SDCAP Meeting Minutes April 27, 2016

Board of Directors Meeting (Regular)

San Diego Collaborative Arts Project, a California Non-Profit Corporation

(the “Corporation”)

April 27, 2016

San Diego, CA

MINUTES OF A MEETING of the Board of Directors (of the Corporation (the “Board’) held on the 27th day of April, 2016 at  7:00 p.m. at Colab in San Diego, California.

 

 

  • President’s Declaration

 

As regular Board meetings do not require notice to the Board pursuant to the Corporation’s Bylaws, President Colin Jemmott acted as Chairman of the meeting and Cassy Haynes acted as Secretary.

President Jemmott called the regular Board meeting to order at 7:08 PM.

 

  • Quorum

 

The President noted that a quorum of the Board was present and declared the Meeting open for the transaction of business.

Those in attendance and constituting a quorum were:

Board Members Present: Colin Jemmott, Cassy Haynes, Curt Benedetto, Paul McCarthy, Lisa Walden, Stephanie Cucurullo, Cable King, Jake Holler (Jake arrived @ approximately 7:40)

Absent:  Greg Davidson (excused)

Community Members Present: Kienen Mason, Finn Turner

 

  • Approval of Agenda

 

The President previously circulated the Agenda to Board via email. The Board approved the Agenda via email.

 

  • Minutes of Previous Meeting of the Board

 

There was no discussion regarding the 4/13/16 meeting minutes as the minutes had been previously circulated to Board via email.

ON MOTION DULY MADE BY STEPHANIE CUCURULLO, SECONDED AND CARRIED, IT WAS RESOLVED THAT the minutes of the meeting of the Board held on 4/13/16 be approved.

 

 

  • Treasurer’s Report

 

Treasurer Cable King explained that the bank’s online system was down and he was unable to access in order to provide the Treasurer’s report in time for the meeting.

President Jemmott requested to include the Treasury Report on the Corporation’s website and to include a summary of spending for the previous fiscal year.   President Jemmott requested assistance in drafting the summary for the website.

ON MOTION DULY MADE BY PRESIDENT JEMMOTT, SECONDED AND CARRIED, IT WAS RESOLVED THAT the Treasury Report be uploaded to the Corporation’s website.

Treasurer Cable King explained to the Board that the Corporation’s bank requested the Corporation pass a banking resolution in order to add Curt Benedetto as an authorized signatory to the Corporation’s bank accounts.  Therefore, Treasurer Cable King.requested that the Board pass a resolution to add Curt as a signatory to the bank accounts as Assistant Treasurer.

Resolution:                The following resolution was passed by the Board as an ordinary resolution:

                                  THE BOARD OF DIRECTORS RESOLVED:

  1. that Curt Benedetto shall be authorized to perform the function as Assistant Treasurer and shall be added to the Corporation’s bank accounts as an authorized signatory.

 

  • Regional Contact (“RC”) Report

 

Fin was the only RC present at the meeting.  Fin clarified certain RC concerns regarding conflict resolution.  The RC’s have requested that the Board work together with RCs to draft protocol/policy to deal with community conflict issues as they arise.

Fin and Kienan worked together to create a calendar app for the community to utilize for the various events that are sponsored by members of the community. RCs will vet the events before they are included on the calendar.  The calendar app “go live” announcement was made to the community on 4/27/16.

Fin discussed the Afterburn Report.  RCs and Youtopia Co-Orchestrators are the parties’ required to complete and submit the Afterburn Report to BMORG.  Paul agreed to work with Fin in order to put the Afterburn Report in final form for submission to BMORG.

 

  • Youtopia Report

 

Jake spoke regarding the status of Youtopia.  Presently Youtopia needs to fill the Ticketing and Content Hub lead positions.  The open positions need to be filled ASAP.

The Race Track contract for parking has been fully executed.

Except for Play Shops and City Planning, presently Youtopia is on track for ticketing.

 

  • Announcements

 

President Jemmott reminded the Board of the scheduled retreat coming up on April 30th and May 1st.  President Jemmott requested that Board confirm their attendance at the meeting and provided a drafted retreat schedule for the Board to review.  President Jemmott will work on the agenda and circulate it via email to the Board prior to the scheduled retreat.

(i) Action Item

        Old business:  There was no old business brought before the Board.

New business:  There was no new business brought before the Board.

 

  • Termination of Meeting

 

 

There being no further business, ON MOTION DULY MADE, SECONDED AND CARRIED, the meeting was adjourned at 7:55 PM.

Screen Shot 2016-05-18 at 7.57.30 AM

Cassandra L Haynes, Secretary

 

SDCAP Proposed FY17 Budget

The San Diego Collaborative Arts Project, SDCAP, is a 501c3 nonprofit dedicated to promoting collaborative art in San Diego.  It is an entirely volunteer run organization, including the SDCAP board of directors, Youtopia event producers and leads, Colab organizers, and hundreds of other volunteers.

Below is the SDCAP proposed budget for our 2017 fiscal year, which runs April 1, 2016 to March 31, 2017.  The budget will be considered at the May 11, 2016 meeting.  If you have any questions or comments about the proposed budget, please email bod@sdcap.org.

Category FY 2016 FY 2015
Youtopia $344,300 $300,000
Colab $24,000 $24,000
Colab Legal $8,000 $0
Colab Tools $5,000 $0
GLC $5,000 $6,000
Regional Leadership Conference $3,000 $0
Overhead $6,000 $9,000
Accounting $6,000 $4,000
SDCAP Art Grant $10,000 $5,300
SDCAP Civic Grant $10,000 $0
SDCAP Large Art $10,000 $0
Grant writer $5,000 $0
Rainy Day Fund addition $23,000 $24,000
Outreach, fundraising $3,000 $0
Total $462,300 $372,300
Less Youtopia $118,000 $72,300
Q: Can I see more detailed information about 2015?

Financial information for 2015 and previous Youtopia events is here.

Q: What about income?

The expected income from Youtopia is $461,300. SDCAP also expects to receive roughly $1,000 in interest on our accounts. We also plan to seek additional sources of income, including fundraisers, donations, grants and possibly additional events. Because of the uncertainty with these sources of funding, we can’t include them in the budget yet. Additionally, Colab organizes fundraisers and charges rent for some of its spaces. All of that money remains in the Colab operational budget, and is not reflected here.

Q: Why is Youtopia more expensive to organize this year?

The 2016 Youtopia budget is $44,300 larger than the actual spending in 2015, or roughly a 15% increase. Roughly half of this increase is budgeted for art grants – direct funding for artists that bring art to Youtopia. Additional funding has been allocated for safety and volunteer training, and land rental costs. Finally, inflation and a 7% population increase also causes increased costs.

Q: SDCAP’s overall budget increased by $90,000. Where is that money coming from?

In roughly equal parts, increased number of Youtopia tickets and increased Youtopia ticket prices. Tier 1 tickets are increasing by $5, and tier 2 and 3 by $15. Parking will increase from $10 to $15 to further encourage carpooling. Volunteer, art grant and low income ticket prices are not increasing. Additionally, there will be 33% more tier 1 tickets, and double the number of low income tickets. More information will be available on the Youtopia site.