Minutes of Meeting Board of Directors August 8, 2017

Directors present:  Chris Heintz, Dick Malley, Eric Solsaa, Paul Brown, and Andy Salamon.
Call-in:  Dave Pearson.
Absent:  John Braun, Shaun Williams, Jenna Watson, and Jeff Manney.
 
Chris called the meeting to order at 6:50 PM.
 
Dave made a motion to accept the meeting minutes from the July 11, 2017 meeting.  Paul seconded the motion. There were no comments.   The motion passed unanimously. 
 
Buying and reimbursement System
Chris/Dick/Eric/Dave led this discussion
A formal Building Supply payment procedure must be put in-place, i.e. Purchase Orders (PO) should be used to reconcile bills to PO’s. Al Williams should be responsible for having all materials on-site for the current build day and have all materials ready for the next build day.  Eric will speak to Al about this. The Build Team is cost-conscience but it is better to have a Construction Budget in-place.  This will enable the board to manage its general operating budget.  
President’s Succession Plan for Replacing Chris
Chris/Andy/Dave led this discussion
Andy and Dave will assume the President’s duties as Acting Leaders until a Full-Time President is identified, Shaun may help out as Acting Vice President. Chris will hold several Transitional Meeting to develop plans to make this a harmonious hand-off. Chris will ask John Braun and Dick to put together a HFHRC 5-year financial plan/budget. Chris will call a Construction Budget Meeting that utilize a Billing & Purchase Order.  This meeting will include John Berryhill, Dave, John Braun, Chris, and Eric. Chris will hold a meeting with Dave, Andy, and Shaun to discuss a transition process and best how to manage the next months until a President has been installed. Note:  Chris’s last meeting as President is September.  He will resign as President on October 1st, 2017.  Chris will remain on the board until January 1st , 2018.  
Construction Committee
Eric led this discussion
Carryover from last meetingà Chris will contact Jeff about this àMary Recoulet, an elderly person in need of home repairs so she can obtain home insurance contacted Chris.  Jeff and Eric surveyed the type of repairs needed.  The repairs needed are replacing rotten siding, and installing gutters and other miscellaneous repairs.  Jeff will contact the Council on Aging to see if they can coordinate this effort and we will do the work.  We are stretched with our administrative ability at this time because of our on-going Cleveland Avenue Project. Eric to meet with Pam to discuss the Tool/Equipment purchases and what dollars remain of the original $5,000 budget. Eric will take inventory of what is stored in Rebecca Woodard’s Storage Garage and identify what can be used at Cleveland Avenue.       Dick Suggested that material-donations that can be used on Cleveland Avenue be the only material-donations we accept.  Chris agreed with Dick and denying material-donations at this time is understandable.  
Finances
Chris led the discussion
The Financial statements were reviewed. Carry over from last meetingà  John will work with Pam, our book keeper, / or work by himself, to restructure the statements and streamline the paperwork during this Summer and Fall. Ed Eno of the Hertitage Federal Credit Union has been in contact with Dick and John.  John will approach Ed to become a member of the Finance Committee.  Chris spoke to former Board member Rob Geisler—Rob was impressed with Cleveland Avenue Build Project.  Rob discussed financing through a local Credit Union as HFH Ithaca, NY does.  Chris will designate time at our next meeting to discuss this.   Dick will bring information on this subject.  
Resource Development
Dick/Andy/Chris led this discussion
Andy discussed the upcoming Lookout Tavern and Restaurant Golf Tournament being held at Green Mountain Nat’l GC on September 11th—Registration is 11:30am.  Tee off @ 1pm.  Cost is $100/person and it includes: Greens Fees, Cart, Lunch, and Dinner. Andy will be at the Registration Table to field questions about HFHRC.  HFHRC will be one of the recipients of the charity gifts raised by this event.  We will field a six-person Golf team including Chris, John, Shaun, Andy and two friends from Killington.  All other teams are 5-person teams.  Ask your friends to support this activity.  If they can’t play golf, then make a donation.   We need 6 Tee Shirts to give the LookOut and our 2 Killington team mates:  5 shirts size XL, 2 Large , and 1 small or medium. Please give them to Chris.

The Heritage Family Credit Union is happy with HFHRC.  They will make an annual minimum-donation over the next 5 years of $1,000 min.  Dick received this information from Carrie Allen-Sr. Vice President of Marketing and Business Development. Dick discussed a Cleveland Avenue neighborhood meeting.  It should be run by the local residents –Not HFHRC.  Dick is working with the organizers. Chris will sign up HFHRC to join the Rutland Chamber of Commerce. Dick will contact Rev. Tracy Weatherhogg of Grace Congregational Church to see if she will join our board or be involved with HFHRC Resource Development.  
Volunteers
Dick led the discussion
Volunteers are needed at the build site.  Dick will contact Alecia Ayles and Kim Washburn about helping Shaun with lining up volunteers for the next month’s build days.  
Chris adjourned the meeting at 8:50pm.
 
Our next scheduled Board meeting is Tuesday, August 8, 2017 @ 6:30pm. 
 
Minutes respectively Submitted by Andrew Salamon
Please note: I will be on vacation from August 18th-September 10. 
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