November 2016 Agenda - The Billys – November 20, 2016 Start Time: 11:00 AM ... Santa Rosa, CA 95406 ... Guests present: Vince Crisostomo

Billy Foundation Board of DirectorsMeeting Agenda

Sunday – November 20, 2016Start Time: 11:00 AM

At Home of Sam Tucker and Lewis Nightingale393 Corbett, #D, San Francisco

INTRODUCTORY ITEMSThese items connect us as a team, remind us of continued business and lead us to this month’s discussions and decisions.1. Welcome/Check InOpening Check-In

Facilitator: Paul Time: 20 minutes 2. Agenda Revisions, review/Approval of previous month’s minutes, review of Action items:

Facilitator: Ken Time: 20 minutes PRIMARY REPORTS THIS MONTHOpportunity for discussion and clarification of written reports submitted by staff and board members.3. Treasurer’s Report

Facilitator: Ken Time: 20 minutes 4. Resource Coordinator Report

Facilitator: Ken Time: 20 minutes ITEMS REQUIRING DECISIONS/DISCUSSION THIS MONTHTopics that require discussion and/or actions at this meeting5. Committee Charter Review

Facilitator: Ken/Paul Time: 30 minutesAs promised, this long-delayed project has landed on the top of our agenda.

6. Special Guest: Vince from SF AIDS Foundation

Vince from the San Francisco AIDS Foundation will provide an update regarding the ElizabethTaylor Foundation 50+ Program.Facilitator: Harry Time: 30 minutes

7. Gatherings Report

Halloween: How’d it go?NYE: How can we support this gathering?Labor Day: Chas has offered the opportunity for us to substitute Transmision for the Billys forLabor Day at Saratoga should we like to go back to Groundswell again next year.

Intended Outcome: Final decision regarding Labor Day.

Facilitator: Paul Time: 20 minutes 7. Donation of Saratoga LLC Shares

The mission of the Billys is to foster community, intimacy, andpersonal exploration among gay, bi, and queer men through shared

values and heart-centered brotherhood.

Billy FoundationPO Box 12205

Santa Rosa, CA 95406707.545.1044 [email protected]

Facilitator: Paul Time: 20 minutes 7. Donation of Saratoga LLC Shares

Status of offer and recommendation for a final decision.

Intended Outcome: final decision regarding potential donation of Saratoga LLC shares to theBillys.Facilitator: Paul Time: 20 minutes

8. Visioning Retreat

Committee report and recommendationsFacilitator: Paul/Committee Time: 30 minutes

9. Diversity Project

Update on activities and communication related to this projectFacilitator: John Time: 20 minutes

OTHER ITEMS FOR DISCUSSION &/OR DECISIONSTopics that we desire to address but are not urgent ADDITIONAL REPORTS/UPDATESTopics that require no discussion, clarification only if needed

MEETING CLOSUREHugs and support to carry us to the next time we are together

Billy Foundation Board of Directors Meeting Minutes

Sunday November 20, 2016 At Home of Sam Tucker and Lewis Nightingale

393 Corbett, #D, San Francisco

Include as attachments: • Resource Coordinator’s Office Report for November 2016 • Treasurer’s Reports (4) for November 2016

Board members present: Ken Kunert, Robert Zarren, Paul Mueller, Jim Ume Stockton, John Torres, Harry Breaux, Sam Tucker Board members absent: none Staff present: Kris Shanks Guests present: Vince Crisostomo Meeting called to order at 1:00 PM, and meeting was adjourned at 5:45 PM Consensus shown in bold italics throughout these minutes INTRODUCTORYITEMSThese items connect us as a team, remind us of continued business and lead us to this month’s discussions and decisions.

