board of directors meeting - sacred heart · 2016-08-15 · board of directors meeting friday, june...

BOARD OF DIRECTORS MEETING Friday, June 17, 2016 . 1381 S. First Street . San José . CA 7AM

AGENDA

Time Item Who Process Connection Time 7:00 A. Call to Order Jason Rodriguez Reflection

7:05 B. Agenda Review/Chair Update Information (5 min)

7:10 C. Public Comment 7:15 D. FY 2014-2015 Budget Megan Doyle Discussion/Action (10 min)

• May Financials • Resolution 2016.10 FY2016-17 Operating Budget

7:25 E. Funds Development Report Eric Bonesteel Discussion (10 min)

7:40 F. Board Operating Plan Jorge Gonzalez Discussion/Action (20 min)

• Program & Strategy Committee Report Chava Bustamante

8:10 G. Board Development Jason Discussion/Action (10 min) • Resolution 2016.11 Officers

8:20 H. ED Report Poncho Guevara Information/Action (10 min)

• Resolution 2016.12 Authorized Signatories • Resolution 2016.13 Authorized Signatories – City of San José • Resolution 2016.14 Authorized Signatories – Santa Clara County • Resolution 2016.15 Authorized Signatories – State of California • Resolution 2016.16 CSBG Targeted Initiative Grant

8:30 I. Consent Agenda Jason Approval (5 min) Board of Directors Meeting minutes April Program & Strategy Committee minutes May Fund Development Committee minutes June Program & Strategy Committee minutes June 8:35 J. Closed Session 8:55 K. Public Forum 9:00 L. Adjourn Members of the public may speak to the Sacred Heart Community Service Board of Directors about any item that is on the agenda during the Public Comment period, or items that are not on the agenda and are within the subject matter jurisdiction of the Sacred Heart Community Service during the Public Forum period. If you wish to speak to the Board of Directors, please refer to the following guidelines: • Fill out a Speaker’s Card and submit it to the Board Secretary. Please do this before the meeting. • The Board Chair will open the public hearing and call your name. Each speaker generally has two minutes to speak. The amount of time allotted to

speakers may vary at the Chair’s discretion, depending on the number of speakers or the length of the agenda. • Please be advised that the Board is unable to discuss or take action on issues presented during Public Forum.

In compliance with the Americans with Disabilities Act, those requiring accommodation for this meeting should notify the Administration Office 24 hours prior to the meeting at 408-278-2160

Date: 6/16/16, 1:34 PM Page: 1

SACRED HEART COMMUNITY SERVICEStatement of Revenue and Expenses Compared to BudgetFor the Period 7/01/15 - 04/30/16

Total

ActualBudget - REVISED

Budget FY1516 Variance

Contributed RevenueIndividual Contributions 1,724,330 1,748,432 (24,102)

Corporate 283,112 252,690 30,422

Foundations 604,744 528,230 76,515

Organizations & Schools 168,207 150,685 17,523

Special Events (Net of Expenses) 256 0 256

In-Kind 31,377 0 31,377

Total Contributed Revenue 2,812,026 2,680,037 131,989

Grant RevenueGovernment Grant Income 1,115,366 1,260,344 (144,978)

CSBG 1,219,059 1,177,492 41,567

Energy Program 1,390,133 1,358,238 31,895

Total Government Revenue 3,724,558 3,796,075 (71,517)

Other RevenueInterest Income 19,570 18,334 1,236

Total Other Revenue 19,570 18,334 1,236

Total Revenue 6,556,154 6,494,446 61,708

Operating ExpensesGross Wages 3,632,951 3,704,059 (71,108)Benefits 928,376 996,440 (68,064)

Program Expenses 444,110 501,360 (57,250)

Energy Program Expenses 479,085 261,382 217,703 Direct Assistance 153,559 151,959 1,601 Subcontracts 227,624 274,013 (46,389)Facilities & Technology 358,759 288,219 70,539 Fundraising 111,952 120,906 (8,955)Management & General 129,507 108,690 20,816

Total Operating Expenses BEFORE Depreciation 6,465,922 6,407,028 58,894

Total Operating Surplus / (Deficit) 90,231 87,418 2,814

Depreciation 212,678 212,678 0

Non-Operating ExpensesUnrealized Gain / (Loss) on Investments (10,024) 0 (10,024)Other 1,195 1,035 161

Total Non-Operating Expenses (8,829) 1,035 (9,864)

Total Surplus / (Deficit) (131,275) (124,225) (7,050)

Cumulative Surplus / (Deficit)

Date: 6/16/16, 1:29 PM Page: 1

SACRED HEART COMMUNITY SERVICEComparative Balance Sheetat 5/31/16

Current Period Balance

Prior Month Balance

Prior Year Balance

Change From Prior Year

Assets Current Assets

Cash & Cash Equivalents 756,478 638,590 365,792 390,686

Accounts Receivable 920,542 1,136,799 1,093,304 (172,762)

Inventories 268,418 277,245 350,796 (82,378)

Prepaid Expenses 154,392 149,566 100,190 54,202

Other Current Assets 5,782 5,782 5,306 476

Total Current Assets 2,105,612 2,207,982 1,915,389 190,223

Fixed Assets (Net of Depreciation) 4,130,868 4,147,659 4,299,820 (168,952)

InvestmentsEndowment and Capital Restricted Funds 1,302,980 1,302,980 1,316,384 (13,404)

