CORRECTED and APPROVED. NAMI Texas Board Meeting. Dec 6, Conference Call

Transcription

1 NAMI Texas Board Meeting Dec 6, 2010 Conference Call The monthly meeting of the Board of Directors of NAMI Texas was held as scheduled. President John Dornheim called the meeting to order at 7:06 pm. Directors present: Basil Casteleyn, Jr., Sharon DeBlanc, John Dornheim, Karen Garber, David Gibson, Jane Harmon, Andrea Hazlitt, Polly Ross Hughes, Paula Hendrix, Marsha Phillips, Joe Powell, Elvia Ruelas, John Tatum, Eric Willard. Directors absent : Jody Schulz (family emergency) Ex-officio members present: Maurice Dutton, Andy Gibson, Patti Haynes, Jackie Shannon Ex-officio members absent: Cliff McGlotten Staff present: Robin Peyson, Kristalle Jaime Quorum: John Dornheim noted that a quorum was present. Approval of Agenda for today s meeting: Basil Casteleyn, Jr., moved to amend the Agenda to include both the September and October Financial Reports and a year-end summary of Variance in Profit & Loss Budget Performance. Seconded by Elvia Ruelas. It was unanimously Resolved to approve the agenda as amended. John Dornheim asked if anyone had a conflict of interest with any item on the agenda. None were noted. Approval of Minutes Eric Willard moved to accept the minutes as corrected. The motion was unanimously Resolved following a second by Basil Casteleyn, Jr.and a friendly amendment by Andrea Hazlitt clarifying the roles of the new Board members introduced in the Oct 23 meeting. Motion to Rescind the Election held on Oct 23, 2010 A vote to rescind the election of officers held on October 23, 2010 was conducted by secret ballot using Webexone technology administered by Kristalle Jaime. Motion carried with a vote of 10 to 3. Election of Officers The following slate of Officers was presented by Sharon DeBlanc for the Nominating Committee: Eric Willard (President), Karen Garber (Vice President), Andrea Hazlitt (Secretary), Basil Casteleyn (Treasurer), Polly Hughes (non-voting member), and Elvia Ruelas (non-voting member). 1

2 Basil Casteleyn, Jr., moved to accept the slate as presented by the Nominating Committee. John Dornheim asked for any nominations from the floor. There were no nominations from the floor. The Slate of Officers was approved by voice vote. Executive Director s Report: Robin Peyson reviewed highlights and updated the written report posted on Webexone. 1. The Operation Resilient Families contract has not yet been signed by Texas DSHS. NAMI Texas has been providing service since August 2010 under a verbal understanding and has received no payment towards expenses to date. Also no money to cover the expenses for the Training of twelve people scheduled in February. ACTION: Basil Casteleyn, Jr., moved to request the Executive Committee address the issue of no signed contract from DSHS including consulting with our attorney regarding the options for recovering expenses already incurred under the verbal agreement. Following a second by Eric Willard, the motion was unanimously Resolved. 2. The faith-based symposium mentioned in Robin s written report was attended by about 100 people, paving the way for future activities. 3. Beth Swalm granted the request for $25,000 as described in Robin s report. Financial Report: Basil Casteleyn, Jr reviewed the written reports posted on Webexone. Auditors met with Basil, Kristalle, Robin, and a professor (Kristalle s mentor). Our financial statements now mirror the auditor s report. 1. Beginning checking and savings balance as of September 30 was $661, Expenses for September were $50, Beginning checking and savings balance as of October 31, 2010 was $746, Expenses for October were $62, The Financial Reports for September and October posted on Webexone were approved as moved by Eric Willard and seconded by Joe Powell. Robin Peyson reviewed the written report of year-end performance titled FY 2010 Management Discussion, an explanation of variance in Profit & Loss Budget Performance, posted on Webexone. 3. Basil recommended setting a goal to reduce revenues from grants (restricted funds) to 10% of budget and increase fundraising efforts to raise unrestricted funds to 90% of budget. ACTION: Executive Committee will thoroughly review how revenue sharing occurs for NAMI Texas. ACTION: All 2010 Committee chairs were requested to prepare written summaries useful for their successors (eg, best practices, processes / procedures of how various tasks were accomplished, helpful tips for future). 2

