Board Meeting Minutes, 17 May 2014

Coastal Ecosystems Institute of Northern California

Board Meeting Minutes: May 17, 2014

Board members present: Darren Mierau, Becky Price-Hall, Jill Demers, Sharon Kramer

Quorum present: Yes (except for one agenda item)

Absent: Frank Shaughnessy, Susan Schlosser

 

AGENDA

1:00        Approval of March and April 2014 (go to Google Drive, Shared with me, Board Documents, Minutes)

1:05        Board Recruitment

1:45        Finance Report

2:00        Dept. of Conservation Watershed Coordinator Grant Update & Workplan

2:15        Web Design & Enews

2:45        Announcements, Updates, and Activities since last Board Meeting

2:55        June Board meeting

  1. Date: current date June 20, 2014, 1 – 3 pm

2:55        Set Action Items

 

MINUTES & NOTES

Approval of March and April 2014 minutes

Postponed to next board meeting agenda.

Board member recruitment

We discussed the short list for board invitations, narrowing it down to two invitees. Jill will PDF the recently edited CEINC 1-pager, with comments received from the Board incorporated.  Darren and Sharon will contact will contact prospective members.

Finance report:

Becky sent out finance documents to the board for Jan – Apr 2014. Discussed cash flow, the remaining stormwater coalition funds, 2013 overhead payment from State Coastal Conservancy (SCC) due with next payment. The new watershed coordinator grant will increase activity by $3k/month until Dec 2014.  Our financial statements were produced using QuickBooks, and the bookkeeping system is going well.

Becky will put out financial statements monthly before the Board meeting.  However, we will discuss them quarterly. Board discussed separation of financial duties. ACTION ITEM: Jill and Becky will prepare a formalized separation of duties procedure. ACTION ITEM: Jill to set up an accounting folder on the CEINC Google drive.

Department of Conservation (DOC) watershed coordinator update and workplan:

Jill recused herself from voting an open motion to sign contract between CEINC and herself for watershed coordinator services. There is no quorum so the Board will have to do an electronic vote.  MOTION: Authorize Darren to sign the contract between CEINC and Jill Demers for the watershed coordinator position.  Motion seconded.  ACTION ITEM: Sharon to send out the motion to the Board (minus Jill) for electronic vote.

Trinidad City Council approved the contract between the City and CEINC last week.  This contract includes several main tasks, which Jill is expected to take on if this contract is approved: 1) Setting up CEI’s website is the main task with a page or two dedicated to HBI, 2) co-coordinate HBI with Becky.

Proposals are not limited to CEI efforts, Jill can facilitate proposals for others as well.

A watershed coordinator could facilitate other proposals, here are a few possibilities:

–          State Water Resources Control Board school drought response program – DROPS.

–          Trinidad Bay Watershed Council is led by the City, but there may be a need for CEINC in the future to be an umbrella for collaborative groups doing watershed activities.  The Trinidad group is not a formal 501c3.  CEI could offer administrative services for small groups like this, or could officially have the group become under our 501c3 number (fiscal sponsor).  Pursuing community ad hoc groups is something for the Board to consider.

Web design:

Jill has already started talking to web developers and suggested 15 pages maximum based on CEINC’s strategic planning notes.  Jill expects a quote/proposal from a couple of web developers.  Discussed board review process and timeline; it was decided that Jill should make a recommendation to the Board, and likely the Board will be supportive.

The next Board meeting is June 20 and we may want to push it up since we are trying to have the website completed by the end of June.  Jill suggested we calendar June 6 (Friday) in case we need to have a meeting to discuss the website (1 PM at HTH).  HBI pages: may open that up for comment later in the future, but the steering committee will have a chance to review.

 

JUNE BOARD MEETINGS: 2 Friday meetings, June 6, June 20 1PM

Meeting adjourned: 3 PM.

Minutes taken and submitted by Sharon Kramer, Secretary.