NORTHWEST REGIONAL ESD FOUNDATION · 2019. 2. 7. · Approved THE G.A.P.S. FOUNDATION BOARD OF TRUSTEES Meeting Minutes ~ September 21, 2006 Attendance Board: Ed Armstrong, Betty

(Formerly The G.A.P.S. Foundation: 2006 through 2013)

BOARD MEETING MINUTES

2007 TO THE PRESENT

Approved

THE G.A.P.S. FOUNDATION BOARD OF TRUSTEES

Meeting Minutes ~ September 21, 2006

Attendance

Board: Ed Armstrong, Betty Atteberry, Dawn Bonder, Patrick Braatz, Sally Bunnell, Jeff Condit, Barbara Gibbs, Ken Majors, Roberta Porter, and Peter Sullivan, Staff: Jim Mabbott, Steve Beaird and Megan Stenberg

Absent: Rita Bernhard and Gail Young

I. Call to order

Superintendent Mabbott called to order the regular meeting of The G.A.P.S. Foundation Board of Trustees at 2:30 p.m.

II. Welcome and Introductions

Superintendent Mabbott welcomed the new Board, shared some background on the Foundation’s beginnings and began the round of introductions.

III. Presentation and Review of Articles of Incorporation and Bylaws

Jeff Condit reviewed the articles and bylaws. After discussion, a motion was made to approve both documents with an amendment to add a dissolution statement to the bylaws. The motion was moved, seconded and approved unanimously. Jeff will add the amendment and send the document to Board Secretary Patrick Braatz for his signature.

IV. Nominations and Elections of Officers

Superintendent Mabbott opened the floor for volunteers for Foundation Officers and committee members. Patrick Braatz nominated Ken Majors for Board President; the motion was seconded by Ed Armstrong and approved unanimously. Barbara Gibbs nominated Patrick Braatz for Board Secretary; the motion was seconded by Ken Majors and approved unanimously. Barbara Gibbs nominated Pete Sullivan for Treasurer; the motion was seconded by Patrick Braatz and approved unanimously.

V. Committee Work

It was agreed that any communication related to committee work will be distributed to all Board members.

An Event Committee, which will initially also handle public relations, will be added to the Foundation’s list of committees.

Superintendent Mabbott will contact the absent Board members for their committee choices. He, Ken Majors and Steve Beaird will review the sign-ups and bring their suggestions for filling the committees to the Board at the October 19 meeting.

- 1 -

- 2 -

Board members volunteered for the following Committees:

INVESTMENT GOVERNANCE DEVELOPMENT EVENTS/PR (Development subcommittee)

FINANCE & AUDIT

GRANT-MAKING

Armstrong, Ed X X Atteberry, Betty X Bernhard, Rita Bonder, Dawn X X Braatz, Patrick X X Bunnell, Sally X Condit, Jeff X X X Gibbs, Barb X Majors, Ken X Porter, Robbi X Sullivan, Peter X Young, Gail X

VI. Meeting Schedule and October Agenda

The Board will meet at 3:00 p.m. at the ESD in Hillsboro on the following dates:

Thursday, October 19, 2006 Thursday, November 16, 2006 Thursday, December 21, 2006

Board members who are unable to attend in person should contact Ken Majors who will provide teleconferencing for the meeting. Items to be added to the October agenda: Mission statement Ken Majors will email an agenda to Board members prior to the October meeting. The Development Committee will attempt to meet prior to the October 19 meeting.

VII. Special Notes/Other Action Items

The Board requested that Superintendent Mabbott and Steve Beaird submit a draft mission statement for their review prior to the October 19 Board meeting.

The Board agreed to wait until after the mission statement has been adopted at the October meeting to send a press release regarding ‘launching’ the G.A.P.S. Foundation. The Board agreed that a G.A.P.S. Foundation Web site was necessary. Board members are to submit a brief bio to Megan. Megan will revise the Board contact list, send it to members for review, and provide a laminated copy at the October meeting.

Approved


Meeting Minutes for October 19, 2006

Attendance

Board: Betty Atteberry, Dawn Bonder, Sally Bunnell, Jeff Condit, Ken Majors, Peter Sullivan (via telecom) and Gail Young. Guests: Jim Mabbott, Steve Beaird, and Darliene Farrar-Long

Absent: Ed Armstrong, Patrick Braatz, Jeff Condit, Barbara Gibbs, Roberta Porter and Megan Stenberg

I. Call to Order

Board Chair Majors called to order the regular meeting of The G.A.P.S. Foundation Board of Trustees at 3:02 p.m.

II. Agency Overview

Superintendent Mabbott gave Board members an overview of the ESD’s Annual Report for 2005-2006. The report is a great resource for individuals wanting to learn more about the agency.

III. Program Presentation

Gary Meyers, Director of the Outdoor School program and Principal at Terra Nova High school gave an introduction to both programs and shared some information about efforts to put a measure on the fall 2007 ballot that would increase garbage disposal rates for the purpose of offsetting Outdoor school fees for students in the region.

IV. Discussion – Committees

Committee assignments and responsibilities were reviewed:

Investment Committee: Determines who will be the portfolio manager for foundation assets, sets the investment guidelines, monitor the performance of the portfolio manager, and, if need be, recommend changes. The committee at this time could be formulating a banking and investment plan for the Board’s review. Since presently we have no investments it might be suitable for Jeff and Barb to work on another committee for the time being.

Governance Committee: Review articles and by-laws and recommend changes if needed, and serve as a nominating committee for new members.

Development Committee: Develop new ideas for more cash but in reality, every board member has the responsibility to keep an eye open for prospects and new opportunities and look for ways of developing such.

Events/PR Committee: Dinner and fundraising events. Look for ways to get media coverage for the foundation, to get our mission in front of the media. Also, prepare write-ups for the newspaper, running it by Board members first for input.

Finance & Audit Committee: Provide oversight of funds raised and going out. The Treasurer should not be on this committee providing clear demarcation between the two departments.

Grant-Making Committee: Originally designed to determine which grants would be funded from our school districts—districts would have the opportunity to submit grants, we would provide some direction on how to do that, and then the committee would review and make decisions. Not a very active committee at this time, again providing opportunity to serve on other committees. Opinion was that the treasurer should be on this committee. Board Members Pete, Jeff, and Barb will meet

- 1 -

- 2 -

and come up with a plan to establish accounts and other necessary matters for the Board to review and approve thus moving forward.

INVESTMENT GOVERNANCE DEVELOPMENT EVENTS/PR (Development

sub-committee)

FINANCE & AUDIT

GRANT-MAKING

Armstrong, Ed X X Atteberry, Betty X X Bonder, Dawn X X Braatz, Patrick X X Bunnell, Sally X Condit, Jeff X X X Gibbs, Barb X Majors, Ken X Porter, Robbi X Sullivan, Peter X Young, Gail X

V. Discussion – NWRESD Loan To get the Foundation up and running the NWRESD Board of Directors authorized an interest-free loan of $64,000 to be paid no later than June 30, 2007. The ESD Board has also indicated a willingness to offer a small amount of office space for use by the Foundation.

VI. Accounting Procedures

The Foundation has raised approximately $40,000 in cash and pledges, with some pledges to be paid over a period of 2-3 years. Pete Sullivan will provide an accounting of revenue and expenditures at the November Board meeting.

VII. Reporting Procedures

The reporting procedure for meetings will be: old business, new business, and then committee updates with discussion. Each committee will appoint a chair for their committee who will be responsible to present quarterly to the Board.

VIII. Funding plan

Steve Beaird addressed the overall funding plan presented at the last meeting. The goal is to have 1,000 donors contributing a $1,000 a year, with first step commencing with Board members making a pledge. Most of the Board has made their pledge and, if not, Megan will be calling you. The Board is asked to think of individuals to nominate who they have a relationship with—family members, business colleagues, friends, etc.

IX. Discussion – First Fundraising Event

The Development Committee created a summary plan for the committees necessary to run the event. Each Board member is asked to fill out a Sponsorship and Auction Suggestion and turn them in to Megan by November 2.

Superintendent Mabbott would like Megan to investigate all venues that can hold a large number and should definitely include some locations on the west side of Portland.

X. Possible Nominations

The Board was asked to forward the names of possible members to Megan.

XI. Web site

Content ideas were discussed and a mock-up will be presented at the next Board meeting.

XII. Adjournment/Social

Meeting adjourned at 4:40 p.m. Gail Young volunteered to host a social for Board Members. She will contact Megan to work out the details


Meeting Minutes for November 16, 2006

Attendance

Board: Ed Armstrong, Betty Atteberry, Dawn Bonder, Sally Bunnell, Scott Cockey, Jeff Condit, BarbaraGibbs, Ken Majors, Robbi Porter, Peter Sullivan and Gail Young. Guests: Jim Mabbott, Steve Beaird, and Megan Stenberg

Absent: Patrick Braatz and Greg DuFault

I. Call to Order

Board Chair Majors called the meeting to order at 3:05 p.m.

II. National School Foundation Association Newsletter

a. Superintendent Mabbott recommended that the Board take a look at the National School Foundation newsletter as a resource in the areas of organization and development for the Foundation. To sign up for the on-line newsletter, go to www.schoolfoundations.org and lookfor the “Sign Up for E Newsletter” link on the left.

III. President’s Report

a. The October 19 meeting minutes were approved unanimously.

b. Superintendent Mabbott introduced new Board member Scott Cockey and announced that tha second new member, Greg DuFault has joined the Board.

II. Old Business

a. Fundraising Event

i. The Board decided the first fundraiser will be held at a venue in Washington County. Robbi Porter and Barb Gibbs volunteered to research suitable sites andcommunicate their findings with the Board.

ii. Board members were asked to turn in a “Table Sponsorship Information” form ana “Sponsorship and Auction Item Suggestion” form before Monday, December 4Megan will compile the results for the Development Committee’s meeting on Wednesday, December 6, at Ken’s office, Comotiv Systems, Inc.

iii. Currently there are four—possibly five, commitments to sponsor tables (ComotivSystems, Inc.; Harris Thermal; Steve Beaird; and the NWRESD Board of Directowho may sponsor two.)

b. Web site: A draft of the new site was presented. Megan will email Board members the URL the draft (http://www.nwresd.k12.or.us/temp7_learning/index.html), and coordinate any feedback and/or suggestions with Steve Beaird. Once it has been determined that the site’s ready to go live, the URL will be www.gapsfoundation.org. This should be in place around December 15.

c. Board Member Social: The social will be held at Gail Young’s home in Tualatin on SaturdayJanuary 13, at 3:00 p.m. Gail’s address is 10445 SW Meier Drive. Spouses are welcome. Moinformation will be sent as the date gets closer.

(Ov

- 1 -

Approved

at

d .

rs,

of

, re

er)

http://www.schoolfoundations.org/

http://www.nwresd.k12.or.us/temp7_learning/index.html

http://www.gapsfoundation.org/

III. New Business

a. Committees: Pete Sullivan was added to Investment, and Finance & Audit committees. Sally Bunnell, Betty Atteberry, Steve Beaird, Scott Cockey and Gail Young were added to the Development Committee. Each committee will assign a chair at its first meeting.

b. The Development Committee is scheduled to meet on Wednesday, December 6, at 12:00 p.m. at Comotiv Systems. 111 SW Columbia St. Suite 950 (use the SmartPark garage between First and Second on Jefferson).

COMMITTEE ASSIGNMENTS INVESTMENT GOVERNANCE DEVELOPMENT

EVENTS/PR (Development

sub-committee)

FINANCE & AUDIT

GRANT-MAKING

Armstrong, Ed X X Atteberry, Betty X X X Bonder, Dawn X X Braatz, Patrick X X Bunnell, Sally X X Cockey, Scott X Condit, Jeff X X X Gibbs, Barb X DuFault, Greg Majors, Ken X Porter, Robbi X Sullivan, Peter X X X Young, Gail X X

c. Accounting Procedures: Pete Sullivan discussed the Foundation’s responsibility for annual audits, filing an annual information return to the IRS (form 990), and an annual report to the Department of Justice. The annual information return to the IRS was due November 15—Pete will look into getting an extension for this year. The Board agreed that the Foundation should use the same auditor as the ESD (Pauly, Rogers and Co.), and follow the ESD’s fiscal practices when possible.

d. Policies: Multnomah ESD’s foundation policies were presented for review. The Board decided these will be useful as a guideline for The G.A.P.S. Foundation should the need arise to create policies. It was noted that The Foundation’s articles of incorporation and by-laws cover operations and procedures more than adequately.

IV. Nominations for Possible Board membership:

a. Bridget Flanagan, Public Affairs Director for Safeway, Inc. (Ed Armstrong will contact) b. Bob Wayt, External Affairs for Verizon (Betty Atteberry will contact) c. Paul Benoit, City Manager for Astoria (Megan is in contact)

V. Adjournment: The meeting adjourned at 4:40 p.m.

- 2 -

THE G.A.P.S. FOUNDATION BOARD MEETING

Wednesday, January 24, 2006 ~ 3:00 p.m. NWRESD Regional Office, Hillsboro

Minutes

Attendance Board: Betty Atteberry, Patrick Braatz, Sally Bunnell, Scott Cockey, Barbara Gibbs, Ken Majors, John Peterson and Peter Sullivan Absent: Ed Armstrong, Dawn Bonder, Jeff Condit, Greg DuFault, Robbi Porter and Gail YGuests: Steve Beaird, Jim Mabbott, Mickey Odin and Megan Stenberg

1.) Call to Order and President’s Report

President Ken Majors called the meeting to order at 3:10 p.m. and introduced the neweBoard member, John Peterson.

The Board unanimously approved the minutes of November 16, 2006. Superintendent Jim Mabbott introduced Deputy Superintendent Mickey Odin and sharethat Mickey will be assisting him with Foundation-related manners over the next few months. (A component school district is facing as crisis that has required Jim to step inand oversee operations, thus his time will temporarily be shared between that district athe ESD).

2.) Presentation by NWRESD Early Intervention/Early Childhood Department

Department Director, Nancy Ford, gave a PowerPoint presentation to the Board illustratingthe processes and qualifications for identifying children served by the ESD’s Early Intervention/Early Childhood program, as well as the services that are provided and the vaof the program to children, their families and the community. She will prepare a cost analysis that outlines past, current and future Early Intervention/Early Childhood program costs and share that report with Board members.

3.) Old Business

Fundraiser: The Board was reminded that the date of the fundraising event is Saturday, June 2, 200It will be held at the Kingstad Center in Beaverton from 5:00 to 9:00 p.m. DevelopmenCommittee Chair Betty Atteberry asked members to focus solicitations on top-tier levetable sponsors in order to meet our revenue goal. Solicitation Training: Jim Mabbott & Steve Beaird gave a training presentation on bestpractices when asking for table sponsorships. Everyone was reminded that additional “leave behind” packets for potential donors are available by contacting Megan StenberMegan is also available to assist in sending solicitation and follow-up letters.

Approved

oung

st

d

nd

lue

7. t l

g.

Financial Report Treasurer Pete Sullivan presented a financial report for the Foundation. President Majors asked that the officers meet via phone conference on Tuesday, February 6, prepare a budget for the next quarter that will be presented to the Board for approval.

4.) New Business

IRS Tax-Exempt Filing Status Megan Stenberg reported that the Foundation’s application for non-profit status is in process with the IRS and is expected to be approved no later than February 20.

Board Resource Each Board member was given a booklet provided by the Attorney General’s office titled “A Guide to Non-Profit Board Service in Oregon”. It is meant to be used as a guide in understanding the rights, roles and responsibilities of non-profit boards.

2007 Meeting Schedule The next two Board meetings are scheduled for Thursday, February 15, and Thursday March 15, 2007, at 3:00 p.m. at the ESD in Hillsboro.

Spending Policy Resolution Board Secretary Patrick Braatz moved to approve the resolution number (2007.01) as amended below. The motion was seconded by John Peterson and approved unanimously.

“Non-budgeted expenditures of $2,500 or more must have the approval of two Foundation Officers before payment is made. This policy will remain in effect until such time that an Executive Director is hired.”

A motion was made to approve payment of a deposit to the Kingstad Center for the June 2, 2007, fundraiser dinner. Board Secretary Patrick Braatz moved to approve the motion. It was seconded by John Peterson and approved unanimously.

5.) Nominations of New Members

Members are encouraged to keep potential Board candidates in mind and pass the names on to either Steve Beaird or Megan Stenberg.

6.) Other

Development Committee Phone Conference All Board members are encouraged to take part in the Development Committee’s phone conference Friday, February 2, at 1:30 p.m. for a quick check-in to see what progress has been made in your contacts for the dinner. To take part in the conference call, dial 1-866-657-9738. When prompted for a passcode, enter 3215919.

Development Committee Meeting All Board members are also encouraged to attend the next Development Committee meeting Wednesday, February 7, at 2:00 p.m. Location: Pete Sullivan’s office at Bank of America: 121 SW Morrison Street, 17th Floor, Portland. Phone: (503) 275-1287.

The meeting was adjourned at 5:15 p.m.


Thursday, February 15, 2007 ~ 3:00 p.m. NWRESD Regional Office, Hillsboro

Minutes

Attendance Board: Betty Atteberry, Dawn Bonder, Sally Bunnell, Scott Cockey, Jeff Condit, Absent: Ed Armstrong, Patrick Braatz, Barbara Gibbs, John Peterson, Robbi Porter, PeSullivan and Gail Young Other attendees: Steve Beaird, Jim Mabbott, Mickey Odin and Megan Stenberg

1.) Call to Order, Board Resignations/Nominating Committee and Approval of Minutes

• Superintendent Jim Mabbott called the meeting to order at 3:10 p.m.

• Supt. Mabbott announced that due to professional reasons, Board President Ken Majors and Board member Greg Dufault have formally resigned from the Board. KMajors will continue to support the Foundation with corporate and individual givin

• The Board agreed to form a nominating committee that will be prepared to make a

recommendation for a new president at the March 15 Board meeting. Members of committee are Pete Sullivan, Patrick Braatz & Supt. Mabbott (Steve Beaird agreed act as consultant). Once a president is in place, a recommendation to revise the bylaws to include the position of vice president will be discussed.

• There was discussion to amend the bylaws to reflect that the Foundation Board

position that is appointed by the ESD be termed “Ex Officio. This is to clarify that this position is by virtue of being an ESD Board member, and that this position hasexactly the same rights and privileges as do all other members of the Foundation Board, including the right to vote. Jeff Condit motioned to approve the amendmentwas seconded by Betty Atteberry and approved unanimously.

• Jeff Condit volunteered to find out if it is necessary to file amended bylaws with th

State.

• The Board unanimously approved the minutes of January 24, 2006. 2.) Presentation by NWRESD Related Services Department

• Department Director, Laney Coulter gave a presentation to the Board illustrating thESD’s school age programs, the services that are provided to students at those programs, and how the programs are funded. Board members are encouraged to visto ESD program sites. Please call Megan Stenberg to make arrangements.

Approved

te

en g.

the to

. It

e

e

it

3.) Old Business

Fundraiser

• Development Committee Chair Betty Atteberry reminded everyone of the importance of focusing solicitations on top-tier level table sponsors so that we will meet the revenue goal of $100,000.

• Twelve tables have been sold so far. The goal is to have sold 25 by March 15. Board

members are encouraged to make a three or four calls and/or follow-up calls each week to help in reaching this goal.

• The Board agreed that April 15 would be the date when individual tickets would go

on sale for any empty chairs.

• An auction item wish list was reviewed. Board members agreed to contact Megan Stenberg or Betty Atteberry with the four or five auction items they would be responsible for obtaining.

4.) New Business

Budget Draft Treasurer Pete Sullivan submitted a draft of expected expenditures over the next six months. It was noted that two expenses associated with the June 2 benefit dinner were included twice (Megan Stenberg has made the necessary adjustments).

Bank Account The Board agreed to have Megan Stenberg work with the ESD’s business office to open a bank account at Wells Fargo.


Members are encouraged to keep potential Board candidates in mind and pass the names on to either Steve Beaird or Megan Stenberg. Steve Beaird shared a list of characteristics to keep in mind when recommending/considering new board members. The list will also help in identifying potential members from within the different areas of everyone’s life: work, family, friends, etc.

6.) Other

Development Committee Phone Conference All Board members are encouraged to take part in the Development Committee’s phone conference Tuesday, Feb. 27, at 3:00 p.m. for a quick check-in to see what progress has been made in your contacts for the dinner. To take part in the conference call, dial 1-866-657-9738. When prompted for a passcode, enter 3215919.

Development Committee Meeting All Board members are also encouraged to attend the next Development Committee meeting which will be held after the March 15 Board meeting at the ESD.



Minutes

Thursday, March 15, 2007 ~ 3:00 p.m. NWRESD Regional Office, Hillsboro

Attendance Board: Betty Atteberry, Dawn Bonder, Sally Bunnell, Barbara Gibbs and Pete Sullivan. Absent: Patrick Braatz, Scott Cockey, Jeff Condit, John Peterson, Robbi Porter and Gail YOther attendees: Steve Beaird, Jim Mabbott, Mickey Odin and Megan Stenberg

1.) Call to Order; Nominating Committee Recommendation; Nomination for Presiden

and Treasurer • Superintendent Jim Mabbott called the meeting to order at 3:10 p.m.

• Steve Beaird discussed the nominating committee’s recommendation of Pete

Sullivan for Board president. Barb Gibbs made a motion to elect Pete. Sally Bunnseconded the motion and the Board approved unanimously.

• Election for Board treasurer has been tabled until a future meeting when a larger

number of Board members are in attendance.

• There was discussion to consider amending the Board governance structure by adding the positions of past president, president elect, and possibly combining theposition of secretary treasurer. This discussion was tabled for discussion at a futurmeeting.

2.) Approval of Minutes of February 15, 2007

• The Board unanimously approved the minutes of February 15, 2007.

3.) Old Business

Tax-Exempt Status • Steve Beaird explained that there’s a huge backlog at the IRS related to processing

non-profit applications, and that they are just now processing applications receivedin August. The Foundation’s application was submitted in November.

• Superintendent Mabbott agreed to contact a few key U.S. Legislators to request thassistance in moving the process along.

Financial Report

• The financial report was reviewed and is available upon request

Approved

oung

t

ell

e

eir

Fundraising Event (Date: Saturday, June 2, 2007)

• Kingstad Center Update: Betty Atteberry and Megan Stenberg met with the Kingstad Center chef and staff and were given a suggested menu. The menu was shared with the Board, and it was suggested that a vegetarian option be added.

• Sponsorships Calls: Fourteen tables have been sold, which will bring in $28,000 The goal now is to sell 32 by April 15.

o Individual tickets will go on sale April 15.

o Board members are encouraged to make a three or four calls and/or follow-up calls each week to help generate sponsors.

• Auction Items:

o Five auction items have been secured to-date.

o Board members are encouraged to contact Megan Stenberg or Betty Atteberry with the four or five auction items they would be responsible for obtaining.


• Members are encouraged to keep potential Board candidates in mind and pass the names on to either Steve Beaird or Megan Stenberg.

• A list of characteristics to keep in mind when recommending/considering new board members was handed out at the February Board meeting, and is available upon request.

• The list will also help in identifying potential members from within the different areas of everyone’s life: work, family, friends, etc.

5.) Other

Development Committee Phone Conference on Friday • All Board members are encouraged to take part in the Development Committee’s

phone conference Friday, March 23, at 2:00 p.m. for a quick check-in to see what progress has been made in your contacts for the dinner.

• To take part in the conference call, dial 1-866-657-9738. When prompted for a

passcode, enter 3215919.

6.) Upcoming Board Meetings • Mid-month phone check in: President Sullivan suggested that the Board participate

in a regularly scheduled, mid-month phone conference. This would be a full Board meeting and allow for better communication and planning as the date of the benefit dinner draws near. Megan will coordinate this.

• April Meeting: Thursday, April 19, 4:00 to 5:30 p.m. at Northwest Regional ESD • May Meeting: Thursday, May 17, 4:00 to 5:00 p.m. at Northwest Regional ESD



Minutes

Monday, April 16, 2007 ~ 8:30 a.m. NWRESD Regional Office, Hillsboro

Attendance Board: Betty Atteberry, Dawn Bonder, Patrick Braatz, Sally Bunnell, Scott Cockey, Jeff Condit, Barbara Gibbs, Robbi Porter and Pete Sullivan. Absent: John Peterson and Gail Young Others Present: Steve Beaird, Jim Mabbott, Mickey Odin and Megan Stenberg

Call to Order

• Board President Pete Sullivan called the meeting to order at 8:40 a.m.

• Election of Board Treasurer o Dawn Bonder volunteered to serve as treasurer. Robbi Porter made a

motion to elect Dawn, Betty Atteberry seconded the motion and the Board approved unanimously.

Approval of Minutes of March 15, 2007

• The Board unanimously approved the minutes of March 15, 2007.

Benefit Dinner and Auction: June 2, 2007

♦ Betty Atteberry gave an overview of the status of the benefit dinner: • To date, 14 tables have been sold (three more sponsorships expected soon) for

total value of $25,000. In addition, the Foundation has received $1,200 in donations towards the event. There are currently six confirmed auction items.

• Board members shared specific contacts that they have, or will, approach and/follow up with by the first week in May.

• Betty strongly encouraged all Board members to solicit two table sponsorshipsand as many auction items as they can by the first of May as time is growing short. Sharing the auction wish list family, friends and co-workers is a good wto gather donations.

• Board members were asked to communicate with either Betty or Megan Stenberg to let them know what they hope to bring in as far as sponsorships anspecific auction items.

• Megan has completed two mass mailings for the dinner. Letters to the followingroups included a note from Superintendent Mabbott and forms for donating auction items or purchasing individual tickets: 1,200 to families with children the ESD’s Early Intervention programs; 78 ESD vendors with a business volumbetween $2,500 and $10,000. In addition approximately 55 ESD vendors withhigher business volumes have been personally contacted by either Pete Sullivaor Steve Beaird over the past few months.

Approved

a

or

ay

d

g

in e

n

oundation Direction

F discussion around a written set of goals and action plans intended to The G.A.P.S. Foundation as it moves forward.

ll s the Board can take to

• area g partnerships with the

• nd

Nom

Pete Sullivan facilitatedserve as a ‘roadmap’ for• The focus of the plan is on creating awareness of Foundation’s key messages—how it wi

benefit component school districts and the community—and the stepget that message heard by the identified target audiences: School district superintendents; NWRESD staff; Parents with students receiving services from NWRESD; NWRESD vendors; The business community; and major foundations. The document outlines specific opportunities to build The G.A.P.S. Foundation in the of development by growing its fundraising database, buildincorporate community and increasing size of the Board of Trustees to at least 20 members. Jeff Condit suggest that a PowerPoint presentation about the Foundation be created aavailable for members to share with various local groups that might be looking for speakers (city chambers, Rotaries, Kiwanis groups, etc.). Megan will have a first draft ofthe presentation ready in a few weeks.

inations of New Members Members are always asked to on to either Steve Beaird or M

keep potential Board candidates in mind and pass the names egan Stenberg. A list of characteristics to keep in mind when

h

7, 4:00 to 5:00 p.m. at Northwest Regional ESD

recommending/considering new board members was handed out at the February Board meeting, and is available upon request.

e meeting was adjourned at 10:00 a.m. T Upcoming Board Meeting: Thursday, May 1


Minutes

Monday, May 14, 2007 ~ 8:00 a.m. NWRESD Regional Office, Hillsboro

Attendance Board: Betty Atteberry, Patrick Braatz, Sally Bunnell, Scott Cockey, Jeff Condit, Pete SuAbsent: Barbara Gibbs John Peterson and Gail Young Others Present: Steve Beaird, Jim Mabbott, Mickey Odin and Megan Stenberg

Call to Order

• Board President Pete Sullivan called the meeting to order at 8:00 a.m. and shared few items of good news:

o Steve Petruzelli, President and CEO of Willamette Dental ManagemenCorporation has joined the Foundation Board.

o Soderstrom Architects and The Administrative Assistants, LTD. have both committed to sponsor tables at the June 2 benefit dinner.

o The Foundation’s 50c3 status was approved by the IRS. Each Board member has received a copy of the approval letter in their packet of material.

Approval of Minutes of April 16, 2007

• The Board unanimously approved the minutes

Benefit Dinner and Auction: June 2, 2007 Development Committee Chair Betty Atteberry gave an overview of the status of the benefit dinner: GUESTS

• Because a number of sponsors have indicated they will not be filling their tables, the Board’s over the next week is to invite guests to fill the seats!

• There are approx. 50 seats to fill; the ESD has committed to 40 of those, and each G.A.P.S. Board member is asked to secure the attendance of at least two people (in addition to filling yown table if you are also a sponsor). I will mail tickets and a "Your Invited" letter (attached), anyone who would like them.

• As you secure guests, please email me their names and contact information so that I can sendthem a confirmation card

AUCTION ITEMS

• As of this meeting, we have 23 auction items ranging in value from $20 to $1,000. Each boarmember is asked to secure two additional items. We are shooting for a total of at least 50.

Approved

llivan.

a

t

job

our to

d

Betty will send regular email updates to the Board to keep everyone informed as to the number of guests and auction items secured and the number still needed. We've set a deadline of Friday, May 18, to accomplish the above tasks and so that we can ascertain the status of the event, everyone is asked to participate in a phone conference on Friday at 10 a.m. Call in on the Bank of America conference line a 1-866-657-9738, and enter 3215919. Suggestions for Potential Board Candidates

Members are always asked to keep potential Board candidates in mind and pass the names on to either Steve Beaird or Megan Stenberg. A list of characteristics to keep in mind when recommending/considering new board members was handed out at the February Board meeting, and is available upon request.

The meeting was adjourned at 10:00 a.m.

Upcoming Board Meeting: Tuesday, June 19, 3:30 to 5:00 p.m. at Northwest Regional ESD.


Executive Session Minutes

Tuesday, June 19, 2007 ~ 3:30 p.m. NWRESD Regional Office, Hillsboro

Attendance Board: Betty Atteberry, Patrick Braatz, Sally Bunnell, Barbara Gibbs, Steve Petruzelli and Pete Sullivan Absent: Scott Cockey, John Peterson and Gail Young Others Present: Steve Beaird and Jim Mabbott

Call to Order/Convene Executive Session

President Pete Sullivan called an executive session to order at 3:35 p.m. to discuss the employment of and compensation for a staff member. There was also discussion related to compensation for a staff member. Adjournment: The executive session was adjourned at approximately 3:45 p.m. and President Sullivan reconvened the regular meeting.

