Official Board Meeting Minutes November 16, 2016 Louisville, KY

Transcription

1 Official Board Meeting Minutes November 16, 2016 Louisville, KY Attendees: Rich Stephens Chair Sara Moores Secretary Paul Colangelo Tonya York Dees Joe DePippo Mike Gouloff Lisa Kahl-Hillerich Kate Rose Ubong Ituen Staff Members Present Brooke Wiseman CEO Kevin Beam COO Dani Childress Nikki Grizzle Rodney Hughbanks Susan Kane Erin Kerr Absent: Richard Gordon Vice Chair, Teresa McMahon Treasurer, Junior Bridgeman, Ana Dutra, Heidi Hanna, Darby Hills (participated in a.m. pre-board meeting), Doug Meijer and Ramona Ustian (participated in a.m. pre-board meeting). Call to Order The meeting was called to order at 1:35 p.m. by Sara Moores, in Rich Stephens temporary absence. Board Meeting Minutes On motion made by Joe DePippo, seconded by Lisa Kahl-Hillerich, the minutes, as amended prior to the meeting by Ramona Ustian, were unanimously approved.

2 Treasurer s Report - Kevin Beam Kevin noted that the YTD September 2016 Results sent prior to the meeting provides a financial status at the first quarter of the fiscal year point. These results are shown quarterly (for 1 st quarter), monthly (for September), and year over year. Year to date we are $60K ahead of budget in revenue, as well as $45K ahead in expenses. Any significant difference in budget vs. actual was addressed in Comments following the Statement of Operations. Paul Colangelo asked if the results reflect anything that was unplanned when the budget was prepared. Kevin responded that the position of Director of Strategy & New Initiatives was added, as was the purchase of GoDaddy, our new website host which allows us to now have a dedicated server. Paul Colangelo suggested that a display be added to the report that addresses cash flow progress by month. Brooke Wiseman noted that an Internal Peg Balance is maintained at the level of $250,000. This is reflected in the current report under Unrestricted Cash Flows 12 Month Projection. Regarding our current status toward achieving an active student headcount of 104,502 by year end, Susan Kane noted that results will significantly improve during the months of October and November since the school year had just begun when September totals were determined. As was mentioned in the morning pre-board meeting, Dave Maxfield from Paul Colangelo s office was here this week to do a pro bono IT Audit. CEO Report Brooke Wiseman Brooke had presented the CEO 1 st Quarter Management Report for Fiscal Year 2017 during the morning pre-board meeting. There were no additional comments made at this time. Brooke noted that she would like to be able to speak at more conferences, either on BIB in particular, or more generally on childhood hunger. She provided examples of how networking at events of this type often leads to unplanned donations and or offers of volunteer service. Erin Kerr commented that we do many packing events at conferences where the expenses of the staff attending are already covered. This might be an opportune time to also suggest that Brooke speak at the conference. Ubong Ituen stated that she would like us to be more proactive in our offering to speak in this manner, perhaps by having a plan that looks ahead 6-9 months. Rich Stephens suggested that talking points be developed so that staff (or Board) would have guidelines to follow should they be asked to speak. It was noted that we do have what is commonly referred to as a fact sheet which could serve this purpose. The staff was asked to forward this to the Board for their review.