Total Assets 7,539,460 7,658,621 7,531,594 7,866

Liabilities

Current Liabilities

Accounts Payable 141,498 112,826 63,650 77,848

Credit Cards Payable 1,018 (1,018)

Accrued Payroll Expenses 172,128 161,369 165,645 6,483

Deferred Revenue 487,052 527,345 515,328 (28,276)

Other Short-term Liabilities 713 713 (271) 984

Total Current Liabilities 801,391 802,253 745,370 56,021

Total Liabilities 801,391 802,253 745,370 56,021

Net Assets

Unrestricted Net Assets 5,191,792 5,191,792 5,078,973 112,819

Temporarily Restricted Net Assets 1,216,111 1,216,111 1,216,111 0

Permanently Restricted Net Assets 461,445 461,445 461,445 0

Current YTD Income (131,279) (12,980) 29,695 (160,974)

Total Net Assets 6,738,069 6,856,368 6,786,224 (48,155)

Total Liabilities and Net Assets 7,539,460 7,658,621 7,531,594 7,866

0 0 (1) 1

Date: 6/16/16, 1:35 PM Page: 1

SACRED HEART COMMUNITY SERVICEStatement of Cash FlowsFor the Period 7/01/15-05/31/16

Current Period Current Year

Cash Flows From Operating Activities

Change in Net Assets (118,299) (131,279)

Adjustments to Reconcile Change in Net Assets to Net Cash

19,371 212,677

(Increase) Decrease in Assets 220,259 127,054

Increase (Decrease) in Liabilities 39,431 (42,793)

Total Cash Flows From Operating Activities 160,762 165,659

Cash Flows From Investing Activities

Purchase of Property and Equipment (2,580) (6,250)

Total Cash Flows From Investing Activities (2,580) (6,250)

Cash Flows From Financing Activies

Line of Credit 0 0

Grant Advances (40,294) 80,148

Total Cash Flows From Financing Activies (40,294) 80,148

Net Increase in Cash and Cash Equivalents 117,888 239,557

Cash (including Investments) - Beginning

1,941,570 1,819,901

Cash (including Investments) - Ending 2,059,458 2,059,458

2,059,458 2,059,458 0 0

SacredHeartCommunityServicePerformanceMetrics

Current Period Prior Month Prior Year

LIQUIDITYMEASUREMENTS

1. CASHONHAND 756,478 638,590 365,792(DoesnotincludeInvestments)

2. QUICKRATIO(ACIDTEST) 0.94 0.80 0.49

(CashonHand/CurrentLiabilities)

3. CURRENTRATIO 2.63 2.75 2.57(CurrentAssets/CurrentLiabilites)

4. NETWORKINGCAPITAL 1,304,221 1,405,729 1,170,020(CurrentAssets-CurrentLiabilities)

5. OUTSTANDINGBILLEDA/R 920,542 1,136,799 1,093,304

6. DAYSSALESOUTSTANDING(DSO) 920,542 1,136,799 1,093,304(AccountsReceivable/(Annual"InvoicedRevenue"Budget/365)) 3,620,892 3,620,892 4,405,775

93 115 91

PERFORMANCETRENDS

7. CONTRIBUTEDREVENUE 56,411 248,701 106,756

Measuresimmediatecashliquidity.Ratiosaretestsofviabilityforbusinessentitiesbutdonotgiveacompletepicutreofthebusiness'shealth.Generally,theacidtestratioshouldbe1:1orhigher,howeverthisvarieswidelybyindustry.Ingeneral,thehighertheratio,thegreaterthecompany'sliquidity.

Measuresliquidityoverthenextfewmonths.Thecurrentratioisanindicationofafirm'smarketliquidityandabilitytomeetcreditor'sdemands.Acceptablecurrentratiosvaryfromindustrytoindustryandaregenerallybetween1.5and3.0forhealthybusinesses.Ifacompany'scurrentratioisinthisrange,thenitgenerallyindicatesgoodshort-termfinancialstrength.

Measuresongoingfinancialviability.Positiveworkingcapitalisrequiredtoensurethatafirmisabletocontinueitsoperationsandthatithassufficientfundstosatisfybothmaturingshort-termdebtandupcomingoperationalexpenses.Themanagementofworkingcapitalinvolvesmanaginginventories,accountsreceivable,accountspayable,andcash.

Measureshowlongcashmaybetiedupinreceivables.Alowernumberismoredesireable.Dayssalesoutstandingisconsideredanimportanttoolinmeasuringliquidity.Thedayssalesoutstandinganalysisprovidesgeneralinformationaboutthenumberofdaysonaveragethatcustomerstaketopayinvoices.Generallyspeaking,though,higherDSOratiocanindicateacustomerbasewithcreditproblemsand/oracompanythatisdeficientinitscollectionsactivity.