Approved


Regular Session Minutes

Tuesday, June 19, 2007 ~ 3:30 p.m. NWRESD Regional Office, Hillsboro

Attendance Board: Betty Atteberry, Patrick Braatz, Sally Bunnell, Barbara Gibbs, Steve Petruzelli and Pete Sullivan Absent: Scott Cockey, John Peterson and Gail Young Others Present: Steve Beaird, Jim Mabbott, Mickey Odin and Megan Stenberg

Reconvene Regular Meeting

o President Pete Sullivan reconvened the regular meeting at approximately 3:50 p.m. He asked if there was a motion to approve a one-time stipend in the amount of $3,000 for Megan Stenberg for her work on behalf of the Foundation during the 2006-07 school year. Board Secretary Patrick Braatz moved to approve the action. Trustee Barb Gibbs seconded the motion and the Board approved unanimously.

o President Sullivan brought a motion to the floor to accept the Northwest Regional ESD

Board of Director’s offer of up to 20 hours per week of staff time dedicated to the Foundation for the 2007-2008 school year, with the stipulation that any overtime incurred due to Foundation work would require prior approval by The G.A.P.S Foundation Board President. Trustee Betty Atteberry made the motion to approve the action. It was seconded and the Board approved unanimously.

o Secretary Braatz suggested the title “Executive Assistant the Board of Trustees” for the new

position. All present agreed. President’s Message

o President Sullivan thanked the board for their hard work that resulted in a very successful benefit dinner last month. He noted that it is important to build on that momentum by continuing to work as a team and by developing a plan to engage more people; both on the board and on the committees set up for the spring 2008 fundraiser.

o President Sullivan announced the names of two new board members: Robert Cancelosi and

Bret Costelow. Robert and Bret joined the board on Thursday, June 14, and due to the late notice were unable to attend today’s meeting.

o President Sullivan read a letter that will be signed by all Foundation Trustees and presented

to the ESD board at its regular meeting tonight. The letter thanks the ESD board for forgiving the loan they made to get The G.A.P.S Foundation started.

1

Approved

2

Approval of Minutes of June 16, 2007

o Trustee Braatz moved to approve the minutes. The motion was seconded by Trustee Atteberry and approved unanimously.

Overview of Benefit Dinner and Auction: June 2, 2007 Trustee and Development Committee Chair Betty Atteberry gave an overview of the benefit dinner and auction held on June 2, 2007:

o Thanks to support from over 145 guests, sponsors, and donors, the event brought in $52,746 which amounted to $41,657 for the Foundation after expenses.

o A dinner follow-up committee met June 13, and reviewed a list of recommendations to

make next year’s event run even smoother. The recommendations will be shared with committees that are forming now for the 2008 event. • Committee sign up forms were sent to all fundraiser attendees and supporters along

with a thank you letter from Superintendent Mabbott. The form was also passed out to the ESD’s Central Management Team at a June 4, presentation by President Sullivan, Trustee Atteberry and Steve Beaird. Staff was asked to begin thinking about their role in next year’s event.

• The committee sign up form is available from the Foundation office at 503-614-1252, and from the Events page on the Foundation’s Web site at www.gapsfoundation.org.

o The Table Sponsorship form has been revised to reflect two higher levels of sponsorship

for the 2008 event. The six levels are: $50,000, $25,000, $10,000, $5,000, $2,500 and $1,000. Steve Beaird will contact the board asking for commitment levels for sponsorships, as well as committee assignments.

o Trustee Atteberry was chosen for the position of event chair for the spring 2008 dinner

and auction.

o Discussion was held about engaging constituents from Clatsop, Columbia and Tillamook counties because those areas were under represented at the dinner. Some ideas were: • Hold cocktail-type events throughout the year at the home of supporters. Guests

would be asked to make a donation rather than purchase tickets; • Provide transportation (buses) to people in the rural areas to attend next year’s

benefit dinner.

Board Recruitment o Trustees are asked to be ready to share at least names, titles and business affiliations of at

least two potential board candidates. Steve Beaird will contact the board in approximately ten business days and compile a list of names as well as brainstorm the approach/prior framework that will used when setting up an initial meeting. • The list of names and approaches, along with the name of each Board member

responsible for the contact will be on all future meeting agendas as an ‘action item’ and used to assess progress in growing the Board.

http://www.gapsfoundation.org/events.html

3

o Trustee Petruzelli noted the importance of fill positions based on areas of expertise needed

to run the Foundation (legal, accounting, investment, etc.)

o Names of potential candidates were shared at the meeting: Lynn Lundquist, Peter Brogden, Frank Brauner, Shari Calouri, Roy Kim Roy Rogers, and Jonathan Schlueter.

Foundation Grant Requests

o The Board reviewed a list of major foundations and discussed the appropriateness of each as a potential source of funding for the Foundation. The board also discussed whether there were any prior relationships between board members and any of the foundations that would help lay the groundwork for future proposals.

o Steve Beaird will create a template for a contact/proposal letter and share it with the

board for input. Other Development Ideas

o Secretary Braatz noted the importance to potential donors if we were able to report that a substantial percentage of ESD staff contribute annually to the Foundation. It was decided that a letter outlining the value of donating to the Foundation will go out to staff in early August, and will be followed up by Secretary Braatz speaking at the ESD’s all-staff inservice on Thursday, August 23.

The meeting was adjourned at 5:05 p.m. Upcoming Board Meetings

Tuesday, July 17, 2007 at 3:30 p.m. | Location: Northwest Regional ESD Tuesday, August 21, 2007 at 3:30 p.m. | Location: Northwest Regional ESD


Minutes

Tuesday, July 17, 2007 ~ 3:30 p.m. NWRESD Regional Office, Hillsboro

Attendance Board: Betty Atteberry, Patrick Braatz, Sally Bunnell, Robert Cancelosi, Bret Costelow, Gibbs, Steve Petruzelli, Pete Sullivan and Gail Young Absent: Scott Cockey and Jeff Condit Others Present: Tim Collier, Jim Mabbott and Megan Stenberg

Call to Order and President’s Message

o President Pete Sullivan called the meeting to order at 3:30 p.m. He introduced the Foundation’s two newest board members, Bret Costelow and Robert Cancelosi.

o President Sullivan let the board know that Steve Beaird will no longer be assisting the

Foundation as a consultant, except on an as-needed basis. He shared that it is due to Stevevision that the board and the Foundation has grown to the point it is today. However, goostewardship dictates that at this time the Foundation not spend money on a consultant. President Sullivan will send a thank you letter to Steve Beaird.

o President Sullivan asked the board to consider allocating $10,000 to funding mini-grants

demonstrate that the Foundation is using donated funds in good faith and to generate publinterest in the Foundation. The purpose of the grants will be to enhance rather than subsida program or classroom, and a minimum reserve will be set for the budget for use when considering the amount of money available for grants. A Grant Committee consisting of Trustees Sally Bunnell, Barb Gibbs and Bret Costelow will meet prior to the next board meeting and bring back specific ideas for a grant process and a minimum reserve amount

o President Sullivan summarized the direction that the Foundation will take for the next 6 to

12 months: o Increase board membership o Fine tune a marketing approach, which includes refining the target audien

databases o Set in motion a fundraising and development plan, under the guidance of

Development Committee.

1
Approved
Barb

’s d

to ic ize

.

ce

the

2

Approval of Minutes of June 19, 2007 Trustee Braatz moved to approve the minutes. The motion was seconded by Trustee Atteberry and approved unanimously.

Approval of Financial Report of June 19, 2007 Trustee Braatz moved to approve the financial report amended to reflect the current balance. (In addition, the last page of the report will be revised to indicate the pledge and payment made by Barb Gibbs.) The motion was seconded by Trustee Steve Petruzelli and approved unanimously.

Election of Treasurer The board agreed to move the election of treasurer to the August meeting agenda to allow Trustee Petruzelli to meet with a potential new board member with a CPA background and possible interest in the position. Trustee Petruzelli will work with Superintendent Mabbott and President Sullivan to schedule a meeting with the board candidate.

o Superintendent Mabbott noted that the treasurer will be able to work with NWRESD’s Fiscal Office to develop a format for a treasurer’s report.

o It was decided to use QuickBooks for financial accounting software (unless the newly-

elected treasure has a preference for different software). Committee Reports Development Committee Chair Atteberry reported that the Development Committee will meet August 1, with the goal of creating a development plan and fundraising goal for 2007-08 fiscal year. Board Recruitment President Sullivan extended the deadline for Trustees to come up with names and contact information for at least two potential board candidates—keeping in mind the skills needed to round out the board and the importance of board diversity. The board is asked to email names to Megan Stenberg a few days prior to the next meeting (a reminder will be sent via email).

o Folders containing both Foundation and ESD collateral material were shared with the board to use as they meet with potential candidates. Additional folders are available from the Foundation office.

o Superintendent Mabbott let board members know that he will make himself available to join any meetings with potential candidates. The meetings can be schedule through either Megan Stenberg ([email protected]) or Theresa Ellington ([email protected]).

mailto:[email protected]

mailto:[email protected]

3

New Business Tim Collier, NWRESD Chief Financial Officer facilitated discussion around the Foundation’s payroll process. Superintendent Mabbott began the discussion by reviewing the parameters for the position of executive assistant to the Foundation approved by the ESD’s board of directors in June. (Megan Stenberg will assume this role for the 2007-08 school year):

o Salary for up to 20 hours per week will be paid for by the ESD. o Overtime caused by Foundation work will be pre-approved by the Foundation president. o The position will be reviewed by the ESD board on an annual basis.

CFO Collier pointed out the position does not fit the criteria of a contract employee because work is directed by the ESD superintendent and supplies (desk, computer, etc.) are provided by the ESD. Therefore, the board agreed that the overtime will be run as for a public employee through the ESD’s payroll system and billed to the Foundation. Old Business None

For the Good of the Order o Gail Young let the board know that she may not continue in the position of ESD board

liaison to the Foundation. This will be discussed at the ESD board work session in August and reported back to the Foundation board.

o Gail asked the board to consider holding the Foundation's August meeting (previously scheduled for Tuesday, August 21), after the ESD board's work session Thursday, August 16. This would allow the two boards to make introductions as well as create the opportunity to formally introduce the Foundation to the ESD board. Megan will coordinate the possible meeting date change.


RECAP OF ACTION ITEMS FROM THE MEETING: 1. President Sullivan will send a thank you note to Steve Beaird.

2. Trustee Petruzelli will schedule a meeting with his potential board candidate, Superintendent Mabbott and President Sullivan.

3. Trustees Sally Bunnell, Barb Gibbs and Bret Costelow will meet prior to the next board meeting and bring back specific ideas for a grant process and a minimum reserve amount.

4. Each trustee will share the names of at least two potential board candidates via an email Megan Stenberg a few days prior to the next meeting.

5. Megan Stenberg will coordinate the possible date change for the August meeting.


Minutes

Tuesday, August 16, 2007 ~ 2:30 p.m. NWRESD Regional Office, Hillsboro

Attendance

Board: Betty Atteberry, Patrick Braatz, Sally Bunnell, Robert Cancelosi, Yuen Chin, Bret Costelow, Barb Gibbs and Pete Sullivan Absent: Jeff Condit, Steve Petruzelli and Gail Young Others Present: Jim Mabbott and Megan Stenberg

Call to Order and President’s Message

President Pete Sullivan called the meeting to order at 2:30 p.m. He introduced Board candidate Yuen Chin, COO for Willamette Dental Management Corp. Patrick Braatz moved to nominate Yuen for Board membership; the motion was seconded by Betty Atteberry and approved unanimously.

Approval of Minutes of July 17, 2007

Trustee Atteberry moved to approve the minutes; the motion was seconded by Trustee Chin and approved unanimously.

Approval of Financial Report

Trustee Braatz moved to approve the financial report; the motion was seconded by Barb Gibbs and approved unanimously.

Election of Treasurer

Patrick Braatz made a motion to nominate Yuen Chin to serve as Board treasurer; the motion was seconded and approved unanimously.

Marketing Material

President Sullivan reported on his initial meeting with Al Lohner from Corral Marketing, the firm that donated five hours of marketing consultation to the Foundation. The plan is to work with them to fine-tune the marketing message and material to have the greatest appeal to the Foundation’s target audiences.

Committee Reports

Development Committee The Development Committee met August 1, and selected five projects to implement during 2007-08 that will build on and enhance fundraising efforts. The goal will be to focus on projects that can be implemented successfully with the Foundation's current resources. The projects and estimates of revenue are:

1. Develop on-going communications/fundraising effort with parents of children served by ESD programs ($25,000)

2. Hold fundraising receptions in Clatsop, Columbia and Tillamook counties ($30,000) 3. Hold a dinner/auction in the spring of 2008 ($75,000) 4. Solicit grants from foundations that have an interest in education/social issues ($100,000).

15. Solicit donations from NWRESD Vendors ($100,000).

Approved

Grant Task Force Committee The committee presented its recommendations for implementing a mini-grant program. The Board gave the task force approval to implement the plan as outlined below:

o A total of $34,000 will be awarded throughout the four-county region. o Each of the 20 school districts will be awarded at least one grant. o Individual grant amounts will be between $100 and $1,000.

Grants will be awarded for projects, supplies, activities, technology, curriculum, etc. that enhance classrooms, programs and services in these four general areas:

1. Early Intervention/Early Childhood Education; 2. Special Needs and Underprivileged Youth (Examples: Low-Incidence, Developmentally

Delayed, At-Risk, Alternative and Behavioral Programs, and Migrant and Indian Ed Programs);

3. Outdoor School; and 4. Professional/Technical and Vocational Programs.

Applications will be accepted between September 12 and October 15, 2007. The five-question application will be available on the Foundation’s Web site and applicants will be notified of final grant award decisions by November 5, 2007.

Volunteer Recruitment Trustees Patrick Braatz and Sally Bunnell volunteered to attend the ESD’s agency-wide staff inservice on August 23. Trustee Braatz will speak at the general session and share the value of contributing time and resources to the Foundation and Trustee Bunnell will spend the lunch hour hosting the Foundation’s information table.

Adjournment

ACTION ITEMS:

1. Treasurer Chin will meet with Megan and ESD Fiscal Services accountant Daniliz Oretga-Reyes and CFO Tim Collier to familiarize himself with current bookkeeping practices, review financial statements, etc.

2. Megan Stenberg will have CFO Tim Collier prepare an accurate, up-to-date list of ESD vendors for Trustee Cancelosi.

3. Board members were asked to identify at least one of the 2007-08 fundraising projects that they will commit to become involved with.

4. Trustee Petruzelli will create a Board Recruitment Committee and meet sometime before the next Board meeting.

5. President Sullivan and Megan Stenberg will continue to work on improving the Foundation's marketing message and material and plan to present drafts at the next Board meeting.

6. Set October and December meeting dates.

2

Approved


Minutes Thursday, October 25, 2007 ~ 3:30 p.m. NWRESD Regional Office, Hillsboro

Attendance

Board: Betty Atteberry, Sally Bunnell, Robert Cancelosi, Yuen Chin, Bret Costelow, Barb Gibbs Steve Petruzelli and Pete Sullivan Absent: Patrick Braatz, Scott Cockey, Jeff Condit, and Gail Young Others Present: Jim Mabbott, Larry Spier, and Megan Stenberg

Call to Order & President’s Message

President Pete Sullivan called the meeting to order at 3:35 p.m. He introduced ESD Board member, Larry Spier.

Treasurer Yuen Chin distributed and reviewed the Treasurer’s Report.

• An extension will be filed to allow time to complete the Foundation’s 2007 Annual Report to the Dept. of Justice (original due date: November 15, 2007).

• An amended Report for 2006 will be filed. (Note: No report was filed in 2006. Instead, the Foundation president sent a letter to the Dept. of Justice indicating that the Foundation’s accountants, Pauly Rogers, advised that because the Foundation had not been in operation for a full year, they should wait until the end of the first fiscal year to file a report.)

• The proposed 2007-08 budget was reviewed and a motion to approve was made by Trustee Atteberry and seconded by Trustee Petruzelli. It was noted that the changes would be reflected in the budget and the motion was carried.

o Removal of double $5000 revenue entry o Addition of expense for Wells Fargo merchant account

Approval of Minutes of August 16, 2007

Trustee Atteberry moved to approve the minutes; the motion was seconded by Trustee Costelow and approved unanimously.

Marketing Material

Drafts of the revised marketing material were reviewed and approved, with the idea that the basic pieces are in place and are structured so that they can be edited slightly to reflect various target audiences if necessary. President Sullivan, Trustee Costelow, and Megan Stenberg will meet via phone to discuss how this can be implemented.

Development Committee Report

• Spring Fundraiser: The dinner/auction will be Sat., April 19, 2008, at the Embassy Suites in Tigard. The steering committee is coming together, with approx. 18 ESD staff members volunteering to help out. They will meet for the first time in early November. The main role of the Foundation Board will be to solicit table sponsorships and auction items.

• Rural Receptions: Chair Atteberry is working with ESD Board member Ann Samuelson. Ann lives and operates a business on the North coast, and has one host lined up and another possibility as well. They hope to hold the first reception in Astoria in late December.


Minutes Thursday, January 24, 2008 ~ 3:00 p.m. NWRESD Regional Office, Hillsboro

Attendance

Board: Betty Atteberry, Sally Bunnell, Robert Cancelosi, Scott Cockey, Bret Costelow and Barbara Gibbs Absent: Yuen Chin, Jeff Condit, Steve Petruzelli, and Gail Young, Others Present: Jim Mabbott and Theresa Ellington (for Megan Stenberg)

Call to Order & President’s Message

Superintendent Mabbott called the meeting to order at 3:15 p.m.

Board announcement: Superintendent Mabbott shared that Megan Stenberg; Board Executive Assistant was out of the office on family leave. The Board agreed to have Theresa share Web site information with them in regards to the families’ wishes on condolences.

Marketing material: All the components of the Foundation's revised marketing material will be sent to Board members next week.

Approval of Minutes of December 13, 2007

Trustee Bunnell moved to approve the minutes; the motion was seconded by Trustee Atteberry and approved unanimously.


Superintendent Mabbott shared that Treasure Chinn (absent) provided a copy of the financial report, if questions, refer to next Board meeting. Trustee Braatz moved to approve the financial report; the motion was seconded by Trustee Gibbs and approved unanimously.

President Election

Superintendent Mabbott opened the floor for nominations. A discussion was held regarding the current By-Laws. An additional sentence to be added/changed to the current By-Laws. The Board is given hereby notice on January 24, 2008; the Board will have a President, President Elect and Past President. Trustee Cancelosi moved to nominate Patrick Braatz as President, Steve Petruzelli, as President-Elect, and Brett Costelow as Past President and the motion was seconded by Trustee Gibbs and approved unanimously.


• Spring Fundraiser: The dinner/auction will be Sat., April 19, 2008, at the Embassy Suites in Tigard. The Steering Committee consists of 18 ESD staff members. Foundation Board members are welcome to participate on the committee. Megan will communicate when the next meeting will be held. Trustee Atteberry, shared a brief update on the identification of items received for the auction. The security deposit has been placed on the facility.

o Board solicitation of table sponsorships: A comprehensive list of potential table sponsors was shared with the Board. The Board was reminded to identify at least 10 that they will personally contact, with the goal of generating a minimum of 4 sponsors each. Members are asked to send their list to the Foundation office immediately.

o Board solicitation of auction items: Board members were reminded to identify at least 4 items that they will commit to obtain. Members are asked to send those names in to the Foundation office as soon as possible.

Approved

• Rural Receptions: Trustee Attebury shared that due to inclement weather, the receptions have been placed on hold, until spring.

Fundraising

• Approaching Major Foundations

o Special projects: Special projects will be reported on at the February Board meeting by, Deputy Supt. Mickey Odin

o List of funding foundations: Betty will review the current lists of foundations and work with Megan to prepare a prioritized list.

o Grant writer: The Board discussed the necessity and/or feasibility of hiring a grant writer to apply for and manage foundation grants. It was suggested that Mickey Odin and Megan Stenberg have a conversation with Supt. Mabbott around this topic.

Adjournment: 4:30 p.m.

ACTION ITEMS:

1. Potential table sponsors / Timelines: Board members received a comprehensive list of potential table sponsors. The Board is asked to identify at least 10 companies or individuals that they will personally contact and return those names to Megan as soon as possible.

2. Auction items / Timelines: Members are asked to send a list of those items in to the Foundation office as soon as possible.

3. Grants: • A reminder e-mail will be sent out to all fall ‘07grant recipients. Megan was asked to notify

Board of any feedback received from the grant process. Suggestion to have a survey or full report given to the Board.

4. Approaching Major Foundations: • Special Projects: ESD Deputy Supt. Mickey Odin agreed to meet with her directors and

brainstorm some projects for to use to apply for foundation grants. Update needs to occur in February.

• Grant writer/manager: This subject was approached and will come back to the Board in February for further discussion. Jim suggested finding a free-lance writer to assist in the Xerox grant.

Next Meeting: Thursday, February 21, 2008 at 2:30 p.m.

• Parent Letter: Working towards sending out a mailing to ESD parents to let them know what the Foundation is doing and what’s planned for the coming year. A follow-up letter is planned to request donations.

Review of Vendor and Major Foundations Lists

Vendor/Corporate Target Audience List: Trustee Cancelosi indicated that he had divided the list and mailed sections out to Board members, asking for everyone to identify as many as possible that they are willing to contact and email those to Robert (especially those businesses that members have some affiliation with). Megan will send this list out again and members are asked to come to the next meeting with their choices.

Major Foundations List: A few ‘project’ ideas are needed in order to approach most major foundations for funds. Superintendent Mabbott will put requests for ideas out to superintendents and ESD staff. Robert will have his staff work to call the list he’s compiled and inquire as to their process and requirements for applying for grants.

Grants Task Force Report

The Committee will meet after today’s Board meeting to review the 169 applications, and begin awarding the mini-grants. Board members are invited to stay and take part in the process. Awards will be announced November 5, 2007.

Board Recruitment and Succession

• Trustee Petruzelli sent a letter to Board members, asking for the name of two individuals who would be a good addition to the Board and with whom the committee could use their names for introduction. In addition, the committee is asking for the names of two more individuals who they may not be personally acquainted with, but who are also potential candidates. Names are to be returned to Trustee Petruzelli by Friday, October 26, 2007.

• Attributes to keep in mind when considering candidates:

o Diversity: Consider individuals from a wide variety of disciplines (think of the major employer groups in the area)

o Commitment: the Foundation needs members who will be able to make a strong commitment to its goals.


ACTION ITEMS:

1. Megan will send out the Corporate/Vendor section of the target audience database. Board members are asked to review the Corporate/Vendor section of the target audience database and identify those that they will commit to contact to solicit general donations and/or table sponsorships for the April 19 dinner/auction (attached).

2. Trustee Petruzelli will contact Supt. Mabbott for dates/times that he’s available to meet with potential Board candidates.

3. Megan will contact ESD Board members, asking for names of potential Foundation Board candidate.

4. President Sullivan and Megan will finalize the Foundation's marketing material. 5. Board members are encouraged to visit ESD program sites. Megan will distribute a list of programs

with locations and hours of operation. Next Meeting: Thursday, December 13, 2007 ‐‐ 3:30 p.m. Location: NWRESD Regional Office, Hillsboro

Approved


Minutes Thursday, March 13, 2008 ~ 3:00 p.m. NWRESD Regional Office, Hillsboro

Attendance

Board: Betty Atteberry, Patrick Braatz, Sally Bunnell, Yuen Chin, Barbara Gibbs and Steve Petruzelli Absent: Scott Cockey, Jeff Condit and Gail Young Others Present: Mickey Odin and Megan Stenberg

Call to Order

The meeting was called to order at 3:05 p.m.

Approval of Minutes of January 24, 2007

A motion to approve the minutes was made and seconded and approved unanimously.


Trustee Braatz moved to approve the financial report; the motion was seconded by Trustee Gibbs and approved unanimously.

Election of Secretary

The floor was opened for nominations. Trustee Barb Gibbs was nominated for Secretary. The motion was seconded and approved unanimously.

By-law Amendments

The positions of Past President and President-Elect were added to the Foundation’s by-laws. Text was also added to indicate that the following positions function as the Executive Committee for rapid decision making: President, President-elect, Secretary and Treasurer.

Restructuring of Board Makeup

Trustee Petruzelli and Supt. Mabbott would like to build up the board by working to enlist a hands-on group of trustees made up of supporters from the four-county region whose backgrounds are in areas related to education (retired educators, retired district board members and community supporters, etc.). This group would then work with an Advisory Committee made up of corporate members.

G.A.P.S. 2007 Mini-Grants Feedback

A follow-up will be sent to all grant recipients. The form will give us information on the use of grant funds received during the past year in order to ensure that the original intent was carried out. Forms will be due back by May 30, 2008.


Update on April 19, 2008 Benefit Dinner. A list of table sponsors secured to-date was shared with the Board. The Board was reminded to continue to work to secure sponsorships with the goal of generating a minimum of four sponsors each. Members are asked to communicate any commitments with the Foundation office.


The G.A.P.S. Foundation Board Meeting

Approved

Minutes Tuesday, May 27, 2008 ~ 3:30 p.m.

NWRESD Regional Office, Hillsboro

Attendance

Board: Patrick Braatz, Sally Bunnell, Yuen Chin, Jeff Condit, Steve Petruzelli, John Young, Nancy Young and Gail Young. Absent: Scott Cockey and Barbara Gibbs. Others Present: Jim Mabbott and Megan Stenberg

Call to Order/President’s Message

The meeting was called to order at 3:35 p.m. President Braatz shared that Betty Atteberry has resigned her board position effective immediately due to family circumstances.

New Board Members

Superintendent Mabbott introduced three new Board candidates: John and Nancy Young, and Jim Doane. Trustee Bunnell made a motion to nominate all three for Board membership; the motion was seconded by Trustee Petruzelli and approved unanimously.

Approval of Minutes of March 13, 2007

Trustee Bunnell moved to approve the minutes; the motion was seconded by Trustee Chin and approved unanimously.


Trustee Petruzelli moved to approve the financial report; the motion was seconded by Trustee Condit and approved unanimously.

Recruitment and Succession Committee

Trustee Petruzelli led a discussion regarding strategies to recruit new Board members. The following actions will be taken:

1. Supt Mabbott will request names and contact information for key community members from both component superintendents and ESD Service Center Administrators. The information will be passed on to the committee and meetings will be arranged to present the Foundation, and possible Board membership.

2. The Recruitment Committee will meet on a monthly basis. The next meeting will be Tues., June 17 at 3:30 at the administrative offices of Willamette Dental (6950 NE Campus Way/Hillsboro). Committee members are: Chair Steve Petruzelli, Sally Bunnell and Jeff Condit, John Young and Nancy Young. Members are asked to come with the names and contact information of three of potential candidates.

Development Committee

♦ The 2008 Benefit event revenue and expenses were reviewed. ♦ The Board gave approval for a donation drive/appeal mailing to families of students who have attended Outdoor

Science School this year. ♦ Superintendent Mabbott will put together samples of school district policies regarding the naming of facilities

after major donors. ♦ Receptions in the three outlying counties will be discussed at a later date. ♦ Megan will ensure that Foundation brochures are prominently displayed in the reception area of all three service

centers, as well as at ESD program sites.

For the Good of the Order

Trustee Bunnell made the motion to have the Board send a letter, flowers and a restaurant gift certificate by way of thanks to Betty for her work for the Foundation over the past two years. The motion was seconded by Trustee Condit and approved unanimously.



Approved

Minutes Tuesday, July 15, 2008 ~ 3:30 p.m.

NWRESD Regional Office, Hillsboro

Attendance

Board: Patrick Braatz, Sally Bunnell, Yuen Chin, Jeff Condit, Barbara Gibbs and Steve Petruzelli Absent: Scott Cockey, Jim Doane, Gail Young, John Young and Nancy Young. Others Present: Jim Mabbott and Megan Stenberg

Call to Order

The meeting was called to order at 3:44 p.m.

Proposed Amendments to the Bylaws

The following revisions were suggested (to be voted on at the next Board meeting):

SECTION 3: DIRECTORS

3.3 Appointment

The District shall be entitled to appoint one director, exercisable by written instrument delivered to the President or Secretary. The ESD Liaison position is ex-officio by virtue of being an ESD Board member. This is a non-voting position. This Section may be amended or repealed only with the advance written consent of the District. The position is ex-officio.

3.4 Election and Term of Office

New Board directors may be appointed at any time. Except as provided in Section 3.3, Directors shall be elected at the annual meeting of the board of directors by a majority vote of the directors then in office. Directors shall serve until the next annual meeting of the board of directors, or until their successors have been elected and take office, and may be elected for successive terms. A director who leaves the board of directors at the expiration of his or her term may be reelected after the expiration of one year.

SECTION 4: OFFICERS

4.3 Officers Election and Term of Office

The officers of the Corporation shall be elected annually by the board of directors. at the annual meeting of the board of directors. Each officer shall hold office until July 1 through June 30 a successor is duly elected or until the officer’s resignation, death, or removal.

SECTION 5: COMMITTEES

5.10 President-Elect Nominating Committee. The President-Elect Nominating Committee, if it is created, may be authorized to perform such functions as the board of directors deems proper, such as identifying and recommending a current board members for the position of President-Elect.

Annual Election of Directors and Officers

Jeff Condit made a motion to re-elect all current Directors. The motion was seconded by Barb Gibbs and approved unanimously.

1

2

Per Foundation bylaws, the president-elect assumes the role of president at the end of a one-year and thus does not require a vote. Steve Petruzelli has assumed the role of president through June 30, 2008.

a) President-Elect: The election of this position has been tabled to allow a president-elect nominating committee to be formed. It was suggested that this committee be added to the bylaws (see suggested revision 5.12 above). Megan will work with Directors to form a committee.

b) Treasurer: Barb Gibbs made a motion to elect Yuen Chin as Treasurer. Sally Bunnell moved to close nominations, and the vote was unanimous.

c) Secretary: Steve Petruzelli made a motion to elect Barb Gibbs as Secretary. Sally Bunnell moved to close nominations, and the vote was unanimous.

Approval of Minutes of May 27, 2008

A motion was made to approve the minutes; the motion was seconded by Patrick Braatz and approved unanimously.

Approval of Treasurer’s Report

Yuen Chin presented the year-end overview. The Foundation has an ending fund balance of $113,983; a $64,000 increase over the 2007-08 beginning balance. Steve Petruzelli moved to approve the Treasurer’s report; the motion was seconded by Barb Gibbs and approved unanimously.

Discussion was held as to the necessity developing three to five year funding plan.


Steve Petruzelli will contact Committee members asking them to make initial contact with the potential candidates on their lists to set up meetings. Committee members are encouraged to contact Megan to help to see that the appropriate people take part in the meeting (any ESD staff, such as Jim or Deputy Supt. Mickey Odin), and that you have recruiting materials.

