February 13, 2004

TO:               HIS BRANCHES BOARD OF DIRECTORS                                     

FROM:         SCOTT F SITTIG

SUBJECT:    MINUTES OF THE FEBRUARY 10, 2004, BOARD OF DIRECTORS MEETING

PRESENT:   W. MOREHOUSE, A. GEYER, D. BEINETTI, J. BOWMAN, R. FISHER,  S .SITTIG

ABSENT:     D. DEY, D. WILSON, L. ERB, E. YOUNG

GUESTS:      SUSAN MOREHOUSE, CLARA CHANG.

 

The meeting opened with prayer @ 8:00 AM.

 

Minutes reviewed:

The minutes from January 14, 2004, were received on a motion by D. Beinetti and second by R. Fisher. The motion passed unanimously.  No amendments necessary.

 

Treasurer’s Report:

A. Geyer shared that Scott had done most of the work for this meeting in pulling together information with Elaine.  She deferred to him for the report.

 

Scott thanked Elaine for the extra effort and work she has done to reconcile last year.  Scott expressed concern over the current bank balance.  The checking account balance would be overdrawn if all designated money were to be paid out to Beverly.  Beverly will receive a large check of over $10,000 in the near future after a generous donation and that leaves HBI in a very tight situation.  Scott highlighted material that was distributed for review.  It included an updated set of financials for FY 2003.  A budget was also developed for FY 2004 and put on the table for review and approval at the next meeting.

 

Much discussion ensued about how to handle the fiscal crisis.  Dave Beinetti shared that Scott should call Drew Hoselton directly and set up a time to meet with him on a personal level.  Jim Bowman updated on the status of funds from Sickle Cell for rent.  He expressed that there may be a way to release some funds to help with the current situation and it was decided that Scott and Jim would collaborate after the meeting on what that amount might be.  In general, the GVSCDA is waiting for a major release of funds starting in March.  Scott indicated that he would have a meeting with Drs. Bill and Clara to discuss a new format for payment of overhead and associated costs.  Bill announced that the CCHF grant had been completed and submitted as of 2/9/04.  We will hear from them on or around the end of March.  There is a good chance the funding will be forthcoming with that grant but for only 1 year.  We could ask again next year, but it is not designed as a multi-year grant as this one is designated to help with pursuing Article 28 for the medical clinic.

 

Scott raised issue of changing the FY to end at June 30 instead of Dec 31.  Discussion ensued.  D. Beinetti motioned to begin this process.  A. Geyer seconded.  Unanimously approved to begin process to make change of FY effective by June 30, 2004.

 

Action Items:

S. Sittig to call Drew Hoselton

S. Sittig to work with Jim Bowman to get some payment from GVSCDA

S. Sittig will present a diagnosis on the fiscal crisis at the Next Meeting

S. Sittig to meet with Doctors for overhead payment schedule

Begin process of changing FY to end at June 30.

Review and Recommend changes to Budget: Approve at Next Meeting

Treasurer's report was recommended received by D. Beinetti, seconded by R. Fisher: Unanimously received.

President’s Report: Dr. Morehouse

Bill reported on action items from previous board minutes.  The matrix was updated and included in the packet for review.  January 30 was a successful breakfast and the feedback and follow-up has been positive.  Scott has been meeting with community members and beginning to establish networks in the community.  The nominating committee drafted their report with associated documents for review.  The Mission and Vision Statements have been drafted and we will vote for approval on them at the next meeting.

 

Bill reported that bylaws allow for election of 4 officers and we need to fill the vacant VP position for the board.  Dave B asked about the role of the VP and the term for 2004.  Bill and Ann stated in agreement that the bylaws state it to be a fairly boiler plate role that will need to receive definition from the board as time unfolds.  Dave B. indicated his willingness to serve as VP for 2004 term should the board vote that way with an annual review.  R. Fisher motioned to add D. Beinetti as Vice President to current slate of officers (W. Morehouse-President, A. Geyer-Treasurer, E. Young-Secretary) and renew the terms of the current slate of officers for the 2004 term. J. Bowman seconded motion.  Board approved slate of officers for FY 2004.

 

Bill reported on the developments of the prayer room and meetings with Paul Andree and Jerry Wilkins as key people in that development.

 

Bill opened the discussion of the nominating committee work and allowed Scott to combine the E.D. report and facilitate the discussion.

 

E.D. Report/Board Development/Governance: Scott Sittig

 

Scott opened the time with a brief reflection on his activities in community.  Tabled that in deference to time but reported that some exciting partnerships are beginning to develop.

