Meeting Date
Attendees
Board Members Present: Felix Ramirez, Stuart Wilson, Gizella Guba, Robin Revis Pyke
Staff Present: Patricia Kry
Reports
Minutes from the April 2, 2018 Special Executive Board meeting were distributed.
Board Treasurer Gizella gave an update on the financials as of March 31, 2018. A balance sheet and reconciliation summary was distributed for review. The minutes will reflect the treasurer’s report was given. The report will be placed on record.
Gizella reported the quick books are being updated. A timeline was not discussed.
Robin asked for the monthly expenses (overhead).
A discussion on the weekly time sheet process review was held. The discussion addressed overtime, weekly hours and flex time for the staff members. Flex time, as opposed to comp time, was agreed upon for the staff members. A flex time policy will be created by Gizella.
An update on the South Lake Chamber Business After Hours for August 30, 2018 was given by Robin. The BAH will be held at FNC. Robin and Felix met with David Earl of FUMC for catering. David will submit a quote to the board for review. More details to follow as the event nears.
Patricia Kry noted the Presidential Service Award did not make the deadline.
Robin shared an update from Susan Sherman on the volunteer luncheon. The luncheon is scheduled for Monday, April 16th at 11:30 pm. A safety training will take place at the luncheon offered by Mike McMasters, Clermont Police Department. Approximately 40 volunteers have signed up for the luncheon. Volunteers serving with the most volunteer hours will receive a carnation. The budget for the luncheon is $500. Committee members will provide salads, beverages, and condiments.
Robin gave an update on the Golf Tournament. Save the Date cards are being created with the goal to mail the postcards end of April. A small poster will be created for businesses to place locally to advertise the event. Robin will send an email seeking committee members. GVCC/Golf Visions received the signed contract.
Felix requested a copy of the pickup schedule for Food Partners for review. Patricia noted the pickup schedule is a work in progress. Grocery pickups are currently M.W, Th, and F.
Center Coordinator Job Description was reviewed.
Barbara Olds will be completing the grocery orders for Second Harvest and completing monthly reports.
Patricia noted her desire to have the Center Coordinator complete the monthly reports. A discussion followed. The board will continue to review. At the time, the reporting will be completed by Barbara Olds.
The Operations Manager job description was reviewed. Robin will make changes and send to the executive board for review.
Felix recommended FNC Ambassadors to assist with tours of the Center to engage the volunteers with the guests and potential donors.
Patricia reported on the summer feeding program update. There is a Second Harvest Training for Meals on Wheels. Patricia would like a board member to attend. She is unable to attend the training.
At this time there are 6 children funded for the summer feeding program.
Robin inquired if the summer feed letters for potential donors were mailed to the local businesses and churches. Gizella reported she would assist with the mailing (mail merge).
Patricia updated the executive board on the box truck search. The Fulmer’s are seeking a few options for the purchase of a box truck.
A discussion took place regarding the need for an improved website. Stuart mentioned the need to meet with Glenn H., Mighty Manatee, to review the IT/Comm quote for the Center.
Robin acquired the AC/Freezer/Cooler quotes for the Center and a quote for the installation of a new freezer. Cool Air is a local company able and willing to accommodate the Center’s needs.
Felix shared the need to finalize the revised Bylaws.
Patricia updated the board on the needs for the May Postal Drive. The annual Stamp Out Hunger Postal Drive is on May 12, 2018. Help is needed at FNC, Groveland post office, and Clermont distribution center.
Adjournment
Respectfully Submitted,
Robin Revis Pyke, PhD