2008 Mini-Grant Program

A motion was made to approve $30,000 for the fall 2008 mini-grants. The motion was seconded by Yuen Chin and approved unanimously.

Development Activities: 2009 Fundraiser

Discussion was held as to the necessity of electing a new Development Committee Chair and putting together a committee. Patrick Braatz is considering the position of Committee Chair.

It was decided to pursue holding the spring 2009 benefit event at the PCC Rock Creek Campus. Jim Mabbott will work with ESD board member Marilyn McGlasson, who also sits on the PCC Board of Directors, to contact PCC President Preston Pulliam and enquire about the possibility.

Event Sponsorships: A spreadsheet with potential table sponsors list will be emailed to Directors who are asked to review the list and let Megan know the five or six that they will commit to pursue -- of course feel free to pursue sponsors not listed as well (just let Megan know).

Other

The ESD staff In-service will be Thursday, August 21. Directors are encouraged to assist Megan at a G.A.P.S. Foundation informational booth from noon to 1:00 p.m. It will be at Hillsboro High School (map and directions are on the ESD's Web site at http://www.nwresd.k12.or.us/inservice.html)


TENTATIVE DATE FOR NEXT MEETING: Tue., August 26, 3:30 p.m. at Northwest Regional ESD.

http://www.nwresd.k12.or.us/inservice.html

Approved The G.A.P.S. Foundation Board Meeting

Minutes Tuesday, August 26, 2008 ~ 3:30 p.m. NWRESD Regional Office, Hillsboro

Attendance

Board: Patrick Braatz, Sally Bunnell, Yuen Chin, Jeff Condit (via phone), Jim Doane, Steve Petruzelli, John Young, and Nancy Young. Absent: Scott Cockey, Barbara Gibbs, and Gail Young Others Present: Jim Mabbott and Megan Stenberg

Call to Order

Board President Steve Petruzelli called the meeting to order at 3:34 p.m.

Approval of Minutes of June 15, 2008

Yuen Chin motioned to approve the minutes with one change suggested by Jim Doane; the motion was seconded by John Young and approved unanimously. (Upon review, the suggested change was not necessary; the minutes were correct as sent.)


Sally Bunnell moved to approve the Treasurer’s report; the motion was seconded by Jeff Condit and approved unanimously.

*Jim Mabbott requested that the date that the report is presented to the Board be reflected in the report.

*Yuen agreed to develop a 2008-09 budget based on estimated expenses and revenue, and present it at the September meeting.

Approval of Amendments to the Bylaws

Jeff Condit moved to approve the amendments as presented with one change (below). The motion was seconded by Yuen Chin and approved unanimously.

*The following statement in Section 3.4: Election and Term of Office will be moved to Section 3.3: Appointments: “New Board directors may be appointed at any time.”

*Megan Stenberg will send a copy of the revised bylaws to the Board.

Recruitment and Succession Committee Report

Steve Petruzelli and Jim Mabbott will set up a meeting with Dr. Vaughn Tidwell to present the Foundation and ask Dr. Tidwell to join the Board. Steve and Jim will also meet to go over the current list of potential candidates and assign Board members to make initial contact as well as set up meetings.

*Megan Stenberg will work with Steve and Jim’s assistants to schedule these meetings.


Jeff Condit agreed to Chair the Development Committee Chair. John young, Nancy Young and Patrick Braatz agreed to sit on the committee.

The committee will meet at 3:30 p.m. on Monday, September 8, at the ESD. The agenda will include discussion of the 2009 fundraising auction, contacting potential sponsors , and the possibility of holding a raffle for an item with a high dollar value that will be a ‘draw’ to attendees.

Patrick Braatz made a motion to hold the event at the PCC Rock Creek’s Event Center on Thursday, April 16, 2009. The motion was seconded by John Young and approved unanimously.

The G.A.P.S. Foundation Board of Trustees Minutes: August 26, 2008

1

*Jim Mabbott and Megan Stenberg will work to recruit a few more committee members.

The G.A.P.S. Foundation Board of Trustees Minutes: August 26, 2008

2

* Both Jeff Condit and Steve Petruzelli agreed to check with the appropriate staff at their respective firms as to their willingness to assist the Development Committee with the April 16, 2009, fundraiser/auction.

* Megan Stenberg will: 1.) Confirm the 04/16/2009 event date with PCC; 2.) Contact the auctioneer, Dave Colson, to see if he is available; 3.) Send out save-the-date postcards to previous auction attendees and others who’ve been involved in the past two fundraisers; and, 4.) Prepare and distribute the spreadsheet of sponsors (both potential and those that have sponsored at past events).

Reviewing the ESD’s In-Kind Contribution of Executive Assistant to Board

The ESD Board has agreed to continue the in-kind contribution of Megan Stenberg’s work as the Executive Assistant to Board for the 2008-09 school year. However, they requested that the Foundation Board work towards paring down the contribution over a period of several-years. Steve Petruzelli said the Board will create a plan that both Boards can support.

The ESD Board also communicated that they are grateful for the Foundation’s efforts, and impressed with its progress.

Jim Mabbott asked that the minutes reflect a reminder regarding the agreement between the ESD and Foundation Boards that the ESD will bill any overtime due to Foundation work to the Foundation.

*Megan Stenberg will research the cost to hire a part-time administrative assistant from a temp agency.

Next Meeting Date

Tue., September 23, 3:30 p.m., in Rooms 223 & 224 at Northwest Regional ESD in Hillsboro.

Agenda items for the September meeting (in addition to standing agenda items):

• Budget Approval for 2008-2009 • Meeting schedule for 2008-2009

Comments for the Good of the Order

Steve Petruzelli/Check signing:

Steve asked that Megan Stenberg work with Jeff Condit to write verbiage to amend the bylaws to reflect the following process for signing checks: Signers will be Past President and Treasurer. The President will be added to the bank account and available as a third signer only if one of the other two will be unavailable for a period of five days, and the check requires immediate execution.

* Megan Stenberg will work with Jeff Condit to write the amendment.

Yuen Chin/Audits: Yuen shared that there is no legal requirement for 501(c)(3)s to have an audit as long as they are not required by the organization's bylaws. Audits are helpful for easing both the board and donor's minds, and may be required by funding foundations or lenders.

*Yuen will speak with his firm’s auditors to research cost as well as a possible donation of time towards an audit.

Megan Stenberg/NWRESD’s In-service: Patrick Braatz did a great job speaking at the ESD’s staff in-service on August 21, 2008. As the result of his request for staff involvement in the Foundation, six staff donated cash at the event, and three signed up to donate monthly via payroll deduction. Patrick suggested adding the payroll deduction form to the back of the electronic pay stubs that are emailed to staff.

*Jim will run the above suggestion by the ESD’s CFO, Tim Collier.

Megan Stenberg/Result of Appeal Mailing: This past June, an appeal mailing was sent to the families of 618 students who either attended or worked as counselors at Northwest Outdoor Science School’s spring 2008 session. The mailing cost $698 and brought in only one $25 donation.


The G.A.P.S. Foundation Board of Trustees Minutes: September 23, 2008

1

The G.A.P.S. Foundation Board Meeting Minutes

Tuesday, September 23, 2008 ~ 3:30 p.m. NWRESD Regional Office, Hillsboro

Attendance

Board: Sally Bunnell, Yuen Chin, Jim Doane, Barbara Gibbs and Steve Petruzelli. Via phone: Patrick Braatz, Jeff Condit, John Young and Nancy Young. Absent: Scott Cockey and Gail Young. Others Present: Jim Mabbott and Megan Stenberg

Call to Order Board President Steve Petruzelli called the meeting to order at 3:40 p.m.

Approval of Minutes of August 26, 2008 Sally Bunnell moved to approve the minutes; the motion was seconded by Patrick Braatz and approved as presented.

Approval of Treasurer’s Report Yuen Chin presented the financial history as of Aug. 31, 2008 and two proposed budgets; one with a fundraising event and one without a fundraiser. Patrick Braatz moved to approve the 2008-09 budget with fundraiser; the motion was seconded by Barb Gibbs and approved unanimously.

Approval of Amendments to the Bylaws Patrick Braatz moved to approve the amendments with the addition of text indicating that the amendment only comes into force if the President and the Treasurer are from the same firm. The motion was seconded by John Young and approved unanimously.

Recruitment and Succession Committee Report Steve Petruzelli and Jim Mabbott will meet with Dr. Vaughn Tidwell to present the Foundation on Oct. 29. They will also meet on Oct. 7 to go review the current list of potential candidates and decide how best to approach each one. Steve will be in contact with the Committee prior to the October 21 meeting to for an update.

Development Committee The committee reviewed their recommendations for holding a raffle in conjunction with the April 16, 2009, fundraiser (see attached committee minutes). The raffle will be put on hold until legal questions can be answered.

Jeff Condit shared that his firm has a new policy regarding rendering legal advice while serving on a board. The policy requires that an attorney’s role on a board of trustees be separate from their role as legal counsel, and until Jeff resolves what his role is, he is not able to offer legal advice to the Foundation. Jeff indicated there are two or three temporary solutions that would allow the Board to obtain legal advice from his firm regarding the proposed raffle. Jeff will email the Board as soon as he has more information.

Each Board member is asked to work to obtain table sponsors for the 2009 fundraiser. To that end, a goal was set to have 15 pledges made by the October 21 Board meeting, and 25 committed sponsors by the November 15 meeting. Megan will email out necessary documents and information for Board members to share with potential sponsors, as well as provide any assistance needed in the process.

Meeting Date Next meeting: Tue., October 21, 3:30 p.m., in the Columbia Room at Northwest Regional ESD in Hillsboro. Future meetings have been scheduled for the third Tuesday of each month at 3:30 at the ESD, also in the Columbia Room.

Comments for the Good of the Order Yuen Chin: Yuen determined that an audit and/or a review of the Foundation would be cost-prohibitive at this time. Megan Stenberg: The online application for Foundation mini-grants opened Oct. 22. Board members are encouraged to take part in the award selection process, which will take place in early November. Grant Committee members are Barb Gibbs and Sally Bunnell; in addition, ESD Deputy Supt. Mickey Odin and Chief Personnel Officer Darcy Rourk will offer input.

AdjournmentU: 4:45 p.m.

Approved

The G.A.P.S. Foundation Board of Trustees Minutes: October 21, 2008

1


Minutes Tuesday, October 21, 2008 ~ 3:30 p.m. NWRESD Regional Office, Hillsboro

Attendance

Board Members: Sally Bunnell, Patrick Braatz, Yuen Chin, Jim Doane, Steve Petruzelli, and Vaughn Tidwell. Absent: Scott Cockey, Jeff Condit, Barbara Gibbs, Gail Young, John Young, Nancy Young, and Jim Mabbott. Others: Megan Stenberg


Introduction of New Board Member Steve introduced new Board member, Dr. Vaughn Tidwell, D.M.D. Vaughn owns Tidwell Dental in Forest Grove and has been in practice there for over 20 years. He brings new expertise to the Foundation through his involvement with other nonprofits and his work to establish a successful dental hygiene program at Pacific University.

Approval of Minutes of September 23, 2008 Sally Bunnell moved to approve the minutes; the motion was seconded by Yuen Chin and approved as presented.

Approval of Treasurer’s Report Yuen Chin presented the financial history as of Sept. 30, 2008, and brought the Board up-to-date on the Foundation’s budget. Patrick Braatz moved to approve the report; the motion was seconded by Steve and approved unanimously. Yuen made a suggestion that the Board consider investing funds in a money market or CD to generate interest. Patrick moved to have Yuen investigate rates; the motion was seconded by Vaughn and approved unanimously.

Approval of Member Status with United Way of Tillamook County Per a request from NWRESD Service Center Administrator Helen Armstrong, Patrick moved to approve that The G.A.P.S. Foundation obtain member status with United Way of Tillamook County for the purpose of generating donations for the Tillamook Service Center’s annual county-wide pre-school exams. The motion was seconded by Jim Doane and approved unanimously.

December 16 Dinner with ESD Board of Directors The NWRESD Board has invited The G.A.P.S. Board to join them for dinner Tue., December 16, 2008 (at the ESD). In addition, they will have some board members attend the Foundation’s meeting scheduled for 3:30 that day, and G.A.P.S. Board members are asked to consider attending the ESD’s board meeting after dinner. Megan will put out an invitation and collect RSVP’s from G.A.P.S. Board members.

Recruitment and Succession Committee Report Steve, Jim Mabbott, and Megan Stenberg met Oct. 13, to review the current list of potential candidates and decide how best to approach each one. The list has the names of 20+ contacts that Steve and Jim will be meeting with over the next few months. On occasion, Board members will be asked to join either Steve or Jim at a meeting. Vaughn said he will contact Don Jones at Bank of the West in Forest Grove to set up a meeting that would include Jim Mabbott.

Development Committee Report Megan shared the names of the four sponsors that are confirmed so far: Bank of America, Comotiv Systems, and the NWRESD board will purchase two tables.

Sally indicated that the Bunnells will sponsor a table for the third year.

Approved


2

Megan approached Paul Linnman, 1190 KEX talk show host, about emceeing the April 16, 2009, fundraiser. Paul said he would be happy to consider participating, and asked to be contact again in January as he only schedules three months out. Megan will follow up.

It was suggested that the Foundation work to contact Craig Robinson, Oregon State University men’s basketball coach and Michelle Obama’s brother, to engage him as guest speaker at the April fundraiser. Megan will work to make initial contact.

Board members are asked to obtain sponsors for the April fundraiser. The new goal is to have 25 pledges by the December 19 Board meeting. Megan has emailed the necessary documents and information for Board members to share with potential sponsors. In addition, Megan will prepare informational packets for the Board to use when they approach a sponsor.

Meeting Date Next meeting: Tue., November 18, 3:30 p.m., in the Columbia Room at Northwest Regional ESD in Hillsboro. Future meetings have been scheduled for the third Tuesday of each month at 3:30 at the ESD, also in the Columbia Room.

Comments for the Good of the Order Foundation mini-grants: The Grant Committee will meet in November to award funds (207 applications were received). Megan will email out the meeting date. Board members are encouraged to take part in the selection process. Grant Committee members are Barb Gibbs and Sally Bunnell; in addition, ESD Deputy Supt. Mickey Odin and Chief Personnel Officer Darcy Rourk will offer input.


The G.A.P.S. Foundation Board of Trustees Minutes: November 18, 2008

1

The G.A.P.S. Foundation Board Meeting Minutes Tuesday, November 18, 2008 ~ 3:30 p.m.

NWRESD Regional Office, Hillsboro Attendance

Board Members: Sally Bunnell, Patrick Braatz, Yuen Chin, Jeff Condit, Jim Doane, Barbara Gibbs, Steve Petruzelli, Vaughn Tidwell, John Young and Nancy Young. Absent: Scott Cockey and Gail Young. Others Present: Darcy Rourk, Megan Stenberg


Approval of Minutes of October 21, 2008 Patrick Braatz moved to approve the minutes; the motion was seconded by Vaughn Tidwell and approved as presented.

Approval of Treasurer’s Report Yuen Chin presented the financial history as of Sept. 30, 2008, and brought the Board up-to-date on the Foundation’s budget. Patrick Braatz moved to approve the report; the motion was seconded by John Young and approved as presented.

December 16 Dinner with ESD Board of Directors The Board was reminded that the NWRESD Board has invited them to share dinner on Tue., December 16, at the ESD. They will have board members attend the Foundation’s meeting scheduled for that day, and G.A.P.S. Board members are invited to attend the ESD’s board meeting after dinner.

• 4:30 to 6:00 p.m.: G.A.P.S. Board meeting • 6:00 to 6:50 p.m.: Dinner with ESD Board • 7:00 to 9:00 p.m.: ESD Board meeting

*Megan will collect RSVP’s from G.A.P.S. Board members. Recruitment and Succession Committee Report

Steve and Vaughn are working to set up a meeting with Don Jones, Vice President and Manager of Bank of the West in Forest Grove. Steve indicated he’ll approach Phil Keisling, former Secretary of State and now a Senior Vice President for Marketing for CorSource Technology Group, Inc (a high tech company). He also sits on the board of the Oregon Business Association (OBA).

Development Committee Report Jeff Condit shared highlights of the Development Committee meeting held prior to the Board meeting:

Sponsorship Goal: 25 confirmed pledges in the amount of at least $30,000 by the December 16 Board meeting—there are currently nine. The Board is encouraged to ask Megan or Jim for any additional information/assistance they need to help secure sponsorships. Megan will email the Board weekly with updates. Sponsorships (confirmed):

1. Willamette Dental Management Corp. $ 10,000 2. Comotiv Systems $ 5,000 3. Condit, Jeff/Miller Nash $ 2,500 4 Bank of America $ 1,000 5. Bunnell, Sally and Rod $ 1,000 6. ESD Board of Directors $ 1,000 7. ESD Board of Directors $ 1,000 8. Gibbs, Barb/Seattle NW Securities $ 1,000 9. Young, John and Nancy $ 1,000 TOTAL: $ 23,500.00

Approved


2

Sponsorships in process and the person responsible for follow up: 1. Kaiser/Steve P. 2. ODS/Steve P. 3. Watson and Wyatt/Steve P. 4 Perkins & Company/Yuen C. 5. Providence Health System/Yuen C. 6. Umpqua Bank/Yuen C. 7. Intel/Megan S. 8. Computer Software Associates/Megan S. 9. Tillamook Creamery/John and Nancy Y. John Young will also review a list of vendors/contacts he developed for a conference last year and follow up with the Board if it yields potential sponsors.

Raffle: The committee recommended against implementing a raffle this year, but instead to take this time to research how raffles have worked for similar non-profits/social service agencies.

Speaker: Craig Robinson (Oregon State University basketball coach) is not available to speak at the April fundraiser.

*Jeff will approach Preston Pulliam, Portland Community College president about speaking.

Emcee: Megan will touch base with Paul Linnman in January. Other names that were suggested are radio hosts Mark and Dave (1190 KEX), and Bob Miller (KPAM 860).

Comments for the Good of the Order Investing Funds: Yuen indicated that he has spoken with Umpqua Bank about investing some of the Foundation’s money. Patrick moved to authorize Yuen to invest funds in both a money market acct. for flexibility, as well as a locking some funds into a CD with a higher rate. The motion was seconded by Vaughn and approved unanimously. It was suggested that Yuen also contact Bank of the West to see what they could offer. Foundation mini-grants: The Grant Committee will announce awards on Thurs., Nov. 20. Board members will be notified as well. Phase-out plan for ESD’s in-kind contribution of staff time: Megan contacted “Office Team” a temp agency that the ESD uses frequently. Office Team would be able to provide all the services associated with hiring a part-time staff person for the Foundation (initial interviews/screenings, hiring, firing, payroll, etc.), for approximately the same value as the in-kind contribution, which for the 2007-08 school year was just over $8,000.

Final interviews and hiring would be the role of the Foundation officers.

It was decided that this be a standing agenda item.

Adjournment: 4:10 p.m. Next Meeting Date

Next meeting: Tue., December 18, 4:30 p.m., in the Columbia Room at Northwest Regional ESD in Hillsboro: • 4:30 to 6:00 p.m.: G.A.P.S. Board meeting • 6:00 to 6:50 p.m.: Dinner with ESD Board • 7:00 to 9:00 p.m.: ESD Board meeting

Future meetings are scheduled for the third Tuesday of each month at 3:30 at the ESD, in the Columbia Room.

The G.A.P.S. Foundation Board of Trustees Minutes: January 20, 2009

1

The G.A.P.S. Foundation Board Meeting Minutes Tuesday, January, 20, 2009 ~ 4:30 p.m. NWRESD Regional Office, Hillsboro

Columbia Room Attendance

Board Members: Sally Bunnell, Patrick Braatz, Yuen Chin, Jeff Condit (via phone), Barbara Gibbs, Steve Petruzelli, Vaughn Tidwell, Gail Young, John Young, and Nancy Young. Absent: Jim Doane. Others Present: ESD Board: Michael Ingalls and Earl Fisher, ESD staff: Jim Mabbott, Darcy Rourk, and Megan Stenberg


Approval of Minutes of November 21, 2008 Patrick Braatz moved to approve the minutes; the motion was seconded by Vaughn Tidwell and approved as presented.

Approval of Treasurer’s Report Yuen Chin presented the financial history as of Dec 30, 2008, and brought the Board up-to-date on the Foundation’s budget. Vaughn Tidwell moved to approve the report; the motion was seconded by Patrick Braatz and approved as presented.

Recruitment and Succession Committee Report Amy Marko, Vice President of Kaiser Dental Programs has agreed to join the Board. Steve Petruzelli and Vaughn Tidwell met with Don Jones, Vice President and Manager of Bank of the West in Forest Grove. Mr. Jones indicated that he is otherwise committed at this time but would consider Board membership at a later date. Jim Mabbott and Steve Petruzelli will meet with the president of Providence St. Vincent, and Joyce Beadnell, a retired middle school teacher recommended by Gail Young (Megan will find contact information for both). Yuen Chin has been in communication with representative from ODS, Umpqua Bank and Perkins and Company regarding possible Board membership as well as a donation for the April fundraiser.

Development Committee Report Jeff Condit emphasized that although we’ve met the goal of $30,000 in underwriting, Board members should still be working to secure more. In addition he asked that Board members be thinking of people they could invite to fill empty seats (there are usually are about three sponsors that ask us to fill their tables for them).

Below are details on the auction, event program, and sponsorships: Auction: Our goal is to secure 50 to 60 silent items and 12 live items. The ESD Auction Team has secured 30 items so far. It would be a big help if G.A.P.S. Board each donated one item. In addition, we’ve asked ESD administrators to come up with a project that will be highlighted for the ‘paddle raise/’fund-a-need’ portion of the live auction, and will share this information with the Board soon. Speaker: Greg Bell Emcee: Paul Linnman 1190 KEX Radio Entertainment: Rainier High School Jazz Band during the social hour and Michael Allen Harrison during dinner.

Approved


2

Sponsorships and underwriting donations:

1. Willamette Dental Management Corp. $ 10,000 2. Kaiser Dental Care Program $ 5,000 3. Comotiv Systems $ 5,000 4. Miller Nash $ 1,000 5. Friendship House (Holgate Center) $ 1,000 6. Bunnell, Sally and Rod $ 1,000 7. ESD Board of Directors $ 1,000 8. ESD Board of Directors $ 1,000 9. Seattle NW Securities $ 1,000 10. Young, John and Nancy $ 1,000 11. The ODS Companies $ 1,000 12. Computer Software Associates $ 1,000 13. Regence BlueCross BlueShield of Oregon $ 1,000 -- Dilorenzo and Co. PC $ 500 -- McGlasson, Marilyn $ 200 TOTAL: $30,700.00

Phase-Out Plan for ESD In-Kind Contribution of Staff Time Options for replacing Megan Stenberg’s role as executive assistant to the Board of Trustees were discussed. Board members are asked to be thinking of a possible volunteer; perhaps a retiree that could be approached about working with Megan with a phase-out timeframe in place. The possibility of having the ESD provide payroll services for a paid assistant was also discussed as a viable option. Communication Thank you cards and letters from mini-grant recipients were shared with the Board Comments for the Good of the Order

Investing Funds: Yuen Chin will transfer$ 20,000 to $30,000 to a money market account with Umpqua Bank.

Grants in the News: An article on the G.A.P.S. mini-grants was published in the 12/11/08 Oregonian and shared with Board members.

Spring 2009 5K Run/Walk-a-Thon: ESD Chief Personnel Officer Darcy Rourk spoke about the idea of having the Human Resources Department sponsor a 5K Run/Walk-a-Thon fundraiser for the Foundation. A committee consisting of Darcy Rourk, Gail Young and Jim Doane will explore the possibility.

Adjournment: 5:30 p.m. Next Meeting Date Meetings are scheduled for the third Tuesday of each month at 3:30 at the ESD, in the Columbia Room.:

February 17, 2009 March 17, 2009 April 21, 2009 May 19, 2009 June 16, 2009

The G.A.P.S. Foundation Board of Trustees Minutes: February 17, 2009

1


Tuesday, February, 17, 2009 ~ 3:30 p.m. NWRESD Regional Office, Hillsboro in the Columbia Room

Attendance

Board Members: Sally Bunnell, Yuen Chin, Jeff Condit, Barbara Gibbs, Steve Petruzelli, Vaughn Tidwell, Gail Young, and John and Nancy Young via phone. Absent: Patrick Braatz and Jim Doane. Others: ESD staff—Darcy Rourk and Megan Stenberg


Approval of Minutes of January 20, 2009 Sally Bunnell moved to approve the minutes; the motion was seconded by Jeff Condit and approved as presented.

Approval of Treasurer’s Report Yuen Chin presented the financial history as of January 31, 2009, and brought the Board up-to-date on the Foundation’s budget. Yuen also indicated he would be transferring $50,000 to an Umpqua Bank Money Market account this month as previously approved by the Board. Jeff Condit moved to approve the report; the motion was seconded by Vaughn Tidwell and approved as presented.

Recruitment and Succession Committee Report • Amy Marko, vice president of Kaiser Dental Programs, was not able to attend the February meeting. She has been

sent the full schedule of upcoming meetings. • Steve Petruzelli met with Phil Keisling. Mr. Keisling indicated that he would consider Board membership at a later

date. • Steve Petruzelli plans to make contact with Oregon Business Association President Ryan Deckert regarding possible

G.A.P.S. board membership. • Jim Mabbott and Steve Petruzelli schedule meetings with Janice Burger, Administrator for Providence St. Vincent

Medical Center in Portland, and Joyce Beadnell, a retired Tigard-Tualatin School District middle school teacher. Development Committee Report

Development Chair Jeff Condit emphasized that we’ve met the goal of $30,000 in underwriting ($31, 200), however a few more sponsorships would be great. He asked Board members be thinking of people they could invite to fill empty seats as there are usually three or four sponsors that ask us to fill their tables for them. Megan sent invitation letters signed by the ESD Board chair Earl Fisher to legislators, former ESD administrators, regional superintendents and school board chairs, and ESD partners in education.

Auction, event program, and sponsorship details: • Auction: The goal is to secure 50 to silent items and 10 to 12 live items. The ESD Auction Team has approximately

40 items to-date. Board members are asked to donate one item as well. • Paddle raise/fund-a-need: ESD administrators have been charged with coming up with a project that will be

highlighted for this component of the live auction • Speaker: Greg Bell • Emcee: Paul Linnman 1190 KEX Radio • Entertainment: Rainier High School Jazz Band and Michael Allen Harrison.

Continued… AA

Approved


2

Development Committee Report, continued

Sponsorships and underwriting donations:

1 Willamette Dental Management Corp. $ 10,000 2 Kaiser Dental Care Program $ 5,000 3 Comotiv Systems $ 5,000 4 Bunnell, Sally and Rod $ 1,000 5 Computer Software Associates $ 1,000 6 ESD Board of Directors $ 1,000 7 ESD Board of Directors $ 1,000 8 Friendship House (Holgate Center) $ 1,000 9 Miller Nash $ 1,000 10 Regence BlueCross BlueShield of Oregon $ 1,000 11 Seattle NW Securities $ 1,000 12 The ODS Companies $ 1,000 13 Young, John and Nancy $ 1,000 14 Dilorenzo and Co. PC $ 500 Tonkin Torp, LLP $ 500 N/A McGlasson, Marilyn $ 200 TOTAL: $31,200.00

Phase-Out Plan for ESD In-Kind Contribution of Staff Time

Gail Young will propose to the ESD board that they continue to cover at least percentage of the cost of staff time. Yuen will work with Megan document the value of the in-kind donation, which Gail will then present to the ESD board. In addition, Megan will research the relations between other ESDs and school districts and their foundations.

Discussion of Donation of Eagle Crest Timeshare Vaughn Tidwell made a motion to accept the generous donation of an Eagle Crest Time share; the motion was seconded by Sally Bunnell and approved unanimously. The Board agreed to use the annual week-long stay at the timeshare as a ‘headliner’ auction item for five or so years, and then perhaps consider selling it if the market is right. The Foundation will pay the fees to record the title transfer, which is approximately $155. Eagle Crest staff will send necessary forms to the Foundation office.

Possible 5K Run/Walk-a-Thon Darcy Rourk spoke with a representative from the American Cancer Society who has organized 5K Run/Walk-a-Thons, and was advised that it will take at least six months, preferably one year, to plan the event. The Human Resources Department will continue to explore routes and investigate permits needed here in Washington County and report back to the Board. The idea was brought up to look into facilitating events in Clatsop, Columbia, and Tillamook counties as well. Committee members are Darcy Rourk, Gail Young and Jim Doane.

Communication Thank you notes from mini-grant recipients were shared with the Board. In addition, the Lifeworks Young Children’s Day Treatment program sent a thank you note for the computer lab that was funded through a paddle raise at the 2008 auction.


Steve Petruzelli suggested that he would like to set up meetings with key community members at Clatsop, Columbia, and Tillamook counties so that he and other Board members can present the Foundation with the goal of increasing awareness and participation. Megan will work to set up the first reception before the March Board meeting.

Adjournment: 4:21 p.m. Next Meeting Date Meetings are scheduled for the third Tuesday of each month at 3:30 at the ESD, in the Columbia Room:

March 17, 2009 May 19, 2009 April 21, 2009 June 16, 2009

The G.A.P.S. Foundation Board of Trustees Minutes: March 17, 2009

1


Tuesday, March, 17, 2009 ~ 3:30 p.m. NWRESD Regional Office, Hillsboro in the Columbia Room

Attendance

Board Members: Sally Bunnell, Yuen Chin, Jeff Condit, Barbara Gibbs, Steve Petruzelli, Vaughn Tidwell, John Young, Nancy Young, and Patrick Braatz via phone. Absent: Jim Doane and Gail Young. Others: ESD staff—Darcy Rourk and Megan Stenberg


Approval of Minutes of February 17, 2009 Vaughn Tidwell moved to approve the minutes with the change that the adjournment time be corrected; the motion was seconded by John Young and approved.

Approval of Treasurer’s Report Yuen Chin presented the financial history as of February 28, 2009, and brought the Board up-to-date on the Foundation’s budget. Vaughn Tidwell moved to approve the report; the motion was seconded by John Young and approved as presented.

Recruitment and Succession Committee Report • Ryan Deckert: Steve Petruzelli plans to make contact with Oregon Business Association President Ryan Deckert the

week of March 23. • Janice Burger: Jim Mabbott and Steve Petruzelli have scheduled a meeting with Janice Burger, Administrator for

Providence St. Vincent Medical Center in Portland on Wed., April 29 at 10:30 a.m. • Joyce Beadnell: Steve will call make a follow-up call to Joyce this week. Joyce is a retired Tigard-Tualatin School

District middle school teacher. • Wendy Bass: Megan will see if Wendy has an interest in meeting with Steve regarding board membership. Wendy is

the parent of two, special needs kids (now deceased), and works as a realtor. Development Committee Report

• Megan reported that on Wed., March 18, she and Jim will have a phone interview with Genentech, a local pharmaceutical company, to work to secure either a large donation or funding towards the benefit event. This is a follow-up interview to an application that was submitted in February.