1. Welcome/Check-in, Personal announcements -- Billy Goals/Agreements OpeningCheck-In, completed with special note of Buzz’s passing 2. Agenda revisions, Review/Approval of previous month’s minutes – Review of Action items: Topics added as indicated in these minutes. The October 2016 Minutes were reviewed with previous edits; theboardreachedconsensusandapprovedtheOctober,2016minutes.Sam stood aside because he was not present at the October meeting. Action Items reviewed, and current status noted at the bottom of these Minutes. PRIMARYREPORTSTHISMONTHOpportunity for discussion and clarification of written reports submitted by staff and board members.

3. Treasurer’s Report – Ken Kunert presented the Treasurer’s Report, which included the following budget tracking documents, copies of which are attached to these Minutes. Clarifying questions were discussed. a) Income and Expense- Budget vs Actual, Billys only b) Gathering Projection vs Actual c) Balance Sheet Prev Year Comparison d) Income & Expense, Budget vs Actual Questions responded to included concerns about the payroll and assurances were made that we remain within the budget for this fiscal year. There was also some discussion about the process for giving refunds after a gathering. Food is purchased based upon registration at the beginning of a gathering and recently attendance has dropped after that time. This explains why there seems to be food left over at the end of the gathering; it is not because the cooks are buying more than they need, rather we are asking them to purchase food that we are not supplying people to eat. Consensus was reached to offer refunds for two weeks after the

Billy Foundation Board of Directors Meeting Minutesgathering. Notice of this will be posted on the registration form and included in the email that goes out to people that don’t show to the gathering. After that date the payment becomes a donation. Action Item: Kris will adjust the registration form to reflect refund notice and include notice in future emails regarding refunds 4. RC Office Report – Kris briefed Board on current activities. There was a discussion about donating extra drag outfits to Groundswell. 4a. Annual Solicitation Letter – Board made comments to support draft letter developed by Paul. Suggestion was made to add a button on the home page of the website for donations. Paul will complete letter based upon comments received. 4b. Bingo application with RR Sisters report – Application was completed by Paul and sent in today. ITEMSREQUIRINGDECISIONS/DISCUSSIONTHISMONTHTopics that require discussion and/or actions at this meeting

5. Committee Charter Review - Board reviewed draft developed by Ken providing additional information needed prior to using the document. Ken will update. Action item: Paul will add a future agenda item to discuss bylaws and definition of Portfolio Holders 6. Special Guest – Vince from SF AIDS Foundation – VincefromtheSanFranciscoAIDSFoundationwillprovideanupdateregardingtheElizabethTaylorFoundation50+ProgramVince gave a great overview of the relationship and activities of the 50+ group and the Billys. He noted that they have been working with the Billys for one year now and the Billys are making a difference within the 50+ group; friendships have increased, community is being built. He encouraged us to continue to build and work with them. The Billys may get direct funding in the future. Success has been in building capacity, serving people in isolation. He has written a letter stating how Billy gatherings offer the support needed. He further encouraged us to emphasize the healing, social support network and how we provide what is missing in people’s lives. He asked us to collect data that shows the support of these needs and we are not duplicating what is there but rather providing unique service to those in need. 7. Gatherings Report – Halloween:How’ditgo?NYE:Howcanwesupportthisgathering?LaborDay:ChashasofferedtheopportunityforustosubstituteTransmisionfortheBillysforLaborDayatSaratogashouldweliketogobacktoGroundswellagainnextye

