MINUTES NAMI North Carolina Board of Directors Meeting Phone Meeting#: Passcode: # September 22, :00am-12:00 noon

Transcription

1 MINUTES NAMI North Carolina Board of Directors Meeting Phone Meeting#: Passcode: # September 22, :00am-12:00 noon Members present: David Smith, Lucy Wilmer, Kent Earnhardt, Judy Jenkins, Alicia Graham, Reid Shalvoy, Dale Mann, Fonda Bryant, Debra Kindervatter, Johnny Puckett, Felishia McPherson. Members excused: none Members unexcused: none Executive Director: Deby Dihoff, Acting Executive Director NAMI NC provides support, education, advocacy, and public awareness so that all affected by mental illness can build better lives. *Members of the public present/guests: Diane Krisanda, Sheron Sumner, Rhonda Edwards, Amanda Johanson, LaSandra Williams. *All members of the public/guests in attendance at this meeting are present board candidates. WELCOME: Deby Dihoff/David Smith The meeting was called to order at 10:04 a.m. David and Deby welcomed the board and guests to the meeting, and David announced that a quorum was present. Minutes from the August 25, 2018 Board of Directors meeting were reviewed, and David called for some corrections to those minutes before they are approved. Details of the corrections are the following: on the last line of page 4, bylaws changes are made by a percentage of those voting (as opposed to those present ) (2/3); top of p. 6 (Nominating Committee Report)-delete the parenthetical sentence after President Elect (the change mentioned hasn t happened yet); middle of p. 6, Board Recruitment Report-include Rhonda Edwards (Sampson Co) and LaSandra Williams (Duplin County) (improperly referenced); p. 6-the November meeting date is the l0th (not the 12 th ). Kent suggested renaming the comp time policy; David said we would bring that up later in the agenda. David Smith made a motion to approve the minutes from the April 25, 2018 Board of Directors meeting with the amendments/corrections above. Dale Mann seconded the motion. The motion passed unanimously.

2 BOARD PRESIDENT S REPORT/CONSENT AGENDA: David Smith David presented the idea of asking for a motion to include, as a consent agenda, approving all business referenced in the committee reports. He mentioned that this will not include the Peer Leadership Council report; Lucy asked for clarification, and David mentioned that they are a separate body, but they can continue to include reports/minutes in our board packet. Johnnie commented that national had also clarified that it is up to the Military/Veterans Council to decide if they want to exist as a separate body, or as they do now as a committee of NAMI NC. Johnnie made a motion to include the five (5) committee reports in the consent agenda, and Reid Shalvoy seconded the motion. The motion passed unanimously. BOARD RETREAT The group discussed the possibility of having a retreat (location: space at Alliance, near NAMI NC at the educators suite, or at the Psychological Association) in November. The purpose would be to begin to have some board training and orientation, and eventually begin work on a strategic plan. It was decided to separate the orientation from the strategic planning. A facilitator, ideally, might be engaged in both of these activities; Deby mentioned Jeanne Allen, and she will pursue getting more information on cost/s. It was decided that November was too soon, and a decision was made to at least have board training on December 8, followed by work on developing a strategic plan. It was also suggested that committees could be assigned work to prepare for a more meaningful and efficient retreat; everyone liked this idea. A decision was made to further explore facilitators and costs. BOARD MEETING TIME After a discussion, it was decided that the regularly scheduled board meetings will be held on the second Saturday of the month. The hope is to have these meetings last two hours. The board will not meet in July, and possibly other months as well, depending on objectives and work load. There was some discussion of possibly holding eight (8) monthly meetings in total per calendar year. David stated he prefers to have many of these meetings held face to face and would rather overschedule with the option to potentially omit some of these meetings. David Smith made a motion to adopt the discussed board meeting dates (below), and Judy Jenkins seconded the motion. Motion passed unanimously. The board meeting schedule will be as follows: November 10, 2018; December 8, 2018; January 12, 2019; February 9, 2018, March 9, 2019; April 13, 2019; May 11, 2019; June 8, 2019; August 10, 2019; September 14, 2019; October 11, 2019 (normally held on Saturday, but it will take place after the annual conference); November 9, 2019; December 14, APPROVAL OF AFFILIATES FOR REAFFILIATION Kent made a motion to approve the following affiliates and send the information to national: NAMI Wake County, NAMI Charlotte, NAMI Albemarle Region, NAMI Johnston County, and NAMI Union County. Judy seconded the motion, and it passed unanimously. NOMINATING COMMITTEE REPORT: Dale Mann Dale reported on the committee s work resulting in the following slate of nominations for board officers: Chair, David Smith; President-Elect, Judy Jenkins; Secretary, Lucy Wilmer. Judy made a motion to accept the state of nominations for board officers, and Alicia Graham seconded the