FY15‐16

Approved Budget

FY15‐16 Adjusted

Budget

FY15‐16

Projected Actuals

(full yr)

FY16‐17 Draft

Budget

Change from

FY15‐16

Budget

Other Labor

Scenarios

Additional

increase

$19/hour floor 32,654.34$

1,675,000$ 1,854,290$ 1,804,330$ 1,845,000$ 170,000$ 2% COLA 44,279.46$

3% COLA 66,419.19$

310,000$ 250,863$ 293,112$ 295,000$ (15,000)$

Benefits

increase (w/

101,400.90$

720,000$ 864,701$ 1,083,244$ 891,500$ 171,500$

180,000$ 175,856$ 173,207$ 166,000$ (14,000)$

959,994$ 1,450,558$ 1,265,366$ 946,347$ (13,647)$

1,316,024$ 1,279,945$ 1,329,059$ 1,347,000$ 30,976$

1,344,874$ 1,501,670$ 1,532,729$ 1,703,410$ 358,536$

20,000$ 20,000$ 20,070$ 20,000$ ‐$

6,525,892$ 7,397,883$ 7,501,117$ 7,214,257$ 688,365$

3,951,063$ 4,038,254$ 4,035,971$ 4,442,374$ 491,311$

1,102,591$ 1,083,786$ 1,014,009$ 1,115,410$ 12,819$

471,991$ 556,686$ 471,772$ 546,957$ 74,966$

96,763$ 175,837$ 169,269$ 60,307$ (36,456)$

‐$ 342,516$ 246,000$ 184,431$ 184,431$

250,000$ 290,519$ 518,428$ 175,000$ (75,000)$

309,300$ 315,168$ 404,830$ 347,484$ 38,184$

142,609$ 120,696$ 117,539$ 142,609$ ‐$

127,535$ 117,554$ 139,105$ 132,658$ 5,123$

6,451,852$ 7,041,016$ 7,116,922$ 7,147,230$ 695,378$

74,040$ 356,867$ 384,195$ 67,027$ (7,013)$

FY15‐16 Budget FY16-17 Budget

Board of Directors Resolution 2016.10 FY 2016-17 Operating Budget The Board of Directors of Sacred Heart Community Service (SHCS) at its regularly scheduled meeting of June 17, 2016 hereby approves the recommended operating budget for Fiscal Year 2016-17. _____________________________ Jason Rodriguez Board President

Board of Directors Resolution 2016.11 Officer Election The Board of Directors of Sacred Heart Community Service at its regularly scheduled meeting of June 17, 2016, hereby resolves that the following slate of officers shall be adopted for a one-year term starting July 1, 2016. President: Jason Rodriguez Vice-President: Molly McDonald Secretary: Jorge Gonzalez Treasurer: Jonathan Noble _____________________________ Jason Rodriguez Board President

Board of Directors Resolution 2016.12 Authorized Signatories The Board of Directors of Sacred Heart Community Service (SHCS), at its regularly scheduled meeting on June 17, 2016, hereby resolves that Poncho Guevara, Executive Director, and Darren Seaton, Deputy Director, are authorized to sign contracts, invoices, reports, applications, and related documents on behalf of SHCS. This authorization remains in effect until June 30, 2017, unless otherwise notified by SHCS. _____________________________________ Jason Rodriguez Board President

Board of Directors Resolution 2016.13 Authorized Signatories – City of San José The Board of Directors of Sacred Heart Community Service (SHCS), at its regularly scheduled meeting on June 17, 2016, hereby resolves that Poncho Guevara, Executive Director, and Darren Seaton, Deputy Director, are authorized to sign contracts, invoices, reports, applications, and related documents for any department in the City of San José on behalf of SHCS. This authorization remains in effect until June 30, 2017, unless otherwise notified by SHCS. _____________________________________ Jason Rodriguez Board President

Board of Directors Resolution 2016.14 Authorized Signatories – Santa Clara County The Board of Directors of Sacred Heart Community Service (SHCS), at its regularly scheduled meeting on June 17, 2016, hereby resolves that Poncho Guevara, Executive Director, and Darren Seaton, Deputy Director, are authorized to sign contracts, invoices, reports, applications, and related documents for any department in the County of Santa Clara on behalf of SHCS. This authorization remains in effect until June 30, 2017, unless otherwise notified by SHCS. _____________________________________ Jason Rodriguez Board President

Board of Directors Resolution 2016.15 Authorized Signatories – State of California The Board of Directors of Sacred Heart Community Service (SHCS), at its regularly scheduled meeting on June 17, 2016, hereby resolves that Poncho Guevara, Executive Director, and Darren Seaton, Deputy Director, are authorized to sign contracts, invoices, reports, applications, and related documents for any department in the State of California on behalf of SHCS. This authorization remains in effect until June 30, 2017, unless otherwise notified by SHCS. _____________________________________ Jason Rodriguez Board President

Board of Directors Resolution 2016.16 Community Services Block Grant (CSBG) Targeted Initiative contract with California Department of Community Services and Development The Board of Directors of Sacred Heart Community Service (SHCS) at its regularly scheduled meeting on June 17, 2016, hereby resolves to enter into contract number 16F-5551 with the State Department of Community Services and Development and the people listed below are authorized to sign the contract and any subsequent amendments, invoices, reports, and related documents on behalf of SHCS to same for the Board of Directors. Name Title Signature Poncho Guevara Executive Director ______________________________ Darren Seaton Deputy Director ______________________________ I, Jason Rodriguez, President of the Board of Directors of Sacred Heart Community Service, of San José, CA, hereby certify the foregoing to be a full, true and correct copy of the record of the action taken by the Board of Directors of Sacred Heart Community Service, by vote of the members present, as the same appears in the Official Minutes of said Board as its meeting of June 17, 2016. _____________________________ Jason Rodriguez Board President

