DRAFT Minutes of the Common Ground Board Meeting 22 June 2015

Note: Final minutes will be approved at the September meeting of Common Ground’s Board of Directors

Present: Frank Mitchell, Bob Parker, Kim Futrell, Jane Lee, Mike Doolittle, Beth Klingher, Monique Frasier, Rebecca Holcombe, Liz Cox, Kimball Cartwright, Melissa Spear, Wendy Battles, John Jessen, Claudia Merson, Babz Rawls Ivy, Joel Tolman

Welcome: A note about the graduation and questions of exuberance, quick recap of the year and thanks, possible coffee or construction celebration over the summer.

Minutes: Wendy made a motion and Jane was the second. Board approved the minutes.

Business requiring approval: 

Invoices

• Monthly Newfield invoice of $422,840 (comes with invoice package and we are15.49% finished). These invoices cover thru may 31^st. They usually arrive between 7 and 9 of each monthly and we’ll need to configure for easier review. Details on construction: concrete 80% complete, $90, 000, site work grading 42% finished, Bensonwood 20% finished. There are 2 phases north side then the south side. The southside arrives in August. This invoice moves us through the foundation work.
• Bensonwood $83546.25 for design and fabrication
• Rock to Rock payments: Shoreline Greenway, Interreligious eco justice, other URI, Common Ground $28,000. NH Parks, NHLSister CIty, Cityseed check approval
• Gray Organschi construction admin $5265.88
• CBIA insurance $18, 724.82
• Achievement First furniture/equipment $6330.00
• Playable Studios $5000.00 (outdoor learning lab elm city Montessori)
• Mike made the motion to approve these invoices and Jane’s was the second voice.

Board members approved the motion to pay these invoices.

Invoice approval led to brief discussion of this process and the reconciliation requested byt the state. Audit committee members will meet to set up a process for review and reconciliation for the fall. Members then reviewed the financial documents, the reconciliation form, and expense sheets for June.

Audit prep: Audit contracts from HRT arrived and the estimate is $ 7,500 NHEP and $12,500 CGHS. Bob made the motion and Kim’s voice was the second. There was a brief discussion on the auditor history and length of our relationship. Body voted to renew the contract.

Healthy Food Certification forms were presented for renewal. Bob made the motion to renew our commitment to these site guidelines on healthier eating and Claudia was the second. The board approved.

Strategic Objectives Conversations:

Joel collected data during the values vision research phase. February vote was a culmination and the management team followed that with a retreat in April and this document emerged from that process. There was some individual work on strategic plan for program areas and there was a need to focus internally, Joel calls these strategic priorities for the next 3 years. The document is distributed.

There will be follow up with reflection on these questions/statements are they on the right path? Joel may circulate strategies and tactics.

School and Program:

Attendance data review-Liz presents the CG attendance numbers. The attendance data average is 93.14% for this year, and our chronic absentee number is 16.4%.

Rebecca reminds that program year ends imminently and numbers/comparison are pending. Camp staff starts on Monday and camp has 5 spaces left.

Outreach and Development:

Kimball distributes his dashboard, which shows an increase in PCLB funding commitment this year, and notes interest from Seedlings Foundation. The Feast committee work is pending, and an update of the annual development plan. Summer plans include follow up conversations, an EPA education grant to build community of practice.

Meeting ended with the exec committee agreeing to meet in July to review construction and other invoices.