Mendocino Coast Botanical Gardens
Date: December 11, 2013
Board Members Present: Sandi Janisch, Wendy Roberts, Richard Cooper, Nancy Housel, Karen Guthrie, Michael Greene, Pam Rivette, Sandy Scott, Mary Ellen Sheppard, Guy Pacurar, Glenna Blake
Board Members Absent:
Staff Present: Mary Anne Payne, Jim Bailey, Gayle Greene
Guests Present: Gary Johnson, Lynelle Johnson, Kittie Meredith
- Call to Order: Time: 4: 03 PM
a. Approval of Minutes: Nancy Housel pointed out she was in attendance at the November 13, 2013 board meeting and that the amount of food delivered to the food bank was 1,400 pounds in 2012 and over 5000 pounds in 2013.
Motion to approve minutes as amended by: Karen Guthrie Second by: Richard Cooper.
b. Review of Agenda: Chair Wendy Roberts added the Audit to the agenda, and if time permits the board might have a discussion to consider possible other names for Diggers Creek.
Motion to approve agenda as revised by: Karen Guthrie Seconded by: Richard Cooper
c. Introductions: No introductions were needed
d. Correspondence: none
e. Public Comment: Guy Pacurar reported that the man that was the auctioneer for WineSong had passed away.
f. Board Check –In: None
- Informational Items
1. Report from November Closed Session: Chair Wendy Roberts reported that the relationship between MCRPD and the MCBG was discussed and the mission statements of both organizations were compared. She and Sandy Scott will request a meeting with their Ad Hoc committee as soon as MCRPD seats its new board members and elects their new slate of officers.
Mary Ellen reported that the new MCRPD officers are Chair Bill Hayes, Vice Chair Bob Bushansky and Secretary Cesar Yanez.
Wendy commented she will proceed with meeting arrangements for early January.
2. Report from Friends of the Garden: Kittie reported there was no FOG meeting. But, members have created wreaths and centerpieces for sale during Festival of Lights and have been fabulous about providing baked items for the Café.
3. Reports from Committees:
- Finance Committee Report: Sandy reported on the audit. It was a very clean audit. She will bring the audit for board approval at the next meeting. She asked if the board wanted the audit sent to them for review now instead of with the board packet. The consensus was affirmative.
She also reported that the Finance Committee will be working on the next year’s budget and a draft will be brought to the February board meeting.
She stressed that there are only two areas that have underperformed – the Café and the Nursery. The Café will be closely monitored for a two month review. The Finance Committee will be more realistic with the budget for the Nursery next time.
Nancy Housel reported that the docent training will be put off until March, she asked help with recruiting new docents.
- My Gardens: Michael Greene stated that as board knows, the My Garden event will skip a year. He has observed that in general there seems to be a tightening of the belts when it comes to sponsorships. It is very important to start early with the planning, reaching out, and conveying information about how the ADA trail and vegetable garden projects are progressing.
Mary Anne reported on the progress of the ADA trail and of the fencing for the vegetable garden. The permit process has been slowed by turnover in the Department of Planning and Building. If the permit for the ADA trail can be secured next month, the trail should be done by May 1. Lynelle Johnson if working on the bid process to select a contractor. May 1 is also the target date for completing fencing for the expanded vegetable garden. But, she cautions, both projects are weather dependent.
Richard would like to see a new power-point produced on the new trail and garden fence to share with the individuals over the hill.
- Nominations & Election Committee: Chair Richard Cooper reported that in compliance with the bylaws, the Nominations and Election Committee consists of a board member, himself, a former board member David Yeomans, a staff member, Carmen Funderburk, and three community members, Pam Merritt, and perhaps Debra Degraw or Rosalie Scott from the chamber, and/or Barbara Auerbach, a regular volunteer in the vegetable garden.
Richard asked if anyone has any names to submit and asked Kittie if perhaps she knows of a FOG member that would be interested.
Wendy commented that there may be more candidates than available positions and that some current directors will also be on the ballot. In recruiting candidates, it is important that they be aware of this and tht we also look for people with skills and willingness to join committees and consider
Richard stated he would set up a committee meeting sometime between now and January. Sandi Janisch asked that all board members be notified of the time and place of that meeting.
Mary Anne informed the board that she gave gift cards for Harvest Market to the staff, as previously included in the approved budget.
Sandy Scott informed the board she bought and gifted a new conference phone after her frustration when calling in for an executive board meeting.
- Action Items - None
- Discussion Items:
1. Executive Report: Mary Anne reported that the Festival Lights has not been well attended thus far. Please invite your friends, more people are needed.
The fireworks at the preview party were wildly successful and the music was wonderful. She added that Steve Z. is already planning next year’s fireworks. This year attendees could stay in several participating hotels at a discount rate, which should be attractive for people coming from outside of the area.
She explained that staff has worked very hard to prevent any damage to the gardens due to the freezing weather.
She pointed out that the Café continues to be a problem and cannot continue to be open if it operates in the hole. She has hired a consultant to do a report on how to manage internal procedures better. She said that this has not been an easy year and we need more people to come and to come more often.
Guy Pacurar asked if anyone knows the % of people coming to the gardens go to the café. Gayle responded that there is compiled data that can be used.
Guy also asked as the café is set off to the side is there any way to route traffic through it.
Mary Anne will be very conservative with numbers in the next FY Budget as past large sponsors feel they gave to the My Garden event.
She reported that an ad is going into the American Conifer Society. We have something to show them. Things are being pulled out in the front garden and the area is making progress.
Wendy discussed and distributed a handout on how many ways we provide access to the Gardens. It is truly a public garden
Please refer to the written Executive Director’s report for items not covered in the meeting.
2. Preliminary Discussion of 2015 Goals, Priorities and Budget: Item was deferred to January.
V Adjourn to Tent for Board/Staff Holiday Potluck:
V1. January Meeting: Wednesday, January 8, 2014 at 4:00 PM. Focus will be on budget and review of Garden Policies.
Respectfully submitted by
Secretary Glenna Blake