Board Meeting Minutes: October 25, 2010

Present
Board: Terri Rutledge, Bill Wilkerson, Don Comis, Michael Hartman
Audit Committee: Mike Stark, Amina Kalifa

Excused
Board: Ed James

Terri called the meeting to order at 7:10 pm.

1. Consideration of Items for Executive Session – Due to confusion over reasons for adjourning to executive session, Bill volunteered to study the matter and report back to the board.

2. Bar Manager Search Update – Terri reported that a new ad appeared in the News Review
   on October 14, 2010 and she received three more responses. Applications have been sent
   to all six respondents with October 20, 2010 set as the deadline for submittal. Two
   applications have been received. Others may be submitted late, and Terri will call to see
   if the others are still interested.

   Next, a committee composed of Terri, Don, Mike, and Bill will meet next week, at a time
   to be announced by Terri, to review the applications and decide who to interview. The
   committee will then make a recommendation to the board. It was agreed that Terri,
   Michael, and Bill will hold an exit interview with Tom.

   Terri said the position description will be revised, if necessary, and brought to the board
   before the position is filled. The board needs to discuss tips and the relationship with the
   manager.

3. Manager Evaluation Status – Michael reported that he made a list of requirements of the
   manager as described in the Agreement. He will develop a draft evaluation form as soon
   as possible.
4. Manager Liability Insurance Renewal – The manager gave Bill the renewal for the café
   liability insurance he is required to keep in force, stating that he wants to get other
   estimates. The board agreed that the board must be involved in any discussions with
   other insurance companies, since the cooperative is ultimately responsible to maintain
   adequate coverage. Bill explained that the minimum coverage expected was the level of
   coverage that has been maintained over the years. He also noted that there is a benefit to
   having both the manager’s coverage and the bar coverage under the same company. The
   board decided that manager will be told not to move forward without board involvement.
5. Directors and Officers Insurance – Bill reported that we finally received a quote and that
   he is reviewing the proposed policy.
6. Paint Branch Unitarian Church Auction Request – The board decided to contribute a $25
   gift certificate to the auction, ask the manager to contribute another $25 gift certificate,
   and noted the advertising value of the auction.

7. Special Events – Terri reminded the board of the Halloween parade on Friday, October
   29, 4:00 – 4:30pm at Roosevelt Center, and the need for decorations at the cafe. Don
   and Amina agreed to retrieve the decorations from the office and if necessary go to the
   party store on Thursday, October 28 to obtain and hang the decorations.

   There will be a party for Tom Leamond on October 29, 2010. The board agreed to give
   Tom a gift card for $75 and Don, Amina, and Michael volunteered to donate another $25.
   Bill will prepare a certificate of appreciation.

   Terri talked to the manager about holding an employee/volunteer appreciation party.
   Karim said he may decide to take the employees somewhere other than the café like last
   year. The cooperative will plan to hold the party for volunteers anyway on December 6
   but prefers to participate with the employees. As a result the Board/Manager meeting
   will be moved from December 6 to November 29 or December 13.

8. FONDCA Fundraising Letter – The board agreed that FONDCA should send the proposed
   annual fundraiser letter.

The regular session was adjourned at 8:40 pm and the board recessed for executive
session.

Respectfully submitted,
Bill Wilkerson, Acting Secretary