Billy Foundation Board of Directors Meeting MinutesReports are that Halloween went well. There was an open discussion about the scheduling of the diversity workshop at the gathering and how we could do better in the future. There is some concern that the workshops don’t often rise in importance for the coordinators when they don’t mesh well with the overall theme of the gathering. Clean-up after the gathering still needs some attention. We can do better and show our care of the Saratoga facilities. The board reached consensus to approach Groundswell for LD Gathering in 2017 and then offer Transmission the Saratoga venue. 7a Election response – Many of the Board were good with the draft from Ken. Ume and Ken were asked to incorporate their thoughts and get a notice out in the Bulletin. Action Item: Ken & Ume rework draft of the Board response to the election feelings and get it out with the Bulletin. 8. Donation of Saratoga L.L.C. Shares - Statusofofferandrecommendationforafinaldecision.IntendedOutcome:finaldecisionregardingpotentialdonationofSaratogaLLCsharestotheBillys.The board reached consensus to accept the restricted donation of $51110. $1,110 for legal fees and 50,000 Saratoga LLC shares to the Billys. 9. Visioning Retreat - CommitteereportandrecommendationsMost of the board offered suggestions to the committee for the upcoming retreat. There was support for conducting a survey that Robert and Kris would develop. Board agreed to a 2 day retreat in January at Paul’s home. Action Item: Any survey questions need to be to Kris or Robert by Monday after Thanksgiving in order for them to develop the community survey. 10. Diversity Project - Updateonactivitiesandcommunicationrelatedtothisproject,Theboardreaffirmsthedirectionandpaceoftheprogram.Workneedstocontinueonthedesignforthefutureofourefforts.Theadviceistocontinuetomoveslowlybutforward;havetheemphasismovefromthebottomupratherthandirectionfromthetop. OTHERITEMSFORDISCUSSION&/ORDECISIONSTopics that we desire to address but are not urgent

ADDITIONALREPORTS/UPDATESTopics that require no discussion, clarification only if needed

MEETINGCLOSUREHugs and support to carry us to the next time we are together

Billy Foundation Board of Directors Meeting MinutesAction Items The numbers below reflect the date on which the Action Item was added to this list (Year - Month – Agenda Item Number). New Action Items (added at this meeting) 16-11-03 Kris will adjust the registration form to reflect refund notice and include notice in

future emails regarding refunds 16-11-05 Paul will add a future agenda item to discuss bylaws and definition of Portfolio

Holders 16-11-07a Ken & Ume rework draft of the Board response to the election feelings and get

it out with the Bulletin. 16-11-09 Any survey questions need to be to Kris or Robert by Monday after

Thanksgiving in order for them to develop the community survey. Ongoing Action Items 16-09-10 Paul will write a letter (to be reviewed by the board) to the people who sent the

letter to the Board on the alcohol issue. 16-09-05a Paul to draft out official offer letter and thank you letter to be sent to applicants

for RC position 16-08-03a Paul will develop the topic of cook contracts for another board meeting. 16-07-03 Ume will develop a future agenda item to discuss the plusses and minuses of

having our rosters as PDFs after the gathering rather than during the gathering. 16-06-02 Ken will write Gathering manual item for donations to support cooks at

gatherings 16-10-04 Robert volunteered to help with cleaning up the web site documents section

with Kris’ direction. 16-10-04a Kris and Ken will engage with accountant to establish new accounting for

Scholarships and restricted funding. 16-10-03 Action Item: Paul will schedule a discussion about changes to our scholarship

policy for a future meeting. This might include the ideas in this discussion in our minutes of 10/23/16.

Old Action Items The following Action Items will be deleted from this list after this documentation: 16-10-05 Paul to set up a new agenda item to discuss and reach consensus on the

proposed donation of shares to Saratoga Springs to the Billys. DONE 16-10-08 Each of us are to keep in mind a possible Billy Bulletin article about the need for

cooks. HAVE LIST TO WORK FROM FOR NOW 16-10-10 Paul will add an agenda item on how to acknowledge Marcus and Erica to a

future Board agenda. PAUL TO MOVE AHEAD WITH THIS AS PRESIDENT 16-10-12 Each board member write up a vision of the retreat and submit it to Paul within

the next couple weeks so the committee could use that as a start for putting together the retreat. DONE

16-10-12a Visioning Retreat committee to report back to Board at next meeting in November. DONE

16-07-08 John will develop a list of initial items for the best use of available funding to

Billy Foundation Board of Directors Meeting Minutes

increase participation with diverse populations. DONE 16-07-12 Paul will reschedule this topic (committee list and leads) for another meeting.

