SDCAP Board Meeting Minutes, October 26, 2016

Board of Directors Meeting (Regular)

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

(the “Corporation”)

October 26, 2016

San Diego, CA

MINUTES OF A MEETING of the Board of Directors of the Corporation (the “Board’) held on the 26th day of October, 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 7:01 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: Cassy Haynes, Curt Benedetto, Paul McCarthy, Stephanie Cucurullo, Cable King, Colin Jemmott, Greg Davidson, Dominic Moretto, Jake Holler and Lisa Walden..

Absent:  None

Community Members Present: Meg, Jon Ray, Brady, River and Dennis

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 meeting minutes.  

ON MOTION DULY MADE BY STEPHANIE CUCURULLO, SECONDED AND CARRIED, IT WAS RESOLVED THAT the minutes of the meeting of the Board held on 9/28/16 be approved.

President’s Report –  N/A.

Treasurer’s Report

  • Youtopia bills still coming in
  • Discussion regarding cut off request date for reimbursement.  11/15/16 will be the cut off date to request reimbursement.  Producers will remind leads of dates and encourage requests to be submitted timely.

Secretary’s Report – N/A

Regional Contact Report

  • Afterburn report reminder
  • GLC Planning

Youtopia Report –  Jon Ray

  • Great event; good buzz/feedback so far
  • Leads debriefing meeting on 10/25/16 went well; morale high;
  • Incidents @ event down greatly from 2015
  • Working on new budget categories, budget committee proposed for next year’s process
  • Evaluate ticket levels.
  • Jon Ray to head prep of Afterburn Report, committed to be completed by 11/15/16
  • Powertrip incident; Discussion with Dennis and BOD; Cassy & Steph to craft demand letter re: replacement of equipment damaged by defective Powertrip equipment.

Miscellaneous

  • Producer selection discussion; Jon Ray nominated as Producer for 2017; Jon Ray accepted subject to selection of his co-lead; Several people have expressed interest; Jon Ray to nominate top picks and get short list to Board within a week; Once short-list is delivered to Board, give leads feedback before going public & community feedback needs to happen as soon as practicably possible. Board to interview top picks once leads feedback received.

ON MOTION DULY MADE BY STEPHANIE CUCURULLO, SECONDED AND CARRIED, IT WAS RESOLVED THAT the Board repeal the current Producer selection policy

Executive Session  – Board met for executive session

Termination of Meeting

There being no further business, ON MOTION DULY MADE, SECONDED AND CARRIED, the meeting was adjourned at 9:02 PM.

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___________________________

Cassandra L. Haynes, Secretary

SDCAP Meeting Minutes, September 28, 2016

Board of Directors Meeting (Regular)

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

(the “Corporation”)

September 28, 2016

San Diego, CA

MINUTES OF A MEETING of the Board of Directors of the Corporation (the “Board’) held on the 28th day of September, 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 7:04 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: Cassy Haynes, Curt Benedetto, Paul McCarthy, Stephanie Cucurullo, Cable King, Colin Jemmott, Greg Davidson, Dominic Moretto, Jake Holler and Lisa Walden..

Absent:  None

Community Members Present: Denise, Meg, Laura

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 meeting minutes.  

ON MOTION DULY MADE BY DOMINIC MORETTO, SECONDED AND CARRIED, IT WAS RESOLVED THAT the minutes of the meeting of the Board held on 9/14/16 be approved.

President’s Report –  Maker’s Faire this weekend; Temple will be up on Friday.

Treasurer’s Report

  • Ticket sales picking up.
  • Art grants being disbursed.
  • Get $ requests in early; Curt will be issued a check in order to have cash for Youtopia (petty cash).

Secretary’s Report

  • Insurance

Regional Contact Report – N/A

Youtopia Report –  Jake

  • Ticket sales slower than planned (competing events)
  • Generally things are running smoothly
  • BOD members need to be on call during event.

Colab Report – N/A

Miscellaneous

(i) Laura presented updates to CPR proposals which were presented earlier this year to Board.  Decision tabled until 2017

(ii) Colab booth is going to come in under budget

(iii) Need to make arrangements for transition of Mini-Man 2.0 to SDCAP (Colab).

(iv) Next Board meeting cancelled due to Youtopia.

Termination of Meeting

There being no further business, ON MOTION DULY MADE, SECONDED AND CARRIED, the meeting was adjourned at 8:06 PM.

 

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Cassandra L. Haynes, Secretary

SDCAP Meeting Minutes, September 14, 2016

 

Board of Directors Meeting (Regular)

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

(the “Corporation”)

September 14, 2016

San Diego, CA

MINUTES OF A MEETING of the Board of Directors of the Corporation (the “Board’) held on the 14th day of September, 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 7:04 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: Cassy Haynes, Curt Benedetto, Paul McCarthy, Stephanie Cucurullo, Cable King, Colin Jemmott, Greg Davidson, Dominic Moretto, Jake Holler and Lisa Walden..

Absent:  None

Community Members Present: Dag, Denise, Meg, Jon Ray, Arash, Denise, Marty, Marie, and Matt.

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 meeting minutes.  

ON MOTION DULY MADE BY STEPHANIE CUCURULLO, SECONDED AND CARRIED, IT WAS RESOLVED THAT the minutes of the meeting of the Board held on 8/10/16 be approved.

President’s Report – N/A

Treasurer’s Report

  • Treasurer Cable King emailed Treasury Report to Board members prior to meeting.
  • Ticket sales picking up.
  • Art grants being disbursed.

Secretary’s Report

  • CSC has been retained to act as Registered Agent and has performed an annual report audit.
  • Insurance discussion:  Cancellation insurance,  Liability insurance (emphasis on medical liability for volunteers); Equipment insurance; Transportation insurance.
  • Agreement made regarding acquisition of cancellation policy; Cassy to look into obtaining quote for increasing medical liability for volunteers; Cassy requested missing equipment values.
  • Colin to communicate BOD response regarding public disclosure of insurance policies.

Regional Contact Report – N/A

Youtopia Report –  Jon Ray

  • Currently under budget.
  • Generally things are going well; Leads are excited & good energy.
  • Day pass discussion.

Colab Report -Jon Ray

  • Going Great

Art Grant Requests

(i) Burner Podcast (Arash/Meg):  Burner Podcast (“BP”) has requested that the Board allow BP to utilize the Google ad-words available to the Board for being a non-profit.

ON MOTION DULY MADE BY STEPHANIE CUCURULLO, SECONDED AND CARRIED, IT WAS RESOLVED THAT, the BOARD will give allow Burner Podcast to utilize the Board’s Google adwords for a period of 3 months, subject to Burner Podcast’s delivery of a results/impact report to the Board.  Burner Podcast will have the option to renew for a period of 3 months after delivery of the report.

Misc.

  • Producer Selection Process – No movement on process; several people interested.

Termination of Meeting

There being no further business, ON MOTION DULY MADE, SECONDED AND CARRIED, the meeting was adjourned at 9:15 PM.

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Cassandra L. Haynes, Secretary