• Everything is in place for the event to take place, just a lot of last minute details.

• It would be a big help if Board would work to invite more guests.

Phase-Out Plan for ESD In-Kind Contribution of Staff Time A policy went before the ESD board March 10, proposing that that approve the continuation of in-kind donation of office space, meeting space, and staff time. The amount of staff time is to be determined by the ESD board with input from the G.A.P.S. Board. The policy was approved as submitted at first reading, and will have a second reading tonight. It is expected to be approved.


The first of three ‘rural’, informational receptions is scheduled for Friday, March 20 at the ESD’s service center in St. Helens. The two other county receptions will be held as follows: Tillamook on Fri., May 22, and Astoria on Fri, June 19.

Adjournment: 4:02 p.m. Future Meeting Dates: Meetings are scheduled for the third Tuesday of each month at 3:30 at the ESD, in the Columbia Room: April 21, 2009, May 19, 2009, and June 16, 2009.

Approved

The G.A.P.S. Foundation Board of Trustees Minutes: April 21, 2009

1

The G.A.P.S. Foundation—Board Meeting Minutes Tuesday, April 21, 2009 ~ 3:30 p.m.

NWRESD Regional Office, Hillsboro in the Board Room

Attendance

Board Members: Patrick Braatz, Sally Bunnell, Yuen Chin, Barbara Gibbs, Steve Petruzelli, Vaughn Tidwell, John Young, Nancy Young, and Jeff Condit via phone. Absent: Jim Doane and Gail Young. Others: ESD staff: Megan Stenberg

Call to Order


Approval of Minutes: March 17, 2009

Yuen Chin moved to approve the minutes with the correction that John Young, not Vaughn Tidwell, seconded the motion approve the minutes of February 17, 2009; the motion was seconded by Barb Gibbs and approved.

Approval of Treasurer’s Report: March 31, 2009

Yuen Chin presented the financial history as of March 31, 2009, and brought the Board up-to-date on the Foundation’s budget. The Umpqua Bank money market account was not credited with interest for the month of March; interest for March and April will appear on the April statement. Vaughn Tidwell moved to approve the report; the motion was seconded by Patrick Braatz and approved.

President-elect Nominating Committee Recommendation/Vote

The committee recommended John Young for the position. Jeff Condit made a motion to elect John as president-elect; the motion was seconded by Steve Petruzelli and approved.

Recruitment and Succession Committee Report Name/Agency Status

Jan Kenna, Columbia county Commission on Children and Families Megan will follow up Janice Burger, Providence St. Vincent Meeting held April 29 Wendy Bass: Washington County Realtor Working to schedule initial meeting Joyce Beadnell, retired Tigard-Tualatin teacher

Development Committee Report • The 2009 benefit event revenue and expenses were reviewed. While sponsorships were up from 2008, the overall revenue

was down because the auction brought in less. However, expenses were less than 2008, with the net result of $39,998 (2008 net: $38, 924).

• Discussion was held as to what went well and what needs improvement. Megan noted that she will be meeting with the volunteer staff group on Thurs., 4/30, review the event as well.

• The 2010 event will be scheduled for late April or early May, and held at PCC Rock Creek Event Center again.

2009-2010 Meeting Schedule

• 2009/10 Board meeting will be held the second Tuesday of each month at 3:30 p.m. (with an exception in September), in the Board Room at the ESD’s Regional Office in Hillsboro:

o September 22 o October 13 o November 10 o December 8 o January 12

o February 9 o March 9 o April 13 o May 11 o June 8


• Next informational reception will in Tillamook on Fri., May 22 from 10:00 to 11:00 a.m. All Board members are welcome to attend. Location will be the ESD’s service center in Tillamook.

• It was noted that at the informational meeting held in St. Helens in March, Jan Kenna, Director of Columbia County Commission on Children and Families expressed an interest in joining the Board. Megan will follow up with Jan and report back at the next meeting.


Next Meeting: June 16, 2009

Approved

The G.A.P.S. Foundation Board of Trustees Minutes: May 19, 2009

1

The G.A.P.S. Foundation—Board Meeting Minutes Tuesday, May 19, 2009 ~ 3:30 p.m.

NWRESD Regional Office, Hillsboro—Columbia Room

Attendance

Board Members: Sally Bunnell, Jim Doane, Barb Gibbs, Steve Petruzelli and Vaughn Tidwell Via phone: Patrick Braatz, John Young, and Nancy Young. Absent: Yuen Chin, Jeff Condit, and Gail Young ESD staff: Jim Mabbott and Megan Stenberg

Call to Order


Approval of Minutes

Sally Bunnell moved to approve the minutes of April 21, 2009; the motion was seconded by Barb Gibbs and approved.


Approval of the financial history and budget as of April 30, 2009, was deferred until the June 16 meeting. Recruitment and Succession Committee

Name/Agency Progress Janice Burger, Providence St. Vincent Initial meeting held. Megan to follow up. Dr. Joseph Christy, retired Director of Washington Co. Juvenile Dept. Working to schedule initial meeting.

Board candidate characteristics were discussed, and suggestions made regarding possible industries and/or profiles to purse (listed below). It was noted that the focus does not always need to be on the CEO or top manager.

• Radio station/media owners in the four-county region. • TLC Credit Union (serves residents of Tillamook, Clatsop and Lincoln counties).

Action Items: 1. Megan will provide Steve Petruzelli with a roster of Multnomah ESD’s board members. 2. Megan will share current Board Characteristic document with Vaughn. 3. Megan will use the Oregon Blue Book to create a list of regional radio station/media personnel.


The Board discussed changing the annual fundraiser from a weeknight to a Friday or Saturday night because some school district personnel commented about the difficulty of attending on a school night. The issue was referred to the Development Committee for a final recommendation.

Note: The 2010 event is scheduled for Thurs., May 6, at PCC Rock Creek.


• Next informational reception is scheduled for Tillamook on Fri., May 22, from 10:00 to 11:00 a.m. • The May 16 edition of The Oregonian had an article about the April dinner/auction. It included a photo of the student

speaker, Kathryn Aylward, and ESD Transition Specialist Lynn Lewis. • Steve Petruzelli will present a check to the ESD’s Director of Early Intervention, Nancy Ford, at the ESD Board meeting

tonight (May 19). The check for $3,975 represents money raised at the April dinner/auction specifically to support the construction of a playground at the Woodside Early Intervention Center in Beaverton.

• Megan shared two thank you notes from mini-grant recipients.


Next Meeting: June 16, 2009

Approved

The G.A.P.S. Foundation Board of Trustees Minutes: June 16, 2009

1

The G.A.P.S. Foundation—Board Meeting Minutes Tuesday, June 16, 2009 ~ 3:30 p.m.

NWRESD Regional Office, Hillsboro—Columbia Room

Attendance

Present: Sally Bunnell, Yuen Chin, Jeff Condit, Barb Gibbs, Steve Petruzelli, Gail Young, John Young, & Nancy Young. Absent: Patrick Braatz, Jim Doane, & Vaughn Tidwell ESD staff present: Jim Mabbott, Darcy Rourk, & Megan Stenberg

Call to Order


Annual Meeting

Jeff Condit moved to declare an annual meeting; the motion was seconded by Sally Bunnell and approved unanimously.

Bylaw Amendments

Jeff Condit moved to approve the bylaws to reflect two-year terms of office for Board officers (see below); the motion was seconded by John Young and approved unanimously.

Section 4.3—Election and Term of Office The officers of the Corporation shall be elected annually by the board of directors to serve a two-year term beginning July 1, and ending June 30. Each officer shall hold office July 1 through June 30 or until the officer’s resignation, death, or removal.

Section 4.9—Past President When a new President assumes office, the retiring President shall become the immediate Past President and as such shall serve as a voting member of the Board of Directors for a period of one two years. During that year those two years, the immediate Past President shall also perform the duties of the President in the absence of the President or President-elect.

Section 4.10—President-elect In the absence or disability of the President, the President-elect shall perform the duties and exercise the powers of the President and shall perform such other duties as the Board of Directors shall prescribe. The President-Elect assumes the role of president at the end of a one-two-year President-elect term. Works closely with the president to coordinate the work of the Foundation in order to assume leadership and provide continuity in transition to President. Functions as a member of the Executive Committee for rapid decision-making.

Annual Election of Directors and Officers

Per Foundation bylaws, the president-elect assumes the role of president at the end of a one-year and thus does not require a vote. John Young has assumed the role of president through June 30, 2011.

a) President-Elect: The election of this position has been tabled to allow a president-elect nominating committee to meet and make a recommendation to the Board. Committee members: John Young and Steve Petruzelli, and ESD Superintendent Jim Mabbott.

b) Treasurer: A motion was made to elect Yuen Chin as Treasurer. Sally Bunnell moved to close nominations, and the vote was unanimous.

c) Secretary: John Young made a motion to elect Barb Gibbs as Secretary. Sally Bunnell moved to close nominations, and the vote was unanimous.

d) Jeff Condit made a motion to re-elect all current Directors. The motion was seconded by Barb Gibbs and approved unanimously.

Approval of Minutes of May 19, 2009

Nancy Young made a motion to approve the minutes; the motion was seconded by Sally Bunnell and approved unanimously.


Yuen Chin presented both the April 30 and the May 31 treasurer reports. As of May 31, 2009. Year-to-date revenue:

Approved

The G.A.P.S. Foundation Board of Trustees Minutes: June 16, 2009

2

$99,836.52; year-to-date expenses: $92,500.97; ending fund balance: $121,444.08 (Note: Balance reflects $33,000 in ‘pass through’ grant funds that will be paid out in June). John Young moved to approve the Treasurer’s report; the motion was seconded by Barb Gibbs and approved unanimously.

2009 Mini-grant Award Budget

Jeff Condit moved to approve the disbursement of $40,000 for the fall 2009 mini-grant program. The motion was seconded by John Young and approved unanimously.


1.) Angela Warren, Manager of the Tillamook branch of the Bank of Astoria • Angela has agreed to join the Board beginning in the fall.

2.) Janice Burger, Providence St. Vincent • Janice’s office will get back to Megan by Friday with the name of the Providence staff to join the Board

(if it is not Janice). 3.) Dr. Joseph Christy, retired Director of Washington Co. Juvenile Dept.

• Jim Mabbott, Steve Petruzelli and John Young will meet with Dr. Christy on Tuesday, June 30, 2009 4.) Ryan Deckert, President Oregon Business Association

• Steve Petruzelli will make contact when the Legislative session is over.


Chair Jeff Condit reported that the committee recommends that the event remain on Thursday, May 6, 2010, as previously scheduled, but the evening’s agenda will be adjusted so that guests are out the door by 9:30 p.m. at the latest.

The Committee will put together a list of goals for the 2009-10 school year and present them to the Board in September. Please email ideas for raising both funds and awareness to Jeff condit at [email protected]. Jeff will compile the suggestions and share with the Committee when they meet in late August or early September.

Action Items: 1. Megan will send the board the Foundation’s ‘business plan’ from 2006 which among other things, outlines

fundraising goals and strategies that the founding committee had envisioned. 2. Megan will research the giving cycles/timelines of current and future sponsors and report back to the Board. 3. Megan will get quotes for having “The G.A.P.S. Foundation” silicone wristbands/bracelets made to sell to staff,

students and families. They will be introduced at the ESD’s August 20 inservice


The informational reception that was scheduled for Astoria on Fri., June 19 has been canceled and will be rescheduled.

The ESD staff In-service will be Thursday, August 20, 2009.

• Megan will ask Patrick Braatz if he would consider speaking again this year.

• All Board members are encouraged to help out at the G.A.P.S. Foundation informational booth from noon to 1:00 p.m.

• The inservice will be at Sonrise Church; within walking distance of the ESD’s Regional Office in Hillsboro (map and directions are on the ESD's Web site at http://www.nwresd.k12.or.us/inservice.html).

• Megan will ask mini-grant recipients to help out at the Foundation informational booth as well.


Next Meeting: Tuesday, September 22, 2009


1


Tuesday, September 22, 2009 ~ 3:30 p.m. NWRESD Regional Office, Hillsboro—Columbia Room

Minutes

Attendance

Present: Sally Bunnell, Yuen Chin, Jeff Condit, Steve Petruzelli, John Young, & Nancy Young. Absent: Patrick Braatz, Joe Christy, Jim Doane, Barb Gibbs, Gail Young, & Vaughn Tidwell ESD staff present: Darcy Rourk, & Megan Stenberg

Call to Order

Board President John Young called the meeting to order at 3:31 p.m. Approval of Minutes of June 16, 2009

Jeff Condit made a motion to approve the minutes; the motion was seconded by Sally Bunnell and approved unanimously.

Approval of Treasurer’s Reports

Yuen Chin presented reports for June, July, and August 2009. Jeff Condit moved to approve the reports; the motion was seconded by Nancy Young and approved unanimously.

2009-10 Proposed Budget Yuen Chin presented a 2009-10 proposed budget. The suggestion was made to add a line item for corporate donations other than for the annual dinner sponsorships. Yuen will add the item and present the budget for a approval at the October 13 meeting.

President-Elect Nomination and Vote Vaughn Tidwell has accepted the nomination for president-elect. Sally Bunnell moved to approve the nomination; the motion was seconded by Jeff Condit and approved unanimously. John Young will call Vaughn and a thank you letter will be sent from John Young on behalf of the Board.

Discussion Items

a) Bylaws—The bylaws have been revised to reflect a two-year term of office for Board officers. In addition, the bylaws will be revised to reflect the new committee structure outlined under item b1 below, to be brought before the Board for a vote at the October 13, 2009 meeting.

b) Proposed Revisions to Foundation Documents: • Business Plan—Suggested updates and revisions:

1.) Updates to the committee structure which will be an action item to be voted on at the October 13, 2009 meeting (New: Communications Committee. Combined: Finance and Audit Committee with Investment Committee).

2.) Edits to Board Member Expectations to reflect an expectation that members will attend a majority of the meetings and at a minimum serve on one committee.

3.) Expense Budget and Fundraising goals section has blanks that will need to be filled in with target dates over the next few months (the Development Committee will make these recommendations with input from the Treasurer)

• Committee Descriptions and Roster—See item b1 above

• Organizational Chart—Changed the solid line between ESD superintendent and Foundation Board to dashed line. A solid line will be added between executive assistant and Foundation Board.

c) Calendar of Events—This resource will be updated throughout the year and shared at each Board meeting.

Approved


2

d) Board Recruitment—Steve Petruzelli shared a list of high level business leaders in Washington County that had been shared by Ryan Deckert, Oregon Business Association put together. If Board members are familiar with any names on the list please let Steve know. Ideally, initial contact can be made by someone who is already familiar with the person, and then Steve, Jim Mabbott and John Young will follow up.

Chris Harker, Cayuse Software and State Representative, [email protected] Peter Bragdon, Columbia Sportswear, [email protected] Jeff Murray, Farwest Fibers, [email protected] Rick Warren, IBM, [email protected] Jill Eiland, Intel, [email protected] Julia Brim Edwards, Nike, [email protected] [Jeff Condit will make initial contact] Dave Brown, Tektronix, [email protected] Dave Vernier, Vernier Software, [email protected] Dick Stenson, Tuality Health, [email protected]

Bylaw Amendments

Jeff Condit moved to approve the bylaws to reflect two-year terms of office for Board officers; the motion was seconded by Sally Bunnell and approved unanimously.

2009-10 Foundation Goals and Committee Goals

It was proposed that draft goals for both the Foundation and the Committees be prepared for discussion at the November 10, 2009 meeting. Goals include identifying timelines for installing committee chairs and members and having meeting dates in place; Identifying and planning additional fundraisers; and seeking new corporate sponsorships.

New Board Member Nomination and Vote

Karen Foley, Orthopedic and Rehabilitation Services Administrator for Providence St. Vincent, accepted nomination for board membership. Jeff Condit moved to approve the nomination; the motion was seconded by Yuen Chin and approved unanimously.


An informational reception is scheduled for Astoria on Fri., October 30. Jeff Condit agreed to put together a proposal for a membership drive to share with the Board at the Oct. 13, 2009

meeting. Adjournment

4:40 p.m. Next Meeting

Tuesday, October 13, 2009. 3:30 p.m. NWRESD Board Room 2009-2010 Board Meetings Meetings will be held the second Tuesday of each month at 3:30 p.m. in the Board Room at the ESD’s Regional Office in Hillsboro:

o September 22 (exception) o October 13 o November 10 o December 8 o January 12 o February 9 o March 9 o April 13 o May 11 o June 8


1

THE G.A.P.S. FOUNDATION Board Meeting

NWRESD Regional Office, Hillsboro | Board Room

MINUTES Tuesday, October 13, 2009, 3:30 p.m.

Attendance

Present: Sally Bunnell, Patrick Braatz, Yuen Chin, Joe Christy, Jeff Condit, Jim Doane, Barb Gibbs, Steve Petruzelli, and Vaughn Tidwell (phone), John Young, & Nancy Young (phone). Absent: Karen Foley, Gail Young ESD staff present: Darcy Rourk, & Megan Stenberg

Call to Order

Board President-Elect Dr. Vaughn Tidwell called the meeting to order at 3:37 p.m. Approval of Minutes of September 14, 2009

Sally Bunnell made a motion to approve the minutes; the motion was seconded by Jeff Condit and approved unanimously.

Introductions

Vaughn introduced Dr. Joseph Christy. Dr. Christy recently retired as Director of Washington County Juvenile Department. He served on the Northwest Regional ESD Board in the advisory position for five years (2000 through 2005).


Yuen Chin presented report for September 2009. Patrick Braatz moved to approve the reports; the motion was seconded by Jeff Condit and approved unanimously.

2009-10 Proposed Budget Yuen Chin presented 2009-10 proposed budget with the change recommended at the September 22, 2009 meeting: A revenue line item was added to reflect corporate donations (other than for the annual dinner sponsorships) in the amount of $5,000. Patrick Braatz moved to approve the reports; the motion was seconded by Jeff Condit and approved unanimously.

Discussion/Approval Items

a.) Bylaw Amendments: Section 5, Committees, pp4-5 of the bylaws have been revised to reflect updates to the committee structure. 1. The President-Elect Nominating Committee was renamed as the Nominating Committee; 2. A new Communications Committee has been created; and 3. The Finance and Audit Committee has been combined with the Investment Committee.

Item 4.9, Past President will be amended to reflect that the Past President will serve as a member of the Executive Committee for a period of two years. This will replace the current wording: “voting member of the board of Directors”

A motion was made to approve the bylaws as amended above; the motion was seconded and approved unanimously. aApAAPP

Approved


2

b.) Business Plan:

The Expense Budget, p3; and Fundraising Goals and Strategies, pp3-5 of the business plan will be revised by the Finance, Audit, and Investment Committee, and the Development Committee respectively. Suggested revisions will be presented at the November 10 board meeting.

Committee Reports and Discussions Steve Petruzelli shared that he will be meeting with Ryan Deckert (Oregon Business Association), to work out a plan to connect with local business leaders (names were shared previously).


• Board members are asked to be thinking of at least one committee that they will be prepared to work on and come prepared to share that at the November 10 board meeting.

• Jeff Condit shared ideas for a possible “Donor Drive.” • Sally Bunnell commented on the new IRS reporting laws for non profits. Jeff Condit will check with

someone at his firm to learn more. Adjournment

4:40 p.m. 2009-2010 Board Meetings Meetings will be held the second Tuesday of each month at 3:30 p.m. in the Board Room at the ESD’s Regional Office in Hillsboro:



1



MINUTES Tuesday, November 10, 2009, 3:30 p.m.

Attendance

Present: Sally Bunnell, Yuen Chin, Joe Christy, Jeff Condit, Barb Gibbs, Vaughn Tidwell, John Young & Nancy Young. Absent: Patrick Braatz, Jim Doane, Karen Foley, Steve Petruzelli, and Gail Young ESD staff present: Darcy Rourk, & Megan Stenberg

Call to Order

Board President Dr. John Young called the meeting to order at 3:32 p.m. Approval of Minutes of October 13, 2009

Sally Bunnell moved to approve the minutes; the motion was seconded by Joe Christy and approved unanimously.


Yuen Chin presented the financial reports for October 31, 2009. Jeff Condit moved to approve the reports; the motion was seconded by Vaughn Tidwell and approved unanimously.

[Yuen noted that because 2009/10 Board meetings are held earlier in the month than previous years, there may be times when the financial report is not available at the meeting as the bank statement may not arrive in time.]


a.) Business Plan: Revisions to the Expense Budget and Fundraising Goals and Strategies sections of the business plan were presented and discussed. Yuen Chin moved to approve the revisions; the motion was seconded by Barb Gibbs and approved unanimously. b.) Committee Membership: Every committee has at least one member and almost all Board members are represented on at least one committee. Members not on a committee are asked to let Megan know their choice (roster is attached). c.) Possible Position: The Board has established a four-member committee to explore the possibility of securing an individual to work part-time to contact key funders and solicit larger donations. As it is currently being considered, the position would not be salaried—compensation would be based on a portion of funds secured. Committee members are: John Young, Vaughn Tidwell, Steve Petruzelli, and Jeff Condit.

Approved


2

Committee Reports and Discussions

a.) Grant-making Committee: Committee chair Barb Gibbs shared that the 2009 mini-grants have been awarded, and she thanked committee members Sally Bunnell, Darcy Rourk and Kerri Smith for their work. Barb noted that the grants totaled $342 more than the Board had authorized, so Jeff Condit moved to approve the increase; the motion was seconded by Vaughn Tidwell and approved unanimously. b.) Recruitment Committee/Oregon Business Association breakfast: Yuen Chin share a draft letter with the Board, that once approved, would be sent to members of the OBA to invite them to an informational breakfast to both introduce the Foundation and ask for donations. The letter will go out under the signatures of Steve and OBA president Ryan Deckert. Location of the breakfast will be an ESD early intervention center in Beaverton.


The Foundation will be one of two dozen Washington County charities that will be featured in the Community Newspapers November 26 Giving Guide. Copies should be available at the December 8 meeting.

Adjournment



The G.A.P.S. Foundation Board of Trustees Minutes: December 8, 2009

1



MINUTES Tuesday, December 8, 2009, 3:30 p.m.

Attendance

Present: Patrick Braatz, Sally Bunnell, Yuen Chin, Joe Christy, Jeff Condit, Karen Foley, Steve Petruzelli, John Young (Phone), and Nancy Young (Phone). Absent: Barb Gibbs, Jim Doane, Vaughn Tidwell, and Gail Young ESD staff present: Megan Stenberg

Call to Order

Board President Dr. John Young called the meeting to order at 3:35 p.m. Approval of Minutes of November 11, 2009

Jeff Condit moved to approve the minutes; the motion was seconded by Joe Christy and approved unanimously.


Yuen Chin presented the financial reports for November 30, 2009. Patrick Braatz moved to approve the reports; the motion was seconded by Sally Bunnell and approved unanimously.

Discussion/Approval Items None


a.) Development Committee/May 2010 Fundraiser: Jeff Condit had the Board review information for the individuals and corporations that have sponsored the dinner auction over the past three years. Megan will send out an updated list of sponsors and Board contact. It was noted that the proposed budget for the event includes the goal of raising $40,250 in sponsorships and pre-event donations and that this is slightly more than was raised last year. b.) Recruitment Committee/Oregon Business Association breakfast: Steve Petruzelli shared a final version of the letter that will be sent to members of the OBA under the signatures of Steve and OBA president Ryan Deckert. The letter is to invite them to an informational breakfast to introduce the Foundation and ask for donations and/or consideration for Board membership. Steve anticipates the event will be held mid-January. Megan will send Steve dates that the Woodside Early Intervention Center is closed. Location will be the ESD’s Early Intervention Center at 15150 SW Koll Parkway, Suite, A, in Beaverton.

Approved

The G.A.P.S. Foundation Board of Trustees Minutes: December 8, 2009

2


a) G.A.P.S. is now an affiliate of the IGiveWhereILive.net, and is one of 33 Washington County nonprofits to be featured in their 2009 Giving Guide distributed by Community Newspapers (the guide is delivered to over 30,000 homes and businesses). IGiveWhereILive.net is a community-wide campaign and an online portal giving residents direct access to the local nonprofits that improve the lives of people in Washington County.

b) Megan shared that forms for the May 6, 2010 dinner auction are on the G.A.P.S. web site: www.gapsfoundation.org. The site is a great resource when working with potential sponsors and donors.

Adjournment 4:20 p.m.

2009-2010 Board Meetings Meetings will be held the second Tuesday of each month at 3:30 p.m. in the Board Room at the ESD’s Regional Office in Hillsboro:



1



MINUTES Tuesday, January 12, 2010, 3:30 p.m.

Attendance

Present: Patrick Braatz, Sally Bunnell, Yuen Chin, Joe Christy, Karen Foley, Barb Gibbs, Steve Petruzelli, Vaughn Tidwell, John Young, and Nancy Young. Absent: Jeff Condit, Jim Doane, and Gail Young. ESD staff present: Darcy Rourk, Jim Mabbott, Jack Musser, and Megan Stenberg

Call to Order

Board President Dr. John Young called the meeting to order at 3:33 p.m.

Program Presentation

Nancy Ford, NWRESD’s director of Early Intervention/Early Childhood Education gave an overview of the program.

Introductions

Superintendent Jim Mabbott announced that Assistant Superintendent Darcy Rourk has accepted a position with Clark College in Vancouver and will be replaced by Jack Musser. Jack retired in June 2009 after serving 10 years as Forest Grove School District superintendent (the position as interim through June 30, 2010). Jack will attend G.A.P.S. Board meetings as ESD administrative representative.

Approval of Minutes of December 8, 2009

Sally Bunnell moved to approve the minutes; the motion was seconded by Vaughn Tidwell and approved unanimously.


Yuen Chin presented the financial reports for December 31, 2009. Patrick Braatz moved to approve the reports; the motion was seconded by Joe Christy and approved unanimously.



a.) Development Committee—May 6, 2010, Fundraiser: The Board was reminded to please look over the list of past and potential sponsors and work this month to make their requests for 2010 sponsorships. An updated list will be attached to the minutes indicating which sponsors have made firm commitments. Megan will work to contact various local radio and TV personalities regarding possibly emceeing the event. Specifically mentioned

Approved


2

were Mark Mason and/or Dave Anderson from 1190KEX Radio, Bill Schonley). In addition, the Board requested that Megan contact Michael Allen Harrison and invite him to entertain again this year. b.) Recruitment Committee/Oregon Business Association breakfast: Invitations for a January 26 informational breakfast went out on Jan. 5 to OBA members. Steve Petruzelli will follow up and anticipates that the guest list should be finalized within a week. The G.A.P.S. + OBA Breakfast is scheduled for 7:30-9:00 a.m. at the ESD’s Woodside Early Intervention Center (15150 SW Koll Pkwy., Ste. A, Beaverton, OR 97006)

Comments for the Good of the Order None

Adjournment




1



MINUTES Tuesday, February 9, 2010, 3:30 p.m.

Attendance

Present: Patrick Braatz, Sally Bunnell, Yuen Chin, Joe Christy, Karen Foley, Barb Gibbs, Steve Petruzelli, Vaughn Tidwell, Gail Young, John Young, and Nancy Young. Absent: Jeff Condit. ESD staff present:, Richard Goldner, Dean Longfellow, Jim Mabbott, Jack Musser, James Sager, Kerri Smith, and Megan Stenberg

Call to Order


Program Presentation Kerri Smith, NWRESD’s director of School Program, along with Richard Goldner, Principal of Pacific and Cascade Academy, and Dean Longfellow, teacher at Pacific Academy, gave an overview of the schools and shared the value of the G.A.P.S. mini-grant program to teachers and staff in the field.

Approval of Minutes of January 12, 2010 Patrick Braatz moved to approve the minutes; the motion was seconded by Steve Petruzelli and approved unanimously.


Yuen Chin presented the financial reports for January 31, 2010. Barb Gibbs moved to approve the reports; the motion was seconded by Patrick Braatz and approved unanimously.

Discussion/Approval Items: None Committee Reports and Discussions

a.) Development Committee—May 6, 2010, Fundraiser: The Board is asked to continue to follow up with potential sponsors for 2010 event support. We’re currently approximately $17,000 short of our budgeted goal of $40,250 in sponsorships. Board Members who are able are asked to attend a meeting on Thursday, Feb. 18 at noon the ESD to brainstorm new sponsor possibilities and then make the phone calls at that time as well. b.) Recruitment Committee: Steve Petruzelli will continue contacting the OBA members who were invited to the January breakfast and work to set up individual meetings with those who showed an interest in learning about G.A.P.S.

Comments for the Good of the Order John young announced that Jim Doane has resigned from his role on the Board. Jim indicated that his acute hearing loss makes it difficult to participate in meetings. A thank you card for Jim was circulated for the board to sign.

Adjournment 4:12 p.m.

2009-2010 Board Meetings Meetings will be held the second Tuesday of each month at 3:30 p.m. in the Board Room at the ESD’s Regional Office in Hillsboro:

o September 22 (exception) o October 13 o November 10 o December 8 o January 12

February 9 o March 9 o April 13 o May 11 o June 8

Approved

The G.A.P.S. Foundation Board of Trustees Minutes: March 9, 2010

1



MINUTES Tuesday, March 9, 2010, 3:30 p.m.

Attendance

Present: Patrick Braatz, Sally Bunnell, Joe Christy, Jeff Condit, Karen Foley, Steve Petruzelli, Vaughn Tidwell, John Young, and Nancy Young. Absent: Yuen Chin, Barb Gibbs, and Gail Young. ESD staff present: Megan Stenberg

Call to Order


Program Presentation John Jackson, NWRESD’s coordinator of Northwest Outdoor Science School gave an overview of the program and the G.A.P.S. mini-grants awarded to the program.

Approval of Minutes Sally Bunnell moved to approve the minutes of February 9, 2010; the motion was seconded by Vaughn Tidwell and approved unanimously.


Treasurer Yuen Chin was on vacation. The February report will be presented along with the March report at the April 13 Board Meeting.


None Committee Reports and Discussions

a.) Development Committee—May 6, 2010, Fundraiser:

o Board members are asked to complete all sponsor follow-up by March 15. o Suggestions for emcee were discussed, Megan will continue to pursue a local radio or TV personality o Vaughn Tidwell shared that he and Megan met with the new auctioneer, Johnna Tidwell of Benefit Auctions

360 and were extremely pleased with her level of experience and her suggestions. Comments for the Good of the Order

• EVENT BUDGET: Megan shared a few adjustments that were made to the event budget to reflect more realistic goals and a wine sponsorship (revenue was reduced from $40,000 to $35,000 and the REX HILL donation of four cases of wine for an $800 savings.

