Executive Board Meeting Minutes
July 30, 2015 9:00
Jackson Family Wineries – office location
In Attendance: Robin, Renae, Sue, Robert, Beth, Stacy
Absent: Julia
9:10 Meeting Called to Order by Robin
9:12 Anthony Cipolla & Scott Ormerod
- Cipolla – Financial & Insurance Services, 401(k) benefits
- Discussion of Retirement plan for eligible Wine Road Employees
- At this time Wine Road has 3 full time people who are eligible for benefits (32 hrs or more)
- Comparison and explanation of 401(k) vs Simple IRA
- Motion to have Anthony, Scott, and Renae to establish a 401(k) plan with matching % by Wine Road and bring back to Executive Board to approve and present at Aug 20th full board meeting
- Discussion of Retirement plan for eligible Wine Road Employees
- Approved by Robin
- 2nd by Renae and unanimously passed
- Ormerod – Executive Director Compensation Review
- Review of Holidays, sick leave, medical, salary and bonus.
- Board is to decide on Beth’s bonus
- Motion to approve review of Beth’s Evaluation and Authorize Renae to write a summary/response
- Approved by Sue
- Seconded by Robin and unanimously passed
- Motion to approve review of Beth’s Evaluation and Authorize Renae to write a summary/response
10:00 Treasurer’s Report
- Assessments – 90 have paid thus far, last date for payment is August 31st
- Review of Profit & loss Budget vs Actual Review
- Budget is on track, nothing too unusual
- Seminars – if more seminars are to be offered (such as Responsible Hospitality) then nominal charge per attendee will apply
- Trade show expenses are expected to go up
- Motion to approve budget
- Approved by Robert
- Seconded by Renae and unanimously passed
- Budget is on track, nothing too unusual
10:15 Sonoma County Grands
- Released more grants for smaller community grants which Beth has applied for to put towards all of our events
10:17 Health Permits
- No update on any changes so far, will have to do a follow up to see what is being done to simplify the permit process for the Wine Road members
10:20 ABC Permits for Events
- It was told to the Beth that we will have to pay fees of $25 per winery per day of each event and wineries will surrender their license for that day for the area they are pouring at.
- Another meeting is going to be planned and if need be, the Wine Road Attorney will be brought in
10:25 40th Anniversary
- Sign up status – many events are getting full
- Sponsorships
- SFChronicle wants to put up $100k but Wine Road is not willing to meet their requirement of being exclusive advertisement. Beth will have a meeting to rework demands, etc.
- Sunset Magazine is considering becoming a sponsor
- Smaller sponsors have been coming in and ranging between $1k and $3k
- TriFold Edited
- Marketing meeting was held on 7/29 and went over some editing and fine tuning
- Art of Oak
- 4 sponsors so far / looking at 40 barrels at $500 each
- Going to hire someone to oversee the program
- Looking at a possible $12,000 profit for donation when all is done
- Documentary
- To include a BBQ of past presidents (and possible board members) where stories can be shared on film
10:35 Wine & Food Affair
- 108 wineries are signed up, recipes are done
- POS, printing postcards posters, programs all set to be done by Labor Day Weekend
10:37 Staffing
- Anne left
- New hire for social media; Mysty Stewart – she will start 1 day a week and there will be a 90 day review
- Debbie now will be “Event Manager” and a new hire will be needed for office manager
- Discussion on how to review Debbie’s performance on each event, include checklist to determine possible bonuses
- Motion to give Debbie a raise and potential to earn bonus per event based on performance of each event.
- Discussion on how to review Debbie’s performance on each event, include checklist to determine possible bonuses
- Approved by Robert
- Seconded by Renae and unanimously passed
10:50 New Logo
- Will discuss at full board meeting on August 20th
10:52 Press Trip
- All Press will focus on 40th anniversary – no direct winery involvement
- Elizabeth Slater hired to create press kit for 40th anniversary
- Sacramento – planning lunch for Aug or Sept if all printed material is complete
- LA – planning lunch & dinner in Sept
- Sunset Magazine / Central Coast – Sept
- Chicago/NY – October; Chicago on Mon/Tues and NY on Wed/Thurs
- Beth wants ideas to create a great gift/keepsake for the press tours
- Possible to have a clock made from barrel stave
11:00 Old Business
- General Meeting – it was agreed that the meeting could have been more informative and more organized. The film presented was too long and members complained about the substance
11:05 New Business
- Pulse Point – review of stats
- We will stop subscription and renew for next year’s 40th anniversary
11:10 Board Review of Beth’s Compensation
- Discussion of Bonus
- Will re-evaluate and come back to table in conference arranged by Robin
11:30 Meeting Adjourned