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Meeting Minutes, October 29, 2007
Minutes
Public Education Enrichment Fund Board Meeting
Monday, Oct. 29, 2007, Houser Room, NCSoS
1. Meeting called to order by David Kyle at 6:05 p.m.
Members in attendance: David Kyle, Jack Meeks, Chuck Scimeca, Susan Rogers, Elisa Parker, Judy Nielsen.
Also attending: Lew Sitzer, NCTV Executive Director; Chip Carman, Spiral Studio; Leslie Smith, science education consultant.
Members of the public: None.
Board members introduced themselves so that Chip Carman, a potential new board member, would know who is presently on the board. There was discussion about the criteria we will establish for new board members, including the ability to fund-raise and/or provide specific needed services to PEEF (such as web services).
2. Adoption of the Agenda. David stated that the Action Item on the CALFED Watershed Grant will be changed to be a Discussion Item and not an Action Item. Judy asked to add two items to her report. It was moved and seconded (Rogers/Nielsen) to adopt the amended agenda Passed unanimously.
3. Adoption of the minutes of Sept. 20, 2007. Moved and seconded (Scimeca/Rogers) to accept the September minutes. Passed unanimously.
4. Public Forum: No members of the public present.
Reports
5. NCTV: Lew Sitzer's report:
• NCTV Budget: Lew provided a year-to-date P&L statement. NCTV is buying from restricted funds about $60,000 worth of equipment to install at the City Halls in Grass Valley and Nevada City. The cities will reimburse NCTV; those funds will not be restricted.
• Telethon: plans are coming along well. A concert following the event is new. Board members are asked to help cover concert expenses.
• Classes are still being scheduled and going well.
• Website: will eventually need to reflect PEEF.
6. NCTV Action Items:
1. Approval of limitations for checks signings. Lew requested that amounts over $1,000 would require 2 signatures. It was moved and seconded (Nielsen/Rogers) to approve this request. Discussion: Chuck asked if the Board would get advance notice. Lew replied that purchases would be reported monthly at PEEF meetings. Motion passed unanimously.
2. Approval of business credit card account. Lew requested that amounts over $1,000 would require approval by Chair. Chuck moved (seconded Nielsen) that a business credit card be established and that credit card expenditures over $1,000 be approved by the PEEF chair. Passed unanimously.
7. Judy Nielsen’s report:
• Imaginarium: the next big exhibit will go up this month and stay up until June 2009. A recent public day with presentations on bats and Halloween science secrets was very successful.
• Update on PEEF IRS report: the due date for our extension is Dec. 15. Lew gave Judy the information needed to complete this and turn it in.
• Corporate Statement of Information (state of Calf.): Elisa Parker agreed to serve as temporary CFO for purposes of filing the form.
8. Gayle Martin: Children's Festival. Gayle was not present to give the report.
9. Discussion: Leslie Smith's Science Grant project.
• Leslie explained the organizational structure behind the groups involved in her grant, which is from the California Department of Water Resources (DWR, managing funds from the federal government and the state).
• Funding and accounting was discussed. The grant monies are paid only as invoiced, not in advance. PEEF would have to pay expenses and then invoice the DWR. Board members asked questions about cashflow, bookkeeping duties and insurance issues. (Judy noted that the Imaginarium insurance is covered under NCSOS. The Children’s Festival insurance policy expense was most recently covered by a local Rotary Club.)
• If PEEF hires a bookkeeper to handle the grant invoicing, then it ultimately would be Lew’s responsibility to ensure the grant terms would be followed.
• Monthly reports and a yearly report are required.
• Susan raised the possibility of bringing TV into the community outreach aspect of the project by finding producers who would film and make shows on the project,, which could be shown on NCTV and used for project community outreach.
• David stated that he and Lew think this is a good project to “road test” what PEEF can do. He polled board members on their views. All members were positive.
• Next step: Lew and Leslie will look at insurance and bookkeeping and bring an action item to the next Board meeting.