BOARD OF DIRECTORS MEETING Friday, April 29, 2016 – 7-9:00am Sacred Heart Community Service – Fiesta Room 1381 South First Street . San José . CA MINUTES Attendance Board: Jason Rodriguez, Jorge Gonzalez, Steve Herrera, Matt Zuniga, Eric Bonesteel, Monica Gomez, Felicia Madsen, Megan Doyle, Gary Serda, Bridgit McGarry, Molly McDonald, Chava Bustamante Staff: Poncho Guevara, Jaime Alvarado, Lydia Guel, Jay Pecot, Jill Mitsch, Rachel Wright, Chad Harris, Laura Diaz, Lily Tapia, Lorena Sanchez-Castaneda, Darren Seaton Public: Mike Mokelke, Jim Murphy, Frank Ponikvar Call to Order / Reflection The meeting was called to order by Board President Jason Rodriguez at 7:07am. Mr. Guevara shared a reflection on last week’s Valley Transportation Authority Workshop about a proposed $6.25 billion dollar transit tax. He played a brief video remarks from VTA Board Member Jason Baker at the 4/22/16 Meeting. Mr. Baker spoke about the different types of rides and that some rides are more important than others. This was a clear distillation of the social equity and that when we make investments on our community we need to prioritize transit dependent populations, we must do more for those who need transportation the most. He recognized Lorena Sanchez-Castaneda for her work on the Transportation Assistance Program program for discounted bus passes and the efforts of Diana Salazar of the Organizing Team, who spearheaded our efforts to organize bus riders in San Jose, Sunnyvale and Gilroy. Agenda Review/Chair Update Information Public Comment Mr. Jason Rodriguez opened up to public comment. There was no public comment. Went around the room to ask people to introduce themselves. Treasurer’s Report Mrs. Megan Doyle introduced the Financials from the first three fiscal quarters. Organizations and schools category are below our goals, but others are exceeding expectations. Our goal is to end the year with a surplus, and was glad that we did a rebudgeting in March. Mr. Guevara reminds us that we are unclear about next year, for example questions remain about the status of funding next year from United Way as a consequence of their restructuring. We will present projections at the Board retreat in May. Also our Accounts Receivable is in the same universe as it has been since our balance sheet is still is as it has been in the last years. ED Report EAN Redesign Mr. Guevara introduced his Executive Director Report. He reviewed the EAN (Emergency Assistance Network) Map and service distributions by partner agencies who provide financial assistance. InnVision Shelter Network is now known as Life Moves. They have shifted away from a multiservice center approach similar to the six other EANs, which they were starting to provide at InnVision’s Georgia Travis Center. While they still provide financial assistance to clients in designated zip codes, the approach is to distribute their allocated funds by appointment only, when those funds are depleted each month, they cannot offer other support. Thier service area included some of the highest poverty zip codes in the region. For the last two years Guevara has been working with the United Way and EAN partners to start this dialogue on the redistribution of zips codes. We have come to an agreement on redistribution which means that SHCS has taken on additional geography by adding the southern half of 95122 (Downtown SJ), 95116 (Bonita McKinley/Five Wounds/Mayfair), 95020 (Almaden Valley), 95123 (Santa Teresa). Mr. Rodriguez asked what does this redistribution mean? Mr. Guevara explained that this means that people can come to SHCS for all other services not just financial assistance. United Way hotline 2-1-1 will refer them to just one place, rather than 5 different places. In the future, we help with the establishment of an East Side EAN. SHCS may also add SE San Jose in the future. Felicia Madsen asked how the EAN change will impact fundraising. Mr. Guevara stated that we receive additional funding and serving zip codes with greater distributions of low-income customers. Also Mrs. Madsen asked, how official is the EAN? Mr. Guevara said that is official under United Way redistributions and the County of Santa Clara has recognized EAN as a core partner for regional efforts to

serve low-income populations in homelessness prevention, transportation assistance and public benefit outreach. The stronger we can make the network, the better position we will be in securing additional public and private funding. CSBG Update Mr. Guevara reported that he was joined by Deputy Director Darren Seaton and Research Director Rachel Wright in attending the National Community Action Foundation Conference in DC in March where we received an update and spoke to our delegation in Congress about policy and funding issues related to Community Action. The Federal Omnibus Budget which was passed last year increased the Community Services Block Grant (CSBG) Funding by 6%. Membership: CASA site visit During their trip they visited a sister organization in Maryland: CASA. Originally known as Central American Solidarity Association, CASA is based in Prince George’s County, MD but now has 5 centers in Maryland one outpost in Virginia and one in Pennsylvania. It was initially founded as a day worker center. It now offers a variety of programs targeting the latino community in the region with a focus on immigrant rights advocacy, immigration/citizenship legal support and day workers resources. Five years ago they launched a membership program and have a membership base now of 30,000+ members. Members pay $35 in annual membership dues which offers discounted service costs. The membership is split allowing them to be members of both CASA (a 501c3) and CASA in Action (a 501c4, which engages in unique forms of political action). Board Retreat This year’s Board Retreat will be held at the Presentation Center (19480 Bear Creek Rd. Los Gatos) on Friday, May 27th, 2016. Guevara asked for input and ideas that can inform planning with the Program and Strategy committee. Jorge Gonzalez suggested that we delve further into our membership transition. Mrs. Madsen would like to have some time to get to know one another. Steve Herrera suggested insight into what a day in the life of SHCS is like if Senior Team is present. Mrs. Doyle would like to have a conversation on our budget priorities. Resolution 2016.09 Tax Form 990 Guevara introduced Resolution 2016.09 approving SHCS Tax Filing Form 990. Approved by consensus (mot: Doyle / sec: Madsen). Fund Development Report Eric Bonesteel reminded the Board of the event at SP2 in downtown San Jose on May 3. At the event we will be kicking off the campaign to replace our box truck and we will be announcing some matching gifts. RSVP as soon possible to Eric or Jill. SV Gives kicks off on Tuesday at midnight. $45,000 is our goal for SHCS. G. Program & Strategy Report Mr. Gonzalez reported on the goal of the committee is to be a liaison between staff and Board of Directors on strategic plan implementation. They are focusing on development of membership of the organization with the support of committee members Herrera, Gonzalez and Chava Bustamante. For more detail on the See the Program and Strategy report notes. It is the second Tuesday of the month. H. Operating Values Rachel Wright picked up on the SHCS operating values conversation form the previous Board Meeting, through an activity where groups of 3, identify the Missing Word demonstrating how we assimilate the operating values. The Board Members enjoyed the activity and hoped to see more of these at the board retreat. I. Campaign Update Lydia Guel Presentation Director of Community Development, Lydia Guel returned to SHCS from working with San Jose City Councilmember Raul Peralez, for the last year and a half. She previously served as Director of Self Sufficiency for 6 years. Transportation: The PAO team is working on three campaigns including the VTA Sales Tax increase, as seen in the reflection this morning. For those that rely upon riding a bus to school, work, health and human services SHCS leaders demanded VTA to increase speed, frequency, and reliability. We need to make public transportation more affordable for youth, seniors and disabled riders. We secured a commitment to $500 million dollars to help improve these requests. The PAO leaders fought for 1 billion, so while this is not as much as we wanted, the original conversations included nothing for transit dependent populations, but this is not enough. The Transit Justice Alliance includes PACT, LUNA, Working Partnerships, Amalgamated Transit Union (19 total organizations) taking a part of this coalition. This will go to the ballot in November. The polls are looking positive for passing. Support of voters is at 65% favorability for this measure with strong support for the bus components we are advocating for. This will need 2/3rds vote to pass. Monica Gomez mentioned that things that the board can to help move it forward will be to talk about the tax from the business perspective but keep in mind the communities’ perspective when speaking about constituents.