3 Committee Action Reports Finance & Audit: The Independent Auditor s Report was reviewed in the morning pre-board session by William Carroll, Partner, and Bryan Eble, CPA, of Strothman & Company. Discussion of the report occurred and questions were answered. There were no further comments made at this time. Motion: On motion made by Mike Gouloff, seconded by Sara Moores, the Board unanimously approved the Independent Auditor s Report and the draft 990 presented by Strothman & Company dated November 10, Fund Development: There was no additional action required by the Board at this time. Marketing: There was no additional action required by the Board at this time. Nominating: Tonya York Dees reviewed the Nominating Committee s recommendations as well as the nominees resumes and potential Board member questionnaires that had been forwarded to the Board prior to the meeting. She noted that Cigna is one BIB s largest donors nationally and is eager to remain involved with BIB since Rich Stephen s move to AON. Their management team recommended Cynthia Ryan, Vice President of Talent Management, to serve on our Board. Motion: On motion made by Tonya York Dees, seconded by Ubong Ituen, the Board unanimously approved the election of Cynthia (Cindy) A. Ryan to the National Board of Blessings in a Backpack. Rich Stephens spoke in support of Reena Sood, Director in Metlife s Broker and Consultant Relationship Management Group. He noted that Reena s husband is an assistant coach for the Chicago Bulls and has relationships throughout the NBA. Motion: On motion made by Tony York Dees, seconded by Kate Rose, the Board unanimously approved the election of Reena Sood to the National Board of Blessings in a Backpack. Brooke will inform Cindy Ryan of her election; Rich will inform Reena Sood of her election. Both will have their Board orientation in advance of the early February Board Meeting. Nutrition: It was noted that Heidi Hanna plans to attend the February Board meeting in Ft. Myers. Susan Kane noted that Heidi s nutritionist has met with Program personnel and that Heidi expressed her objective to get the best food that we can for the dollars spent. Kate Rose stated that she would like to serve on Nutrition.

4 PC Price Change During the a.m. pre-board meeting session an extensive discussion occurred on the PC Price Change announcement made on October 17, (see Official Notes of pre-board Meeting November 16, 2016). The reaction to the announcement from several of the Program Coordinators of legacy programs was presented as well as staff efforts to dialogue with those impacted via webinars. The Board held a lengthy discussion on four alternatives presented to move forward with the price increase. These alternatives were: 1. Stay the course: 90/10 split for the school year. 2. Grandfather existing programs to exclude the administrative fee entirely, either indefinitely or for a specified period of time. 3. Phase in nonfood support fee to $10/child over 2-3 years. 4. Phase in nonfood support fee over 2-3 years with a lower cap for legacy programs. Rich Stephens then called the Board to action on the issue. Susan Kane had recommended a PC Task Force be formed to work out a solution by calendar year end. Old Business Motion: On motion made by Lisa Kahl-Hillerich, seconded by Paul Colangelo, the Board unanimously approved the formation of a PC Pricing Task Force with a recommendation and/or status to be presented to the Board by December 31, No Old Business was brought forward. New Business The issue of offering pre-packaged food packets was discussed. Susan reported that this has been piloted in Southwest Florida and Louisville. Feedback from Southwest Florida has been positive. Louisville is currently being polled. Some of the issues in the utilization of this approach were discussed: Sysco would like us to raise the volume of packets they pre-package; i.e., the volume needs to be higher for their continued participation. One group where the piloting has occurred would like to return to line items because they have a dedicated group of volunteers who previously assembled the packets. Other groups are pleased with the pre-packaging approach. Nothing that is pre-packaged can serve the entire family, whereas offering line items can sometimes meet this need.

5 Nothing fresh and wholesome can be offered in pre-packaging, such as inserting a coupon for something that can serve as a family meal; e.g., a roasted chicken, etc. Not all children served have access to a grocery store where coupons can be redeemed. Offering some fresh foods might require refrigeration and/or food preparation instructions. Storage and distribution then become issues. Storage issues might be addressed by promoting the BIB brand so that distributors realize an added value through their association with us that might offset their storage costs. Hot water may not be available to all children. Our mission is that we give the food to a child, who in turn may decide to share it with his family. Rich Stephens recognized that this area of food choices, distribution and storage will require further input and discussion. He suggested that a pre-meeting be held in tandem with the February 8, 2017 Board meeting in Ft. Myers. Future Meetings The National Board will meet again as follows: February 7-8, 2017 Ft. Myers, FL June 12-13, 2017 Chicago, IL August, 2017 Grand Rapids, MI Adjournment On motion made by Paul Colangelo, seconded by Sara Moores, the meeting adjourned at 2:50 p.m.