Primary Reports this Month 6 RC Office Report 10 2:00 Marcus 7 Treasurer s Report 15 2:15 Ezra

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1 Billy Foundation Board of Directors / with Guests Meeting Agenda Sunday September 21, 2014 Start Time: 1:00 PM At Ezra Cole s Home th St., Sacramento, CA I II ITEM Time Done Facilitator Introductory Items 1 Welcome/Check-In/Personal announcements 20 1:20 All 2 Working Agreements/ Billy goals/agreements 10 1:30 All 3 Agenda Revisions 5 1:35 All 4 Review/Approval of August 2014 minutes 5 1:40 Mike 5 Review of Action Items 10 1:50 Mike Primary Reports this Month 6 RC Office Report 10 2:00 Marcus 7 Treasurer s Report 15 2:15 Ezra III Items Requiring Decisions/Discussion this month 8 Halloween Gathering discussion on support for coordinator. Is the GC offering additional support? Does the board need to offer any additional actions? 9 Asset recovery discussion on options and direction for Marcus on next steps Initial questions include costs of taking action of any kind? Time required of Marcus to take action for board? Consultation with lawyers, etc.? 15 2:30 Mike 15 2:45 Mike BREAK 15 3:00 All IV 10 Fall fund raising efforts develop timeline for campaign, 20 3:20 Ken develop what, who, when, where for each action 11 Board Recruitment What can we do to engage more Billys to find their way to the Board? 15 3:35 Mike Other Items for Discussion &/or Decisions 12 Marketing efforts for Billys now that we have support, what 10 3:45 Mike do we see as the most important ways for support efforts to move ahead? How do we get the message that the Billys changed my life out on a broad scale? 13 Develop strategy/policy on use of bequeathed funding 10 3:55 Mike suggested that any bequeathed funds be designated for the RLSF unless designated otherwise 14 Visioning retreat brainstorm topics for gathering Who is 10 4:05 Mike the lead for this event? Should this be on future agendas as well? 15 Disband Board committee for work with Saratoga Springs 5 4:10 Mike 16 Do we need reports from various committees? 5 4:15 Ken.

2 V Additional Reports/Updates 17 Feedback from Generate gathering participants. Are there any actions we need to take as a result of these discussions 10 4:25 All VI Portfolio Holder Reports Gatherings Community committee, Michael Towne, Fred Fishman, Damien Quesnel and Darrell Standring Outreach Pot Lucks (San Francisco), (Sonoma County), (Sacramento) Mendocino North Counties Paul M., Ron V. Community Organization Outreach BESF J. Ballestrari, Ezra Cole, Sam Pondolfino - Billy Press Scot M., Paul M, Les W, Michael T Fundraising David Brin. Mike E., Ken K., Darrell Standring Billy Boutique - Grant Writing (vacant) Billy Care Joe B., Health Care Joe Chase VII Committees Site Search Marcus B, Website Joe K., Gathering Manual - Board Recruitment Mike E., Former Bd Member Acknowledgements Jim S. Board Committee SS: Mike E., Mike T., Ken K., Fred Fishman Marketing Committee G. Anthony VIII Future Agenda Items: items remain 1 meeting after disclosed as addressed added address Ken Ezra Mike Mike Ken Mike Jim S Mike Mike Develop strategy on use of bequeathed funding 5/13 9/21/14 Mike Garden Party strategy for /13 Mike Fall Fund Raising Strategy for Fall of /14 9/21/14 How to acknowledge volunteer contributions & build 5/13 Jim (Ume) community Ebay auction update plans 1/14 Mike Visioning Retreat /14 9/21/2014 Ken Create a chart of Gathering fees year by year 6/14 Ezra Talk to Groundswell group 6/14 Mike Reach out to Paul Mueller about meeting at his house 6/14 Mike