Mr. Gonzalez asked who is against our priorities? Most VTA Board members were supportive, but Councilmember Johnny Khamis expressed his opposition to investment in bus infrastructure. Renter’s Rights: The San Jose City Council meeting taking up changes to rent control and tenant protections demonstrated great solidarity. The efforts of SH and our allies forced the council to make changes to the 1979 rent ordinance. It was not enough to address the deeper issues of those facing hardships, but made moves. Reduced the cap for rent increases from 8% to 5% annually. They approved an anti-retaliation ordinance that says people cannot be evicted for requesting maintenance. The Council eliminated the debt service passthrough that gives landlords the ability to increase rents for increased debt service costs. They created an enforcement program to keep these policies going. Next steps are to follow up on tenenat protections during the meeting on May 10th as some items were postponed after the meeting ran until 2am, including a more defined anti-retaliation ordinance. SHCS have been having monthly tenant meetings on the 4th Tuesday of every month where renters can come and speak to a volunteer attorney. We still have some work to do, but deserve shout-outs to our members, LUNA, and SHCS Board member (in absentia) Ann Grabowski, who has been leading staff efforts at the City of San Jose. Immigrant Rights: San Jose’s Office of Immigrant Affairs was established in June to start a 3 year office with a 1.5 FTE to integrate the way of how we do business in the city of San Jose is welcoming of immigrants. We have participated in the process to make it more inclusive and to develop a robust plan before recommendations are made to council. An updated plan does not include updated budget allocations. Next steps are to meeting with elected officials, May 17th city council meeting, June 14th budget decisions. Mr. Gonzalez suggested we work to educate city officials on immigration sensitivity. Consent Agenda The Board approved the Board of Directors Meeting minutes February, Program & Strategy Committee minutes March, Fund Development Committee minutes March, Program & Strategy Committee minutes April, and Finance & Administration Committee minutes April by consensus. (mot: Gonzalez / sec: McGarry) Closed Session No closed session was held. Public Forum No public comment. A guest mentioned that it was a great showing at the meeting M. Adjourn Meeting was adjourned at 8:48am by board president Jason Rodriguez.

PROGRAM & STRATEGY COMMITTEE MEETING Friday, May 10, 2015 – 3:30-5PM Sacred Heart Community Service –Magnolia Conference Room 1381 South First Street . San José . CA Attendance: Chava Bustamante, Steve Herrera, Rachel Wright, Chad Harris, Graciela Mann 1. Icebreaker - Disruptus game

a. Use Disruptus as one of the icebreakers: § Provides connection time between BOD members § Sets tone for day: thinking outside the box, innovation § Evaluate your resources: see what you have and set goal for something new you can create § Help set ground rules: be creative, suggest, explore, pitch. Provide space for new ideas without shooting them

