WOMEN GIVING AS ONE, INC.
AKA Impact100 Sonoma
Minutes of the Board of Directors Meeting
February 16, 2015 4:00 – 6:00 p.m.
George Ranch Clubhouse
Members Present
Celia Canfield; Arleen Curry; Constance Grizzell; Wendy Hoffman; Debby Kweller;
Jeanne Montague; Nancy Pollock; Sydney Randazzo; Ann Reder; Diana Sanson; Judy
Scotchmoor; Hope Nisson; Peg Van Camp
Members Absent
Grace Meeks
Meeting was called to order at: 4:00 pm
Minutes from the January Board Meeting:
Ann requested a correction to the spelling of Hope’s surname. Wendy noted that she
attended a philanthropy conference where she learned about the Women’s Collective
Giving Network.
Ann MOTIONED acceptance of revised minutes and Constance seconded. Unanimous
approval.
Treasurer’s Report:
Arleen asked if there were any comments, questions or noted omissions in the budget.
Constance asked for clarification of what was included in grants software. Telosa (half
allocated to grants and half to membership), Constant Contact and Zoho are included.
2015 expenses net of “in kind” are $35,400 which is greater than 2014 expenses net of
“in kind” of $25,500. There are non-recurring expenses (July 4th and Million Dollar
events); however, the expenses for the nonprofit survey and travel to the WCGN
conference are also not included. There is sufficient unrestricted income to cover
expenses allowing a net income of $3,600.
Ann MOTIONED acceptance of budget as presented and Judy seconded. Unanimous
approval.
Sydney commented that we anticipate expense offsets from donors and sponsors even
though the Development Committee was disbanded because the money was not
needed and there was member “donor fatigue.” Arleen noted that the budget does
assume donations/sponsors for recruitment ads, grant update events, nonprofit
workshops, summer event etc. although specific donors have not been identified or
confirmed. Sydney asked that committees earmark budgeted expenses where they
anticipate donations. Celia suggested that we have a board level discussion in March to
decide who will be approached for donations. In preparation for this discussion, Arleen
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will provide Celia with a list of prior year donors/sponsors which Celia will include on a
spreadsheet itemizing our event needs. She will circulate the spreadsheet before the
meeting and encouraged each of us to email her with the names of donors that we
would be willing to approach.
Jeanne reported that La Luz, Sonoma Valley Educational Fund, and CPI have not drawn
down all of their grant funds from prior years. La Luz has not drawn down the 2012
balance of $8,500 because they are waiting for building permits. Jeanne suggested that
La Luz is a special case where we might want to advance the funds.
Judy MOTIONED that we approve advancing 2012 grant funds of $8,500 to La Luz and
collect receipts once work is completed. Constance seconded. Unanimous approval.
SVEF is on target to draw down $37,000. (Expected next quarter)
CPI still has $3,450 outstanding. Jeanne will coordinate with Constance and Grace in
contacting CPI for a status.
Wendy asked if Sonoma Land Trust was on target to draw down funds as there was no
activity in January. Constance said that she had contacted them.
Sydney commented that Willmar, which sadly is closing, has satisfied all of their Impact
contracts.
Presidents’ Report:
Survey. Celia reported that we have had 112 responses (50%) to our Member Survey.
A second reminder was sent out, and a third reminder will be sent as the survey is open
until the end of February. She anticipates a report by the end of March.
Telosa Training. Training is scheduled for 2/26. We will not have an Impact mirrored site
but will use a Telosa training site. Celia has pointed out to Telosa that we have had
application anomalies and other glitches (grants and membership) where tickets have
been filed with them. Constance commented that the primary focus thus far has been on
correct data and user defined fields rather than on “playing” with the data. We have the
opportunity in the workshop for Telosa to explain how to work with the anomalies as they
arise. Training will be held at the Vintage House where their Wi-Fi technician will
support our needs.
Community Grant Voting Application. Ballot Bin will not support more than 15 voting
options, and we will more than likely exceed15 this year. Judy and Celia have looked
into solutions and recommend Election Buddy. Election Buddy is very intuitive, robust
and seems to have organizational support behind the application which is not true for
Ballot Bin. There is a $50 cost for up to 500 voters. Judy has created a “mock election”
that she will email to the Board. We need to all vote and provide Judy with feedback.
Judy will then be able to evaluate the reporting options as well. Celia noted that there
are two other election applications that are highly regarded by reputable organizations
such as CNET but the price break is $200 for our electorate size. We know we need to
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replace Ballot Bin which is free, but we won’t know the Election Buddy reporting
capabilities until after the mock election.
Ann MOTIONED that we approve up to $200 for election software to replace Ballot Bin.
Diana seconded. Unanimous approval.
Membership:
Wendy reported that there is no update on the Spring Membership Cultivation event.
Ann reported on the July 4th activity. She is very comfortable with the capable, “common
sense” women who are organizing the event. There are no large vehicles with liability
exposure; however, there will be women marching with a little choreography! Ann is
collecting the t-shirt cost from the participating women.
