The last meeting before summer had a light agenda, with most things reported as going along smoothly. The board approved a new poetry title for 2008, discussed an upcoming strategic planning session, and dealt with an overdue accounts issue.

Hub City Writers Project/Hub-Bub.com

Board of Directors Meeting Minutes

May 22, 2007

Percentage Present: 79%

Present: Mack Amick; Monta Anthony; David Dedmon; Ibrahim Hanif; Gary Henderson; Tom Johnson; Jeremy Jones; Dorothy Josey; John Lane; Nan McDaniel; Dwight Patterson; Rebecca Ramos; Jessalyn Story; Mike Trammell; Melissa Walker

Absent: Paula Baker; Peter Caster; Linda Cobb; Liz Fort

Staff: Betsy Teter; Stephen Long

I.                    April 24th, 2007 minutes were approved without amendment.   Attention was drawn to the percentage of Board present at each meeting, now available at the top of the minutes.  Jessalyn was designated as the minute-taker today.

II.                 Financial Report (Mike/Betsy):

a.       All looks good on the financial front.

b.      HCWP: donations are on target; book sales are above target.

c.       Hub-Bub.com: Concessions are on target; we're behind on the Film Society (and may be making some changes there), but are ahead on rental of the Showroom.

d.      Question was raised about auditor's note that our money market accounts are not insured above $100,000.  Mike advises leaving them as is despite the excess over $100,000.

e.       Question was raised re: whether we currently have Directors and Officers' Insurance.  We do (it is accounted for in line 6160 of the budget) and includes a $1 million rider on our alcohol insurance.

f.        Fundraising: The letter-writing campaign has been very successful so far.  We have 45 brand new donors already!  Thank you to all Board members who turned out to write personal notes on the letters.

III.               President's/Operations Report (Melissa):

a.       Mike Trammell & Jessalyn Story were unanimously approved as the Treasurer and Secretary of the Board, respectively. 

b.      Chris White, unfortunately, had to resign from the board, because his job at Spartanburg High School makes it impossible for him to attend any of the Board meetings.

c.       Strategic Planning Retreat will take place on Friday, September 7^th (5:00 - 8:00 with dinner at Paula's house) and Saturday, September 8^th (9:00 - 3:00).  Andy Whitt, Senior Staffer with Lexington & Richland County Arts will be our facilitator.  We will come out of the retreat with a set of priorities for each organization for the next 3-5 years and also with a set direction in terms of the relationship between the two organizations.  A Board questionnaire is forthcoming.

d.      Overdue Bill issue:  The board approved a policy that relates to authors selling their own books. They will have to pay any outstanding bills before they receive more books to sell. The Board added a stipulation to this that allows us to charge interest at the rate of 1.5% after 90 days.  For those that are already overdue, their accounts will start charging interest 90 days after they day they are notified of the change. Melissa will write a letter to the authors explaining the policy change.  And, the new policy will be written into all new author contracts.

e.       Policies & Procedures:  A new Policies & Procedures manual is in development.  Will be out in the Fall.

f.        Sponsorship Opportunities:  David Dedmon will sponsor the new artists' opening show.  Dorothy agreed to work to find a sponsor for the next show.

g.       Black Curtain in Showroom:  The curtain belongs to the Spartanburg Little Theatre.  The board agreed to pay $750 for it.  The curtain is flame retardant, fits the space and does what we need it to do. 

IV.              Executive Director's Report (Betsy)

a.       Books in the Pipeline: Betsy provided a handout on the 07-08 Publication Schedule.  One item needed Board approval: Betsy's recommendation to spend $1,400 on a proposed Hub City Poetry Anthology.  Dorothy so moved.  Tom seconded.  Approval was unanimous.  Also, HCWP is awaiting word whether it will be the publisher of the  SC Novel Prize in February of 2009, which would be a huge deal

b.      Artists-in-Residence:  the first AIR comes on Monday.  The remaining three will arrive on Friday or Saturday.  Alix Refshauge starts next week, as well.  Their opening show is June 26^th, the same date as our next Board meeting.

c.       Parking:  Our neighbors have officially chained us off, making parking more difficult.  The City approved 2 new parking lots (with more than 60 new spots) for the area.  Everyone on the Council, except Linda Dogan, voted for it. 

d.      The City has received an award from the Municipal Association (VERY big deal for local government types) for their work with Hub-Bub.  Congratulations to the City and to us!

e.       Brasserie Ecosse (downstairs) is now slated to open in late July.

V.                 Publications Committee Report (Peter):  was postponed, in Peter's absence.

VI.              Hub-Bub Report (Stephen):

a.       Showroom Rentals are going gangbusters.  Some examples include a Spartanburg Day School end-of-the-year party and an 80-year-old's birthday party.  We offer a nonprofit rate and a regular rate for rentals.  Mike suggested that some of the money being made from the rentals be set aside and channeled back into maintenance on the building.

Minutes Respectfully Submitted By Jessalyn Wynn Story