down. Non judgemental 2. Goal Setting for BOD Retreat

a. Ideas for Facilitation b. Potential sections of the meeting

§ Resource inventory § Goal brainstorming § Criteria and decision making

Objective: Create a plan for facilitating goal setting with the board. Goals should reflect the operating values and can be activities beyond the job description. Since we're at Pres Center do a mix of inside/outside activities. Maximize use of location we're at and allow people to go outside. Setting that leads to creative thinking is small groups (3-4). Larger groups tend to inhibit people who are not as assertive. Chava: get people talking, brainstorm session. Provide general question and let people share ideas on how to accomplish that goal. Rachel: brainstorming accomplishes the ownership of the goals. Steve: do couple of activities first, then people brainstorm how to make them more practical. For example, what would a perfect world be in Santa Clara County? Brainstorm individually so that each describes their perfect world. Then, go to with 3-4 model "We have a dream" statements so that the group owns their perfect world. Present to whole group which repsent groups values. Then you brainstorm practically how we make that hapen how we make that happen in SCC. Chava: add what goals for that particular issue were for last year and bulid from that. Steve: if we're trying to be creative then we should explore if we want to conitinue to adopt past goals again or not. C: go from geenral to specific. Could ask folks to come with statement to day to see how they align with SHCS values. Since we're headed into a strategic plan year it could be interesting to see if there are any conflicts with personal values, because we don't want to appear judgemental. If values are changeable, then it's worth having the conversation. Good for BOD to see how their personal values align with SHCS values, so SHCS becomes a vehicle for them to accomplish their own values/impact. People are at different levels of buy in (showing up, hours invested, work getting done). Poverty line up: give each BOD member different roles (homeless person, ED of SH, single mother) and pose questions to them to surface privilege. What SHCS is trying to do is level the equality and bridge that disparity. 10 chairs activity: one person stand behind each chair, each chair represents 10% of wealth in SC. What do you think is fair? Then show them the real disparity by giving 1 person 7 chairs and the remaining 9 share the 3 other chairs. SH is equalizing this when it's so slanted the other way. Either activity debrief. What did you see? Develop a collective understanding. Everyone coming to same conclusion to develop common understanding. Not assume the BOD knows about poverty in the valley. Is important BOD knows change is hard. It requires good understanding of the issues. It's important to set realistic goals, even if they appear small compared to the ultimate goals of ending poverty. Continual struggle that doesn't end.

What is it that we want to accomplish by having this retreat?

• Based on conversation I've had with Poncho, is to start moving the direction that SH is going towards more organizing work. How to use resources that SH repsents to changes that are more long lasting on people we serve, which can only be accomplished with organizing and advocacy. With SIEU we went through a transformation process to determine that we needed to invest more in organizing and less on serving our members.

• This retreat should at least help us accomplish the beginning of that process where all the BOD members are nsync in terms of how we need to change our investments. At the same time we continue to provide services we need to invest more in organizing.

• Ultimately we need consensus on the team's direction. Not everyone has to work on each item, each can contribute where they feel the strongest, but overall the team as a whole supports the direction of the goals.

• Answer: what will the BOD specifically accomplish within the year? • Everybody will adopt the goals that we outline. Once we adopt them, we specifically come up with activities to

accomplish those goals and BOD members put their names next to it. • Strengths finder.

Steve: why I support the BOD is because I think we should do both charity and justice - which helps us to move forward. If we develop a general understanding of the two feet, then how can the BOD develop goals for each one, then each BOD member can think of their strengths and how they can contribute. How can we determine what are good goals? Setting SMART goals. Should we know what assets BOD members contribute? Getting to know each other should just be about getting to know each other: have prompt questions for people to talk each and rotate after 10 mins. Strength finders: facilitate an activity on strength finders to help people think about how they can contribute. Have prompt questions. Send questionnaire ahead of time to save time the day of. Personal profile and Professional profile. Dot/sticker process for selecting which goals. Goals should come out from the consensus of the two needed feet. Goals should be overarching ideas covering the two feet. What are some potential goals?

• Start building a membership base. Set realistic target (not too little or too much) • Getting buy-in from staff for base building. • Membership has two feet too: membership on charity and membership on organizing/advocacy. We're weakest on

the second. Have goals written around the room and BOD members rotating brainstorming with each on what activities they could do for that specific goal. If people write down things they can personally do, then that becomes part of their individual work plan. If they write generic ideas, then the BOD votes (maybe using the dot system) for the top 3 of what could be done. Every 20 mins there should be a change in dynamics (move, change activity, etc). DRAFT RETREAT AGENDA 8-11 Goal setting 3 hours: Start agenda t 8:30-3 Jason needs 5 min to open the meeting... Activity/Icebreaker: PURPOSE: WHERE WE ARE NOW Awareness of system problems; privilege walk, 15 min Awareness of wealth disparity; chairs simulation; 15 min

• Debrief Facilitator leads a discussion with the statements - drawing out which values the statements align with… the charity/justice paradigm. Which of our statements fit under which? What are we strong at? What do we want to work on?

• “We are crafting our goals today through two criteria 1) must accomplish SHCS values 2) charity and justice” PURPOSE: develop a common understanding of what we are here for? What we stand for? [leave rachel with the clarity that we are moving from values and the charity/justice concept] As an organization we spend a lot of time thinking about how we deliver on these values 9 (5 min) - Introduction: By the end of today we would like to set goals and identify specific activities the board can do to complete those goals this year. We want the board to have ownership of these goals so we would like to start broadly with what inspires you to be involved at Sacred Heart. By yourself, we’d like you to think about what you dream the world to be like. Questions... 9:05 (10 min) - by yourself, complete the goals phrases 9:15 (20 min) - take a walk and share your goal statements in pairs. Which do you agree on and one’s that you disagree on. Identify which operating values they may align with. 9:40 (30 min) - 8 teams of two are reporting their goal statements (staff is writing a list on the board) How does it connect to value/ how does it fit charity/justice? VOTE 10:10 a.m. (5 min) Using dots vote for ones (up to 6) that you are personally inspired to work on 10:15 (5 min) break for staff set up of large post-its with goals on the wall [10:20 Analysis - identify which goals have the most votes… agree on the focus areas] 11-12 Budget workshop - 1.5 hours (on agenda) Lunch 1-2 Activity/Icebreaker: Disruptus 20 Brainstorm activities in groups of 3 - what can do to achieve the goals and write them on the appropriate sheet. Put your initials next to the activity you will commit to. List any others you thought of. (could key up “what are you doing now? If it fits list them.” 10 Split up into # groups, examine the activities, using dots vote for the ones you will commit to Senior team participates as a peer in the group, travelling with them Or a senior team member is assigned to each goal Q: how many goals and activities