11. Next meeting to be Nov. 15, 2007, 6pm at NCTV classroom
12. Meeting adjourned at 7:55 p.m.
Public Education Enrichment Fund Board Meeting
Monday, Oct. 29, 2007, Houser Room, NCSoS
1. Meeting called to order by David Kyle at 6:05 p.m.
Members in attendance: David Kyle, Jack Meeks, Chuck Scimeca, Susan Rogers, Elisa Parker, Judy Nielsen.
Also attending: Lew Sitzer, NCTV Executive Director; Chip Carman, Spiral Studio; Leslie Smith, science education consultant.
Members of the public: None.
Board members introduced themselves so that Chip Carman, a potential new board member, would know who is presently on the board. There was discussion about the criteria we will establish for new board members, including the ability to fund-raise and/or provide specific needed services to PEEF (such as web services).
2. Adoption of the Agenda. David stated that the Action Item on the CALFED Watershed Grant will be changed to be a Discussion Item and not an Action Item. Judy asked to add two items to her report. It was moved and seconded (Rogers/Nielsen) to adopt the amended agenda Passed unanimously.
3. Adoption of the minutes of Sept. 20, 2007. Moved and seconded (Scimeca/Rogers) to accept the September minutes. Passed unanimously.
4. Public Forum: No members of the public present.
Reports
5. NCTV: Lew Sitzer's report:
• NCTV Budget: Lew provided a year-to-date P&L statement. NCTV is buying from restricted funds about $60,000 worth of equipment to install at the City Halls in Grass Valley and Nevada City. The cities will reimburse NCTV; those funds will not be restricted.
• Telethon: plans are coming along well. A concert following the event is new. Board members are asked to help cover concert expenses.
• Classes are still being scheduled and going well.
• Website: will eventually need to reflect PEEF.
6. NCTV Action Items:
1. Approval of limitations for checks signings. Lew requested that amounts over $1,000 would require 2 signatures. It was moved and seconded (Nielsen/Rogers) to approve this request. Discussion: Chuck asked if the Board would get advance notice. Lew replied that purchases would be reported monthly at PEEF meetings. Motion passed unanimously.
2. Approval of business credit card account. Lew requested that amounts over $1,000 would require approval by Chair. Chuck moved (seconded Nielsen) that a business credit card be established and that credit card expenditures over $1,000 be approved by the PEEF chair. Passed unanimously.
7. Judy Nielsen’s report:
• Imaginarium: the next big exhibit will go up this month and stay up until June 2009. A recent public day with presentations on bats and Halloween science secrets was very successful.
• Update on PEEF IRS report: the due date for our extension is Dec. 15. Lew gave Judy the information needed to complete this and turn it in.
• Corporate Statement of Information (state of Calf.): Elisa Parker agreed to serve as temporary CFO for purposes of filing the form.
8. Gayle Martin: Children's Festival. Gayle was not present to give the report.
9. Discussion: Leslie Smith's Science Grant project.
• Leslie explained the organizational structure behind the groups involved in her grant, which is from the California Department of Water Resources (DWR, managing funds from the federal government and the state).
• Funding and accounting was discussed. The grant monies are paid only as invoiced, not in advance. PEEF would have to pay expenses and then invoice the DWR. Board members asked questions about cashflow, bookkeeping duties and insurance issues. (Judy noted that the Imaginarium insurance is covered under NCSOS. The Children’s Festival insurance policy expense was most recently covered by a local Rotary Club.)
• If PEEF hires a bookkeeper to handle the grant invoicing, then it ultimately would be Lew’s responsibility to ensure the grant terms would be followed.
• Monthly reports and a yearly report are required.
• Susan raised the possibility of bringing TV into the community outreach aspect of the project by finding producers who would film and make shows on the project,, which could be shown on NCTV and used for project community outreach.
• David stated that he and Lew think this is a good project to “road test” what PEEF can do. He polled board members on their views. All members were positive.
• Next step: Lew and Leslie will look at insurance and bookkeeping and bring an action item to the next Board meeting.
11. Next meeting to be Nov. 15, 2007, 6pm at NCTV classroom
12. Meeting adjourned at 7:55 p.m.