Present – Casey Mraz, Preston Mendenhall, Claudia Mathes, Valerie Scott, Kristen Loree, Linda Lopez, Eli Browning, Daniel Garcia, Joel Miller
Absent- Hugh Witemeyer, Georgia Athearn
Non-Board Members Present - Marty Epstein

1) Call to order and thanks to host UNM Department of Theatre and Dance

2) Approval of Minutes of August Board Meeting
moved by Valerie, seconded by Eli – all in favor

3) Treasurer’s report

—a) Status and finalized budget

Claudia provided a handout. Financial picture now: understand that income and expenses happen in clumps, brochure is a huge expense, gala is lump expense, membership drive is large income moment, when the net is negative we do not need to panic. We are in a very healthy spot, we have covered expenses on brochure - not all advertising income has come in. Money has been moved around to cover brochure expenses. Have done as much pre-payment as possible for gala.

Marty is with us because we are tracking budget manually, based on approval of board these are projected budgetary allotments for the 10/11 year, including $10,000 cushion. The one exception to the policy not to fund meeting space is the gala, which had already been approved by the board Preston: spending beyond this will require special board discussion on a case by case basis. We needed to find equitable solution.

Claudia: We have included budgetary line for all circles and committees even if they are not currently active in order to encourage activity. Payments made and income, so far, are tracked on page 3 of handout. Will be transferring this to Quickbooks. The final sheet is the recap of receipts to date. Kimo and South Broadway, NHCC (just paid) checks are not counted. Summary is projected so far in both categories.

Timing is odd because membership drive falls during the split between fiscal years. We hope to begin asking questions of ourselves. Marty has pointed out errors we will make adjustments for next time. We are going for transparency and the building of sustainability.

—b) Review of budget, questions and discussion.

Preston: It is not ideal to have budget dictated by the officers. In the future we are committed to a more inclusive and proactive process. No qualitative judgments were passed on any committees. We had to make a policy decision on the fly about meeting space and honorarium and did not feel we could support that going forward.
Valerie: We should be sensitive to workshop gas or supply reimbursement.
Preston: We are unable to financially support these costs and fell back on the grass roots origin of the organization. Questions can be asked. This is our community budget.
Eli: We all understand the choices.
Kristen: moves we approve the budget, Daniel seconded that – unanimously approved

4) Old Business

—a) Discussion and decision on grant proposal process and board policy.

Linda: in the past grant proposals (except McCune) have been brought to the board
Claudia: no record of that in previous minutes
Linda: the 2 state tourism, Urban Enhancement trust were sent around to the board
Valerie: committees work on grants and report to board
Joel: empower Finance Committee to vet & archive & track grant submissions
Preston: does it need to be an agenda item? Can we send out via email?

Agreement is not a board vote but initiation of proposal must be sent to the board for review in committee reports, board will be aware of funding source, focus of the grant, circumstances of grant etc… default action is approval however. Narratives should be included in final report to the board about grant submission. Include any conditions or contingencies.

Key points of grant writing policy for approval in next meeting:

The motion is to encourage committees and circles to initiate grants and to present proposals for approval in reports to the board. Once the grant has been submitted the narrative used will also be submitted in the reports to the board and a full copy of the grant will be submitted to the finance committee for archival and tracking purposes. This policy will allow freedom to the committees as well as information to the board. Should any issues arise the board will seek recommendation of the committee or circle and make a motion at that time. (please offer better verbage suggestions!)

—b) Update on Fall Gala party

– bring guests! Volunteers, supporters
Preston will send out an invitation from the Pres to the gala
Members and guests are welcome is our PR line (not open to general public)
Preston will send invites to Creative ABQ and Patrons Circle
Valerie: sent out personal invites to the four theatres whose boards she visited
Kristen: will assign board shifts for the membership table at the gala!
Valerie: Board members need identifiers – Claudia will work on name tags with logo
Linda: will coordinate banner for table

—c) Motion to grant complimentary memberships to members of Talking Broadway reviewer team

Is this a conflict of interest? Claudia and Joel feel it is, withdraw motion, agreement is to not offer free membership.

5) Review of strategic objectives.

Daniel: submitted handout. A lot has been taken care of which is wonderful. A lot has not. We need to go thru and tighten up screws on this. Update of plan must happen. Need to have a strategic session meeting in order. Board members need to go thru the handout and make sure that the information is correct. Should October be our strategic meeting? Roma café guest card will help to cater. 10-3 on Oct. 9th. Nth 4th?? Preston will ask…
Analyze info from theatres
Ask Virginia to join us

6) Questions or comments on Committee reports

We all need to begin reports with submitted by (model Casey’s heading) Tennessee Williams fest is counting on Unity Committee for planning – they are in

Web has made page for inactive accounts, committees should post notices for meetings on the website callboard

ATG service possibilities: If we look into office space in the future adding a production room and possible joint storage space. Richard Atkins at the ABQ High is very generous with his space – Valerie will send email contact. Add to strategic planning session.

7) New Business:

Linda: brochure ads seem to have varying rates as sold by Joe – the board requests a recommendation from the Buzz committee – talk to Joe Herrera and discuss the organizations view about fiscal responsibility – report at next board meeting and decide how to proceed.

Budget point: what is allocated to each committee – to receive monies we will pay invoices and reimburse with receipts within policy

Be aware expenses over $500 requires 2 signatures on checks, which will create a time lag.

Georgia is resigning from the board. Her family responsibilities are too time consuming. We will need to replace her. Preston will refer to the minutes of the general meeting and by-laws and will inform us by email as to action to be taken.

Joel motions to adjourn, Eli seconds it. All in favor.

Next meeting scheduled on October 9, 2010 – it will be a strategic planning session from 10am to 3pm.