• 6 goals 1 for each value + fundraising • Every board member should have at least 1, up to 3, as a board they must cover the 7 goals.

o Could facilitate the board to decide the number of activities that are expected (could help avoid the idea that “I do more, you do less” dynamic)

o Be open to them wanting to do an activity - but needing more time to investigate some other activity 2-3 senior team activity? Want the board to know that they are doing something EVERYONE is doing Staff gives support/board is part of a team EXAMPLES Dignity Compassion & Respect: (help assess if we are capturing assets of our members) - assessing their networks, looking at customer satisfaction data, facilitate a focus group, needs assessment

FUNDS DEVELOPMENT COMMITTEE MEETING Tuesday, June 14, 2016, 7:30-9am Sacred Heart Community Service – Magnolia Conference Room 1381 South First Street . San José . CA MINUTES Attendance: Eric Bonesteel, Monica Gomez, Felicia Madsen, Gary Serda, Lydia Guel, Jill Mitsch, Annette Pizzo Silicon Valley Gives Online Campaign: Jill presented the report of income generated from SV Gives. The main SV gives campaign was for general operating and the Board Event was a fundraiser kickoff for a new box truck for the agency. Revenue generated from the day’s activities including online donations, offline donations, matching grants, and prizes is at $47,000, roughly $10,000 more than 2015’s revenue. Jill to present Board with ways to support Campaign for truck--sponsorship opportunities are available. The Truck Stops Here Event Recap- Committee agreed it was a successful event and easy for board to participate. There were clear roles for board members, a great venue, and clear communication leading up to the event. This format is a good template for other Board hosted events. The Board may consider doing two events like this a year. Culture of Philanthropy Eric and Jill presented Simone P. Joyaux’s paper, Building a culture of philanthropy in your organization. The Committee analyzed the document’s proposed commitment from board members and rated SHCS Board against the document. The Committee will work with the Board to determine what a Culture of Philanthropy looks like for the SHCS Board. Funds Development Committee members will partner with board members to gain insight on how to move forward with the Culture of Philanthropy concept. June Board Meeting The committee will present SV Gives report at the meeting as well as spend time recapping the Board Event at SP2. The Committee will present the Culture of Philanthropy concept with the board and create an action plan for moving forward. The Committee will also present Pack-A-Back volunteer dates for board members to sign up for.

Next Funds Development Meeting will be in July---Eric to send proposed dates out. Agenda for that meeting should include 2016/2017 Committee Goals.

PROGRAM & STRATEGY COMMITTEE MEETING Thursday, June 14, 2016 – 3:30-5PM Sacred Heart Community Service – Magnolia Room 1381 South First Street . San José . CA MINUTES Attendance: Chava Bustamante, Jorge Gonzalez, Rachel Wright, Graciela Mann, Chad Harris, Jaime Alvarado

Board retreat debrief Chava and Jorge enjoyed getting to know the other board members and staff. It was good to learn more about what the directors of SHCS do, bond, and learn more about SHCS programs. Committee members agreed that board meetings continue to provide board members an opportunity to get to know one another. Even with a full agenda, the board meeting should devote 10 minutes or so to exchange information about board interests, learn things we have in common, learn about projects and interests outside of SHCS that might be relevant to support one another’s work and build a network. Review of Goals Rachel explained that the activities before them are organized by the goal they were listed under and the number of votes. She noted that the board says, on average, they can devote about 4 hours per month to board activity. We should be mindful of that as we consider activities. She asked the group to look at goals and think about which ones they might encourage the board to consider. Through the conversation we clarified some considerations during the adoption process - are a group project. Those are the ones board members should discuss and adopt a couple at the meeting on Friday - the board should be prepared to do about 90% of the work for the activity. Staff can serve as resources and connections - some activities are a one-time thing and some might require ongoing attention. Also worth considering - commitments board members make to these activities are in addition to other support (committee service, board meetings etc) that board members provide Chava and Jorge explained they want to work on activities that fit well with the strategy and needs of SHCS. They asked that staff prioritize the activities. Rachel noted that this is a baseline year. All of the activities align with our strategies, and what is most important from a senior staff perspective is that the board is enthusiastic to expand the activities/work they do for the agency and that they have success in completing that work. Then the group identified a few that they thought might be especially interesting SHCS voter guide (received 5 votes)

• Jaime noted that it would be interesting for the BOD to lead a ballot workshop for staff on what positions SH takes as an organization on issues. It could include an analysis of power in Silicon Valley today.

• Jorge thought it could be a good opportunity for the community to learn more about how the system works. • Matt thought that if the BOD worked on some kind of analysis of ballot initiatives it would be ideal to do that work

alongside leaders. Collective service work combined with a training on privilege or social justice (received 7 votes) • Rachel pointed out that this was another group activity that got a lot of support. It could help achieve some of the goals of

letting the board get to know one another. • Chava thought if this activity could help learn more about current issues that our members face, then we should include

SH’s customers in the conversation. Maybe we could talk about privilege. Understand it from the perspective of someone who’s facing poverty. Talk with them and understand how it is.

