United Community Partners P.O. BOX 545 Halfway, Oregon 97834 president@unitedcommunitypartners.org 541-742-4065

Minutes, Nov. 2nd 2015

United Community Partners
Board of Directors
November 2, 2015

In attendance: Liz McLellan, Julie Zaccone, Kat Davis, Rev. Bill Shields, Steve White, Chad Bilbrey
Absent: Millicent Simpson

Visitors: Linda Collier, “Nila and Kelly” (visitors from Fruitland), Bill Schuhle
NOTE: Board member assignments for each agenda item are recorded in BOLD

1. Check ins:

Two women from Fruitland who are looking to relocate to the Panhandle area, visited the UCP meeting to get an idea of how Halfway approaches community involvement. They shared their concerns about their hometown’s lack of citizen participation. Their impressions of the area and UCP were favorable.

2. Open Discussion:

Linda Collier reported on the interaction between the Lion’s Club and Pine Fest regarding insurance coverage for the event. Research indicated that the Lion’s would need to be active participants in any event to be considered sponsors by Lion’s International. Bill Schuhle noted that recent past practice was to simply list the Lion’s as a sponsor. Hence forward, not only will all publicity need to list the Lion’s as a sponsor, but they should also have a booth (or some other presence) at the event to help ensure that a claim against the insurance would be valid. The Lion’s are going to begin using a form, to be signed by the insured, indicating roles and responsibilities.

3. Adoption of minutes:

Minutes from the October meeting were approved as written. Kat expressed thanks to Julie for serving as secretary for the meeting during her absence.

4. Treasurer Report:

Steve reported a gain of $8.00 from UCP investments between October and November. He also noted the annual IRS filing is due in November.
Liz asked Steve to provide a report on investments, including possible options, for the annual meeting.

5. Annual Meeting planning

Following discussion it was decided that there will be NO regular business meeting in December. The annual meeting will be held on Monday, January 4, 2016 at the home of Steve and Summer White. A noon start time was set to accommodate a potluck, which will precede the regular business meeting.

6. Discussion of changes to Grant Forms and Process:

The Board commended Liz for her work on making changes to the grant forms. The major change included a modification to the timeline that will allow applicants to have their projects reviewed and revisions made before the application deadline. Kat asked for feedback from the group on how the process worked for them. The general sense was that it was disappointing that neither project was able to be funded for various reasons, leading to the decision to add coaching and feedback into to the timeline.

Board members were asked to send any additional feedback on this issue to Liz.

Liz asked Kat to add the fact that grant funds may not be used to pay for previously completed work[a] to the UCP grant writing tip sheet.

7. Discussion of Fiscal Sponsorship vs. Agency with example case:

Liz read an email from the President of the Fair Board, asking whether items could be donated to the Fair through UCP so that the donor could obtain a write-off for tax purposes. Kat lead a discussion on why the answer to this is “no”, using this real example as a way to clarify the difference between providing fiscal sponsorship vs fiscal agency. An MOU from a previous project with the PVFA (Calf Chute Project) on file clearly indicates that UCP did not intend to have oversight to the project itself (as would be the case in fiscal sponsorship), but was only providing accounting services for a fee (fiscal agency).

A transaction such as the one described in the PVFA request in Oct 2015 is not allowed under IRS 501c3 tax exempt status. Bill Shields suggested that UCP respond with the recommendation that the Fair Board consult with their legal counsel on other means for having the items in question gifted to them in a way that would be beneficial to the donor.

Liz, Kat and Steve will meet with the Fair Board President (Casey Rowan) on November 11, 2015 to review this situation and set a better-defined, positive course for future interactions.

To provide clarity for future projects, Kat will create two, single-page agreements outlining roles and responsibilities for any organization seeking either fiscal agency or fiscal sponsorship.

8. Discussion on Board Business vs. Service discussions:

This item was postponed for a future agenda. Kat will plan for this discussion.

9. Update on Halfway Gym Grant:

This project has been completed and a report is due back to the Ford Family Foundation. It costs $20/month for access to the exercise room.
A numeric code is provided when payment is received. Denise Cairns is the project lead.

10. Leadership Training Options:

Steve revisited the idea of UCP hosting some kind of leadership training for community organizations. Kat recalled the Board discussing this previously and that we had concluded it would be better received if the potential attendees had some involvement in selecting the training they want or need. After some discussion on how to obtain this information, Liz asked if Steve would be willing to take a lead for the project. Steve agreed.
Kat will send Steve links for non-profit board self evaluations.
Steve will contact community boards to see if they will add this to an upcoming meeting.
He will summarize the results and use this information to determine what topics are most needed for training.

11. Check outs: None recorded.

Submitted by Kat Davis, UCP Secretary.