3 motion. The motion passed unanimously. These nominations will be presented to the new board at the October board meeting for a vote.. POLICIES: Deby Dihoff Deby presented a proposal we move to a different payroll system that would save money and effort that occurs when we have part time non-exempt people on our payroll. This has been presented to staff, and they are comfortable with the proposal. This would move us from our twice a month payroll to an every other week payroll. We will move to a system of every other week, with timesheets due every other week and with payroll occurring on Friday. The other three (3) policies (in the board packets) have already been approved by the Bylaws/Policy Committee, and they are recommended by our auditor. The policies include: the credit card policy, processing payments at fundraising events, and mail policies. Reid motioned to approve these four policies (payroll and other three); Alicia seconded the motion, and the motion passed unanimously. TREASURER'S REPORT: Reid Shalvoy Reid briefly reviewed our finances, noting that we have a report that only goes through July, and there is not a lot of spending going on due to our pre-purchasing. Reid asked Deby for an estimate of when we will get Division contract approval. Deby stated she hopes that will occur by this coming Friday, but often it has extended into October. Not having the Division contract approval yet presents no cash flow issues immediately, but it is great to have that money coming in. Reid reported on the $25,000 payback to the Silber fund. Given the balance we hope to have in stocks and bonds, this repayment will go into bonds, which will move us closer to the mix we prefer: 60% stocks and 40% bonds. It was agreed that we should revisit this percentage mix by the end of the year per Debra s suggestion. Reid went on to say that an issue was raised as to whether we should pay back more than the amount used from the Silber fund to make up for the estimated amount lost in earnings (a $14,000 estimate). Judy mentioned that this occurred during extraordinary times for the organization, and she felt it was appropriate to simply replace the principal. Debra and Lucy both felt that that was the spirit of the transaction of the time, and hoped it was in the minutes. Lucy will research, and Reid also offered to try to research this. Judy made a motion to accept the Treasurer s Report, and Dale seconded the motion. The motion passed unanimously. LEADERSHIP CONFERENCE & ANNUAL CONFERENCE REPORT: Deby Dihoff Deby reported on the very successful leadership event (that was focused on re-affiliation). We had members of sixteen (l6) of the twenty-five (25) affiliates in attendance about fifty-five (55) people total. Attendees gave the event excellent reviews, the staff worked very hard at this event, and good suggestions for future training topics were made. This event came off beautifully (even with Vanessa s absence), and the last minute cancellation of a national speaker. The cost was about $800.00, and income was about $ Next year this event will be held the day before the annual conference in Raleigh (on October 11, 2019). Preparing for the Annual Conference is coming along well, even with just part time help from our special events person (who has resigned) and part time work by Susan King Cope. The schedule for the conference is complete: the schedule is in the board packet and online. We have about $23,000 raised towards our $30,000 sponsorship/exhibit goal; this is without much help from Pharma, due to our late

4 start. We re pleased to have Otsuka as a sponsor. We are giving scholarships to the conference, as always, and there was discussion and a request to Deby to recirculate the scholarship application forms (the scholarship forms and explanation of the application process is on our website and has also been frequently shared through Tuesday Newsday ). So far, we have about 125 registrants (our goal is 200, and $8500 is our target). Discussion ensued regarding board members who are either expected to register and pay registration costs or apply for a scholarship. Kent raised the question about whether National expects their board members to pay, and Deby will research this and share what she learns. NAMI NC is at a financial point where if board members are able to pay, that helps the organization; it is a general expectation that board members help raise money. Please register, encourage registration by your fellow affiliate members, and help us gain more sponsors. E.D. SEARCH COMMITTEE REPORT AND COMP/FLEXTIME POLICY: David Smith David reported the Search Committee, after much focused effort, was not able to find an applicant they felt met the needs of the organization. He clarified that the idea of using a search firm is on hold at present. This is partly due to cost concerns, and partly in order to gain more clarity about what we want and where we are going in the future. Finally, a discussion has held about Compensation Time Policy and Flextime Policy. David asked for a motion to change Compensation Time Policy to Flextime Policy. Kent made a motion to change Compensation Time Policy to Flextime Policy, and Johnnie Puckett seconded the motion. The motion passed unanimously. David asked for a motion to adjourn the meeting. Kent Earnhardt made a motion to adjourn the meeting, and Debra Kindervatter seconded the motion. The motion passed, and the meeting was adjourned at 2:09pm. Respectfully submitted, Lucy Wilmer, M.A. NAMI NC Board Secretary The next Board meeting will be held on: October 12, 2018.

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