• Rachel thought that doing a shared project like this across all of the membership would be a much more effective exercise at building compassion and respect than simply learning of member stories and profiles from staff.

Board pipeline (2 votes) Jaime pointed out that we need to recruit more board members and we are actively discussing the possibility of bringing grassroots leaders onto the board. It is a big challenge. There are very few board’s of directors that do this well. Having the board begin preparing for that change would be a priority. Common e-speech (# votes) Graciela shared that this goal would be really nice so that board members feel confident in representing SHCS to their networks and recruiting more people to take action. ACTION: Proposal for board meeting Chava and Jorge did not want to pick activities on behalf of the board. They proposed that at the board meeting:

1. the board would receive the same list of goals and activities that we provided to them today. 2. Board members would review the list and presenters would make a recommendation highlighting the voter guide,

shared work, board of directors pipeline discussed today. 3. Open up for discussion to get agreement on whether these are the right 3 or not. 4. Board members would indicate which group activities they want to work on 5. Someone would commit to being the lead on an activity (if time) so that we can continue to make progress

ACTION: Rachel noted that staff members would work with board members to set up individual workplans that would include both group activities and their individual interests/goals ACTION: Jorge and Chava agreed to co-facilitate this conversation

BOARD OF DIRECTORS PLANNING DISCUSSION NOTES Friday, May 27, 2016 Presentation Center - 19480 Bear Creek Road . Los Gatos . CA Results in order of number of votes received Value Activity

7 votes

DCR staff appreciation breakfast sponsored by the BOD and participate in that staff meeting

DCR volunteer once a year during regularly scheduled business

6 votes

Volunteerism and Solidarity

BOD commits to speaking publicly at events on behalf of SHCS

Social Justice commit to showing up at policy actions

5 votes

DCR reading and sharing profiles of members with board and in our networks

Social Justice sacred heart voter guide

community and membership

more collaborative projects where we work together - ie. Paint building, garden (staff, volunteers, donors, board members, community) in our neighborhoods and at SHCS. Physical work then debrief discussion about root causes/connection to SHCS values

4 votes

DCR invite/educate our own networks (family, co-workers) to model this value

Leadership sponsor a leadership award(s) cash award for leadership idea/application to apply to progra

Social Justice advocate on policy issues in our networks

Community & Membership

help community re-imagine what it means to be self-sufficient (i.e. mutual dependency is the key)

3 votes


develop common e-speech to inspire action


invite our networks, groups to volunteer

2 votes


deliberately connect with uncommon, unlikely partners to find common ground (Chamber, SVLG)

Leadership advise staff on structure for future board pipeline

Leadership attend and or participate in in 1 leadership committee per year

Social Justice mobilize faith communities to support strengthen social justice causes


execute membership celebration - pulling in volunteers to leverage their strengths and capacity


help staff set metrics for successful mutual support systems

1 vote

DCR conduct a survey of staff to determine our capability to serve all participants

DCR orientation - lead by example, name upfront the volunteer biases

DCR seek resources for customer in STOP program

DCR meet people where they are at and institutionalize service delivery and still individualize needs of individuals

DCR join (and or help staff pay for) staff Art of Living workshop


one company endorses/participates in an advocacy campaign


host turn-out for a plunge or immersion


faith outreach with social justice frame

Leadership BOD helps organize/convene a policy event summit that is facilitated by our leaders using our networks

Leadership use strengths of board members who can mobilize groups (I.e. training for advisory committees' leaders)

Leadership choose and prioritize strategic sectors to recruit mentees

Leadership put aside small part of budget and ? People to vote where it is spent

Social Justice help us get 3 newsletters out there that promote social justice to our networks

Social Justice training for all BOD members about SJ

Social Justice improve new BOD member orientation (not just 1:1)

Social Justice volunteer orientation to donors who give also receive a message and understand SJ better

Social Justice use biannual community action survey results to issue board letter to community and key decision makers (w/ solutions that track back to SH campaigns)

Community and membership

continue DV work, job training, (JobLink)

0 votes

Volunteerism & solidarity

board member should model and set the example of caring and activism by attending meetings and events to strengthen our efforts

? all board and staff to meet, greet, listen to needs so board and identify ways to support self- sustainability

leadership explore whether policies could be developed to institutionalize this effort

Social Justice board letter to staff acknowledging work/campaigns

Social Justice board members buddy up with a program using professional skills

Social Justice advocacy training 101 (get good guest speakers/leaders/promotoras) make it easy for folks to participate (different hours, technology, online class)

DCR recruit a board member or 2 that reflects the diversity (culture, religions, race, origin) of our members

DCR have access to language and cultural resources that will be able to serve all of our participants

DCR identify skills and interests of members - board can help collect stories at events and volunteer opportunities

DCR cultural celebrations

DCR speaker series


advise communications team about marketing tactics that expand reach


commite my company/network to volunteer


narrative of SHCS tell the story


poverty simulation

leadership board participates/plans a lobby day to train leaders on advocacy on issues specified in strategic plan

leadership train the trainer for community leaders so they can train other community members on how to be leaders

leadership give orientation panel discussion with "old" clients with "new members"

leadership agendize presentation from advisory committees

leadership venture capitalize the programming

Social Justice teach staff session on personal finance and retirement

board of directors meeting - sacred heart · 2016-08-15 · board of directors meeting friday, june...

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