3 September 21, 2014 Include as attachments: 1. Resource Coordinator s Office Report for September Treasurer s Reports (3) for September 2014 Billy Foundation Board of Directors Meeting Minutes Sunday, September 21, 2014 Location: th St.,Sacramento, CA Board members present: Ken Kunert, Ezra Cole, Mike Eccles, Jim Ume Stockton Board members absent: none Staff present: Marcus Borgman Guests present: Harry Breaux Meeting called to order at 1:10 PM, and meeting was adjourned at 5:56 PM Consensus shown in bold italics throughout these minutes I. Introductory Items 1. Welcome/check-in/personal announcements Welcome and check-ins were completed. 2. Working Agreements/Billy Goals Read and understood by Board 3. Agenda revisions Add item 9a World gathering that bumps up to Labor day gathering in 2015 Add item 5a to select a secretary for the remainder of the current terms for board officers. Add 7a revised budget 4. Review/approval of August, 2014 Minutes - The August, 2014 Minutes were reviewed with edits; The board approved the August, 2014 minutes, including corrections. 5. Review of Action Items - Action Items reviewed, and current status noted at the bottom of these Minutes. Report from Harry - sample punch lists for various positions (sub coordinators) Harry will send it electronically to board for comments and edits. 5a. Consensus development on Secretary position on board Consensus was reached to have Ken become the secretary for the board for the remainder of the current board officer term, through March of This role is in addition to his role of vice president for the board. II. Primary Reports This Month 6. Resource Coordinator s Office Report Office locations: Marcus found something that works but not as well as what we have now. Action item: Marcus to reach out to BearHug to confirm things are back on track for Halloween

4 Action item: Mike will ask David Grossblat about office space in Sonoma County 7. Treasurer s Reports - Ezra Cole presented the Treasurer s Report, which included the following budget tracking documents, copies of which are attached to these Minutes: a) Balance Sheet Previous Year Comparison b) Income & Expense Budget vs. Actual for the current year-to-date c) Gatherings Profit & Loss for the current year-to-date. Board discussion occurred on the customary reports. Ezra will transfer funds to checking. 7a Revised Budget Ezra reminded the board that the updated budget is a budget amount, not actual funds received amount. Actual figures are part of our monthly reports. II. Items Requiring Decisions / Discussion this month 8. Halloween Gathering - discussion on support for coordinator. Is the GC offering additional support? Does the board need to offer any additional actions? -- Discussion centered around making a success of the gathering. Gathering will be rich and move ahead with support of gathering council. 9. Asset recovery discussion on options and direction for Marcus on next steps Initial questions include costs of taking action of any kind? Time required of Marcus to take action for board? Consultation with lawyers, etc.? -- Discussion centered on next steps and suggestion that we contact a firm to discuss costs and likelihood of successful collection. Action item: Marcus investigates a couple places that could buy the debt and see what returns we can expect 9a World Generate gathering 2 Mike reports he had discussion with Ed and the next world gathering will be just before the Billy Labor Day Gathering. The lively discussion included initial reactions and finally a more reasoned discussion. How do we participate to create the synergy between the two gatherings? We are willing to work with the planning group to make the transition between the two gatherings as seamless as possible. 10. Fall fund raising efforts develop timeline for campaign, develop what, who, when, where for each action -- Start of fund raising to be Monthly reports to board Emphasis on who we are and what we are up to doing; connections within community; become our story to share. Mike will discuss with Lewis for marketing - statements by next board meeting Use marketing skills Mike will work with Lewis Nightingale with report next meeting Community with a capital C Action item: Marcus create list of donors to contact $50 or above in past year by next board Action item: Mike will garner statements that describe who we are and what we are up to as a community by our next meeting.

5 Action item: Mike will make contacts to help explain s etc. with statements on why they are a Billy by November meeting 11. Board Recruitment What can we do to engage more Billys to find their way to the Board? Action item: Ume and Harry will put notice about board help needs on billienet prior to next meeting IV. Other Items for Discussion and /or Decisions 12. Marketing efforts for Billys now that we have support, what do we see as the most important ways for support efforts to move ahead? How do we get the message that the Billys changed my life out on a broad scale? -- Lewis has a strong marketing background and has volunteered to help the Billys. Full board support was expressed Action item: Ume will contact and find out what they are seeking in sponsorship. Kirk Prine is the contact 13.Develop strategy/policy on use of bequeathed funding suggested that any bequeathed funds be designated for the RLSF unless designated otherwise Good discussion ending with leaving it open on where the funds would go. This decision is one made by the person making the donation. Action item: Mike will ask James E. and Bear Hug to explore further and find guidance on issue of bequethments. 14. Visioning retreat brainstorm topics for gathering Who is the lead for this event? Should this be on future agendas as well?. Ken offered the idea of a duel track gathering Mike asked if we might follow on the connections theme from the Labor Day Gathering Gathering council will be part of this Bringing/sparking leadership to the community Connections completing the plan and vision Action item: Mike will report back on having the council part of organizing 15. Disband Board committee for work with Saratoga Springs Done 16. Do we need reports from various committees? Cleaned up list on agenda How do we keep energy together when people arrive mid way through gathering. Lesson for our gatherings. None needed at this time V. Other Reports and Updates 17. Feedback from Generate gathering participants. Are there any actions we need to take as a result of these. Auction went well Conversation about value statements and mission statements One of a kind gathering