• PROJECTED REVENUE: Revenue ($53,500) less expenses ($14,350) = Net of just over $39,000. Adjournment

4:12 p.m.

2009-2010 BOARD MEETINGS: The second Tuesday of each month

at 3:30 p.m. in the Board Room at the ESD’s Regional Office in Hillsboro

o September 22 (exception) o October 13 o November 10 o December 8

o January 12 o February 9 o March 9 o April 13

o May 11 o June 8

Approved

THE G.A.P.S. FOUNDATION

Board Meeting NWRESD Regional Office, Hillsboro | Board Room

MINUTES

Tuesday, April 13, 2010, 3:30 p.m. Attendance

Present: Patrick Braatz, Sally Bunnell, Joe Christy, Yuen Chin, Karen Foley, Barb Gibbs, Vaughn Tidwell, John Young, and Nancy Young. Absent: Jeff Condit, Steve Petruzelli, and Gail Young. ESD staff present: Megan Stenberg, Mike Schofield, CFO; Kerri Smith, Schools Coordinator; Richard Goldner, Principal; and Julie Sanders, teacher. Other: Kiley Vinson, student; and Johnna Wells, BenefitAuctions360.

Call to Order


Program Presentation

Staff and student representatives from Cascade Academy, an ESD behavioral program, presented a project idea for the ‘special appeal’ at the 2010 fundraiser. The appeal would raise funds for 10 students and four staff members to take a field trip to the Simon Wiesenthal Center and the Museum of Tolerance in L.A., culminating a year-long Language Arts project based on The Freedom Writers Diary that has had a huge impact on students. (The original Freedom Writers were a group of at-risk high school students from Long Beach, California, who in 1994, gained greater understanding and insight into the Holocaust, race riots in L.A., and other personal stories of prejudice, racism, persecution, and then used journaling to change themselves and the world around them).

Patrick Braatz moved to approve the proposal; the motion was seconded Vaughn Tidwell and approved unanimously.

Approval of Minutes Sally Bunnell moved to approve the minutes of March 9, 2010; the motion was seconded by Vaughn Tidwell and approved unanimously.

Approval of Treasurer’s Reports from February and March 2010

Patrick Braatz moved to approve the treasurer’s reports; the motion was seconded and approved unanimously.



a.) Development Committee—May 6, 2010, Fundraiser

Johnna Wells, the auctioneer for the upcoming event, was introduced to the board. She presented her general method of operation, and offered advice and best practices to the Cascade Academy group regarding presenting their appeal at the event.

Adjournment

4:30 p.m.

Approved

No May meeting

G.A.P.S. Board Meeting Minutes: June 8, 2010



MINUTES

Tuesday, June 8, 2010, 3:30 p.m. Attendance

Present: Patrick Braatz, Sally Bunnell, Yuen Chin, Jeff Condit (via phone), Barb Gibbs, Vaughn Tidwell, John Young, and Nancy Young. Absent: Joe Christy, Karen Foley, Steve Petruzelli, and Gail Young. ESD staff present: Megan Stenberg and Jack Musser, NWRESD Assistant Superintendent.

1.) Call to Order


2.) Introductions

3.) Annual Election of Directors/Annual Meeting

John Young led discussion regarding portions of Section 3 of the Bylaws regarding the election of directors and the annual meeting. The Board agreed that June has been established as the annual meeting and that the Board is required to re-elect directors each year at this meeting.

Vaughn Tidwell moved to re-elect current directors; the motion was seconded by Nancy Young and approved unanimously.

4.) Approval of Minutes

Barb Gibbs moved to approve the minutes of April 13, 2010 (Note: Board did not meet in May); the motion was seconded by Sally Bunnell and approved unanimously.

5.) Approval of Treasurer’s Reports from April and May 2010

Barb Gibbs moved to approve the treasurer’s reports; the motion was seconded by Nancy Young and approved unanimously.

6.) Discussion/Approval Items

a.) 2010-11 Meeting Schedule: Vaughn Tidwell moved to maintain current meeting schedule: The second Tuesday at 3:30 p.m. at the ESD’s Hillsboro office, September through June; the motion was seconded by Yuen Chin and approved unanimously (see full meeting schedule at end of minutes). b.) Use of Special Appeal funds: Cascade Academy staff submitted a proposal to use some of the remaining Special Appeal funds raised during at the 2010 auction. The proposal will bring an original Freedom Writer to Portland in the fall and provide multiple opportunities for him to share the philosophy of the program and the personal impact that it has had on his life with students and staff of Cascade and Pacific Academy.

Approved

G.A.P.S. Board Meeting Minutes: June 8, 2010

Patrick Braatz moved to approve the proposal on the condition that staff look at the feasibility of broadening the scope of the proposal by including the ESD’s other behavioral programs as well as the appropriate students/staff from outlying counties in a ‘general session’-type offering; the motion was seconded by Sally Bunnell and approved unanimously.


a.) Development Committee

May 6, 2010, Fundraiser and Future Development Plans: Jeff Condit made a motion for the Board to work towards ‘moderate’ growth at the 2011 event, and that it be held Thursday, May 5, 2011, at PCC Rock Creek. Yuen Chin seconded the motion and it was approved unanimously. Jeff also brought up the need to simultaneously begin to develop plans for future development efforts other than the auction. To that end, Megan will contact development consultant Bill Wagner, who has agreed to volunteer his time to share best practices, etc. for either the Sept. 14 or Oct. 12 meeting.

b.) Mini-Grant Committee

Barb Gibbs led discussion regarding suggested changes to the current program. Result: Program will remain the same as previous years (mini-grants of up to $1,000 will be awarded to ESD and district staff in all four counties). Information will go out to principals, teachers, etc. in the four counties the first part of September.

Patrick Braatz moved to apportion $40,000 to the fall 2010 program; the motion was seconded by Jeff Condit and approved unanimously.

Calendar of Events

Patrick Braatz volunteered to speak at the ESD’s annual staff inservice Aug. 30 at Tillamook High School.

Adjournment 4:22 p.m. 2010‐11 Meeting Schedule

NWRESD Board members are encouraged to sit in on G.A.P.S. Board meetings. The board will meet on the second Tuesday of each month at 3:30 p.m. in the Board Room at NWRESD in Hillsboro:

o September 14, 2010 o October 12, 2010 o November 9, 2010 o December 14, 2010 o January 11, 2011 o February 8, 2011 o March 8, 2011 o April 12, 2011 o May 10, 2011 o June 14, 2011

G.A.P.S. Board Meeting Minutes: September 14, 2010



MINUTES

Tuesday, September 14, 2010, 3:30 p.m. Attendance

Present: Patrick Braatz, Sally Bunnell, Yuen Chin, Jeff Condit (via phone), Barb Gibbs, Steve Petruzelli, Vaughn Tidwell, Gail Young, John Young, and Nancy Young. Absent: Joe Christy and Karen Foley ESD staff present: Megan Stenberg and Jack Musser, NWRESD Assistant Superintendent.

1.) Call to Order

Board President Dr. John Young called the meeting to order at 3:31 p.m. 2.) Introductions

2.) Conversation with Bill Wagner

Bill Wagner spoke with the Board about his fundraising and marketing experience, his proposed strategies to grow G.A.P.S. donor base, and leadership, and his emphasis on building on the Foundation’s credibility in the four counties and beyond. Bill indicated his first step would be to perform an audit of the Foundation, which would involve meeting with the G.A.P.S. Board, the ESD Board, and Superintendent Mabbott among others.

The Board agreed that President John Young will contact Bill this week to let him know that they would like to work with him. Some areas they’ll cover specifically are:

• The amount of pro bono hours he’ll invest in G.A.P.S. • What would be the trigger point that moves Bill from pro bono to being paid hourly • What would hourly rate look like • Having Bill prepare a six- to twelve-month budget outlining his plans • G.A.P.S. will offer to pay Bill’s expenses immediately (mileage, postage, etc.)


Sally Bunnell moved to approve the minutes of June 8, 2010; the motion was seconded by Patrick Braatz and approved unanimously.

5.) Approval of Financials

1. Treasurer’s Reports from June, July, and August 2010 2. Draft Budget for 2010-11

• Patrick Braatz moved to approve the treasurer’s reports and 2010-11 budget with addition of line item to break out operating expenses in the monthly reports; the motion was seconded by Barb Gibbs and approved unanimously.

Committee Reports

a.) Mini-Grant Committee

2010 Mini-grants are underway. Applications are being accepted online through Friday, October 8

Approved


Good of the Order

a.) Thank You Patrick! Jack Musser and Megan Stenberg expressed their thanks to Patrick for driving to Tillamook on August 30 to speak to ESD staff.

b.) Upcoming Freedom Writers Project Event: October 20-21, 2010

The Foundation is donating $3,000 of the remaining $3,985 in special appeal funds raised at the 2010 auction to Cascade Academy Freedom Writers. Funds will provide for two of the original Freedom Writer to fly from L.A. for presentations and Q & A sessions on October 20 and 21. One hundred and fifty staff and students from Levi Anderson, Cascade Academy and Pacific Academy will take part in the event.

Calendar of Events

The annual presentation to the ESD Board of Directors will occur at their December 15, 2010 meeting




Printed: 11/03/10 G.A.P.S. Board Meeting Minutes: October 12, 2010



MINUTES

Tuesday, October 12, 2010, 3:30 p.m. Attendance

Board Members Present: Patrick Braatz, Sally Bunnell, Yuen Chin (via phone), Karen Foley, Barb Gibbs (via phone), Vaughn Tidwell, John Young (via phone), and Nancy Young (via phone). Absent: Joe Christy, Jeff Condit, Steve Petruzelli and Gail Young. Others Present: Kathy Samsel, ESD Board member, Jack Musser, ESD Assistant Superintendent, James Sager ESD Assistant Superintendent, Rick Wahlstrom ESD Chief Technology Officer, and Megan Stenberg.

1.) Call to Order

Board President-Elect Dr. Vaughn Tidwell called the meeting to order at 3:36 p.m. 2.) Introductions/Board Appreciation

Introductions were made and Jack Musser shared NWRESD’s appreciation to G.A.P.S. Board members for their volunteer time and efforts on behalf of the Foundation. Each board was presented with a G.A.P.S. logo coffee mug and individualized framed thank you awards from ESD Superintendent Jim Mabbott.


Sally Bunnell moved to approve the minutes of September 14, 2010; the motion was seconded by Karen Foley and approved unanimously.

4.) Approval of Treasurer’s Report and Approval of 2010-11 Budget

- Assets: $94,605.95 (cash account: $50,951, money market account: $40,609.50) - Income: $2,898.77 (donations, interest, and bracelet sales) - Expenses: $5,277.13 Karen Foley moved to approve the Treasurer’s report of September 2010 and the 2010-11 budget updated to reflect $16,000 in consulting services; the motion was seconded by Patrick Braatz and approved unanimously.

5.) Discussion Items:

Consultant: The Board agreed that President John Young will contact Bill Wagner to re-word the scope of work outlined in the Memorandum of Agreement to include future fund-raising goals and plans (1- 3 years), and monthly activity reports. In addition, John will inquire about quantifying the dollar amounts that Bill’s recommendations may bring in. Patrick Braatz moved to approve that John Young be allowed execute the Memorandum of Agreement when the above issues have been addressed. The motion was seconded by Karen Foley and approved unanimously. Freedom Writers request for additional funds: Patrick Braatz moved to approve a donation of $200 to the Freedom Writers group dinner on October 20, 2010. The motion was seconded by John Young and approved unanimously.

Approved

Printed: 11/03/10 G.A.P.S. Board Meeting Minutes: October 12, 2010

6.) Committee Reports

Mini-Grant Committee: Committee will meet to award 2010 Mini-grants Friday, Oct. 22

7.) Good of the Order

a.) Upcoming Freedom Writers Project Event: October 20-21, 2010

8.) Calendar of Events




G.A.P.S. Board Meeting Minutes: November 9, 2010



MINUTES Tuesday, November 09, 2010, 3:30 p.m.

Attendance

Board Members Present: Patrick Braatz, Sally Bunnell, Yuen Chin (via phone), Joe Christy, Jeff Condit, Karen Foley, Barb Gibbs, Vaughn Tidwell, John Young (via phone), Nancy Young (via phone), and Gail Young. Absent: Steve Petruzelli Others Present: Kathy Samsel, ESD Board member, Jack Musser, ESD Assistant Superintendent, James Sager ESD Assistant Superintendent, and Megan Stenberg.

1.) Call to Order

Board President-Elect Dr. Vaughn Tidwell called the meeting to order at 3:33 p.m. 2.) Approval of Minutes

Jeff Condit moved to approve the minutes of October 12, 2010; the motion was seconded by Barb Gibbs and approved unanimously.

3.) Approval of Treasurer’s Report

- Assets: $94,269.53 (cash account: $51,591.92, money market account: $40,629.14) - Income: $1579.08 (donations, interest, and bracelet sales) - Expenses: $915.50 Patrick Braatz moved to approve the Treasurer’s report; the motion was seconded by Barb Gibbs and approved unanimously. (Yuen Chin also shared the Foundations 2009 IRS Form 990 filed this month)

4.) Discussion Items: G.A.P.S. Consultant - Current Projects

• Direct Mail: Bill Wagner reported that a donation appeal to approximately 540 people (ESD staff, component district superintendents, a other key supporters) would be mailed around Thanksgiving. Estimated cost of the mailing is $1,000, and estimated return was between $2,800 and $11,000 (based on between .05 and .20% response rate at $100 each).

• Event Sponsor Solicitation: Bill has developed a professional sponsorship proposal document for the

2011 benefit event that will be customized for each prospect and presented in-person. By using a personal approach, we hope to generate $50,000 in sponsorships (2010 sponsorships were $35,500).

• Development Committee: Bill also shared plans to have the Development Committee regroup and begin meeting at least monthly to accomplish education and outreach goals as well as work to solicit event sponsorships.

5.) Committee Reports – None 6.) Calendar of Events


Approved

G.A.P.S. Board Meeting Minutes: January 28, 2011



MINUTES

Friday, January 28, 2011, 2:30 p.m. Attendance

Board Members Present: Patrick Braatz, Sally Bunnell, Yuen Chin, Joe Christy, Jeff Condit, Barb Gibbs, Steve Petruzelli, John Young, and Nancy Young. Absent: Karen Foley, Vaughn Tidwell, and Gail Young. Others Present: Jack Musser, ESD Assistant Superintendent, and Megan Stenberg.

1.) Call to Order

Board President Dr. John Young called the meeting to order at 2:32 p.m. 2.) Approval of Minutes

Jeff Condit moved to approve the minutes of November 9, 2010; the motion was seconded by Nancy Young and approved unanimously.

4.) Treasurer’s Reports

December 1 through December 30, 2011 - Assets: $51,816.19 (checking: $16,137.54, money market: $35,662.55, petty cash: $16.10) - Income: $1,050.48 (donations: $1,035.00, interest: $15.48) - Expenses: $173.33 (dues/fees: 141.24, misc: $32.09)

November 1 through November 30, 2011

- Assets: $50,939.04 (checking: $15,243.78, money market: $35,647.07, petty cash: $48.19) - Income: $1,163.50 (donations: $1,136.57, interest: $17.93, misc. bracelet sales) - Expenses: $42,493.99 (mini-grants: $40,000, liability ins.: $1,500, dues/fees: 919.96, misc: $74.03)

Jeff Condit moved to approve the Treasurer’s reports; the motion was seconded by Barb Gibbs and approved unanimously.

5.) Discussion

William Wagner Consulting – Final Audit Report: President John Young shared that Bill Wagner submitted his resignation mid-December. John commended Bill’s final report and commented that he did a great job for G.A.P.S. and his work will be put to good use. The report was reviewed page by page and feedback was s hared. There were many positive comments about Bill Wagner’s work and what the report revealed. Specifically that decisions need to be made regarding when/if G.A.P.S. will be able to move to the next level. Because the foundation is not in a position to hire a full-time development director now, realistic goals need to be set that are directly related to the amount of time each Board member feels they can give. Jeff Condit will setting up a Development Committee meeting to begin the conversation about realistic short- and intermediate-term goals to work from, and the outcome will be discussed at the next G.A.P.S. meeting: March 8 at 2:30. (Note: There will be NO meeting in February.)

Approved


Direct Mail Appeal Results: Net income: $1,387.61 Twelve ESD staff members responded to the appeal with four, one-time donations and eight monthly commitments (there were four, non-staff, one-time donations as well generated from letters from John Young to former ESD and district administrators). Revenue from the appeal over a 12 month period will be $2,441.44. Expenses were $1,053.83, for a net income of $1,387.61.

6.) Development Committee Report

a) Budget for the May 5, 2011 fundraiser: Revenue and expenses expected to remain almost the same as the 2010 event.

b) Sponsorship Solicitation: The Board reviewed a list of potential auction sponsors and everyone chose those that they will contact. The Board agreed to raise the table sponsorship prices slightly: $500 increased to $750; $1000 increased to $1,250; and $2,000 increased to $2,500. Megan will provide all documentation necessary to support the Board in approaching sponsors.

7.) For the Good of the Order John Young thanked Patrick Braatz for the donation of $1,000 table sponsorship from ADEX (American Board of Dental Examiners). Patrick volunteered to take over the administrative duties for ADEX and requested that he not be compensated for his work, but that donations be made to various charities, G.A.P.S. being one of them.

Adjournment 4:56 p.m. 2010-11 Meeting Schedule

NWRESD Board members are encouraged to sit in on G.A.P.S. Board meetings. The board will meet on the second Tuesday of each month at 3:30 p.m. unless otherwise noted the Board Room at NWRESD in Hillsboro:

o September 14, 2010 o October 12, 2010 o November 9, 2010 o December 14, 2010 o January 11, 2011 o February 8, 2011 CANCELED o March 8, 2011 Begins at 2:30 p.m. o April 12, 2011 o May 10, 2011 o June 14, 2011



MINUTES

Tuesday, March 08, 2011, 2:30 p.m. Attendance

Board Members Present: Patrick Braatz, Sally Bunnell, Yuen Chin, Joe Christy, Jeff Condit, Karen Foley, Steve Petruzelli, John Young, and Nancy Young. Absent: Barb Gibbs, Vaughn Tidwell, & Gail Young. Others Present: Kathy Samsel, ESD Board member; Jack Musser, ESD Assistant Superintendent; and Megan Stenberg, ESD Communications Editor.

1.) Call to Order

Board President Dr. John Young called the meeting to order at 2:30 p.m. 2.) Minutes

Karen Foley moved to approve the minutes of January 28, 2011; the motion was seconded by Yuen Chin and approved unanimously.


Karen Foley moved to approve the Treasurer’s report of January and February 2011; the motion was seconded by Nancy Young and approved unanimously.

5.) Presentation by Pacific Academy

Mental Health Specialist Jillynn Garcia and student Joe Gayaldo gave a presentation on Pacific Academy’s Horticulture Therapy Program and the school’s use of a $1,000 2010 G.A.P.S. grant to create a community garden with raised beds.

6.) Proposed Fundraiser to benefit Columbia County Early Intervention/Early Childhood Education Program

Simon Date (parent of a child receiving services through the ESD in Columbia County), presented a dinner and raffle fundraiser that he and his wife Stephanie have planned for April 13 at the Oregon Culinary Institute to benefit the EI/ECSE program in the county. Simon also shared plans for tow future fundraisers - a dinner and movie at St. Johns’ Pub & Theater, and a separate scrapbook event. A motion was made to formalize the partnership between G.AP.S. and the Dates to allow them to use G.A.P.S. on promotional material and to have G.A.P.S. act as fiscal agent for the April 13 Oregon Culinary Institute event. Jeff Condit moved to approve the motion; the motion was seconded by Steve Petruzelli and approved unanimously.

7.) Part-time Consultant

Andi Miller shared a more extensive verbal resume with the Board. The Board asked Andi question then had her leave the room to deliberate. The Board agreed to authorize the President to implement the hiring process (perform reference check and discuss compensation with Andi).


Development Committee: Megan shared a current list of event sponsors.

Adjournment

Approved

G.A.P.S. Board Meeting Summary: April 12, 2011


MINUTES

Friday, April 12, 2011 | 2:30 p.m. Attendance

Board Members Present: Patrick Braatz (phone), Sally Bunnell, Yuen Chin, Barb Gibbs, Karen Foley, Steve Petruzelli, Vaughn Tidwell, John Young, and Nancy Young. Absent: Joe Christy, Jeff Condit, and Gail Young. Others Present: Michael Ingalls, ESD Board Chair; Renee Bruce, ESD Board member; Kathy Samsel, ESD Board member; Andi Miller, Consultant; James Sager, ESD Assistant Superintendent; and Megan Stenberg ESD Communications Dept.

1.) Call to Order

Board President Dr. John Young called the meeting to order at 2:35 p.m. 2.) Approval of Minutes

Barb Gibbs moved to approve the minutes of March 8 and 22, 2011 (with the change that Barb was not in attendance at the March 8 meeting); the motion was seconded by Yuen Chin and approved unanimously.


March 1 through March 31, 2011 - Assets: $56,995.12 (checking: $21,265.24, money market: $35,706.53, petty cash: $23.35) - Income: $9,012.33 (donations: $8,994.67, interest: $15.16; bracelet sales: $2.50) - Expenses: $849.79 ($86.80 dues/fees: $200 event software tech support renewal; $512.99 printing, taxes/licenses: $50)

Vaughn Tidwell moved to approve the Treasurer’s reports; the motion was seconded by Barb Gibbs and approved unanimously.

5.) Discussion

Non-discrimination policy: Board is asked to review the two draft versions provided in the Board packet for discussion and/or vote on at the May 11 meeting. Third-party partnership policy: Jeff Condit will email a draft policy to the Development Committee this week.

6.) Development Committee Report

May 5, 2011 Dinner and Auction

a) Board reviewed a draft version of the live auction items b) Board members sponsoring tables were given reminder/direction cards to share with their guests. c) Special Appeal: Three ideas were presented:

1.) Playground for new Tillamook Service Center Pre-school at Wilson School; 2.) Funding for the annual Tillamook Multi Modular Pre-school Examinations; 3.) iPads to be used both as trial communication devices with students and families, as well as used in early childhood programs and K-12 students to teach/reinforce social skills and communication.

Outcome: The Board chose number 3 as this year’s special appeal. ESD Autism Coordinator Laura LaMarsh indicated that the cost per iPad is approximately $500, and that a goal of funding 10 devices would be much appreciated. Laura will coordinate a compelling presentation (short speech and video) for the event.

Approved

G.A.P.S. Board Meeting Summary: April 12, 2011

7.) For the Good of the Order • The Board agreed that G.A.P.S. will honor ESD Supt. Jim Mabbott by announcing a “Jim Mabbott Grant”

at the May 5 auction. The Mabbott grant will be offered each grant cycle, it will be a larger amount than the mini-grants ($2,500), and may be targeted for a specific area or program. Jim Mabbott will let us know how he would like the grant to look.

• May and June Board meetings will begin at 3:30 p.m.

Adjournment 3:30 p.m. 2010-11 Meeting Schedule


o September 14, 2010 o October 12, 2010 o November 9, 2010 o December 14, 2010 o January 11, 2011 o February 8, 2011 CANCELED o March 8, 2011 Begins at 2:30 p.m. o April 12, 2011 Begins at 2:30 p.m. o May 10, 2011 Begins at 3:30 p.m. o June 14, 2011

G.A.P.S. Board Meeting Summary: May 10, 2011


MINUTES

Tuesday, May 10, 2011 | 3:30 p.m. Attendance

Board Members Present: Patrick Braatz, Sally Bunnell, Yuen Chin, Joe Christy, Jeff Condit, Barb Gibbs, Karen Foley (phone), Steve Petruzelli, Vaughn Tidwell, Absent: John Young, Nancy Young. and Gail Young. Others Present: Andi Miller, Consultant; Jim Mabbott, ESD Superintendent; James Sager, ESD Assistant Superintendent; Jack Musser, ESD Assistant Superintendent; and Megan Stenberg ESD Communications Dept. 1.) Call to Order

Board President-elect Dr. Vaughn Tidwell called the meeting to order at 3:32 p.m. 2.) Approval of Minutes

Jeff Condit moved to approve the minutes of April 12; the motion was seconded by Barb Gibbs and approved unanimously.


April 1 through April 30, 2011 - Assets: $70,789.11 (checking: $35,050.33; money market: $35,720.71, petty cash: $18.07) - Income: $16,108.30 (donations: $16,090.12, interest: $14.18; bracelet sales: $4.00) - Expenses: $2,314.31

Patrick Braatz moved to approve the Treasurer’s reports; the motion was seconded by Jeff Condit and approved unanimously.

5.) May 5 Benefit Review (2010 dollars are in parenthesis)

• Revenue $55,870 ($62,137) o Sponsorships: $28,750 ($35,800) o Live auction: $9,490 ($9,975) o Special appeal: $9,000 ($9,100) o Silent auction: $6,325 ($6,437) o Game of Chance: $980 (0) o Mystery Wine: $875 ($575) o Ticket sales and misc. donations: $450 ($250)

• Expenses: $14,266 ($14,687) • Net: $41,304 ($39,024)

Note: Megan will contact PCC Catering Department and share concerns voiced by the Board regarding the quality for the dinner and some serving issues, and ask for a reduction in the final bill. She will let them know that we’d like to have another event there but would like assurance that there will be improvements in the catering.

6.) Discussion and/or approval Items

Non-discrimination policy: Patrick Braatz moved to approve the short version of the policy; the motion was seconded by Steve Petruzelli and approved unanimously Third-party partnership policy: Jeff Condit shared a draft policy and asked the Board to send him any feedback. The policy will be on the June meeting agenda for a second reading.

Approved

G.A.P.S. Board Meeting Summary: May 10, 2011

7.) Consultant Update

Andi Miller reviewed a draft plan of objectives and the tactics to meet those objectives. The board was asked to begin brainstorming personal contacts, key businesses and community members that will be placed into matrix based on geography, categories (NWRESD’s service areas), needs, and funders. This work will take place at the June meeting.

Adjournment 4: 45 p.m. 2010-11 Meeting Schedule


o September 14, 2010 o October 12, 2010 o November 9, 2010 o December 14, 2010 Canceled o January 11, 2011 o February 8, 2011 Canceled o March 8, 2011, 2:30 p.m. o April 12, 2011, 2:30 p.m. o May 10, 2011, 3:30 p.m. o June 14, 2011, 3:30 p.m.

G.A.P.S. Board Meeting Summary: June 14, 2011


MINUTES

Tuesday, June 14, 2011 | 3:30 p.m. Attendance

Board Members Present: Sally Bunnell, Yuen Chin, Joe Christy, Jeff Condit, Barb Gibbs, Karen Foley, Vaughn Tidwell, John Young, Nancy Young, and Gail Young Absent: Patrick Braatz and Steve Petruzelli Others Present: Andi Miller, Consultant; James Sager, ESD Assistant Superintendent; Jack Musser, ESD Assistant Superintendent; and Megan Stenberg ESD Communications Dept. 1.) Call to Order

Board President Dr. John Young called the meeting to order at 3:30 p.m. 2.) Annual Election of Directors

Section 3 of the bylaws specifies that the Board is required to re-elect directors each year at the annual meeting. Jeff Condit moved to re-elect current directors. The motion was seconded by Vaughn Tidwell and approved unanimously.

3.) Biennial Election of Officers

Section 4.3 of the bylaws specifies that the officers are elected to serve a two‐year term beginning July 1, and ending June 30.

a.) President: Per bylaws, the President-elect assumes the role of President at the end of a two-year term and thus does not require a vote. Vaughn Tidwell has assumed the role of president through June 30, 2013.

b.) President-elect: Vaughn Tidwell moved to elect Jeff Condit as President-elect. The motion was seconded by Nancy Young and approved unanimously.

c.) Treasurer: Gail Young moved to elect Yuen Chin as Treasurer. The motion was seconded by Karen Foley and approved unanimously.

d.) Secretary: Sally Bunnell moved to elect Barb Gibbs as Treasurer. The motion was seconded by Karen Foley and approved unanimously.


Jeff Condit moved to approve the minutes of May 10. The motion was seconded by Barb Gibbs and approved unanimously.


May 1 through May 31, 2011 - Assets: $84,210.65 (Checking: $48,467.19; Money Market: $35,736.37; Petty Cash: $7.09) - Income: $32,181.38 (Donations: $32,163.72; Interest: $15.66; Bracelet sales: $2.00) - Expenses: $18,759.84

Karen Foley moved to approve the Treasurer’s reports. The motion was seconded by Barb Gibbs and approved unanimously.

6.) Discussion and/or Approval Items

a.) Community Partnership Policy: Yuen Chin moved to approve the revised version of the policy. The motion was seconded by Jeff Condit and approved unanimously.

b.) Mini-grant allocation for 2011-12: Jeff Condit moved to allocate $40,000 to the 2011 mini-grant program that will be offered in the fall. The motion was seconded by Sally Bunnell and approved unanimously.

Approved

G.A.P.S. Board Meeting Summary: June 14, 2011

c.) 2012 Auction Date and Location: The Board agreed to hold the sixth annual benefit auction on Thursday,

April 19, 2012, at PCC Rock Creek Event Center. d.) 2011-12 Board Meeting Schedule: The Board tentatively set the third Wednesday at 4:00 p.m. Members

are asked to check their calendars and weigh in via email to confirm that this is compatible with their calendars.

7.) Legislative Update

James Sager gave the Board a synopsis of the current status of SB 250 which would implement some measure of ESD reform. At this time, James does not feel the ESD’s funding will be impacted. Reforms that may be enacted relate to creation of a position at ODE responsible for ESD oversight, and the ability for a few, specific school districts to opt out of their ESD (Salem-Keizer, and districts within the newly formed InterMountain ESD in Eastern Oregon).

Gail suggested the Board develop “talking points” to use for sharing information on the GAPS/ESD relationship. Vaughn will work up a draft to share with the Board.

8.) Consultant Work

Andi Miller led the Board in filling out two worksheets:

1.) Board Development worksheet to identify attributes to focus on when recruiting new members (i.e. expertise, influence, and geography).

2.) Outreach/Program Needs worksheet to identify specifics projects etc. within ESD services and programs that Andi will work to secure outside grants and partnerships for. Over the course of the summer, Andi and Megan will meet with ESD staff and Board members throughout the region to finalize the worksheet.

