July 13, 2004 Unapproved Minutes

Present: Brian, Steve, Winsor, Adam, Myron, Clay

Not Present: Laura, Sean, Alan, Michael, Jonathan, Marlaine, Stuart, Mary Anne,
Keith, Manny, Richard, Patricia

Guests: Alfred Butler

Staff: Bert, Robin, Lucie, Shawn, Sam, Ray, Rachel


1) Steve: Call to order, 6:13

2) Approval of the Minutes:

  MOTIONED: Brian
  SECONDED: Winsor
  SO MOVED

3) Board Chair report (Steve)

  * No August Board meeting. Annual meeting in September

4) Nominating Committee Report (Steve)

  * Alfred Butler, Associate General Manager, Trinity Repertory Company
    is thinking of joining as our Treasurer.  

5) Fiscal Report (Shawn)

  * Board Received a handout packet
    - Shawn is meeting w/Accountant on Wednesday, preparing for next audit
    - Cash Analysis shows our cash position, year-ending June 30
      + $151k cash in the bank
      + $95k receivables
      + breaks out restricted funds
      + Overall shortfall is -$60k
      + Will need to find funding sources for some things
      + This gap must be addressed over the next fiscal year

    - Budget FY 2005 shows budget overview for next year
      + Budget does not reflect upcoming staff reductions
      + Staff reductions are in core program areas
      + Grants are funding more staff positions at Broad Street
      + Major grant from State Department of Education
      + Studio is secure for another FY

    - Deferring adoption of budget (which is already in effect) until
      September meeting

6) Capital Campaign Report (Lucie)

  * An eyelash away from completing our case statement
    - Recognition to Winsor and Myron
  * Myron has been helping us cultivate Brown
    - AS220 interacts with Brown in many ways
    - Lucie and Myron have made a presentation and booklet to explain
      the relationship
  * AS220, Perishable, Black Repertory made a big ask to state legistature
    - We have made the cut ($50k each organization)
    - This legislation has been vetoed
    - Veto will probably be overridden

  * In the pipeline
    - Back of building (Champlin): made the first cut on $58k ask
    - Big request to Providence Journal ($120k)

6) Broad Street Report (Sam)

  * Received largest grant ever
    - $255,201 each year, 3 years
    - Possibly continued (reduced) for 2 more years
    - Lots of folks worked on this
  * Finishing out a 250k grant over the last 3 years; may be able to get
    an additional 35k
  * Bus ads still all over the place
  * 3 new shirts for WORD campaign
  * New stickers, postcards, air fresheners
  * New HH220 CD
  * Bert: Monday at 4:30 is studio meeting. Board members are encouraged
    to attend.
    (60 people, 50 are young people). Bert commended Sam for his work 
    on the grant.
    - Adam's Senior Thesis "Experiencing Juvenile Justice", has been
      posted to the web site.
  
7) Event Shop (Robin)

  * Drive AS220 has hit 5700 mailboxes, more to come
    - lets donors designate specific funds
    - Drive AS220 calendar was included in today's packet--ideas about 
      growing the fund for Robin's successor
    - Will ask Board members for 10 names for announcement of new fund

8) Director's Report (Bert)

  * Reading a Memo regarding a line item called "Bert's Grant"
    - AS220 is fiscal agent for a grant from Harvard Business School
    - Some of this grant is shared with Shawn
  * Secession (how to deal with Bert eventually leaving AS220)
  * Budget gotchas
    - Robin's position is not funded
    - Communications position is not funded
    - This will need to be addressed

9) New Business

  * Clay asked that something go out prior to September meeting to
    help us think about the budget and what we should be thinking 
    about at that meeting.

  * Question came up of how to make for a more informed board
    - Clay put forth the idea of a retreat
    - Shawn suggested more committee participation
    - Winsor asked why not have an ad-hoc strategic planning committee
      * Bert and Steve to follow up

9) Adjourned at 7:19
  MOTIONED: Myron
  SECONDED: Winsor
  SO MOVED

Attachment: Bert's Memo