Communications
All bios are posted on the web site.
Judy provided an update on the video and written profile project. Judy and Constance
were able to preview the next video, Becoming Independent, and found it as wonderful
as the first two. (The video will be shown at the next Murphy’s gathering.) The next two
videos are Sonoma Land Trust and the Bookmobile followed by FISH and CPI. Russ
and Pat will continue until all selected nonprofits are done.
Russ and Pat will also create a video about Impact from the perspective of individual
members. The video is not about what we do or intended to be boastful. Rather it is
more focused on the organizational “spirit.” Judy and Constance will choose 10 women
(5 from grants) who can best articulate the Impact “spirit.” Judy asked us to submit
names to her this week. Wendy suggested that it would be nice to highlight women with
the diversity we are trying to attract. The video will be launched at the Annual Meeting,
posted on our website and on YouTube, and perhaps shown at the Million Dollar event.
The Profiles of Impact project will be highlighted on the local radio station (KSVY) every
Wednesday (starting 2/18 with Celia and Elsa talking about Impact100) from 9:30-10:00
with one of the nonprofits Impact has funded. Judy is also working with Roger Rhoten
(Sebastiani Theater) to feature the nonprofit videos before movies.
Marguerite LaDue and Kathy Witkowiki said that they were so impressed with the written
profiles that they will laminate them to create a package for people in the community to
become more aware of available services. Kathy King of SOS said she is using the
profile to attract potential donors. The profile project really has already had much wider
impact than originally anticipated.
Grants, Greater Impact
Constance and Diana reported that there is good diversity in the Impact and Community
Grants that have been submitted. Diana noted the number of Community Grant LOIs is
down because of the change in guidelines limiting the number of LOIs per grant cycle.
There are new organizations submitting and new members on the evaluation
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committees. Ann commented that the year-to-year comparative perspective was useful.
The FRC convenes 2/23.
Events:
Million Dollar Event. Hope noted that more has been budgeted for the event than will be
needed. Rental cost is $225. There is no licensing required for alcohol. We will need to
submit a plan for the location of food trucks. Vintage House will provide tables if
necessary, and there will be a need for a platform for speakers.
Governance Report:
With the support of Sydney and the Governance Committee, Peg will be looking at
suggested revisions to the remaining board policies not yet reviewed: Advertising,
Whistle Blower, Document Retention, and Gift Acceptance. Most revisions are for
clarification or to reflect how we actually function. As an example, the Gift Acceptance
policy is not reflective of what is done in practice. We will not be accepting life
insurance, real estate, cars, boats etc. which are addressed in the policy. Good
governance requires crafting policies that address current functions. Peg hopes to
present revisions at the March meeting.
At the last governance meeting we discussed Monica Clark, CFO of Hannah Boys,
participating on the FRC. The committee noted that: there is precedence for women
who have been on a review committee and also associated with nonprofit organizations,
there is public access to 990 audited financial information, and Impact has a very strong
confidentiality statement that FRC members execute. Therefore, from a governance
perspective, the committee agreed that it was fine for Monica to join FRC.
Peg distributed an anticipated 2015 functional organization chart (with no names) for
context and led a discussion of the Board bench list. The committee wants a minimum of
10 people with whom they can meet. Peg cautioned that board discussions are
confidential. She urged that we have honest discussions that are thoughtful opinions not
brutal truth telling. (Recorded minutes are destroyed after the minutes are approved.)
She asked us to consider individuals in relation to the board overall functional capacity.
Some in current positions may want to change positions. Wendy suggested that we also
consider individuals who would represent organizational diversity. Judy asked if we had
decided that a co-president should have served on the board for at least a year. Peg
suggested that we informally agree because it makes practical sense. Because there
were no volunteers for co-president, Judy suggested that the governance committee
accept recommendations from board members. Diana raised the thought of succession
planning that permitted a leadership development period. Peg commented that board
selection often depended upon the candidate pool as well as other uncontrolled
variables. Grants did do some succession planning with Grace and Diana but it was
done in conjunction with the board. Sydney also mentioned that there has been some
informal leadership development this year, but that we cannot formalize a process now.
Peg recommended making sure people were on the bench list with an identification of
potential board function.
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The board then had a 45 minute discussion reviewing the bench list to identify women to
be removed, first tier interviews, second tier interviews and future consideration. Fifteen
women were identified for first tier interviews.
The Governance Committee will meet 2/21. Several volunteered to call women
considered for interview to determine if they are interested in a more in-depth discussion
with the Governance Committee. Peg will provide talking points to be used.
Constance mentioned that the SVEF has invited 10 Impact women to attend the
preschool program (Impact funded in 2013) on March 2, 11:00 at Sassarini School. Only
3 from the Grants Committee have volunteered. If we do not get more volunteers, she
will be asking the board to participate or to find other volunteers so that we have a strong
showing.
Adjournment of Meeting
The meeting was adjourned at 6:00 succession planning pm.
Minutes submitted by Debby Kweller,
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