TRUSTEE BOARD MEETING MINUTES
March 27, 2007
1) Call to Order: Jessica called the meeting to order at 3:45pm. Trustees present were: Annette Jarvie, Jessica Grinberg, Dave Gross, Tom Hudson, Wendy Roberts, Michele Cheyovich, Deena Zarlin and Carolyn Carleton. Also present was Ray Alarcon and Sara Spring.
2) Minutes: (MSC Tom, Dave) to approve the minutes of 2/22/07) All ayes on the vote.
3) Open Forum for Public Comment: No public comments.
4) Financial Report: Sara Spring, Michelle and Jessica held a meeting to organize financial records, expense reports and expense reimbursements and will have a financial statement to present at our April meeting.
5) Correspondence: Dave reported that a thank you written to Jerry Karabensh for a $50 donation to our grant funds in honor of Peggy Merrill should have been written to The Heritage House instead.
Jessica reported that Gerry Grimes has requested that 25% of her profits at her April 7th handwoven rug sale in her Mendocino home be donated to MUSE and wants permission to promote the event as such. Permission was granted and a discussion followed regarding future proposals to donate portions of sales to MUSE be okayed by all Board Officers.
Deena requested a correction of last month’s allocation of $1548 for the K-8 Music Program be increased to $1600 to cover costs of instruments. The change was okayed.
Carolyn sent out 30 thank you’s to all donors of endowment and/or grant funds in honor of Peggy Merrill. Wendy requested that actual dollar amounts be listed on the thank you for tax purposes. Carolyn will write a thank you to Tony and Lisa Greer of Ledford House for the honoree dinner.
Carolyn will write a thank you to Deirdre Lamb for her service on the MUSE Board and an acceptance of her resignation. (MSC Wendy, Annette to write resignation acceptance and thank you to Deirdre) All ayes on the vote.
Carolyn will contact Iana Porter regarding the maintenance of our mailing list, as there are a number of additions and subtractions from our last Ledford House Dinner mailing.
We now have Director’s and Officer’s Insurance for the MUSE Board, effective 3-9-07 at an annual cost of $600.
6) Committee Reports:
(a) Ledford House Dinner: There were 77 attendees at the March 11th dinner, $3,815 in dinner tickets, $130 in share of bar sales minus $1500 dinner costs for an estimated $2,500 profit plus donations of $1325 in grant funds and $3,360 in endowment funds in honor of Peggy Merrill. Suggestions include a need for improvement in the seating with name placecards for honoree’s table and a possible different location for next year’s honoree dinner if more than 77 attend due to the 2 room setup, making presentations difficult. Carolyn will compile an ongoing list of Endowment Fund donors for submission to the Community Foundation annual report.
(b) Cinco de Mayo: Lisa is reluctant to head up the Friday, May 4th dinner/dance with Pura Vida playing at the Caspar Community Center. Jessica will ask Pamela Graham if she would be willing to take it on without the auction/raffle and perhaps without a big dinner. Pura Vida has been hired and the hall is already rented.
c) Endowment Fund: The Community Foundation of Mendocino County Board voted us in, accepting management of MUSE’s Endowment Fund (EF). Suzanne Norgard requested that MUSE Board Members submit any questions before we deposit our initial fund check. No questions surfaced. Claire Ellis and Chuck Greenberg announced at the Ledford House Dinner that they would transfer $1000 into the EF once we open the account (included in the EF donations total). Wendy, and Jessica will meet to organize a photo shoot for the Beacon announcing the start of the Community Foundation management of our EF and Dave suggested that Don Kirkpatrick be included in the photo as he was instrumental in the start of the EF.
(d) Car Raffle: Sport Jeep of Ft. Bragg will make a Ford 4-door Wrangler available to us for our Car Raffle, a $20,000-$25,000 retail value. Discussion followed regarding the need for a paid manager of the raffle. Last year we paid the manager $1000/mo for 6 months. Jessica will make calls to find a manager, who could be an independent contractor instead of an employee. We had an outside vendor to do graphics for tickets and promotion – last year we paid him $1500 for his work. Tickets were $50 ea or 5/$200.
(e) Digging Dog garden tour: Annette reported on plans for the Sunday, June 24th, 9 AM-4 PM event with food demonstrations by Margaret Fox, John Scharffenberger and Living Foods. Garden sculpture by Ishmael Sanchez will be displayed, Nancy Puder will do an arrangement demo of ornamental grasses and Gary Ratway will conduct 2 garden tours. Promotion will be coordinated with the June 23rd Mendocino Art Center Garden Tour.
(f) By-Laws Revisions: Jessica, Tom, Annette and Lisa need to meet and report on their progress next month.
(g) Rummage Sale: Next sales will be in April, May and June 3rd. We need to move or eliminate 2 portables’ worth of our rummage stuff by May 1st but Jessica is trying to get an extension until after June 3rd Rummage Sale/Fun Fair. Discussion followed regarding new locations or storage unit investment. Tom will write an article for the paper saying we have no home for storage or sale.
h) Fun Fair: Friendship Park wants % profits from the June 3rd Fun Fair instead of a User Fee. Jessica is negotiating a $500 user fee w/$500 cleaning/damage deposit for 3 PM set-up June 2nd and breakdown the evening of June 3rd. Tom & Dave will walk through the park before and after event to assess condition of facilities to check for damages or cleaning needs. Deena suggested we collaborate with the Park promoting youth events and offer a table to them at the Fun Fair to display their events. Annette requested the use of the Home Plate Café for food prep and sales.
i) Expense Reporting: Form not developed yet but will be presented in April.
6) 2006-07 Fundraising Events: 4th of July MUSE barbeque is scheduled with Noah of MacCallum House for Saturday, July 7th. We provide workers and Mac House provides the food.
Annette reported that Ronnie Gilbert is interested in doing a MUSE benefit concert but probably not until next year. Annette will work with Carolyn on a Margie Crowningshield MUSE Benefit Concert in the PAC this Sept/Oct.
7) New Board Member addition: (MSC Dave, Michelle to add Sara Spring as MUSE Board member and Co-Treasurer) All ayes in the vote. Michelle will manage day-to-day treasurer duties, check writing, paying bills and Sara will do financial reports and reconciliations.
8) Deena reported on MUSE funded events at the K-8 level: March 30th 10:00 AM-12:00PM is Evoblustein barn dance celebration including all K-8 students who have been taught dance all week in the MGS Multi-Purpose Room with emphasis on community building and dance protocol, 4th and 5th graders science class with Jonathan Pickall building motors and hot air balloons and Deena’s 4th grade play and Judy Minkus’ 3rd grade play with K, 1 & 2 drama activities with JumpStart Theatre’s Kathy O-Grady. Deena will ask Connie Korbel from the Beacon to take photos at Friday’s dance celebration and will submit info on events for MUSE’s May newsletter that Margaret is putting together now.
MUSE could take a page in the yearbook but layout is due March 30th. Deena will ask Sherri Wolman if she could pull something together before the deadline.
Bronwyn will be honoring the MUSE funded drama program at April 26th School District Board meeting at the Albion School. Deena will attend as well as Tom.
Items deferred for the next meeting agenda:
a) Fall fundraising events for 2007.
b) By-laws revisions for new member selection and officer responsibilities
c) Cinco de Mayo dinner/dance planning
d) Expense Reporting form
Next Meeting: April 26, 2007 3:40 PM MMS Library.
Meeting adjourned at 5:00 p.m.
Respectfully submitted: Carolyn Carleton, Secretary