9.). For the Good of the Order

The Board is invited to attend the ‘Art Club of Columbia County’ first-ever art show, Saturday, June 25, from 1:00 to 3:00 p.m. at the ESD’s Service Center in St. Helens (800 Port Ave). The club was formed thanks to a 2010, $1,000 G.A.P.S. mini-grant. The goal of the Art Club is to help American Indian and Alaskan Native (AI/AN) K-12 students build skills and knowledge in art (and the goal of the ESD’s Indian Education Program is to help these students succeed academically by addressing their culturally related needs.) Vaughn Tidwell presented outgoing President John Young with a crystal, desktop award that reads “You have made a world of difference”, and thanked John for his two years of Board leadership.

2010-11 Meeting Schedule


• September 14, 2010 • October 12, 2010 • November 9, 2010 • December 14, 2010 Canceled • January 11, 2011 • February 8, 2011 Canceled • March 8, 2011, 2:30 p.m. • April 12, 2011, 2:30 p.m. • May 10, 2011, 3:30 p.m. • June 14, 2011, 3:30 p.m.




MINUTES Tuesday, September 21, 2011, 4:00 p.m.

Attendance

Board members present: Patrick Braatz, Sally Bunnell, Yuen Chin, Jeff Condit, Steve Petruzelli, Vaughn Tidwell, John Young, and Nancy Young. Absent: Joe Christy, Karen Foley, Barb Gibbs, and Gail Young ESD staff present: Jack Musser, Paul Peterson, James Sager, and Megan Stenberg. Others present: Andi Miller, Consultant

1.) Call to Order

Board President Dr. Vaughn Tidwell called the meeting to order at 4:00 p.m.

2.) Introductions

3.) Minutes

Yuen Chin moved to approve the minutes of June 14, 2011, with a change to the 2012 auction date: April 19, 2012. The motion was seconded by John Young and approved unanimously.

4.) Treasurer’s Report

1. Treasurer’s Reports from June, July, and August 2011 2. Proposed Budget for 2011-12

• Patrick Braatz moved to approve the treasurer’s reports and 2011-12 budget, with a change to reflect an increase in event revenue from $67,000 to $78, 900. This is per Andi Miller’s suggestion of increasing sponsorships in 2012. The motion was seconded by Jeff Condit and approved unanimously.

5.) Presentation

NWRESD Superintendent James Sager sharing the presentation he made to ESD staff at the agency’s August inservice. He spoke to changes affect NWRESD and component school districts beginning with the 2012-13 school year (reduction in ESD’s funding, inter-district transfer process, and online charter school expansion). James also shared that NWRESD is prepared to assist districts as they implement the changes. His overall message to staff was that NWRESD stands ready to face the challenges brought about by legislation and declining state revenue.


a.) Development Committee Chair, Jeff Condit met with Andi Miller to discuss the business and fundraising plan. They will review the documents and come back to the Board with suggested revisions

7.) Discussion and Approval Items

a.) Andi Miller updated the Board on her recent activities and plans for securing sponsorships for the 2012 auction by December. Board members identified the 2011 sponsors they would commit to approaching again, and members present indicated that they would each sponsor a table again (see list at the end of the minutes).

b.) Megan Stenberg shared information about an online retailer affiliate fundraising program that G.A.P.S. could participate in (Click.Buy.Help.org). Patrick Braatz moved to approve participation in the program; it was seconded by John Young and approved unanimously. Megan will implement by the next Board meeting and report back.


a.) Mini-grant applications are being accepted through Friday, Oct. 7. The Committee will schedule a date in late October to award the grants. Grants will be announced Wednesday, Nov. 2.

Adjournment 5: 10 p.m.

Next Meeting: Wednesday, October 19 Location: NWRESD Board Room: 5825 NE Ray Circle, Hillsboro 97124

Approved

G.A.P.S. Board Meeting Minutes: October 19, 2011



MINUTES Tuesday, October 19, 2011, 4:00 p.m.

Attendance

Board members present: Sally Bunnell, Yuen Chin, Joe Christy, Steve Petruzelli (phone), Vaughn Tidwell, John Young (phone), and Nancy Young (phone). Absent: Patrick Braatz, Jeff Condit, Karen Foley, Barb Gibbs, and Gail Young ESD staff present: Jack Musser and Megan Stenberg. Others present: Andi Miller, Consultant

1.) Call to Order


2.) Introductions

3.) Minutes

Yuen Chin moved to approve the minutes of September 21, 2011; the motion was seconded by John Young and approved unanimously.


Joe Christy moved to approve the report of September 30, 2011; the motion was seconded by John Young and approved unanimously.

5.) Presentation

NWRESD agency video was previewed


a.) Renewal of Consultant Contract: Steve Petruzelli moved to approve a six-month renewal of the foundation’s contract with Andi Miller; the motion was seconded by Nancy Young and approved unanimously.

b.) Budget Format: Andi Miller and Yuen Chin will work together to develop a budget format to be used when securing sponsorships and/or foundation grants.

c.) 2012 Sponsorship progress: Andi updated the board on sponsorships.

d.) Meeting date and location changes for November/December: The Board agreed to cancel the Nov. 16 and Dec. 21, meetings, and replace them with one meeting on Wed., November 30. The meeting will be held at the ESD’s, new site that houses a special needs preschool serving residents of school districts in Western Washington County, and statewide autism training. Meeting time will be the same: 4:00 p.m.

Hillsboro Education Center 759 SE Washington St., Hillsboro OR 97123



Next Meeting: 4:00 p.m., Wednesday, Nov. 30 (See 6b, above for location)

Approved



Board Meeting

Wednesday, November 30, 2011, 4:00 p.m.


MINUTES

Attendance

Board members present: Sally Bunnell, Patrick Braatz, Jeff Condit, Yuen Chin, Joe Christy, Barb Gibbs, and Gail Young Absent: Karen Foley, Steve Petruzelli Vaughn Tidwell and John Young, and Nancy Young. ESD staff present: Megan Stenberg. Others present: Andi Miller, Consultant

Tour of Hillsboro Education Center ............................................... Nancy Ford, NWRESD Director of Early Intervention 1.) Call to Order

Board President-Elect Jeff Condit called the meeting to order at 4:25 p.m. 2.) Introductions

3.) Minutes

Sally Bunnell moved to approve the minutes of October, 19, 2011; the motion was seconded by Jeff Condit and approved unanimously.


Patrick Braatz moved to approve the report of October 31, 2011; the motion was seconded by Joe Christy and approved unanimously.

5.) Presentation

a) The presentation by Glencoe High School student Alfredo Castaneda will be rescheduled to the January 18, 2012 board meeting


a.) Additional $1,000 to award mini-grant to Clatskanie: Megan shared that although the grant database did not contain a grant application from Clatskanie School District, the district’s superintendent alerted us to the fact that one of her principals had submitted a proposal. The applicant sent in her application via email for the board’s approval. Patrick Braatz moved to approve the expenditure of an additional $1,000; the motion was seconded by Barb Gibbs and approved unanimously.

b.) Consultant Update

2012 Sponsorship Progress: Andi Miller shared the most current sponsorship list and updated the board on the status of sponsorships that are still in progress. To-date we have secured 11 sponsorships for a total of $27,500 – this is just a little short of the total 2011 sponsorship revenue. Due to a limit of 20 tables at the venue, the focus going forward is on higher sponsorship levels.

Early Childhood Center Playgrounds: Andi is working with a planner at Hillsboro Park and Recreation Department, and Nancy Ford, NWRESD Director of Early Intervention, to develop a design and create a budget for a special needs playground for the Hillsboro Education Center (HEC). Andi will seek funding via a Nike Employee Grant Fund when the application process opens in the spring. The research and planning required realize a playground for HEC will also be utilized to secure playgrounds for three other ESD Early Childhood sites.

Approved



Future meetings: Gail Young suggested the board consider meeting every other month, with Andi Miller helping to facilitate subcommittee work in between meetings. This will be on the January agenda. Megan will send out the current list of all Board committees for the Board to review prior to the January meeting.

Positive Press: KPTV Fox12 will air a story on Alfredo Castaneda Friday, Dec. 2 between 10:00 and 11 p.m. Alfredo is the recipient of a $1,000 GAPS grant submitted by his teacher, Julia Pitcher. Grant funds will be used to purchase a Trekker Breeze (GPS device for people who are blind).


Next Meeting: 4:00 p.m., Wednesday, January 18, 2012 at the ESD office in Hillsboro

DECEMBER 2011 MEETING CANCELLED



Board Meeting

Wednesday, January 18, 2012, 4:00 p.m.


MINUTES

Attendance

Board members present: Sally Bunnell, Yuen Chin, Joe Christy, Jeff Condit, Karen Foley, and Vaughn Tidwell. Absent: Patrick Braatz, Barb Gibbs, Steve Petruzelli, John Young, Gail Young, and Nancy Young. ESD staff present: Paul Peterson (Assist. Supt.), James Sager (Supt.), and Megan Stenberg. Others present: Andi Miller, Consultant

1.) Call to Order

Board President Dr. Vaughn Tidwell called the meeting to order at 4:07 p.m. 2.) Introductions

3.) Presentation a) Alfredo Castaneda, a Glencoe High School senior, and Julia Pitcher, NWRESD Mobility and Orientation

Specialist, explained how Alfredo is able to navigate in the community, including using public transportation, with the help of a GPS device for people who are blind. The device, a Trekker Breeze, was purchased using G.A.P.S. grant funds thanks to proposal submitted by Julia. Alfredo shared his gratitude with the Board.

3.) Minutes

Jeff Condit moved to approve the minutes of November 30, 2011; the motion was seconded by Joe Christy and approved unanimously.

4.) Treasurer’s Report Jeff Condit moved to approve the reports of November and December 2011 with the knowledge that a reclassification will occur to break out grants received as a separate line-item; the motion was approved unanimously.


a) Revised Board Meeting Schedule: Karen Foley moved to amend the regular meeting schedule to eight yearly meetings. This will be accomplished by eliminating the December and April meetings (July and August have traditionally been non-meeting months). The motion was seconded by Jeff Condit and approved unanimously. The new Schedule is as follows:

The Board will meet in September, October, November, January, February, March, May, and June.

b) Winter Appeal mailing results: Six ESD staff members donated a total of $815.61. The funds will offset the cost of the additional $1,000 mini-grant that was awarded.

APPROVED


c.) Consultant Update

o 2012 Sponsorship Progress Consultant Andi Miller shared the most current sponsorship list. To-date we have secured 14 sponsorships (15 tables) for a total of $37,500. The goal is $50,000 (see attached).

Andi noted that the sponsorships we have secured have almost all come about because of personal connections. To that end, Megan will distribute a list of ESD vendors and board members are asked to review to see if they have contacts/connections with any of them (forthcoming).

o Committee Work Andi will focus on helping the Board strengthen committee structures, with the following goals in mind:

1.) Allowing board members and other volunteers to contribute their expertise; 2.) Revising the business plan; 3.) Developing a comprehensive fundraising plan; and 4.) Energizing the Board Recruitment Committee.

Andi and Jeff Condit will work on the business plan and the development document, and bring suggested changes to the Board in February. Note: Revising the business and development plans are essential to seeking funds from other foundations.


Annual Report to ESD Board: Vaughn made a presentation to the ESD board of directors at their January 10 meeting. He gave an overview of the foundation’s accomplishments during 2011, and spoke about focus areas such as growing our corporate sponsor base for the annual benefit auction and seeking additional capacity capital.

Legislative Update by James Sager. The following text is from a Jan. 20 email James sent to ESD staff, and provides an overview of the information he shared with the G.A.P.S. Board. James indicated that G.A.P.S. case is probably only made stronger in light of pending funding and service delivery reductions/changes: “The 2012 legislative session will begin February 1, 2012. On February 8, we will receive the next state revenue forecast. These two events are very important and I want you to be aware of the issues and possible impact to NWRESD and our local districts. The most important legislation we know of to-date comes from the Governor’s new Oregon Education Investment Board. While we have not seen the actual draft legislation, we believe it will call for every district, ESD, community college and university to sign an achievement student compact by June 30 of each year tied to funding. There are several compact examples being floated about but no decision has been made regarding the actual forms and/or requirements. There may also be legislation regarding Early Learning, while it appears this could have an immediate impact on several of our partners it may not impact our current EI/ECSE grant program at least for one more year. There does not appear to be any active bills designed to eliminate or significantly change ESDs. On the budget, there are two major pieces in the state budget funding for NWRESD, 1.) State School Fund, where we receive a portion that we split 90/10, 10% for ESD operations and 90% out to districts in services and funding; 2.) Grant in Aid programs through the Oregon Dept. of Ed. These are our EI/ECSE grant; Autism/Regional program grants and others.


The legislature has tried to protect the State School fund (SSF) up to this point but if the February 8 forecast shows an additional revenue reduction of $100 million or more, then legislative leaders have said they do not believe they will be able to continue to protect the SSF. Throughout the entire process our grant funds have been and remain in jeopardy.” With the looming risk to funding and known increased costs for next year, I have instructed all programs to develop a budget based on a 10% reduction. This is just a starting point and we will review and analyze a long list of possible options.


Next Meeting: Wednesday, February 15, 2012, 4:00 p.m., at the ESD office in Hillsboro

DRAFT: G.A.P.S. Board Meeting Minutes for February 15, 2012


Board Meeting

Wednesday, February 15, 2012, 4:00 p.m.

NWRESD Regional Office/Hillsboro

MINUTES Attendance

Board members present: Patrick Braatz, Sally Bunnell, Yuen Chin, Joe Christy, Jeff Condit, Barb Gibbs, Steve Petruzelli, Vaughn Tidwell, John Young, and Nancy Young. Absent: Karen Foley and Gail Young. ESD staff present: Jack Musser and Megan Stenberg. Others present: Andi Miller, Consultant

1.) Call to Order

Board President Dr. Vaughn Tidwell called the meeting to order at 4:03 p.m. 2.) Introductions

3.) Minutes

Sally Bunnell moved to approve the minutes of January 18, 2012; the motion was seconded by John Young and approved unanimously.

4.) Treasurer’s Report Jeff Condit moved to approve the reports of January 2012; the motion was seconded by Joe Christy and approved unanimously.


a.) Special Appeal: Kerri Smith, NWRESD Director of Schools shared about the PACE program at Tom McCall Middle School in Forest Grove as the possible benefactor of the special appeal portion of the 2012 fundraiser.

o PACE (Positive Advancement Center of Education): Students are wards of the state living in Albertina Kerr group homes and have low cognitive abilities and are emotionally and behaviorally challenged. Currently enrollment - 35 students.

o PACE has been given the opportunity to utilize additional space at the middle school. Gifts towards the special appeal will be used to update the space (an unused locker room) into an area that is useful, safe, and pleasant, and that will accommodate the students’ needs to gain practical life-skills.

o Funds will be used to equip the room with furniture, a washer and dryer, microwave and stove, and other appropriate supplies (specific items and costs are being determined).

Jeff Condit moved to have staff to move forward with PACE up as the special appeal; the motion was seconded by John Young and approved unanimously.

b.) 2012 Fundraiser

o Sponsorships: As of this meeting we have secured 18 sponsorships for a total of $38,500 (see next page for list as of March 15, 2012).

APPROVED

DRAFT: G.A.P.S. Board Meeting Minutes for February 15, 2012

o Guests and Auction Items: Megan shared auction item categories still needed, and reminded the board to give her their guest names as soon as they have them. Megan will send packets of out reminder cards for the board to share with guests and/or mail them directly to guests.

o Items still needed: Golf, athletic tickets, outdoor activities (e.g. fishing trip). Wine is always welcome as well.

FUNDRAISER REVENUE AS OF MARCH 15, 2012

Sponsorships ......................................................... $43,500 (2011 total was $28,750) Special appeal pre‐commitments* .......................... $1,250 (2011 total was $1,600)

Northwest Evaluation Association ‐ Matt Chapman, President $ 10,000.00

State Farm Insurance ‐ Brad Hilliard, Public Affairs Specialist $ 5,000.00

Holgate Center ‐ September Fray, Executive Director $ 2,500.00

Miller Nash, LLP ‐ Jeff Condit, Attorney $ 1,250.00

Northwest Regional ESD Board $ 2,500.00

Steve & Dolores Petruzelli $ 2,500.00

Schnitzer Steel Industries ‐ Jamie Wilson, NW Regional Manager $ 2,500.00

Willamette Dental Management Corp. Dr. Euguene Skourtes, President/CEO

$ 2,500.00

ADEX / Patrick Braatz, Exec. Director Oregon Board of Dentistry $ 1,250.00

Bunnell, Sally and Rod $ 1,250.00

Computer Software Associates ‐ Jeff Melugin, President $ 1,250.00

Miller Nash, LLP ‐ Jeff Condit, Attorney $ 1,250.00

Northwest Regional ESD Administrative Team $ 1,250.00

Providence Health and Services Karen Foley, Orthopedic Institute ‐ Providence Health & Services

$ 1,250.00

Seattle Northwest Securities ‐ Barb Gibbs, VP $ 1,250.00

Tidwell Dental ‐ Dr. Vaughn Tidwell $ 1,250.00

Young, John and Nancy $ 1,250.00

Perkins and Company, P.C. ‐ Travis Irving/Jared Holum $ 750.00

Umpqua Bank ‐ Joel Carey, VP/ Commercial Relationship Mgr. $ 750.00

WSC Insurance ‐ John DiFalco $ 750.00

*DiLorenzo and Company P.C. ‐ David DiLorenzo $ 500.00

*Mauritz, D. Charles (Chuck) & Sara ‐ Duffy Kekel, LLP $ 500.00

*Ed Options ‐ Ryan Haggedorn And Mark Thompson $ 250.00

TOTAL $ 43,500.00

G.A.P.S. Board Meeting Minutes for March 21, 2012


Board Meeting Minutes

Wednesday, March 21, 2012, 4:00 p.m.

NWRESD Regional Office in Hillsboro

EXECUTIVE SESSION ATTENDANCE

Board members present: Patrick Braatz, Sally Bunnell, Yuen Chin, Joe Christy, Jeff Condit, Karen Foley, Barb Gibbs, Steve Petruzelli, and Vaughn Tidwell. By phone: John and Nancy Young. Absent: Gail Young. ESD staff present: Jack Musser, James Sager, Paul Peterson, and Megan Stenberg.

1.) Call to Order

Board President Dr. Vaughn Tidwell called the executive session to order at 4:01 p.m. 2.) Contract Discussion

Patrick Braatz moved to approve a twelve-month contract with Consultant Andi Miller: April 1, 2012 through March 31, 2013. The motion was seconded by Jeff Condit and approved unanimously (attached).

3.) Adjourn

REGULAR MEETING

ATTENDANCE

Board members: Patrick Braatz, Sally Bunnell, Yuen Chin, Joe Christy, Jeff Condit, Karen Foley, Barb Gibbs, Steve Petruzelli, and Vaughn Tidwell. By phone: John and Nancy Young. Absent: Gail Young. ESD staff: Jack Musser, James Sager, Paul Peterson, Megan Stenberg, and Bret Wonderlick, ESD Audiologist. Others present: Andi Miller, Consultant

1.) Call to Order

Board President Dr. Vaughn Tidwell called the regular meeting to order at 4:07 p.m.

2.) Introductions

3.) Minutes Sally Bunnell moved to approve the minutes of February 15, 2012; the motion was seconded by Patrick Braatz and approved unanimously.


Jeff Condit moved to approve the reports of February 15, 2012; the motion was seconded by Joe Christy and approved unanimously.

Approved

G.A.P.S. Board Meeting Minutes for March 21, 2012

6.) Presentation

a.) Bret Wonderlick, ESD Audiologist, shared about two GAPS mini-grants awarded in the area of hearing and audiology and thanked the Board for their support of special programs. The two awards were: 1. November 2011: $1,000 for an assessment tool to improve identification of students who are deaf

and hard of hearing throughout the four-county region with the goal of increasing access to education and improving the overall positive educational experience for children with hearing impairments.

2. November 2010: $175 for materials to build a mannequin to use for educating studetns about hearing

conservation. Students are able to test their personal listening devices (i.e. MP3 players, IPODs, etc) for noise output and receive instruction on safe limits for hearing.


a.) Board Recruitment Opportunity at April 19 Auction. Andi Miller suggested that the benefit event is an opportune time to speak with guests about possible board membership and asked the Board to keep this in mind.

b.) Fundraiser Update o Sponsorships: See table below.

o Guests: Megan reminded the board to give her their guest names as soon as they have them.

SPONSORSHIPS Northwest Evaluation Association - Matt Chapman, President $ 10,000.00 State Farm Insurance - Brad Hilliard, Public Affairs Specialist $ 5,000.00 Holgate Center - September Fray, Executive Director $ 2,500.00 Miller Nash, LLP - Jeff Condit, Attorney $ 2,500.00 Northwest Regional ESD Board $ 2,500.00 Schnitzer Steel Industries - Jamie Wilson, NW Regional Manager $ 2,500.00 Steve & Dolores Petruzelli $ 2,500.00 Willamette Dental Management Corp. Dr. Euguene Skourtes, President/CEO $ 2,500.00

ADEX / Patrick Braatz, Exec. Director Oregon Board of Dentistry $ 1,250.00 Bunnell, Sally and Rod $ 1,250.00 Computer Software Associates - Jeff Melugin, President $ 1,250.00 Northwest Regional ESD Administrative Team $ 1,250.00 Providence Health and Services Karen Foley, Orthopedic Institute - Providence Health & Services $ 1,250.00

Seattle Northwest Securities - Barb Gibbs, VP $ 1,250.00 Tidwell Dental - Dr. Vaughn Tidwell $ 1,250.00 Young, John and Nancy $ 1,250.00 Perkins and Company, P.C. - Travis Irving/Jared Holum $ 750.00 Umpqua Bank - Joel Carey, VP/ Commercial Relationship Mgr. $ 750.00 WSC Insurance - John DiFalco $ 750.00 DiLorenzo and Company P.C. - David DiLorenzo $ 500.00 Mauritz, D. Charles (Chuck) & Sara - Duffy Kekel, LLP $ 500.00 Ed Options - Ryan Haggedorn And Mark Thompson $ 250.00

TOTAL $43,500.00

NO APRIL 2012 MEETING

THE G.A.P.S. FOUNDATION BOARD MEETING MINUTES

Wednesday, May 16, 2012 |4:00 p.m.

Attendance Board Members Present: Patrick Braatz, Sally Bunnell, Yuen Chin, Barb Gibbs, Steve Petruzelli, Vaughn Tidwell, John Young (phone), Nancy Young (phone). Absent: Joe Christy, Jeff Condit, and Karen Foley. Others Present: Andi Miller, Consultant; Laura LaMarsh, ESD Autism Coordinator; and Megan Stenberg, ESD Communications Dept. 1.) Call to Order

Board President Dr. Vaughn Tidwell called the meeting to order at 4:03 p.m. 2.) Introductions 3.) Presentation: Laura LaMarsh, NWRESD Autism Coordinator, updated the Board on how staff have been using the

20 new iPads purchased with the $9,000 raised during the 2011 auction special appeal. The devices are being trialed across all ages and disabilities in an effort to find the best applications to facilitate access to education for students with autism and other diagnoses that involve speech, language, and cognitive disabilities.

4.) Special Announcement: Barb Gibbs informed the Board of her resignation, effective June 2012. Barb has been on the

Board and served as Treasurer since its inception and felt it was time to step down. She said she's thoroughly enjoyed her years supporting G.A.P.S. and will stay in touch and attend the annual dinner auction every year. Barb’s leadership will especially be missed on the Grant Committee, where she has had a direct and positive impact since the program’s inception in 2007.

5.) Approval of Minutes: Sally Bunnell moved to approve the minutes of March 21, 2012; the motion was seconded

by Patrick Braatz and approved unanimously. 6.) Treasurer’s Reports: John young moved to approve the Treasurer’s reports for March and April 2012; the motion was seconded by Barb Gibbs and approved unanimously. 7.) Discussion and/or approval Items a). Yuen Chin is working with Perkins and Co., PC, to obtain a financial review either pro‐bono or at a very low cost. This was necessitated because United Way of the Columbia Willamette declined a G.A.P.S. grant application for lack of an audit or review. Megan Stenberg will ask if United Way will accept the foundation’s IRS Form 990 in lieu of a financial review.

b). The Board agreed to hold the 2013 auction on Thursday, May 2, 2013 at PCC Rock Creek Event Center.

8.) Consultant Update a.) Clerical support for auction: Andi Miller strongly suggested that the Board consider budgeting for clerical

support for the 2013 auction to free up staff time. b.) Follow up on needs assessment: Andi and Megan will make appointments to visit staff in the four counties

to follow up on last summer’s needs assessments and determine if there are new needs. The meeting will provide an opportunity to inform staff about G.A.P.S. progress over the last 12 months and build goodwill.

c.) Grant requests and or corporate partnerships: In progress ‐ Wells Fargo, The Standard, Gray Family Fund of the Oregon Community Foundation, and the Juan Young Trust.


a.) Gail Young has resigned her position the ESD Board and will no longer be active on the G.A.P.S. Board. 10.) Adjournment: 5:10 p.m.

APPROVED

THE G.A.P.S. FOUNDATION BOARD ANNUAL MEETING

MINUTES

Wednesday, June 20, 2012 |4:00 p.m.

Attendance Board Members Present: Patrick Braatz, Sally Bunnell, Yuen Chin, Joe Christy, Jeff Condit, Karen Foley, Steve Petruzelli, Vaughn Tidwell, John Young (phone), Nancy Young (phone). Absent: None Others Present: Andi Miller, Consultant; Kendra Wasson, ESD Principal/PACE program; and Megan Stenberg, ESD Communications Dept.

1.) Call to Order Board President Dr. Vaughn Tidwell called the meeting to order at 4:02 p.m.

2.) Introductions

3.) Presentation Kendra Wasson, Principal of the ESD’s PACE Program, shared a thank you card from staff and students for the Board’s role in facilitating the donation of $13,225 in special appeal funds to renovate the locker room at the site into a Life Skills Center. Kendra said it made difference in morale at the program to know they are valued, and everyone is looking forward to the new school year

4.) Annual Election of Directors Section 3 of the bylaws specifies that the Board is required to re‐elect directors each year at the annual meeting. Jeff Condit moved to re‐elect current directors. The motion was seconded by Sally Bunnell and approved unanimously.

5.) Approval of Minutes Patrick Braatz moved to approve the minutes of May 2012; the motion was seconded by Joe Christy and approved unanimously.

6.) Treasurer’s Reports Jeff Condit moved to approve the Treasurer’s reports for May 2012; the motion was seconded by Patrick Braatz and approved unanimously.

7.) Discussion and/or approval Items a) Board Secretary Position vacated by Barb Gibbs: Joe Christy volunteered for the position. b) Acknowledgment of Barb Gibbs’s Service to G.A.P.S.: Megan Stenberg will send Barb a card signed by

the Board and an engraved ‘iceberg’ award. c) Allocation for Fall 2012 Mini‐Grants: A total of $40,000 will be awarded in November 2012 as follows:

i. $2,500 – Mabbott Grant (Jim will contribute $1,000 towards this) ii. $5,000 – State Farm Service Learning Grant (per State Farm’s parameters), iii. $32,500 – Mini‐grants.

d) 2012‐13 Meeting schedule: Third Wednesday of ea. month at 4:00 p.m. in the Board Room at the ESD’s Hillsboro Office. The Nov. and Dec. meetings will be combined and held Dec. 5. There will be No meeting in May (auction is Thursday, May 2, 2013). Meeting Dates are: Sept. 19, Oct. 17, Dec. 5, Jan. 16, Feb. 20, March 20, April 17, & June 19.

8.) Consultant Update a) Andi Miller recapped the 2011‐12 fundraising challenges and successes and shared the attached

summer timeline.


APPROVED




MINUTES

Wednesday, September 19, 2012, 4:00 p.m. Attendance

Board members present: Patrick Braatz, Sally Bunnell, Joe Christy, Jeff Condit, Karen Foley, Vaughn Tidwell, John Young (phone), and Nancy Young (phone). Absent: Yuen Chin, and Steve Petruzelli. ESD staff present: Megan Stenberg. Others present: Andi Miller, Consultant

1.) Call to Order

Board President Dr. Vaughn Tidwell called the meeting to order at 4:02 p.m. 2.) Introductions 3. Election of New Board Member

Jeff Condit moved to approve September Fray, Executive Director of the Holgate Center, as a new Board member. The motion was seconded by Sally Bunnell and approved unanimously. Jeff shared that September brings a strong background in nonprofit management and working with underserved populations.

4.) Minutes

Sally Bunnell moved to approve the minutes of June 20, 2012. The motion was seconded by Joe Christy and approved unanimously.


Financial Reports and review of the 2012‐13 budget were tabled until the October 17 Board meeting.

6.) Presentation

Rescheduled to October Board Meeting (James Sager could not attend.)

7) Discussion and Approval Items

a) Consultant Activities Update: Andi Miller o Site Visits: Traveled to Astoria, St. Helens, and Tillamook to meet the ESD’s new County Education

Coordinators. Discussed challenges and needs specific to each county and ways that G.A.P.S. can help. o Attended a grant writing workshop sponsored by Vision Action Network o Budget: Developed framework for 2012‐13 budget o 2013 Auction: Research and planning for budget and sponsorships o Grant: Met with John Jackson, NWRESD’s Outdoor School Coordinator, and a representative from The

Gray Family Fund of the Oregon Community Foundation to discuss possible support for Outdoor School. o Strategic Planning: Lunch with Vaughn Tidwell o Board Development: Andi and Jeff Condit met with September Frey to regarding Board membership.

b) Committee Appointment: The Board discussed how best to fill the vacancy on the Grant Committee created

when Barb Gibbs stepped down, and agreed that representation was needed from another Board member. Patrick Braatz volunteered. Board membership on the Grant Committee will be addressed each year at the September meeting.

Approved


c) April/May Meeting Change: The Board agreed switch the meeting calendar so there will be no meeting in April (the month of the auction), but meet in May instead to recap the event. The change is reflected on attached calendar.

d) Use of foundation funds to pay ESD staff in a caregiver capacity

o DISCUSSION: The discussion was around using funds to pay caregivers for a parent training series. The Board agreed that compensating ESD staff for this type of project is appropriate.

o The specific project in question was an upcoming series of five parent workshops titled ‘Teaching Social Communication to Children with Autism’. Finding and affording appropriate childcare for children with special needs is often a barrier for families to attend trainings. By providing childcare, the number of families who can participate will increase. In addition, the series includes individual coaching sessions with parents and their child ‐ having the children on‐site is vital to reinforce the skills taught. The caregivers will be current ESD staff already working with the children at the ESD’s early childhood preschools in Beaverton, Hillsboro, and Tualatin. They would receive extra‐duty pay, not overtime.

o OUTCOME: Jeff Condit moved to set aside $1,400 in general funds for special program expenses, such as the above. The motion was seconded by Patrick Braatz and approved unanimously.