DONE

Board Meeting – Resource Coordinator report November 20, 2016

1. Halloween: We had 84 participants signed up for Halloween, with a final total of 236 bed nights. With the help of Ken and Marcus, I managed to wrap up all the loose ends and have paid Saratoga and the cooks. The store room is now something of a hazard as we received many more bins of drag and decorations from the gathering than we started with.

2. New Years: 4 people are signed up so far. 3. Visioning: I'm still looking for a cook for the Visioning retreat. I have some leads from Chas

Nol that I will follow up on now that I'm back in the office. 4. Registration: I am looking into options for registration that are less time consuming for the

office coordinator. All of the options I've looked at so far will require some adjustment to how we handle scholarships and pricing as they do not support a “pay what you want” approach to tickets. 123Signup can do credit card processing for us, at a 3% flat rate, compared to the 2.26% we pay PayPal. Funds are sent once a month.

Apr 1 - Nov 18, '16 Budget

Ordinary Income/ExpenseIncomeContr4141 — General Fund 15,142.93 18,000.004143 — Donations with Premiums 1,210.00 2,100.004155 — Rstd Contr 0.004156 — Board Scholarship 54.00

Total Contr 16,406.93 20,100.00

E'ndReg

4311 — Gathering Fees 129,881.50 137,770.004312-1 — RLSF Scholarships Given 9,689.00 13,000.004313 — Refunds -4,542.50 -8,000.00

Total Reg 135,028.00 142,770.00

4320 — Mailing List Fee 586.00 750.004370 — Interest 110.92 600.004380 — Other Earned/Sponsorship 100.00 1,000.00

Total E'nd 135,824.92 145,120.00

Scholarships4120 — RLSF don. -5,885.00

Total Scholarships -5,885.00

4150 — Fundraising Events 0.00 2,000.004200 — BESF4131 — BESF C/Yr income 0.00 800.004200 — BESF - Other 0.00 -800.00

Total 4200 — BESF 0.00 0.00

4999 — Suspense Income 125.00

Total Income 146,471.85 167,220.00

ExpenseBk Chg5029 — Service Charges 0.00 25.005033 — PayPal 2,844.98 3,300.00

Total Bk Chg 2,844.98 3,325.00

Communications5040 — Internet/Website 473.84 650.005060 — Telephone 99.82 200.00

4:18 PM The Billy Foundation11/18/16 All Income & Expense Budget vs. Actual

April 1 through November 18, 2016

Page 1


Total Communications 573.66 850.00

Event Costs5120 — Pride Expenses 725.28 600.005121 — Local Events - potlucks 250.00 200.005122 — Cook's fees 13,158.00 11,417.005124 — Facility Rental 66,158.00 72,769.005126 — Food Purchases 13,742.52 19,572.00

Total Event Costs 94,033.80 104,558.00

Indep. Contr.5152 — Acctng 400.00 400.005158 — Legal 696.71 200.005159 — Web Site labor 1,270.00 700.005160 — PR Service Fee 549.80 1,000.00

Total Indep. Contr. 2,916.51 2,300.00

Insurance5162 — Liab Ins. 1,150.00 1,150.005163 — Property Ins. 272.00 272.005166 — D&O Ins. 1,500.00 1,500.00

Total Insurance 2,922.00 2,922.00

Occup5190 — Office Rent 3,743.67 5,640.005350 — Utilities 0.00 0.00

Total Occup 3,743.67 5,640.00

Payroll Exp5211 — HSA 1,695.00 3,600.005220 — Payroll Taxes 3,447.09 2,868.685230 — Salary 16,957.05 31,012.805240 — WC 138.17 500.00

Total Payroll Exp 22,237.31 37,981.48

Rep& Maint5304 — Office 113.88

Total Rep& Maint 113.88

Supplies5326 — Admin 1,542.64 3,000.005327 — Gathering 873.79 1,500.005328 — Premium Gifts 985.50 2,000.00



