May 8, 2020 EXECUTIVE SESSION BOARD MEETING MINUTES

Date: May 8, 2020
Meeting came to order at 1:00 p.m.

ATTENDEES: Sandra Ligget, Caroline Dechert, Leigh Alexander, Joseph Gyovai, Carol Nieukirk, Dain Daller, Vanessa Harris, Mark Bond

STAFF: Denielle Rose, Executive Director (ED)

ABSENT: None

This meeting was an introductory meeting of the new board at NMFAC, held for the purpose of introductions, assignment of officer and committee positions, and discussing to conduct the board’s operation.

AGENDA: Caroline Dechert introduced agenda and it was unanimously approved.

1: INTRODUCTIONS: Members made self introductions and described their reasons joining the board.

2: FINANCIAL REPORTS FROM E.D.: Denielle updated the board on the financial of the organization. Most of all financial documents had already been sent to board members.

a. All staff have been laid off due to closure of both sites and the board was briefed on the normal payroll costs.

b. The unpaid bills are approximately $27000.

c. The Santa Fe lease has been reduced to $600 per month.

d. The POS system is being updated.

e. The Espanola utility and pest management costs.

3: STATUS REPORT: Denielle has no clear date for leaving and will remain as volunteer executive director until further notice or decision by the board is made.

Denielle informs the board that:

a. Class scheduling (classes were fully scheduled through the calender year and are now on hold due to COVID closures).

b. Fiber crawl must be rescheduled.

c. Decide the location of fall fiber fiesta.

4: SELECTION OF OFFICERS: Carol nominates Sandra for president, Dain seconds the motion and all unanimously agree. Leigh nominates Caroline for vice president, Mark seconds the motion and all unanimously agree. Caroline nominates Leigh for treasurer, Vanessa seconds the motion and all unanimously agree. Dain nominates Joseph for secretary, Carol seconds the motion and all unanimously agree. Sandra asks that as president, all communications to E.D. should be cc’d to her, and that all staff communications are to be directed through the E.D..

5: PAYCHECK PROTECTION PROGRAM LOAN: Denielle advised the board that PPP loan has been signed for and is available, and that she has an email from the bank stating that the loan can be returned unused if the decision is made not to use it. The board discusses potential ways the loan could be used and no decision is made.

6: PRIORITIZING WORK: After a long discussion weighing the benefits vs the dangers of reopening stores during the time of pandemic, and the need to broaden the scope of revenue sources, the board began the work of restructuring;

a. Develop COVID operating protocols before reopening stores or bringing employees back onto payroll.

b. Prioritize the creation of a strategic plan as a must for restructuring and the acquisition of grant funding, (Grant summary is due in June).

c. Draft a survey of members and to invite members to future board meetings.

d. All members of the board agreed to volunteer some time to the creation of strategic plan, COVID protocols, member survey, and/or to assist Denielle in ongoing work as she needs.

7: COMMITTEE ASSIGNMENTS: After a discussion around the need for and the effectiveness of committees vs moving towards a more goal oriented system of committees, the board agrees that Sandra shall delegate the rolls of service on committees for all board members.

8: SELECTION OF DATE AND TIME FOR NEXT MEETING: The board resolves to conduct the next session in two weeks time, on May 22, at 1:00 p.m..

The meeting was adjourned at 3:25 p.m..