 

Began review of the Nominating Committee work with review of concerns that members had with the documents that were presented prior to the meeting.  E. Young's (submitted via email in his absence) comments were reviewed first and several other members raised concerns.  Regarding CGC Sect. IIA, suggestion was made to reference Statement of Faith and use language related to directors who embrace and affirm it. With regard to Sect. IIH, Ann suggested adding an exclusionary statement related to employees/staff.  Other major discussion related to Part 1 of Appointment procedures to change terms to 3 years and vote on 1/3 of board each year.  In Section V part B a change was suggested to add Secretary and Treasurer into the paragraph.  All other discussions resulted in no changes.  Document was discussed for approval, but Bill suggested we table approval until updates were made and approve it at the next meeting.

 

Bill indicated his enjoyment of working with Scott on these administrative details.  He feels as if the office is coming together.

 

Bill suggested we vote on the name of the nominating committee as the Corporate Governance Committee.  R. Fisher motioned, D. Beinetti second and Board unanimously approved.

 

Action Items:

Approve the Corporate Governance Committee Procedures Manual and Info Packet material

Approve the Mission and Vision statements

Approve the Brochure for mass production

Establish the CGC Committee members

 

At this point quorum was lost as Dave Beinetti and Ann Geyer had to leave.  Next meeting was scheduled for 3/9 @ 7:30 am.  D. Beinetti asked for a quick email poll to board members to determine best times to meet.

Collaborative Partners Report

 

GVSCDA-Jim Bowman

Indicated that March is a key month for funding and organization.  Jim plans to come with the support group on Fridays and has done so once already between the hours of 1:00 and 3:30 pm.  If funding is awarded, it will become available as of March 1.  Jim is in contact with the treasurer of the Atlantic Union Conference of the Seventh Day Adventist Church to discuss money that was pledged for last year.  Jim and his wife are involved in the ongoing development of the CarePal project.  Jim referred Dr. James Parham to Scott Sittig for a possible collaboration and technical assistance on a grant for a program he is developing.

 

ISE- W. Morehouse for D. Dey

Based upon the performance of the 1st year, ISE was eligible for a second year of funding from the Golisano Foundation.  Reapplication needed to include plan for sustaining years 3-5.  Actual money is not available until the long term plan is approved and Roberts has to support that.  They did receive a partial payment of 3 months that covered December-February.  D. Dey has indicated a desire to secure some youth funding and run it through HBI as a fiduciary.

 

GFM-W. Morehouse

Bill reported on meeting with New Life regarding the Counseling initiative and that is a good unfolding partnership.  Bill reported on the software needs and ideas for addressing those needs with a company called Health Systems Technology.  It is authored by a local Pastor of Jubilee Christian Fellowship and he believes that a door is opening to make that relationship financially viable for GFM.  Scott and Bill will be traveling to Buffalo in two weeks for a collaborative partnership meeting with the Jericho Road Family Practice and Dr. Myron Glick.  Bill requested that GFM be added to the agenda as an official collaborative report.

 

R. Fisher asked if the collaborative partners could provide some numbers as to people served and needs addressed by the various collaborative partners.  Bill agreed and asked if the partners would compile those numbers for the next meeting.

   

Action Item:

Obtain and submit productivity numbers for collaborative ministries.

 

Miscellaneous:

Susan Morehouse requested an update on the building project.  Bill said that we would pick up on that next week. 

 

Bill mentioned that the marketing plan for HBI done by D. Dey was almost complete and that he would like it presented to the Board soon.

 

Jim reported that Dorothy Wilson decided to step down from the board.  Jim will solicit a formal letter of withdrawal from her to submit to the board by the next meeting.

 

Bill suggested that the CGC task was large and needed to be reviewed in light of the Article 28 process we are  in.

 

R. Fisher asked for a little clarification on the CCSM collaboration in order to better understand and to gain the ability to articulate to others who and what they are.

 

Scott presented the Term Life Insurance option (Key Man Insurance) that was carried on him by the Olive Branch Mission.  He requested direction as to whether HBI wanted to carry it.  Bill suggested that Scott make the decision.  Susan suggested that the Doc's might want to look into it for themselves.

 

Action Item:

J. Bowman to get a letter of withdrawal from Dorothy Wilson

Review with D. Dey a time to present the Marketing Plan to the Board

Bill and Scott to review the Building Project and necessary next steps.

 

The next meeting will be from 7:30 – 9:00 AM on March 9, 2004, at 374 Wellington Avenue.

 

The meeting was adjourned at 9:45 am with prayer.

 

Respectfully submitted,

Scott F. Sittig