3 Old Business: 1. Open action items located at the end of the minutes were reviewed and updated. 2. The Memorandum of Agreement (MOA) between NAMI Texas and the Joy of Hope Foundation was presented by Maurice Dutton. ACTION: Eric Willard suggested the Executive Committee work with Maurice Dutton to update and finalize the MOA. ACTION: Basil Casteleyn, Jr volunteered to assist with the 501(c ) (3) status (no cost). 3. The proposed BOD Schedule of meetings for 2011 includes monthly phone conference meetings at 7 pm on the first Wednesday of Feb, Mar, May, June, August, Sept, Nov and Dec plus face-to-face meetings in Austin on Jan and following the conference in October. April and July face-to-face meeting dates and locations to be determined at the Jan mtg. ACTION: Executive Committee will plan agenda for Jan BOD meeting in Austin. 4. Eric Willard moved that the annual conference be in Austin. Seconded by Polly Hughes. The motion carried. Robin Peyson noted that Karen Pena is already investigating hotel options for conference in Austin. 5. A $100 stipend / meeting to help defray cost of face-to-face meetings for Directors is part of the 2011 Budget. A need for stipends for non-voting Board members was noted. Basil Casteleyn, Jr., stated that his Company would sponsor Parliamentarian, Jackie Shannon for all expenses to attend the face-to-face meetings in Committee Reports: Fundraising Committee Report: Andrea Hazlitt reviewed highlights of the written report. For additional details please read the report posted on Webexone. 1. John Tatum attended Fundraising Workshop Nov 30 and recommends inviting speaker Nancy Berry for BOD training at future face-to-face meeting. 2. Recommend Fundraising Committee be responsible for both short term projects and long term fund development efforts. 3. A second video was approved ($500) Recovery-focused video to be ready about Dec 15 and Advocacy-focused video in January 4. Revenues from conference-related efforts of FRC and BOD totaled $68,280 (excludes conference registrations, individual Gala tickets and exhibits solicited by the office). Silent Auction earned $6020 and Souvenir Sales had revenues of $ Analysis of the bidding data for Silent Auction revealed earnings were lower in 2010 despite more items of higher value and a similar number of bidders. Major factor appears to be less time allowed for bidding in Robin informed us of the requirement by some granting agencies for annual monetary donation by 100% of Directors. A proposal she is currently writing requires we all donate in

4 ACTION: Each Director was asked to please send a donation ($5 or more) to the NAMI Texas office by the end of the year. ACTION: Basil Casteleyn, Jr offered to create a donation tracking tool on Webexone for Directors to record their in-kind and donations. Public Policy Committee Report: Eric Willard briefly reviewed the written report and requested people read the report posted on Webexone for details. 1. Polly and Eric attended the 2011 NAMI National Legislative Conference in Washington, DC. Texas concerns include proposed withdrawal of Texas from Medicaid and CHIP. 2. Texas Dept of Insurance wants input from active participants regarding changes coming through Affordable Health Care Act. 3. Phil Cates, our new lobbyist, and Polly plan to meet with 20 legislators prior to session and will continue during the session. Phil and Jackie will inform us of pending legislation 4. Capitol Day is Thursday Feb 17, We plan to include law enforcement in the Rally. Prior to the New Business agenda item, Eric called for orders of the day. The meeting was adjourned at 9:25 pm. Open Action Item Review: the following items have not been closed: Action Item <postponed> Discussion for an Advisory Development Committee will be discussed at a future date, to be announced. (Robin Peyson) Action Item <open> Robin will contact Mike Maples regarding NAMI Texas monitoring private hospitals to be sure they are held accountable for their care and treatment of patients. She will report back to Eric Willard. (Robin will try to have an answer by the January 2011 meeting.) Action Item <open> The Board of Directors shall provide in the Policy and Procedures Manual specific procedures on how decisions shall be made in the Policy on NAMI Texas Web-sites. John appointed David Gibson to Chair the ad hoc committee. Any policy needs to be sent to the By Laws and Governance Committee. - pending Action Item <open> Robin and staff will prepare folder for Board members with a copy of grants that can be reviewed monthly Kristalle will set up a folder on webexone containing 1. Final executed copies of grants. 2. Non-executed proposals that may bind NAMI Texas to be reviewed by Executive Committee prior to signature. Documents will be posted prior to signature. Action Item <open> The MOA with Maurice Dutton/JOY will be voted on after minutes from original Executive Committee are submitted and contract has been reviewed by lawyer The Executive Committee will meet with Robin and Maurice to finalize the MOA. Basil volunteered to assist with acquiring the 501(c ) (3) status (no cost). Action Item <open> John Dornheim, Paula, Robin & Staff The new By Laws have to be signed by President and Secretary and then returned to Robin to be copied and mailed to Board members, Affiliate Presidents, and posted on webexone (pending) 4

5 Action Item <open> Human Resources and Executive Committees Form 990 requires a written process and procedure for determining compensation of top management Basil will draft policy Action Item <open> We need a written P&P for participation in investments, joint ventures, or other taxable entities Basil will draft policy. Action Item <open> The Policy & Procedures that were written and approved last year (eg, Line of Credit and In-Kind) need to be sent to the Governance Committee. The procedures and the In-Kind gift acceptance form need to be in the P&P manual and posted on webexone (Basil, Jackie, Kristalle) - pending Action Item <open> Executive Committee will address the issue of no signed contract from DSHS including consulting with our attorney regarding the options for recovering expenses already incurred under the verbal agreement. Action Item <open> Executive Committee will thoroughly review how revenue sharing occurs for NAMI Texas. Action Item <open> All 2010 Committee chairs were requested to prepare written summaries useful for their successors (eg, best practices, processes / procedures of how various tasks were accomplished, helpful tips for future). Action Item <open> The Executive Committee will plan agenda for January 2011 meeting Action Item <open> The Executive Committee will discuss the Annual Conference and make recommendations at the January 2011 meeting Action Item <open> Each Board Member was requested to make at least a small donation to NAMI Texas by December 31, 2010, to fulfill grant requirements. Action Item <open> Basil will create a donation tracking tool on Webexone for Directors to record their in-kind and donations. Approved as corrected on Jan 15,