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MINUTES AS220 Board of Directors Meeting 1997/06/10
Members absent: Staff present: Guests present: (1) Call to Order and WelcomeLaura Travis called the meeting to order and commenced a round of introductions. Bert introduced Barry Bainton, an anthropologist affiliated with Business Volunteers for the Arts, who will be an observer at our upcoming meetings.(2) Secretary's BusinessOn a motion by Sean Daly, seconded by Laura Travis, the board unanimouslyVOTED to approve the minutes of the meetings of 1997/04/08 and 1997/05/13. Laura complemented the Secretary on his "insightful" synopsis of the commentary on the Fools Ball in the minutes of 1997/05/13. (3) Nominating Committee ReportRobert O. presented the recommendations of the Nominating Committee for directors, their terms, and officers, as follows: Lucie Searle 1 year Chair On a motion by Manny Vales, seconded by Laura Travis, the board unanimously VOTED to accept and ratify the recommendations of the Nominating Committee. The board thanked the Secretary for discharging the duties of the Nominating Committee under adverse circumstances, and the Secretary in turn thanked the board members for their cooperation. (4) Artistic Director's ReportAn anticipated report on the progress toward establishing AS220 Ventures, Inc. had to be skipped due to John Kelly's absence. Several board members noted that they would like a detailed explanation of how incorporation of such a subsidiary will affect how we deal with liability, loans, and venture capital.Bert launched a discussion of the capital campaign, to be billed as AS2000. He noted a need to articulate explicitly what the campaign was expected to achieve: facility expansion (or not), additional educational opportunities, and improvement or innovation in programming. Robert O. interrupted to request a report on AS220's current financial condition, to provide a context for the discussion. Sean Daly reported that the Financial Committee was working on preparing a year-to-date breakdown and a proposed budget for the August meeting. He said that the Fools Ball netted about $14,000, less than had been budgeted. He noted that we were generally operating on budget but that without improved cash flow we would not remain in the black for long. Bert reported that there had been ongoing problems with one tenant defaulting on rent payments. As a result, the tenant was in the process of moving out, but still owed us about $1,200. Robert O. questioned whether it was worth the expense to undertake legal action if there was little hope of getting payment, but just about everyone else disagreed with this observation. Several people, among them Manny, A. J., and Sean, stated that we cannot allow AS220 to get a reputation of being lenient with those who do not meet their obligations to the organization. On a motion by Manny Vales, seconded by David Newton and Bob Arellano, the board unanimously VOTED to direct the staff to dispose of the current case by writing to the delinquent ex-tenant. The letter shall state that the ex-tenant must make arrangements to pay off the amount owed within thirty days, after which AS220 will proceed with a suit to recover the amount through small-claims court. The board further charged the staff with reporting back to the board on the efficacy of the proceedings. After additional discussion the board directed that, in future, tenants sixty days in arrears be served with written notice demanding payment of their debts, with a warning that after ninety days legal action will be taken. The board also directed that this policy be added to leases, and that a draft clause for leases be prepared and presented at the next board meeting. Bert reported that he had put the Black Repertory Theatre in touch with the LEF Foundation. The foundation was favorably impressed with BRT and wanted to give them a $10,000 grant, but couldn't because BRT is not 501(C)3. The board agreed to have AS220 accept the grant from the LEF Foundation, which we would then grant to BRT, with the stipulation that the award letter from the foundation explicitly states that the money given to AS220 is to be used for the assistance of the BRT. VISTA is funding two full-time workers at AS220. One is assigned to educational programs, and the other to facilities work in conjunction with the capital campaign, including implementation of the proposed charette. The positions will entail a lot of research and development and documentation. The Packard Building will be vacated by June 16, after which the city will solicit RFPs, which will be due by August 1. The group that has been laying the groundwork for the capital campaign foresees setting our goal at $2.1 million. Bert stated that he has reservations about whether the resources are out there to reach our goal, and whether AS220 as an organization, and he personally, can withstand the strain that the campaign will create. The board gave a committee composed of Lucie Searle, Sean Daly, Manny Vales, and Bert Crenca its endorsement to prepare a RFP for the Packard Building for submission in accordance with the city's deadlines. It was the board's feeling that we proceed with the momentous undertaking that we are contemplating one step at a time, and carefully assess where we stand at each step. The board will further discuss the desirability of a board retreat in September, to prepare the board for the work ahead, and to determine how the board can assist and support the campaign committee and the staff. (5) On a motion by Sean Daly, seconded by Manny Vales, the board unanimouslyVOTED to adjourn the meeting.
AS220 Board of Directors Meeting -- 1007/06/10 4
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