duties soon. Jessica will ask Iana Porter if she would be willing to help.
5) Correspondence: Wendy offered to step down from the MUSE Board due to time conflicts with her serving on the Grand Jury in Ukiah. As no replacements are in the wings, she was encouraged to stay on and contribute what she can.
Local Licks Concert on Nov. 10th raised $2000 toward our MUSE grants for music programs in the schools. Carolyn will write a thank you to Vicky Watts, Tom Yates and their dog, CD for their generosity.
Jessica suggested that a year-end thank you be written to Tom Honer and Harvest Market for their raffle support and continued support and generosity throughout the year.
Sara did not attend the December IRS Workshop in Sacramento regarding 501c (3) changes, as the workshop was full. She explained that Kathleen Rzplenski attends similar workshops each year and Sara will get new information from her.
6) Committee Reports:
(a) March 13th Honoree Dinner: Discussion regarding ticket prices for an elaborate dinner with catered food and a music program warranted higher prices than previous year’s dinners. Jessica needs someone to head up the Silent Auction as items are already being donated. Carolyn will ask for champagne and cheese donations from Scharffenberger Cellars and Elk Creamery. Jessica will ask Peggy Merrill about wine donations. (MSC Wendy/Carolyn to charge $100 per dinner ticket and $50 for all school district employees) All ayes on the vote. Wendy suggested that a place for gift or endowment fund donations be included on the dinner invitations.
(b) Newsletter: Sara and Carolyn are the remaining Board Members that have yet to go over the mailing list master before the list is updated for a newsletter mailing only.
(c) Mickie Zeckley Concert: There were about 30 attendees for the Dec 15th concert at the MHS PAC. About $400 was raised for MUSE including a gift of $100 from the Zeckley family. Carolyn will write thank you notes to Catherine MacMillan for doing the concessions and the Zeckley Family for the concert.
(d) Candlelight Inn Tour: Pam reported that financial totals are not yet in but that attendance was estimated at 90-100 per inn. Two new inns participated in Mendocino; Agate Cove and Glendeven and seemed pleased with the tour. The Gingerbread House silent auction was a success and a SF Chronicle reporter covered the event. Pam will write a note to all inns participating in the tour and request suggestions for improvements for next year.
7) High School Grant Request: Discussion followed regarding Frank Fanto’s request for grant funds for his New Orleans reconstruction trip including MUSE Board policy of considering grant requests only from school administrators and staff, funding inequality from family’s contributions toward trip expenses, and the refunding of $2900 of MUSE grant funds for AE Week trips in 2006-07. (MSC Sara/Judy to grant $2900 to the MHS for AE Trips for 2008) All ayes on the vote.
8) Events Calendar: No action.
9) Outgoing and Incoming Board Members: No action.
Meeting was adjourned at 5:35 PM.
Next Meeting is Thursday, January 24th at 3:40 PM
Respectfully submitted, Carolyn Carleton, Secretary