PUBLIC EDUCATION ENRICHMENT FUND
Board Meeting Minutes
February 19, 2009

1.    Meeting called to order by Judy Nielsen at 6 p.m. 
2.    Establish quorum: Six members present when called to order. Members in attendance: Judy Nielsen, Jack Meeks, Chuck Scimeca, Paul Shampay, Susan Rogers, Cassandra Walstrom. 
Absent: Holly Hermansen, Elisa Parker, Chip Carman.
Also present: Michael LaMarca, NCTV Executive Director; Lew Sitzer, PEEF Executive Director; Gail Martin, PEEF project director (Children’s Festival).
3.    Additions and corrections to agenda. Judy added a discussion item to obtain feedback from participants in Center for Nonprofit Leadership workshops.
4.    Adoption of the Agenda: (Scimeca/Rogers) Passed unanimously.
5.    Additions and corrections to minutes (attachment A:  Minutes): None.
6.    Adoption of the minutes of January 15, 2009 (Scimeca/Rogers) Passed unanimously.
7.    Open public forum: No members of the public present.

Action Items        
8.    Confirmation of Committee Assignments (attachment B: Current Committees & Assignments). Lew thanked board members for participating on committees. Lew and Michael will be added to the Fundraising/Grant Writing committee, and Jack is confirmed on that committee. Judy will take care of bios and photos for the website. The board discussed volunteers and how they might serve NCTV or PEEF. NCTV is establishing a Volunteers committee for NCTV with Chuck and Lew serving on it. Michael has identified a woman who is likely to serve as NCTV Volunteer Coordinator. Moved (Scimeca/ Shampay) to accept the Committee Assignments as presented and modified. Passed unanimously.
    
Discussion Items    
9.    PEEF Report – Lew reported:
•    Budget meeting: Paul has done excellent work analyzing the NCTV financials. NCTV operations is performing better than budget, substantially reducing the projected 2008/09 projected deficit. Capital spending is currently greater than budgeted while collection of cable-broadcasting fees is temporarily lagging. We anticipate finishing the year spending all of our allotted capital spending. Total cash position: we anticipate concluding the 2008-09 with surplus cash to assist with funding the anticipated 2010 deficit.
•    Chuck asked if NCTV should consult with PEEF on large purchases. Lew suggested they could be run by the Finance Committee. Paul pointed out that standard procedure is for staff to be able to spend as needed as long as it doesn’t exceed the approved budget.
•    Lew reported on various issues relative to the Superintendent of Schools office, including NCTV equipment that belongs to that office and building rent paid by NCTV.    
10.    HR Report – Chuck reported:
•    He met with Elisa and Lew about contracts and job descriptions. Elisa is developing an extensive Human Resources manual based on the one used by United Way. Much of it will need to be adopted by PEEF as official employment and personnel policies. Chuck is working on detailed descriptions for Board positions.
•    Bill Carlquist’s current job description is very out of date and will be revised. 
11.    PEEF/NCTV Website Report 
•    Bios/photos for PEEF portion of the web-site. Judy asked Board members to email a bio and photo to her before the next meeting.    
12.    Fiscal Sponsorship – Susan gave an update on the Jerry Martin proposal for fiscal sponsorship. She does not think it’s likely that it will be submitted to PEEF again.    
13.    Policies:      
•    At the next meeting, Holly will bring forward an issue about officer elections.
•    Job description of the executive director: is being worked on by the HR Committee.
14.    NCTV report – Michael reported:  
•    Good things are happening on many levels. Many small projects are unfinished but some will be resolved soon.
•    The web streaming project is moving forward and trainings are underway. Programs will be online in a few months. We have a new mixer and new logo insertion machine.
•    The economic crisis is affecting underwriting and donations to NCTV. Reduction in staff hours is being discussed to reduce the operations budget. Terri Hicklin’s job may be restricted to tasks needed for the government channels only. This could free up tasks that can be performed by volunteers, thus making opportunities for more community involvement. Michael might even reduce his own hours. The board discussed issues related to office hours, productivity, communication of changes to members, etc.    
15.    Calendar items – Brown Act workshop has been postponed due to Stan Miller’s scheduling conflicts. Judy will communicate the date when she gets it from Stan.
16.    Center for Non-Profit Leadership Workshop – Jack reported on what he learned at the workshop on grant proposal writing.
17.    Children’s Festival Report: Gail reported that activities have started for this year’s Festival. All is going well. Lew told Gail we will be developing a contract to sign between PEEF and the Festival. He asked her to provide PEEF with a copy of Festival insurance coverage. We can provide a sample contract for Gail to use with her paid contractor. Gail asked Lew and Paul to ensure that her paid contractor will receive a 1099 form for the fee paid her in 2008.    
 
Closed Session 
18.    Pending litigation: Case number L73922, regarding Brown Act compliance (Govt. Code §54956.9(b)(3))

Open Session
19.    Announcement from closed session. No action was taken.    


Next meeting date: March 19, 2009, 6:00 p.m. 161 Nevada City Highway, Nevada City, NCTV classroom

Meeting adjourned at 7:59 p.m.