Saginaw Collaborative
January 17, 2019
Call to order: 6:34pm
Present: Cathy Macomber, Dawn Goodrow, Wardene Talley,
Debbie Davis, Roger Scovill, Evelyn McGovern, Stacy Dalton, Jim Williams,
Charles Coleman, Vanessa Brooks-Herd
NOTE: The Saginaw Collaborative, Inc is referred to here as “Collaborative”
Minutes
I need to resend the link to the minutes to everyone. I need
to include all of the board members.
This fulfills our obligation as a 501c3 to have open access to minutes
and information. We need to read them before we approve minutes.
This will be tabled
until the next meeting. Not all
attendees had access to the minutes.
Budget
Pastor Jim and Roger have been working on a draft budget.
One was passed out. Please see the hard copy for notes on the proposed budget. There was a question regarding the showing of a surplus.
Some of this income is dependent on our becoming a 501c3.
Because of the government shut down, it is likely that we will not receive this
designation for possibly up to a year. PJ is meeting with the Saginaw Foundation
about becoming a fiscal partner until we get our non-profit status. This is
something that has been done by other organizations. It is possible for us to
wait until April or May of 2019 for the CAN and/or Saginaw Community Foundation
funding. We have enough funds to last for four or five months as we are waiting
for non-profit status.
Community Initiative Grant is due April 1, 2019 with funds
distributed by June 2019.
Motion to approve the
tentative budget: RS made with the correction of a balanced budget. EM support.
All in favor.
Open Bank Account
Joyce has been talking to Huntington Bank. The Bank is now
interested in the Saginaw Collaborative. A representative from the Bank walked
through the building and is talking about putting on a new roof and about
flooring.
Based on this
interaction PJ recommends that we open an account with Huntington Bank. Huntington took over Second National Bank and
is interested in being more involved in working with the community.
Motion to approve
this recommendation: VBH moved. DG seconded. All in favor.
PJ recommends that
officers agree to sign checks to ensure that all checks include two signatures.
The resolution (available in paper form) will be amended to say that two
signatures are required for any checks written on behalf of the
Collaborative. It is requested that all
four board officers be authorized to sign.
For formal documents the signature of the Secretary is the required.
Motion DG moved, EM
seconded, All in favor.
Pastor Jim will send us an email when he takes the documents
required in to the bank. Officers will
then need to go in and provide their name, address, date of birth, driver’s
license number, and social security number.
Consideration of
Staff Hiring
Hiring Stacy , Melissa, and Pastor Jim at the rates noted in
the agreed budget. Job descriptions will be available at the next meeting.
Melissa is agreeable and asks that the Collaborative purchase QuickBooks. This has been built into the agreed budget. She
was the administrative and finance assistant for Warren Ave. Presbyterian
Church for approximately two years. She
is known by the current tenants of the building.
The job descriptions will be revised to fit the requirements
of the Collaborative.
It is requested that
the Collaborative hire Jim Williams as executive director, Stacy Dalton as the
custodian and building manager, and Melissa Felton as administrative assistant.
CW seconded.
Discussion – a request for last names of all hires. There is
some reluctance to approve the motion without formal job descriptions.
The motion is amended
to include that we are hiring the three named individual’s contingent upon the
approval of formal job descriptions. CW approved (as original second). No
additional discussion. All in favor.
Lease Agreement
We need to have a lease agreement between the Session and
the Collaborative. Two board members (Roger and Debbie) are authorized to enter
into this agreement with the Collaborative on behalf of the Session. The document
is being worked on. PJ will be sending a document to Roger for revision and
this will be used to create the lease agreement (licensing agreement). Dawn can
also share a sample document that could be amended for use as the lease
agreement. Women of Colors has a lease agreement with the church as well.
It is necessary to sit down with the organizations using the
building to discuss revised lease agreements with each organization.
Evelyn – Women of Colors
Joyce and Leona – Super Summer
Joyce Seals– Good Neighbors Mission
Eugene Seals – Pride Academy
Brian Pruitt – Power of Dad
There have been inquiries from a day care, from the school
district, and from an additional organization.
The school district is interested in working with the Collaborative for
mentors for reading, etc.
The downstairs kitchen, at the cost and initiative of Stacy,
has been inspected and licensed
We are tabling the
lease agreement discussion until the next meeting.
Architect’s
Proposed Contract
The contract was emailed to all of the board members. The
architect would like the board to say the draft looks ok and we will negotiate from
there. There is no timetable and no payment schedule. We would like to include
a 10% holdback that would be paid 30 days after all work is completed and
agreed upon.
PJ recommends that he
be given permission to go through and approve and negotiate a final contract with
WTA with input from any other expertise he requires.
Moved by RS, support
by VBH. All in favor.
Committee Reports
Programming Committee
– Vanessa, Dawn, and Debbie – The strategic plan from CAN was reviewed (this
document is available). The plan and fees were reviewed along with the
expertise of the expert proposed. The committee notes that the expert requires
half down to start. They wonder if those funds can be released to start the
process with reimbursement of these funds by the CAN grant when it is brought
in (rather than waiting another 90 days to get the strategic plan process
started). This would allow us to move forward more quickly.
We are going to ask CAN make an exception based on the
government shut down, to let us get started and either recognize a partnership
with the Foundation or retroactively
It is recommended
that we hire the recommended consultant and that we encumber the entire amount of
the strategic plan with the expectation that funds will be sought to reimburse
the general account.
Move CW, seconded RS.
All in favor.
The strategic plan time line was reviewed. It was asked how
this individual consultant was chosen.
PJ and CAM described the meeting with the director of CAN and the
various consultants who were presented and
The Programming Committee will work with the strategic
planning consultant.
One of the responsibilities of the committee is to negotiate
agreements with organizations that will use the building.
Fundraising Committee -
While the committee has not met, it is not an option to try to do
fundraising outside of relationships with grant funders such as the Saginaw
Foundation, until our non-profit status is approved. PJ is meeting with the
Saginaw Foundation on January 25, 2019.
Joyce has spoken with both Huntington Bank and Isabella
Bank. JS and PJ will meet with both banks to discuss opportunities for the
Collaborative to receive their support.
For purposes of clarification, the building will continue to
be called “Warren Ave. Presbyterian Church Building.”
Executive Director Report
– The director reported on much of the information noted above.
Strategic and
Fundraising Plan
Tabled until our next meeting
Next Meeting
Committees – Program Meeting: 2/6/19 at 6:30 at Barnes and
Noble;
Board Meeting – 2/7/2019 6:30pm; 2/28/2019 at 6:30pm;
3/21/2019 at 6:30pm
Move by CAM for adjourn at 8:25pm, seconded DD, All in
favor.
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