Minutes of Meeting Board of Directors September 12, 2017 Rev. A

​Revision A: The motion to elect Interim Co-Presidents is corrected.  The motion was made by Paul and seconded by Shaun.
 
Directors present:  Chris Heintz, John Braun, Shaun Williams, Jeff Manney, Dick Malley, Eric Solsaa, Paul Brown, and Andy Salamon.
Call-in:  Dave Pearson.
Absent:  Jenna Watson.
 
Chris called the meeting to order at 6:35 PM.
 
Paul made a motion to accept the meeting minutes from the July 11, 2017 meeting.  Shaun seconded the motion. There were no comments.   The motion passed unanimously. 
 
Finances
Chris and John led the discussion
John indicated that going forward, Pam, our Bookkeeper, will identify monies spent and what for.  John will work with Pam on this new procedure.  
Paul made a motion that we enter an executive session, Shaun seconded it.  The Board agreed unanimously.
We entered executive session and returned to the general meeting.
 
John handed out an example of a Five-Year Budget that Dick had prepared for our review.  Some of the financials were actuals and others were place holders.  This type of document will be needed going forward to enable HFH-RC to apply for grants and better manage our organization.  Chris indicated that this is a good start that will demonstrate transparency.  One of our goals in the coming months is to put together a “real-as-possible” 5-year budget. Thank you notes should be written in a timely fashion to donors received in the mail.  Dave indicated that he would put together a flow diagram for donations received, so that all proper details are carried out from opening mail, to depositing the checks, to writing thank you notes. John will check the mail several times a week, checking for donations, and contact Dave and Pam about these.  Carry over from previous meetingsà  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.  Per former Board member Rob Geisler—Chris and Rob discussed financing through a local Credit Union as HFH Ithaca, NY does.  Dick will bring information on this subject. For a discussion at our next board meeting.   Presidential Transition
Chris led this discussion
Chris discussed this meeting as his last meeting as Board President.   
Paul made a motion that the board approve of the election of Dave and Andy as Co-Presidents for a limited term of six months. Shaun seconded the motion.  The motion was unanimously approved by the Board.
 
Chris will return the HFH-RC Checkbook to the office. Chris will meet with Dave and Andy to complete this transition.  Dave and Andy will be sharing the President Position.  
 
Resource Development
Dick led this discussion
Dick indicated that the Resource Development Committee needs help soliciting donations.  Board members should be soliciting resources for HFH-RC.  An example is that currently we have two towns that will contribute to HFH-RC, Proctor and Killington, the amount of $500 each/year.  After the initial year this donation is nearly automatic, each subsequent year a status letter of our HFH-RC organization is required to be sent to the Town.  That letter will become public record and another $500 will be donated every year a letter is received.  Please see Paul or Andy on how to accomplish this fund raiser in your town. Andy reported that the LookOut for Each Other Golf Tournament was a success.  This was the 16th year that the Lookout Tavern raised money for charity.  We were recipients of a portion of proceeds. We should expect a donation next week of $3000 to $4000 from the LOOKOUT Tavern.   Andy will write a Thankyou note upon receipt of the donation.  I recommend that if you want great comfort food in Killington, dine at the Lookout Tavern and Introduce yourself and thank them for their generosity.         www.lookoutvt.com/
Construction Committee
Eric and Jeff led this discussion
Mary 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’s material estimate is $2,000 to $3,000.  Jeff will speak to Mary Recoulet about obtaining a load for the materials.  We will supply free labor.  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. 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. A Purchase Order (PO) system will be worked on and put in place.  
Chris adjourned the meeting at 8:05pm.
 
A special thank you to Chris Heintz for his years of leadership at Habitat For Humanity-Rutland County. 
You will be missed.
 
Our next scheduled Board meeting is Tuesday, October 10, 2017 @ 6:30pm. 
 
Minutes respectively Submitted by Andrew Salamon