8.) Committee Reports Mini‐grants: Applications are being accepted through Friday, Oct. 12. The Committee will meet to award grants on Tuesday, October 30, 2012 from 2:00 to 6:00 p.m. in the Board Room. Committee members are Board members Patrick Braatz, Sally Bunnell, and Karen Foley; ESDs staff Nancy Ford, Director of Early Intervention, Kerri Smith, Director of School Programs, and Joan Steiner, Director of Related Services.


Next Meeting: Wednesday, October 17. Location: NWRESD Board Room ‐ 5825 NE Ray Circle, Hillsboro OR 97124

G.A.P.S. Board Meeting Minutes: October 17, 2012



MINUTES

Wednesday, October 17 2012, 4:00 p.m. Attendance

Board members present: Sally Bunnell, Yuen Chin, Joe Christy, Jeff Condit, Steve Petruzelli, Vaughn Tidwell, John Young, and Nancy Young. Absent: Patrick Braatz, Karen Foley and September Fray. ESD staff present: Kim Durrer, Theresa Gartner, Cindy Jaeger, James Sager, and Megan Stenberg. Others present: Andi Miller, Consultant

1.) Call to Order

Board President Dr. Vaughn Tidwell called the meeting to order at 4:05 p.m. 2.) Introductions 3. Special Presentation

Dr. Tidwell presented Theresa Gartner, NWRESD’S Executive Assistant to the Superintendent and Board, with an Outstanding Volunteer Award for her work on behalf of the G.A.P.S. Foundation over the past six years. Her support has been an invaluable part of the success of the auction and the Board expressed their utmost appreciation for all she’s done.

4.) Minutes Jeff Condit moved to approve the minutes of September 19, 2012. The motion was seconded by Sally Bunnell and approved unanimously.

5.) Treasurer’s Report Jeff Condit moved to approve the Financial Reports for June, July, August, and September 2012, as well as the proposed 2012‐13 budget. The motion was seconded by John Young and approved unanimously.

6.) Presentation NWRESD Superintendent James Sager informed the Board that the Oregon Association of ESD’s (OAESD), has submitted a report proposing changes to the Education delivery model in the state. The report was in response to a request made by Dr. Rudy Crew, Oregon’s Chief Education Adviser, and Rob Saxton, State Superintendent of Public Education (Megan will provide Board members with a copy of the report upon request). Superintendent Sager indicated that the G.A.P.S. Foundation’s role in this proposed change stays much the same – raising funds to distribute to educators. However, the region that the foundation supports could potentially expand.

Approved

G.A.P.S..Board.Meeting.Minutes:.October.17, 2012


o Grant Program Update • The grant application process closed Friday, Oct. 12. We received 170 proposals, requesting

a total of $174,255, and with a possible impact on 22,506 young children and students. The committee will meet to award the grants Tuesday, Oct. 30, and they’ll be announced November 16, via an email to applicants, Facebook, Twitter, and a press release.

o Conversation with NWRESD’s County Education Coordinators

• The Board welcomed ESD Coordinators Cindy Jaeger (Columbia County) and Kim Durrer (Tillamook County) as representatives of their respective regions. We look forward to having their ongoing input into how G.A.P.S. can support them in their work, as well as how they can help bring focus to G.A.P.S. outreach in the rural counties.

o Consultant Activities Update

• NWEA Lunch outcome: Andi and Steve Petruzelli met with Matt Chapman to request a 2013 Lead Sponsorship again this year. Matt indicated that while he wants to support G.A.P.S., NWEA cannot make a commitment until January. Andi and Steve will continue the conversation and approach Matt again in January.

• Andi and Megan attended the 2012 Meet the Funders Breakfast sponsored by Washington County Nonprofit Network and The Nonprofit Association of Oregon. They met with corporate and foundation representatives from Oregon Community Foundation, The Standard, Comcast, Meier Memorial Trust, United Way, and others.

• Sponsorships: Board was asked to consider their 2013 sponsorship commitment (payment not needed until after the new year.)

Adjournment: 5:11 p.m. Next Meeting: Wednesday, December 5, 2012. Location: NWRESD Board Room ‐ 5825 NE Ray Circle, Hillsboro OR 97124

G.A.P.S..Board.Meeting.Minutes: October 17, 2012

mstenberg

Typewritten Text

G.A.P.S. Board Meeting Minutes: December 5, 2012

THE G.A.P.S. FOUNDATION Board Meeting Minutes

Wednesday, December 05 2012, 4:00 p.m.

Attendance NOTE: A quorum was not present; therefore any votes and recommendations will go forward to the next meeting January 16, 2013.

Board members present: Sally Bunnell, Yuen Chin, Jeff Condit (phone), Steve Petruzelli (phone), and Vaughn Tidwell. Absent: Patrick Braatz, Joe Christy, Karen Foley, September Fray, John Young, and Nancy Young. Others present: John Jackson, Cindy Jaeger, Andi Miller, Kathy Samsel (phone), and Megan Stenberg


2.) Introductions Megan Introduced John Jackson, NWRESD Outdoor School Coordinator

3.) Minutes of October 17, 2012 Approval was tabled until the January 16, 2013, meeting

4. Program Conversation – Outdoor School John Jackson, NWRESD Outdoor School Coordinator presented about the agency’s outdoor school program.

Highlights: 1. Enrollment has been increasing in NWRESD’s program which serves students throughout

the state, as far away as Burns Oregon. 2. Teachers are drawn to this particular program because of the two camps on the coast. 3. The program will continue to be ‘electronic‐free’ (students not allowed to bring electronic devices).

Challenges: 1. Difficulty recruiting male high school counselors due to restrictions placed on recruiting at some schools, as

well as the teaching/leadership component not being seen as a priority for students. The Outdoor School Program is considering hiring a part‐time staffer to assist the current volunteer coordinator with this effort.

2. Difficulty convincing some school districts of the educational value of the program for campers.

5.) Financial Reports – October 2012 Approval was tabled until the January 16, 2013, meeting

6) Discussion and Approval Items Tabled until next meeting, January 16, 2013

o Grant Update o Consultant Activities Update o Event Sponsorships

Good of the Order o Through Steve Petruzelli, ESD Columbia County Ed. Coordinator Cindy Jaeger connected with a rep from

Shine Co. (distributor of dental resources). Shine Co. has agreed to share dental health supplies with our students in rural areas of Tillamook and Columbia Counties.

o Andi Miller sponsorship brainstorming will be priority of January meeting Adjournment: 5:11 p.m. Next Meeting: Wednesday, January 16, 2013. Location: NWRESD Board Room ‐ 5825 NE Ray Circle, Hillsboro OR 97124

Approved



Wednesday, January 16, 2013, 4:00 p.m. NWRESD Board Room/Hillsboro Office

Attendance

Board members present: Patrick Braatz, Sally Bunnell, Yuen Chin, Joe Christy, Steve Petruzelli, and Vaughn Tidwell, John Young, and Nancy Young via phone. Absent: Jeff Condit, Karen Foley, and September Fray. Others present: Cindy Jaeger, Paula Mills, Andi Miller, and Megan Stenberg


2.) Introductions

3.) Minutes of October 17, 2012 and December 5, 2012 Joe Christy moved to approve the minutes of October and December 2012. The motion was seconded by Patrick Braatz and approved unanimously.

4.) Financial Reports – October thru December 2012 Patrick Braatz moved to approve the financial reports for October, November, and December 2012. The motion was seconded by Joe Christy and approved unanimously.

5.) Presentation – iPad use in the classroom by Laura LaMarsh, NWRESD Autism Coordinator Laura shared that staff work hard to utilize technology to support the needs of special education students. This includes a variety of iPad applications that support them with their workloads in the areas of student assessment, collaboration around students’ individual education plans (IEPs), and much, much more.


o Click.Buy.Help.org: Over the last 13 months, our affiliate fundraising partnership with Click.Buy.Help.org has brought in $539. It only requires accessing certain online storefronts (Amazon, iTunes, Target, Powell’s, Barnes and Noble), by first going to www.clickbuyhelp.org/gaps‐foundation. G.A.P.S. earns a percentage of the sale and it doesn’t cost anyone anything other than the normal purchase they would have made anyway. There is a link to the site from the G.A.P.S. homepage at www.gapsfoundation.org/.

o Laminator donation: The NWRESD year‐end staff donation appeal raised $330 towards the purchase of a $990 laminator for the ESD’s Day Treatment Program in Tigard (serving over 50 young children and adolescents with psychological and behavioral disabilities). Patrick Braatz moved to donate the additional $660 needed for the purchase. The motion was seconded by Joe Christy and approved unanimously.

o Event Chair: We’re very pleased to announce that Janet Chin accepted the volunteer position of G.A.P.S. Event Chair.

o Sponsorships: Andi Miller facilitated a brainstorming session resulting in several new leads for event sponsorships. Andi and Megan will follow up with individual Board members.

Good of the Order ‐ G.A.P.S. Annual presentation to ESD Board will be Tuesday, Feb. 19, at 6:00 p.m. in the Hillsboro Office Board Room. Jeff Condit, President‐elect will make a presentation.

Adjournment: 5:05 p.m. Next Meeting:

o Date: Wednesday, February 20, 2013. NEW Location for Feb. only: Woodside Early Childhood Center: 15150 SW Koll Pkwy., Ste A, Beaverton OR 97006

Approved

G.A.P.S. Board Meeting Minutes: Feb. 20, 2013


Wednesday, February 20, 2013, 4:00 p.m. Woodside Early Childhood Center, Beaverton

Attendance

Board members present: Sally Bunnell, Yuen Chin, Joe Christy, Jeff Condit, Karen Foley, and Vaughn Tidwell. Absent: Patrick Braatz, September Fray, Steve Petruzelli, John Young, and Nancy Young Others present: James Sager, Nancy Ford, Lisa Taylor, Andi Miller, and Megan Stenberg

Tour and Discussion: Woodside Early Childhood Center

The Board was given an enlightening tour of the Woodside Early Childhood Center facilitated by Nancy Ford, NWRESD Director of Early Intervention/Early Childhood Education (EI/ECSE), and program Principal Lisa Taylor. In addition to gaining a better understanding of the types of disabilities that children enrolled at the center face and how the staff works to address their needs, the Board was able to see the current outdoor play space and hear from Nancy and Lisa about the updates they’d like to make. A new playground will require fencing, storage, and play equipment. Resurfacing may or may not be required depending on the equipment chosen. Ideally, Woodside staff would like to see a ramp built in place of the ditch that borders the space. It was determined that the cost of the ramp is probably outside the limit of what G.A.P.S. can raise, and also outside the parameters of the company that leases the facility. Nancy and Lisa will meet with a local playground designer to begin the process of creating a budget for the project.

1.) Call to Order


2.) Presentation – Legislative Update from James Sager

James shared that there are numerous bills with possible impact on ESD’s this legislative session. He feels strongly that NWRESD will exist in its current form for one more school year (2013‐14), and after that there will be changes in the form of ESD consolidations (most likely plan has the current 20 ESDs merging to form to five or six agencies state‐wide). Northwest Regional has been working with Multnomah and Willamette ESD’s to consolidate business functions and technology services in anticipation of future changes. It was noted also that school districts are facing millions of dollars in budget cuts, plus the added cost of PERS and healthcare rollups.


Sponsorships to‐date: $23,240 (full list next page) Andi read from the letter that Jeff Condit shared with the ESD Board on Feb. 19 by way of an annual update (attached). We’ve definitely had challenges this year in meeting our goal of $50,000 in sponsorships, so we’re looking at a new way to meet our mission. We are going to focus on corporations and individuals who may not be able to attend the auction but who are willing to provide seed money for the special appeal* in amounts between $100 and $1000.

Approved


This is an easier request because it’s clear what the money will be used for. Having some special appeal funds up front allows the auctioneer to leverage these funds as matches. If you have any ideas, please forward names and contact information to Megan or Andi.

2013 Revenue to‐date

4.) Minutes of January 16, 2013

Sally Bunnell moved to approve the minutes. The motion was seconded by Karen Foley and approved unanimously.

5.) Financial Reports – January 312, 2013 Jeff Condit moved to approve the financial report. The motion was seconded by Joe Christy and approved unanimously.

6.) Adjournment: 5:25 p.m. Next Meeting:

o Date: Wednesday, March 20, 2013. Location: NWRESD Hillsboro Office/Board Room

Miller Nash, LLP $ 2,500 Northwest Regional ESD Board $ 2,500 Steve & Dolores Petruzelli $ 2,500 Willamette Dental Management Corp. $ 2,500 NEW since last update! Vernier Software Technology $ 2,000 NEW since last update! Northwest Regional ESD Executive Team $ 1,250 Patrick Braatz $ 1,250 Sally and Rod Bunnell $ 1,250 NEW since last update! Providence Health and Services $ 1,250 Tidwell Dental $ 1,250 John and Nancy Young $ 1,250 Tyler Technology $ 990 Umpqua Bank $ 750 DiLorenzo and Company P.C. $ 750 Joe and Corinne Christy $ 500 D. Charles (Chuck) & Sara Mauritz $ 500 Edupoint Options $ 250 NEW since last update! WHA Insurance $ 100

TOTAL $ 23,340



Board Meeting Minutes Wednesday, March 20, 2013, 4:00 p.m.

‐ CONFERENCE CALL ‐

ATTENDANCE

Board members present: Sally Bunnell, Yuen Chin, Jeff Condit, Karen Foley, Steve Petruzelli, John Young, and Nancy Young. Absent: Patrick Braatz, Joe Christy, and September Fray. Others present: Andi Miller and Megan Stenberg.

EXECUTIVE SESSION 1.) Call to Order: 4:07 p.m.

Yuen Chin moved that the Board approve the contract with Andi Miller as presented (April 1, 2013 – Marc 31, 2014). The motion was seconded by John Young and approved unanimously. Adjourn Executive Session

REGULAR MEETING 1.) Call to Order: 4:08 p.m.

2.) Minutes of February 19, 2013

Sally Bunnell moved to approve the minutes. The motion was seconded by Nancy Young and approved unanimously.

3.) Financial Reports – February 2013 John Young moved to approve the financial report. The motion was seconded by Steve Petruzelli and approved unanimously.


Fundraiser Update:

Sponsorships to‐date: $23,340 Special Appeal will be for a playground structure at Woodside Early Childhood Center in Beaverton

5.) Adjournment: 5:25 p.m.

Approved

Page 1


NWRESD

‐ 5825 NE Ray Cir. Hillsboro OR 97124 –

Wednesday, June 26, 2013, 4:00 p.m.

ATTENDANCE

Present: Sally Bunnell, Yuen Chin, Joe Christy, Jeff Condit, Vaughn Tidwell, John Young (phone), and Nancy Young (phone). Absent: Patrick Braatz, Karen Foley, Steve Petruzelli, and Kathy Samsel. Others present: James Sager, Andi Miller and Megan Stenberg.

Call to Order: 4:08 p.m. 1.) INTRODUCTIONS/COMMUNICATIONS

Board Chair Dr. Vaughn Tidwell accepted John and Nancy Young’s resignation from the Board. The Youngs joined the Board in 2006 and John served a two‐year term as Board president – they will receive a small desktop award that reads ‘You have made a world of difference’. John and Nancy have been integral in education for a long time and are respected throughout the state for their dedication to students. They will truly be missed.

2.) MINUTES OF MARCH 19, 2013

Jeff Condit moved to approve the minutes. The motion was seconded by Joe Christy and approved unanimously.

3.) FINANCIAL REPORTS – APRIL AND MAY 2013

It was moved to approve the financial reports. The motion was seconded and approved unanimously.

4.) REALLOCATION OF 2013 SPECIAL APPEAL FUNDS

NWRESD was notified that the Beaverton corporate park where the 2013 Special Appeal recipient program is located has been purchased by Nike. The appeal raised $16,472 for a playground surfacing and equipment at Woodside Early Childhood Center. Nike will honor the current two‐year lease, giving Woodside time to find a suitable location. As stewards of the appeal funds the Board feels strongly that it has an ethical obligation to not hold onto the funds for two years or more. The Board acknowledges that this is a tough situation because staff at Woodside were looking forward to the benefits that new playground equipment would provide the children. It was noted that when the new Beaverton site(s) are in place, the foundation will spearhead fundraising for any necessary play equipment. Motion: Jeff Condit moved that a letter be drafted and sent to donors explaining the situation and outlining the Board’s plan to use the funds for playground equipment for the agency’s Early Childhood Program at a different

Approved

Page 2

site to be determined by administration. The letter will include a deadline for donors to request that their gift be refunded if they preferred. The motion was seconded and approved unanimously. 5.) BIENNIAL ELECTION OF OFFICERS

President‐elect/Treasurer: Joe Christy moved to nominate Yuen Chin as President‐elect/Treasurer with

the plan to find Board member with the correct background to assume treasurer duties prior to the start of Yuen’s term as Board president. The motion was seconded by Sally Bunnell and approved unanimously.

Secretary: Yuen moved to nominate Joe Christy as Secretary. The motion was seconded by Vaughn Tidwell and approved unanimously.

6.) ANNUAL ELECTION OF DIRECTORS

Sally Bunnell announced that she is retiring from the G.A.P.S. board effective this meeting. She was a

founding member of G.A.P.S. and has served faithfully and well since the beginning in 2006. She leaves G.A.P.S. after a lifetime of dedication to students and education in Washington County and elsewhere in the state. The G.A.P.S. board and staff are honored to have worked with Sally.

Jeff Condit moved to re‐elect current directors. The motion was seconded by Joe Christy and approved unanimously.

7.) DISCUSSION/APPROVAL ITEMS

a. Legislative Update by James Sager

The education budget passed today at $65.5 billion. This is the funding level that NWRESD and component districts budgets were based on.

The remaining bill affecting NWRESD is HB 3401 which is still in the Ways and Means Committee. HB 3401 is a pilot that would allow school districts in three ESD regions (Lane, Columbia Gorge, and NWRESD), to opt out of their ESD at the 50 percent level. Fully opting out of an ESD was an option that was legislated two years ago. At the 50 percent level, the districts would lose the right to collaborate on the Local Service Plan that determines services to be provided, but remain a component district and receive the service they choose on a shared cost basis, or at no cost in some instances.

b. Strategic Look Ahead

Background: The Executive Committee met May 23, 2013, to initiate an in‐depth discussion of whether it was possible for the foundation to remain faithful to its purpose despite the major challenges faced over the last six years, e.g. recruiting larger donors, recruiting board members, and very little involvement from built in constituency of staff and parents. The committee reviewed the past seven years of auction revenue and expenses, sponsorship data, and proceeds that were allocated for the mini‐grant program.

Today: After lengthy discussion about the foundation’s opportunities and challenges, and after the reviewing matrix that outlined a continuum of seven possibilities for going forward (everything from maintaining status quo to dissolution), the following actions were taken:

1. Reposition by renaming G.A.P.S. to Northwest Regional Education Service District Foundation

Andi Miller suggested that changing the name to match the agency it supports would eliminate a layer of ‘confusion’ surrounding what G.A.P.S. is/does and what NWRESD is/does. The board agreed

Page 3

this alignment could also give the foundation more stature, help sharpen the focus, and help when applying for grants. James Sager shared that the ESD will have increased presence in all four counties because the agency will be partnering with the county Commissions on Children and Families to become the state‐mandated ‘Early Learning Hubs’ for children birth through third grade. This will create new and positive relationships in those communities.

Motion: Jeff Condit moved to change the name of the foundation to “Northwest Regional

Education Service District Foundation” effective September 2013, which would require the two steps below. The motion was seconded by Vaughn Tidwell and approved unanimously.

1.) Request permission from the ESD Board to use the agency’s name 2.) If approved, initiate a name change with the Secretary of State

Action: Megan will schedule a July work session open to all board members to develop a strategic

plan for fundraising, etc. to align with the name change and repositioning.

2. Refocus to become more mission driven (not event driven)

Fundraising Event: The current fundraising model of an annual auction to fund the mini‐grant program is labor intensive and not sustainable. When the in‐kind donation of staff time is factored into the expenses the benefit is greatly diminished, not to mention the human toll it takes. The following items will be topics of discussion at the July work session (among other topics):

Host an annual ‘event’ that is a scaled down model* of current auction. Possibly host two scaled down events to include Clatsop, Columbia, and Tillamook counties.

*Appetizer/cocktail format at a donated venue (Miller Nash?) with focus on a special appeal

and/or a ‘grant award ceremony’ (include heavy appetizers, wine/beer, a small silent and live

auction)

Grant Program: The current process of awarding mini‐grants is so broad that the foundation’s mission is not always furthered by some of the grants. At issue is the practice of guaranteeing each district at least one grant. The following items will be topics of discussion at the July work session (among other topics):

Amend the fall 2013 grant program so that each district is eligible to apply for a grant but not guaranteed an award.

Develop a grant RFP process for the future that is more strongly aligned with the foundation’s mission and values.

Strong focus on grant writing for identified needs (from the new RFP process).


NOTE: The following items from the agenda did not get discussed: Fall 2013 Grant Program Allocation and 2013‐14 Meeting Schedule.

Page 1 of 3

G.A.P.S. BOARD WORK SESSION ‐ SUMMARY ‐

Thursday, July 18, 2013, 1:00 to 3:00 p.m. Beaverton School District Admin Office

16550 SW Merlo Rd., Beaverton, OR 97006

Present: Yuen Chin, Jeff Condit, Karen Foley, Steve Petruzelli, Andi Miller, and Megan Stenberg Absent: Patrick Braatz and Vaughn Tidwell

1. NEW NAME: Northwest Regional ESD Foundation “Supporting Special Education in Clatsop, Columbia, Tillamook, and Washington Counties”

ESD Board approved use of agency name on Tuesday, July 16. Next steps: Megan will facilitate the following to make name change legal: 1.) Board approval in August. 2.) File articles of amendment with Secretary of State. 3.) Send copy of filed articles to OR Dept. Justice, and 4.) Contact IRS to change name on determination letter.

2. AUCTION Purpose: Awareness and fund raising Goals: Fully fund a special appeal, and raise $30,000 for the foundation’s grant program.

Date ‐ Thursday, May 8, 2014 Attendance ‐ Up to 20 tables of 8. Foundation Board will work to solicit corporate sponsors and also sell

individual tickets @ $125 with special discounted rate for educators TBD. Sponsorship levels ‐ Status quo? ($1,250, $2,500, $5,000, & $10,000. “Friend Level” = $750) Special Appeal ‐ An RFP will go out to NWRESD staff and component districts in January for a special appeal

project. RFPs will provide other needs the foundation can use as subjects for large grant seeking. Auction items ‐ Fewer selective items. Live: 10, Silent: 30 Format ‐ Shortened timeline; heavy appetizers replace served dinner; focus is on the special appeal

3. REBRANDING ACTIVITIES Purpose and goals: Assist supporters in understanding why the name changed, who we are, and what we do. Why Rebrand ‐ Using the same name of the agency it supports eliminates a layer of explanation; making it simpler to describe why the foundation exists and what it does. In addition, the ESD has gained standing moving into the next biennium and will most likely have growing name recognition through its leadership role in the Governor’s Early Learning Councils (ELC), resulting in increased credibility for the foundation and increased ability to perform outreach and garner support in the four counties.

a. Launch Reception: Wednesday, October 16, 2013 (Not a fundraiser) o Purpose(s) ‐ Gather supporters to introduce new name and generate enthusiasm; honor volunteers;

make a request for board membership; and share 2014 auction sponsorship information packets. o Location ‐ Miller Nash office. Jeff will check with the firm’s event coordinator re: date/time and request

that Miller Nash funds provide food and drinks.

Page 2 of 3

o Time: 5:00‐7:00 p.m. o Format ‐ Cocktail Reception with targeted keynote speaker (Rob Saxton, Deputy Supt. at Oregon Dept.

Ed.?) o Guests ‐ ESD Board, school district superintendents, key legislators, past sponsors, foundation grantors,

staff volunteers

b. ‘Make Change’ campaign

o Purposes – Primary: ‘Awareness raiser’; Secondary: Small fundraiser to engage individual donors. o What ‐ Small, clear piggy banks with foundation name printed on outside. o Why ‐ Supporters can transform their small change into positive change for the foundation. Returning

full piggy banks makes it possible for the foundation fund more teacher grants for children receiving special education services. The Make Change campaign goes on every time a full piggy bank is returned: The change inside the pig goes directly to the foundation’s grant pool. All contributions count, no matter how small. Make Change promotes the idea that we're all in this together and everyone holds a share in the foundation.

o How ‐ Introduce at ESD inservice Monday, Aug. 26, and at the Wednesday, Oct. 16, launch reception at Miller Nash Donors take a pig, fill it with change, and send it or drop it off at foundation office. The foundation will see that the pig is returned to donor to fill again.

c. Direct email appeal

o Purposes ‐ Primary: fundraiser to engage individual and corporate donors; Secondary: Raise awareness. o Details ‐ Facilitate in mid‐September (previously December). Opportunity to announce/explain new

name, and ask for targeted amount for either a specific appeal or to grow the grant “pool”.

4. GRANT PROGRAM: TRANSITION TO NEW ROLLING RFP GRANTS

2013 Mini‐Grant program ‐ Will follow same mini‐grant format as past years (Sept. through Nov.). o Total amount of grants to be awarded will not be announced, however, the award committee can

plan on using approx. $21,000 in proceeds from the 2013 auction. o The Fall 2013 application will include notice of new name change, and information regarding the

transition to ‘rolling RFP’ New RFP Process ‐ January 2014: Foundation will begin accepting RFPs for grants that will be awarded via

process/application/timeline developed by the Grant Committee (Karen Foley, Patrick Braatz, Joe Christy, Nancy Ford, Kerri Smith, and Joan Steiner).

o Megan will set up a September committee meeting.

Purpose behind the change in grant program ‐ The Board decided to rework the grant program to reinforce its commitment to students with special needs and those who are at risk by providing targeted, mission‐focused support for identified needs. The change in the grant process also ensures that the grants are awarded in the same fiscal year as the funds are raised, which allows clearer, cleaner bookkeeping and accountably.

5. BOARD DEVELOPMENT BRAINSTORMING Key Attributes to Consider: Diversity, expertise, influence, and geographic representation Process for working with prospective members:

o Contact Megan to have a Board Duties and Responsibilities document sent o Contact Jeff to set up one‐on‐one meeting: (503) 205‐2305, [email protected]

Page 3 of 3

Prospects and/or people to ask about prospects:

1. Cathy Swift, Capitol Pacific Bank. Will ask to consider membership on Grant Committee ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ Andi 2. The Standard: They have an application process which is in the works ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ Andi 3. Mark Hudspeth, Wells Fargo: ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ Andi 4. Perkins ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ Yuen

(Note: determined that pro bono financial audit precludes board membership at this time.)

5. Umpqua ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ Yuen (Note: Justin Philpott, vp‐commercial relationship manager, readily agreed to consider Yuen’s request. He’s received the Board Duties document.)

6. Thede Cullpepper, LLP (Jeff These formerly at Miller Nash) ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ Jeff 7. George Passadore (Retried Chairmen at Wells Fargo) ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ Steve 8. Retired special ed teacher (Beaverton) ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ Joe 9. Neonatal ICU doctor ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ Karen

6. OUTREACH TO CLATSOP, COLUMBIA, AND TILLAMOOK COUNTIES

Combined Reception for Clatsop/Columbia at Clatsop Community College w/Sen. Betsy Johnson. Andi and Megan will coordinate details with James Sager and report to Board.

Tillamook: TBD 7. OTHER FUNDRAISING

Online Holiday Auction ‐ Cyber Monday launch ‐ Dec. 2‐4, 2013 Large grant seeking ‐ Based on needs assessments and new rolling RFP process

8. BOARD MEETINGS: THIRD WEDNESDAYS AT 4:00 P.M. (No meeting in Sept., Nov., Feb., April, & May)

1. DATE LOCATION FOCUS

August Phone Amendments to articles and by laws; approve budget

Wed., October 16, 2013 Miller Nash Prior to Launch Reception

Wed., December 4, 2013 Woodside Early Childhood Center Beaverton

Auction sponsorships and ticket sales

Wed., January 5, 2014 ESD in Hillsboro RFP for Special Appeal

Wed., March 19, 2014 Woodside Early Childhood Center Beaverton Auction

Wed., June 18, 2014 tbd Annual meeting; budget approval

Page 1

NORTHWEST REGIONAL ESD FOUNDATION Board Meeting Minutes

NWRESD

‐ 5825 NE Ray Cir. Hillsboro OR 97124 –

Monday August 19, 2013, 4:00 p.m. via Phone

ATTENDANCE

Present: Yuen Chin, Joe Christy, Jeff Condit, Steve Petruzelli, Kathy Samsel. Absent: Patrick Braatz, Karen Foley, Vaughn Tidwell Others present: Andi Miller and Megan Stenberg.

CALL TO ORDER: 4:02 P.M. 1.) INTRODUCTIONS 2.) MINUTES OF JUNE 16, 2013

Joe Christy moved to approve the minutes. The motion was seconded by Yuen Chin and approved unanimously.

3.) FINANCIAL REPORTS – JUNE AND JULY 2013

Joe Christy moved to approve the financial reports. The motion was seconded by Steve Petruzelli and approved unanimously.

4.) 2013‐14 BUDGET Joe Christy moved to approve the budget. The motion was seconded by Steve Petruzelli and approved unanimously.

6.) DISCUSSION AND/OR APPROVAL ITEMS Foundation Name Change: Yuen Chin moved to amend articles of incorporation to change foundation name to Northwest Regional ESD Foundation with the tag line “Supporting Special Education in Clatsop, Columbia, Tillamook, and Washington counties”. The motion was seconded by Joe Christy and approved unanimously. Vote by Email: Joe Christy moved to amend the bylaws to include electronic voting per the text below. The motion was seconded by Yuen Chin and approved unanimously.

3.18 Vote by Email. The board of directors may vote by email following the rules outlined in Item 3.16 for Quorum; Majority Vote. An e‐mail containing the full text of the resolution to be voted on will be sent to all board members in good standing. Each director will be asked to specifically respond and sign electronically within a stated timeframe.

c. Guest list for October 16 Launch Reception at Miller Nash

List attached. Megan and Andi plan to mail the invitations immediately after Labor Day holiday (09/02/2013) d. Board Recruitment Update

Approved

Page 2

The Board voted to offer board membership to Justin Philpott, VP Customer Relations at Umpqua Bank, and Marsha Goldwasser, retired special education teacher. Megan and Andi will schedule an introductory/welcome meeting with each and report back to the Board.