6 VI. Portfolio Holder Reports None included in this month s Board agenda. Action Items The numbers below reflect the date on which the Action Item was added to this list (Year - Month Agenda Item Number). NOTE: Ongoing and Old Action Items in these minutes are numbered in they order they were created. New Action Items beginning in May 2014 follow the related Agenda item number. New Action Items (added at this meeting) #06 Marcus to reach out to BearHug to confirm things are back on track for Halloween #06 Mike will ask David Grossblat about office space in Sonoma County #09 Marcus investigate a couple places that could buy the debt and see what returns we can expect #10 Marcus create list of donors to contact $50 or above in past year by next board #10 Mike will garner statements that describe who we are and what we are up to as a community by our next meeting #10 Mike will make contacts to help explain s etc. with statements on why they are a Billy by November meeting #11 Ume and Harry will put notice on billinet #11 Ume and Harry will put notice about board help needs on billienet prior to next meeting #12 Ume will contact and find out what they are seeking in sponsorship. Kirk Prine is the contact #13 Mike will ask James E. and Bear Hug to explore further and find guidance on issue of bequethments. Ongoing Action Items #12 Mike Eccles to draft a donor letter to be disseminated electronically with some print copies available as needed #08 Ken and Marcus to review and suggest revisions to food policy for Board action #05 Ume will report to Mike Eccles to follow up on RFD as a means to publicize The Billys #11 Mike Eccles to follow up on Real Bad fundraiser #12 Mike Eccles to report back on organization of a Thank You event #14 Harry Breaux to continue work on revising the Gathering Manual. Old Action Items The following Action Items will be deleted from this list after this documentation: #07 Ezra to send revised budget spreadsheet to Board. (completed) #07 Marcus Borgman to create a written report on recovery of funds. (completed) #10: Mike Eccles to follow up with Saratoga Springs and report back to the Board on collaboration efforts for May Day. (drop from list) Ume will work something up as a new brochure that would follow the model of our website and bring a draft to our next meeting. (scrapped)

7 Resource Coordinator Ofce Report for September 21, Halloween: We have 11 registrations. Chuck has resigned from gathering coordinator. 2. Cooks and Gatherings: Burt is on track for cooking for Halloween. Chuck Collison has committed to cooking for New Year. My current thinking is we hire Rafe or Joe D. for Midwinter Vision. Burt thinks its a good idea too. I'm leaning toward Joe because we have not used him yet, and Rafe still has not submitted his SSN, invoice for labor or receipts for the July gathering. The pre-signed check for Rafe's labor is still in the ofce. No word from him recently, although he has promised over and over he will send those materials in. 3. Gathering Food Policy: In progress with Ken. 4. New ofce location: We currently have about 300 square feet, which is fne for ofce work space but tight for our storage needs. Nothing special has showed up. Vacancy rates are slowly dropping. I'll attach some examples from Craigslist, no need to print these. 5. Embezzlement Funds recovery: Report has been submitted. 6. Ofce printer: A color printer that can print both sides automatically has been purchased for $350+tax and was used for the Halloween call. Annual reports etc can now be in color! Board Response Requested: none Meeting Dates: September 28 October 26 October 26 November 16 November 27/28 December 21 SF potluck, Berkeley 3 pm Billy Board meets at Gazebo in SF, 11 am SF potluck, Gazebo 3 pm Billy Board meets at Santa Rosa, 1 pm Thanksgiving Billy Board meets at East Bay

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