7.) GOOD OF THE ORDER/COMMENTS

a. Web site Update: The foundation’s web site has been updated to reflect new name. The new address is www.nwresdfoundation.org. The old address will continue to point to the new web site.


Launch Reception Guest List Sponsors (18)* ESD Board (9) Foundation Board (7) ESD Administrators (11) School District Superintendents (20) Legislators from our four‐county region (19) Funders (2):

1. State Farm – Dave Hollandsworth and Brad Hilliard (1) 2. Juan Young Trust – Toni Arenz (1)

Friends (13) 1. Don Jones, President Bank of the West ‐ Vaughn 2. Pat Smith, President/CEO of Unitus Community Credit Union 3. Tom Kelly, President of Neil Kelly Remodelers 4. Matt Chapman, President & Executive Director Northwest Evaluation Association 5. Kathy Swift, CEO Capitol Pacific Bank 6. Mark Fryburg, Portland General Electric 7. Marcia Goldwasser 8. Jim Mabbott 9. Ozzie Rose 10. Sally and Rod Bunnell 11. John and Nancy Young

*SPONSORS

1. DiLorenzo and Co. PC – David DiLorenzo 2. Duffy Kekel, LLP ‐ Charles Mauritz 3. Key Bank – Mark Burris 4. Knowledge Universe – Mike Radway and Jessica Harrah 5. Miller Nash, LLP – 7 guests per Jeff Condit’s list 6. Perkins and Co. PC – Travis Irving 7. Portland State Athletics – Zack Wallace 8. Tyler Technologies – Jeff Melugin, President 9. Umpqua Bank – Justin Philpot & Rich Foley 10. Vernier Software – Dave and Christine Vernier 11. Vial Fotheringham, LLP – Chris Tingey 12. Wells Fargo – Mark Hudspeth, Senior Vice President

Page 1


Wednesday, December 4, 2013, 4:00 p.m.

Woodside Early Childhood Center 15150 SW Koll Pkwy., Suite A,

Beaverton OR 97006

ATTENDANCE – Note: a quorum of board members was not present

Present: Joe Christy, Jeff Condit, Justin Philpott, and Marsha Goldwasser. Absent: Patrick Braatz, Yuen Chin, Karen Foley, Steve Petruzelli, and Vaughn Tidwell. Others Present: Kathy Samsel, Andi Miller and Megan Stenberg.

Call To Order: 4:14 P.M. 1.) Approval Of Minutes and Treasurer’s Reports

Due to lack of a quorum of the board, an email vote was performed on 12/18/13. Jeff Condit moved via email to 1.) Approve the minutes of August 19, 2013, and 2.) Approve the Aug.‐Oct. 2013, Treasurer’s Reports. The motion was approved unanimously as corrected (spelling Marsha Goldwasser’s last name on page 2 of the minutes).

2.) Financial Review

Financial Review for FY 2012‐13 (performed by Perkins and Co.) will be discussed at the January 15, 2014 meeting.


a) 2013 Grant Program Highlights: Joe Christy shared the attached ‐ Addendum 1 b) Grant Committee Update: attached ‐ Addendum 2 c) 2014 Benefit Auction Sponsorships:

I. Board members were given sponsorship folders to share with potential sponsors. II. Board members were asked to make either personal or corporate sponsorships commitments as soon

as possible ‐ Addendum 3 III. Sponsorship strategy will be discussed in more detail the January 15 meeting. A list of 2013 sponsors

are attached ‐ Addendum 4

4.) Comments for the Good of the Order

‐ Name change finalized ‐ Web site update complete ‐ Calendar of Events attached ‐ Addendum 5 Adjournment: 5:10 p.m.

Approved

NORTHWEST REGIONAL ESD GRANT AWARDS HIGHLIGHTS

Full award list is attached

Since the program was implemented seven years ago, the foundation has awarded 318 grants, totaling $245,958, impacting 38,577 young children and students.

Need versus funding: The foundation has funded approximately 25% of the requests received.

Greatest need category: School‐Age Special Education and Behavioral Programs.

Project funding: Ranged from communication and social skills workshops for families with very young children with disabilities, to Outdoor School Tuition and updating and translation of outdated Outdoor School material, to a STEM* learning station for special education students at Nestucca Jr./Sr. High in Tillamook County (*Science, Technology, Engineering, and Mathematics).

THREE‐YEAR

OVERVIEW Applications

received

Projects

Funded

Total

Awarded

Students

Impacted

2013 120 29 $20,701 1,317 2012 178 42 $40,000 9,713 2011 194 50 $40,900 5,089

AWARDS BY

CATEGORY

Early

Intervention/

Early

Childhood

School‐Age Special Education/

Behavioral Programs

Outdoor

School

2013 8 19 2 2012 7 28 3 2011 10 36 4

AWARDS BY

COUNTY Clatsop School

Districts

Columbia

School Districts

Tillamook

School

Districts

Washington

School

Districts

NWRESD

Programs

2013 5 1 5 4 14 2012 6 5 4 15 12 2011 6 8 6 8 22

NWRESD‐F proposed timeline process for grant program.doc

NORTHWEST REGIONAL ESD FOUNDATION ‐ Grant Program Timeline ‐

TWO GRANT OFFERINGS PER YEAR (Awarded mid‐June and mid‐January)

o FUNDING: A portion of spring benefit auction proceeds would be disbursed in the same fiscal year the funds are received, minimizing negative appearance of carryover on budget. The remaining portion, along with December online auction revenue, would be disbursed in January. The amounts disbursed each ‘Round’ of grants would be set by Board annually.

o BENEFITS: Purposeful Grants: The twice‐yearly model and timeline maximizes staff’s ability to plan ahead,

submit mission‐focused applications, and implement their projects. (Note that there would be very little if any response from staff June thru September due to summer break, thus there’s no benefit to implement a model that involves those four months.)

Management: The twice‐yearly model and timeline keeps the program achievable for staff and the Grant Committee.

TIMELINE SUMMARY (Detail at end of document)

January ‐ February 2014 o Strategize, fine tune, and promote.

March 1, 2014 o Deploy Round One. For projects that will be implemented the following fall, giving staff the

opportunity to plan ahead. September 1, 2014

o Deploy Round Two. For projects that will be implemented the second half of school year, giving staff opportunity to address unexpected needs (January‐June 2015).

FOCUS (Per Business Plan)

1. Early Intervention/Early Childhood Education: Identification of and services for children birth through age 5 with varying degrees of disabilities including autism, hearing and visual impairments, speech‐language needs, and those who are medically fragile.

2. School Age Special Education and Behavioral Programs for young children and students kindergarten to age 21 with developmental delays, and psychological, emotional, and behavioral issues.

3. Northwest Outdoor Science School: Tuition assistance for students who would otherwise not be able to attend and requests from the program.

PROPOSED TIMELINE

Round One: Projects that will be implemented the NEXT FALL

March 1 to May 30, 2014: Accept proposals June 2014: Committee reviews and awards grants June 15, 2014: Grants announced and checks mailed

Round Two: Projects that will be implemented SECOND HALF of school year

September 1 to November 30: Accept proposals December 2014: Committee reviews and awards grants January 10, 2015: Grants announced and checks mailed

DRAFT PROPOSAL

The Northwest Regional ESD Foundation Tax ID Number: 20-5449967 Event Sponsorship

2014 BENEFIT AUCTION

‐ EVENT SPONSORSHIP ‐

Thursday, May 8, 2014, from 5:30 to 9:00 p.m. Portland Community College/Rock Creek Event Center/Bldg. 9

17705 NW Springville Rd., Portland 97229 I WOULD LIKE TO SPONSOR THE EVENT:

___ PRESENTING SPONSOR: $10,000 Prime seating with complimentary tickets provided for two tables of eight Introduction and opportunity to speak at event Full‐page advertisement in event program Highlighted as presenting sponsor in all communications, including press releases, flyers, program, event signage and online Event signage includes a banner specifically showcasing your organization as presenting sponsor Link to your business on foundation Web site Full‐page advertisement in event program Prominent recognition in the foundation’s annual report and on its Web site

___ SUPERINTENDENT: $5,000

Prime seating with complimentary tickets for a table of eight • Half‐page advertisement in event program • Introduction at event • Acknowledgment on event signage • Recognition in the foundation’s annual report and on its Web site.

___PRINCIPAL: $2,500

Complimentary seating for a table of eight • Quarter‐page advertisement in event program • Introduction at event • Acknowledgement on event signage • Recognition in the foundation’s annual report and on its Web site.

____ My tax‐deductible gift is enclosed –or – My gift will be paid by the following date: ______________ ____ I will fill my table ‐ or ‐ ____ Please have the Foundation fill my table ____ I am unable to become a sponsor, but will support the foundation with a donation of $__________

CONTACT INFORMATION:

Name Company if applicable

Address City State Zip

Telephone Email

To pay by credit card, please indicate where to best reach you: ____________________________________ Please return this completed form and make checks payable to THE NORTHWEST REGIONAL ESD FOUNDATION

5825 N.E. Ray Circle | Hillsboro OR 97124‐6436 | Ph. 503‐844‐5716 | www.nwresdfoundation.org

The Northwest Regional ESD Foundation Tax ID Number: 20‐5449967 2014 Table / Ticket Purchase

2014 BENEFIT AUCTION ‐ TABLE OR INDIVIDUAL TICKET PURCHASE ‐

Thursday, May 8, 2014, from 5:30 to 9:00 p.m. Portland Community College/Rock Creek Event Center/Bldg. 9

17705 NW Springville Rd., Portland 97229 I would like to PURCHASE A TABLE OR INDIVIDUAL TICKETS

___ Achiever: $1,250 Complimentary seating for a table of eight • Recognition in event program • Acknowledgement on event signage Introduction at event • Recognition in the foundation’s annual report and on its Web site.

___ Friend: $750 Complimentary seating for four • Recognition in event program • Introduction at event • Recognition in the foundation’s annual report and on its Web site

___ Individual Seats: $125

____ My tax‐deductible gift is enclosed –or– my sponsorship will be paid by the following date: ______________________ ____ I will fill my table ‐ OR ‐ ____ Please have the Foundation fill my table ____ I am unable to become a sponsor, but will support foundation with the enclosed donation of $__________

CONTACT INFORMATION:

Name Company if applicable Address City State Zip Telephone Email

Please return this completed form and make checks payable to:

THE NORTHWEST REGIONAL ESDFOUNDATION | www.nwresdfoundation.org 5825 N.E. Ray Circle | Hillsboro OR 97124‐6436 | Ph. 503‐844‐5716

(To pay by credit card, please indicate where to best reach you: ____________)

G.A.P.S. SPONSOR HISTORY

U:\~ FOUNDATION\!! FUNDRAISERS\~AUCTION SPONSOR HISTORY\Sponsor History 2013.docSponsor History 2013.doc

2013 = $22,749

Thursday, May 2, 2013 | Portland Community College Rock Creek Event Center

$2,500

1. Miller Nash, LLP 2. Northwest Regional ESD Board 3. Petruzelli, Steve and Dolores 4. Willamette Dental Group

$1,500

5. Wells Fargo (Unrestricted $2,500; $1,000 used for special appeal)

$1,250

6. ADEX / Patrick Braatz 7. Bunnell, Sally and Rod 8. Northwest Regional ESD Admin Team 9. Providence Health and Services 10. Tidwell Dental 11. Young, John and Nancy

$1,000

12. Vernier Software (Unrestricted $2,000; $1,000 for special appeal)

$750

13. DiLorenzo 14. Umpqua Bank 15. PSU

$499

16. Tyler Technologies (Unrestricted $990; $500 for special appeal)

Foundation Office: Ph. 503-614-1252 | 5825 NE Ray Circle Hillsboro OR 97124 | www.nwresdfoundation.org

2010

2013 AUGUST

19, Monday – Board Meeting via Phone 4:00 p.m. | 503‐614‐3160 Conf. number: 5825, PIN: 159357

SEPTEMBER: NO MEETING 9, Monday – Grant Application Opens

19, Thursday – Grant Committee Meeting 4:00 p.m. | NWRESD Board Room 5825 NE Ray Circle, Hillsboro 97124

OCTOBER 4, Friday – Grant Application Closes

16, Wednesday – Launch Reception at Miller Nash, LLP 28, Monday – Grant Award Committee 12:00 ‐2:30 p.m. | NWRESD Board Room 5825 NE Ray Circle, Hillsboro 97124

NOVEMBER: NO MEETING 15, Friday – Grant Awards Announced

DECEMBER 2‐6, Cyber Week Online Auction www.nwresdfoundation.org

4, Wednesday – Board Meeting 4:00 p.m. | Woodside Early Childhood Center: 15150 SW Koll Pkwy., Suite A, Beaverton OR 97006

2014

JANUARY 14, Tuesday – Annual Report to ESD Board 6:00 p.m. | NWRESD Board Room 5825 NE Ray Circle, Hillsboro 97124

15, Wednesday – Board Meeting 4:00 p.m. | NWRESD Board Room 5825 NE Ray Circle, Hillsboro 97124

FEBRUARY: NO MEETING

MARCH 19, Wednesday – Board Meeting 4:00 p.m. | Woodside Early Childhood Center: 15150 SW Koll Pkwy., Suite A, Beaverton OR 97006

APRIL: NO MEETING

MAY: NO MEETING 8, Thursday– Annual Benefit Auction 5:30 p.m. | Portland Community College Rock Creek Campus Event Center

JUNE 18, Wednesday – Annual Board Meeting Time and Location TBD

JULY/AUGUST: NO MEETINGS

Northwest Regional ESD Foundation Board of Trustees

2013‐14 Calendar of Events

Page 1 of 1

Approved


Wednesday, January 15, 2014, at 4:00 p.m.

NWRESD Regional Office

5825 NE Ray Cir. Hillsboro OR 97124

ATTENDANCE

Present: Yuen Chin, Joe Christy, Jeff Condit Karen Foley, Marsha Goldwasser, Justin Philpott (phone) Kathy Samsel (phone). Others: Megan Stenberg.

1.) CALL TO ORDER

4:05 p.m. 2.) INTRODUCTIONS 3.) MINUTES OF DECEMBER 4, 2013

Joe Christy moved to approve the minutes. The motion was seconded by Yuen Chin and approved unanimously. 4.) TREASURER’S REPORT

a) November 2013 b) December 2013 c) Perkins Financial Review Karen Foley moved to approve the reports and financial review. The motion was seconded by Joe Christy and approved unanimously.

5.) DISCUSSION AND/OR APPROVAL ITEMS

a) Benefit Auction Sponsorship Plan: List of secured and potential sponsors was shared. Goal is to raise $30,000 this year.

b) Staff offer to sell music CD as a fundraiser: Karen Foley moved that the Board decline any offers of donations

where part of the revenue goes back to the donor. The motion was seconded by Yuen Chin and approved unanimously.

6.) GOOD OF THE ORDER/COMMENTS

Web site resource: Just a reminder that the foundation’s web site has been updated to reflect new name, and should be used as a resource when sharing the work we do. The address is www.nwresdfoundation.org. Annual Presentation to NWRESD: Yuen Chin made the foundation’s annual presentation to the ESD Board of Directors on January 14, 2014.

ADJOURNMENT: 4:45 p.m.

Page 1 of 1

Approved


Wednesday, March 19, 2014, at 4:00 p.m.

Woodside Early Childhood Center Koll Parkway, Beaverton

ATTENDANCE

Present: Patrick Braatz, Yuen Chin, Joe Christy, Jeff Condit, Karen Foley, Marsha Goldwasser, Steve Petruzelli, Kathy Samsel. Others: Andi Miller and Megan Stenberg.

EXECUTIVE SESSION

1.) Call to Order: 4:05 p.m.

Patrick Braatz moved to approve the MOA with consultant Andi Miller as presented (April 1, 2014 – March 31, 2015). The motion was seconded by Karen Foley and approved unanimously. Adjourn Executive Session

REGULAR MEETING

1.) Call to Order: 4:09 p.m. 2.) Introductions and Communications

Board Chair Jeff Condit accepted Dr. Vaughn Tidwell’s resignation from the Board. Dr. Tidwell joined the Board in 2008 and served a two-year term as Board president. His contributions to the foundation are greatly appreciated and he will be missed. The Board will send Dr. Tidwell a small desktop award that reads ‘You have made a world of difference’, along with his name and years of service to the Foundation.

3.) Minutes: January 15, 2014

Joe Christy moved to approve the minutes with a change to the attendance (Andi Miller was not present). The motion was seconded by Steve Petruzelli and approved unanimously.

4.) Treasurer’s Reports For January And February 2014

Patrick Braatz moved to approve the reports. The motion was seconded by Joe Christy and approved unanimously.

5.) Discussion and/or Approval Items Benefit Auction Update:

Sponsorships: Revenue will be approximately $18,500. The initial goal was $30,000. Current sponsorship list is attached Special Appeal: Rather than focus on one project this year, we’ll make a general program appeal that will inspire guests to “make an investment” in the foundation grant program. The Grant Committee will set up a meeting to brainstorm ideas for the presentation. Guests/Attendance: Due to a drop in sponsors, there are just 10 confirmed tables of guests. Each Board member is asked to invite guests (at no charge) to grow attendance and widen the audience. We’ll have up to five tables identified for these guests and call them "Friends of the NWRESD Foundation”. Please keep Megan informed of any quests and/or follow up needed. Megan and Andi will invite key volunteers, past donors, guests who attended the Miller Nash reception last fall, and school district superintendents and their boards.

6.) Good of the Order: Andi noted that the recent $12,000 grant from the Saling Foundation for Outdoor School in Tillamook County brings our total outside foundation grants to $20,000, which is $2,000 more than budgeted! Read this short article in the Tillamook Headlight Herald. Adjourn: 5:05 p.m.

http://www.tillamookheadlightherald.com/news_paid/article_fd97f716-abad-11e3-824d-001a4bcf887a.html

http://www.tillamookheadlightherald.com/news_paid/article_fd97f716-abad-11e3-824d-001a4bcf887a.html

Page 1

NORTHWEST REGIONAL ESD FOUNDATION

Board Meeting Minutes Wednesday, June 18, 2014

4:00 p.m.

5825 NE Ray Circle, Hillsboro OR 97124

ATTENDANCE

Present: Yuen Chin, Joe Christy, Jeff Condit, Marsha Goldwasser, Justin Philpott, Steve Petruzelli, Kathy Samsel, James Sager, Andi Miller, and Megan Stenberg

1.) CALL TO ORDER: 4:08 P.M. 2.) INTRODUCTIONS/COMMUNICATIONS

Board Chair Jeff Condit announced the resignation of two Board members: Patrick Braatz and Marsha Goldwasser. Patrick joined the Board in 2006 and served a term as Board president. Marsha joined the Board in September.

3.) MINUTES OF MARCH 19, 2014

Joe Christy moved to approve the minutes. The motion was seconded by Steve Petruzelli and approved unanimously. 4.) FINANCIAL REPORTS – MARCH, APRIL, AND MAY 2014

Steve Petruzelli moved to approve the reports. The motion was seconded by Joe Christy and approved unanimously.

5.) ANNUAL ELECTION OF DIRECTORS Yuen Chin moved to re‐elect current directors: Yuen Chin, Joe Christy, Jeff Condit, Karen Foley, Steve Petruzelli, and Justin Philpott. The motion was seconded by Joe Christy and approved unanimously.

6.) ESD UPDATE

ESD Superintendent James Sager shared that the agency remains flexible to meet the needs of the school districts it serves, and is heading into the 2014‐15 school year on a strong note.

As smaller districts look for ways to save money, NWRESD has assumed a larger role in providing them with support services such as business and human resources, as well as technology. In addition, the ESD continues to be one of the state’s largest providers of services for children from birth to age 5 (Early Intervention/Early Childhood Special Education).

NWRESD has applied to the Oregon Department of Education (ODE), to become one of 16 statewide Early Learning Hubs tasked with pulling together regionally‐based resources (Clatsop, Columbia, and Tillamook counties), focused on outcomes for children and their families. NWRESD has also partnered with United Way and the former Washington County Commission on Children and Families to help implement the Hub in Washington County.

Learn more about the Governor’s Early Learning Initiatives at http://oregonearlylearning.com/

APPROVED

Page 2

7.) BENEFIT AUCTION The Board will hold another benefit auction in late April or early May 2015. Format will be the same as in 2014, with one exception: The number of auction items (and the number of the contents of each item), will be strategically scaled back to make the event manageable for volunteer staff.

8.) PROPOSED BUDGET FOR 2014‐15

Yuen Chin moved to approve the proposed budget (revenue: $80,025/expenses: $78,950). The motion was seconded by Joe Christy and approved unanimously.

9.) GRANTS UPDATE

The Board was given a document outlining the history of the Foundation grant program, along with the June 10, press release listing the spring awards. Funding was provided for 18 grants totaling $20,821, in support of 2,367 children. This year’s projects include:

An adapted tricycle for the Early Childhood Special Needs program in Tualatin A basketball hoop for the P.A.C.E. Program at Glencoe High School A wheelchair and walker ramp to allow preschoolers attending Gray Elementary in Astoria to access a

nature/sensory area Equipment and supplies for the mock apartment for students in the Tillamook High School transition

program Technology for Vernonia Middle School’s special education classroom

“Back‐to‐School grants” will be announced in August, and awarded in November. The Foundation has applied for the following grants recently: Two Kaiser Permanente Community Fund grants totaling $216,000 for projects in Columbia County; a $5,000 Boeing Community Fund grant for parent trainings around communicating with children with autism; and a request to the Juan Young Trust for $10,000 to offset the Outdoor School tuition for Beaverton and Tigard‐Tualatin schools.

10.) 2014‐15 MEETING SCHEDULE

During the 2014‐15 school year, the Board will meet at 4:00 p.m., in the Board Room at the ESD’s Hillsboro Office on the following dates (third Wednesdays):

September 17, 2014 November 19, 2014 January 21, 2015 March 18, 2015 April 15, 2015 June 17, 2015


Page 1 of 1

NORTHWEST REGIONAL ESD FOUNDATION

BOARD MEETING MINUTES Wednesday, October 15, 2014 at 4:00 p.m.

NWRESD 5825 NE Ray Cir. Hillsboro OR 97124

ATTENDANCE Present: Patrick Braatz, Yuen Chin, Joe Christy, Jeff Condit (phone), Steve Petruzelli, Justin Philpott, Andi Miller, and Megan Stenberg. 1.) Call to Order: President Jeff Condit called the meeting to order at 4:05 p.m. 2.) Introductions/Communications 3.) Board Appreciation On behalf of Northwest Regional ESD Board and staff, ESD Superintendent James Sager shared his appreciation for

Foundation Board member’s donations of time and resources to benefit the children and families served by the ESD. James presented the Board with an ESD Foundation coffee mug featuring photos of past grant recipients.


Joe Christy moved to approve the minutes of June 18, 2014. The motion was seconded by Steve Petruzelli and approved unanimously.


• Steve Petruzelli moved to approve the reports of June, July, August, and September, 2014. The motion was seconded by Joe Christy and approved unanimously.

• Banking update: The process of switching the Foundation’s checking account from Wells Fargo to Umpqua Bank is in process.

• Perkins & Co. have agreed to again provide a pro-bono financial review of the Foundation - a $10,000 value.

6.) Advisory Board Approval It was moved and seconded to accept the four advisory committees members listed below. The motion approved unanimously.

1. Tillamook County: Dave Hollandsworth, State Farm and Tillamook School Board 2. Columbia County: Joan Steiner, Special Ed Director—Scappoose School District 3. Clatsop: County: Leila Collier, Special Ed Director—Knappa School District 4. Washington County: Katie Riley, Community leader and volunteer. Past chair of Washington County

Commission on Children and Families. 7.) Northwest Regional ESD Foundation Funding for Outdoor School

Discussion was tabled until a time when Outdoor School staff can be present to inform the discussion 8.) Mobile Cause Presentation: The Board to listen to a presentation by Mobil Cause, a platform that provides solutions for fundraising including peer to peer fundraising, online giving, event fundraising, text to donate, and mobile marketing. Based on the plan we would need to get started, it would cost about $3,000 per year, with 0% transaction fees up to $20,000 per year volume of fundraising. The Board agreed to discuss this further at a later date. 9.) Discussion Items

• Grant Seeking Update: In June 2014 we were awarded $10,000 from the Juan Young Trust and $12,000 from the Saling Foundation to support Outdoor school in the Tigard-Tualatin School District and the three districts in Tillamook County. Spring/Summer 2014: We applied for grants from the Gary M. Anderson Foundation and The Boeing Community Fund for workshops for families with children with special needs but were not

https://www.mobilecause.com/

Page 2 of 1

successful. In December we will learn if our application for $16,000 from the Kaiser Community Fund was successful. This grant is to build capacity to implement early childhood screenings in Columbia County. On November 2, will submit a proposal to the Nike Employee Fund in support of the playground project at the Hillsboro Early Childhood Special Education Center.

• Grant Funding: Our Back-to-School Grant offering application process closes tonight at midnight. The Grant Committee will meet November 6, to award the grants which will be announced November 14.

• Sponsorship Strategy: 2015 Benefit Auction ( Thursday, April 23, 2015)

LEVEL SPONSOR Number

of Tables 1 $5,000 Umpqua Bank/Justin Philpott 2 2 $2,500 Miller Nash, LLP/Jeff Condit 1 3 $2,500 Petruzelli, Steve and Dolores 1 4 $2,500 AVAILABLE 1 5 $2,500 AVAILABLE 1 6 $1250 Providence Health & Services/Karen Foley 1 7 $1250 Willamette Dental Group 1 of 2/Yuen Chin 1 $1250 Willamette Dental Group 2 of 2/Yuen Chin 1 8 $1250 Northwest Regional ESD Board of Directors 1 of 2 1 $1250 Northwest Regional ESD Board of Directors 2 of 2 1

9 $1250 Northwest Regional ESD Administrative Team/James Sager 1

10 $1000 The Doctors Group 1 11 $750 DiLorenzo, David - DiLorenzo & Co. P.C. .5 12 $750 AVAILABLE .5 13 $750 AVAILABLE .5

$25,750.00 14.5 Tables

1 @ $5,000 = $5,000 4 @ $2,500 = $10,000 6 @$1,250 = $7,500 1 @ $1,000 = $1,000 3 @ $750 = $2,250 TOTAL: $25,750

Approved Northwest Regional ESD Foundation

Improving the lives of children with disabilities and those who are at-risk

- BOARD MEETING MINUTES -

Wednesday, November 19, 2014, at 4:00 p.m.

Via Conference Call

ATTENDANCE Present: Patrick Braatz, Yuen Chin, Joe Christy, Jeff Condit, Karen Foley, Steve Petruzelli, James Sager, Andi Miller, and Megan Stenberg. 1.) Call to Order: Board President, Jeff Condit called the meeting to order at 4:03 p.m. 2.) Minutes

Joe Christy moved to approve the minutes from the October 15 meeting; the motion was seconded by Karen Foley approved unanimously.

3.) Treasurer’s Report Steve Petruzelli moved to approve the Oct. 31 financial reports; the motion was seconded by Joe Christy approved unanimously.

4.) Communications

A letter from ESD Superintendents James Sager was emailed to the board in advance of the meeting. The letter explained staffing changes in the superintendent’s office require that the ESD scale back on the in-kind donation of staff time to the Foundation from 20 hours to 5 hours per week. ACTION: The Board agreed that the focus of the January meeting will be how the Foundation can remain faithful to its purpose with the challenge of reduced staffing.


i. December 1-3: Cyber Week Online Auction ii. December 16: Holiday Open House: 3:30 to 5:30 @ the Foundation Office


ApprovedNorthwest Regional ESD Foundation

Improving the lives of children with disabilities and those who are at-risk

- BOARD MEETING MINUTES -

Wednesday, January 21, 2015, at 4:00 p.m. NWRESD Board Room Hillsboro Oregon

ATTENDANCE Present:, Yuen Chin, Joe Christy, Jeff Condit, Karen Foley, Steve Petruzelli, James Sager, Andi Miller, and Megan Stenberg.

1.) Call to Order: President-elect Yuen Chin called the meeting to order at 4:07 p.m.

2.) Minutes Joe Christy moved to approve the minutes from the October 15 meeting with the addition of noting Karen Foley was in attendance; the motion was seconded by Steve Petruzelli and approved unanimously.

3.) Treasurer’s Report a. Joe Christy moved to approve the financial reports; the motion was seconded by

Karen Foley approved unanimously.b. Yuen Chin went over the financial review provided pro bono by Perkins and Co.

Some discussion was held as to how best acknowledge this in-kind donation. Yuenand Megan will report back with ideas.

4.) Discussion Items i. Future Planning. Discussion resulted in agreement that the Board is prepared and

willing to proceed with a draft concept of holding a few ‘friend/fundraising eventsthis coming spring and summer. The Foundation’s calendar going forward will alsoinclude the following: fall grant offering; cyber week online auction; December openhouse; and raffles/staff fundraisers as time and resources allow. Grant-seeking foridentified needs continues to be a primary focus of the Foundation

5.) Good of the Order i. It was brought up that President Condit has challenges with the current meeting

date/time. Next meeting date may be different from what is on the calendar.Watch for email from Megan.


Not Approved

Northwest Regional ESD Foundation MEETING MINUTES

Wednesday, April 6, 2015, 4:00 p.m. NWRESD Regional Office, Hillsboro, Board Room

ATTENDANCE Present:, Yuen Chin, Joe Christy, Jeff Condit, Karen Foley, Steve Petruzelli, James Sager, Andi Miller, and Megan Stenberg.

EXECUTIVE SESSION

1.) Call to Order 4:10 p.m. Yuen Chin moved to approve the memorandum of understanding with consultant Andi Miller through March 31, 2016, as presented. The motion was seconded by Jeff Condit and approved unanimously.

2.) Adjourn Executive Session 4:13 p.m.

REGULAR MEETING

Call to Order 4:14 p.m. Minutes of January 21, 2015

Yuen Chin moved to approve the minutes. The motion was seconded by Jeff Condit and approved unanimously.

Treasurer’s Reports Jeff Condit moved to approve the treasurer’s reports of January and February 2015. The motion was seconded by Steve Petruzelli and approved unanimously.

Miller Nash Reception, Thursday, May 7 Guest list was reviewed and board was reminded to send any additional guest names to Megan who will distribute invitations. Silent auction item: Golf bag donated by Cintas (an ESD vendor). Yuen Chin agreed to ask his wife Janet to put together a golf-themed gift basket to enhance the item. Karen Foley will donate a wine basket for a door prize. Jeff reminded the board that Miller Nash will validate parking. Reception will include a ‘soft ask’. Megan and Andi will set up a few pre-seeded donations and matching donations, as well as develop a ‘run of show’ for the reception.

Adjourn 4:47 p.m.