Page 2


Total Supplies 3,401.93 6,500.00

5000 — BESF disbursements 719.365010 — Advertising5011 — Social Media 12.39 300.005010 — Advertising - Other 0.00 150.00

Total 5010 — Advertising 12.39 450.00

5030 — Building Bridges Outreach 225.71 300.005031 — Ongoing RC education 0.00 250.005032 — Membership Growth 1,066.18 300.005050 — Postage 142.33 600.005090 — Board 200.005130 — Txs/Fees/ Licenses 651.00 150.005132 — Print & Copy 710.35 250.005170 — Misc Exp 0.00 0.005340 — Travel & Lodging 0.00 150.005342 — BoD Projects 0.00 500.00

Total Expense 136,515.06 167,026.48

Net Ordinary Income 9,956.79 193.52

Net Income 9,956.79 193.52



Page 3

1-May Day

(Gs)

Apr '16 - Mar '17 Budget

Ordinary Income/ExpenseExpense

Event Costs5122 — Cook's fees 1,659.00 1,491.005126 — Food Purchases 2,979.84 2,556.005124 — Facility Rental 10,359.00 10,120.00


Total Expense 14,997.84 14,167.00

IncomeE'ndReg

4312-1 — RLSF Scholarships... 1,483.00 1,690.004311 — Gathering Fees 20,878.00 17,130.00

Total Reg 22,361.00 18,820.00

Total E'nd 22,361.00 18,820.00

Total Income 22,361.00 18,820.00

Net Ordinary Income 7,363.16 4,653.00

Net Income 7,363.16 4,653.00

4:41 PM The Billy Foundation11/18/16 Billy Gathering Projection vs. Actual

April 2016 through March 2017

Page 1

2-July 4th

(Gs)





Total Expense 26,931.44 26,863.00

IncomeE'ndReg


Total Reg 44,507.00 39,600.00

Total E'nd 44,507.00 39,600.00

Total Income 44,507.00 39,600.00


Net Income 17,575.56 12,737.00



Page 2

3-Labor Day

(Gs)





Total Expense 13,362.00 14,732.00

IncomeE'ndReg


Total Reg 22,441.00 22,350.00

Total E'nd 22,441.00 22,350.00

Total Income 22,441.00 22,350.00


Net Income 9,079.00 7,618.00



Page 3

4-Halloween

(Gs)





Total Expense 15,443.24 12,224.00

IncomeE'ndReg


Total Reg 27,063.00 16,400.00

Total E'nd 27,063.00 16,400.00

Total Income 27,063.00 16,400.00


Net Income 11,619.76 4,176.00



Page 4

5-New Years

(Gs)



Event Costs5122 — Cook's fees 0.00 2,387.005126 — Food Purchases 0.00 4,092.005124 — Facility Rental 3,730.00 19,255.00


Total Expense 3,730.00 25,734.00

IncomeE'ndReg

4312-1 — RLSF Scholarships... 0.00 2,730.004311 — Gathering Fees 0.00 28,670.00

Total Reg 0.00 31,400.00

Total E'nd 0.00 31,400.00

Total Income 0.00 31,400.00

Net Ordinary Income -3,730.00 5,666.00

Net Income -3,730.00 5,666.00



Page 5

6-Mid-Winter

(Gs)



Event Costs5122 — Cook's fees 0.00 1,078.005126 — Food Purchases 0.00 1,848.005124 — Facility Rental 0.00 7,392.00

Total Event Costs 0.00 10,318.00

Total Expense 0.00 10,318.00

IncomeE'ndReg

4312-1 — RLSF Scholarships... 0.00 1,300.004311 — Gathering Fees 0.00 12,900.00

Total Reg 0.00 14,200.00

Total E'nd 0.00 14,200.00

Total Income 0.00 14,200.00

Net Ordinary Income 0.00 3,882.00

Net Income 0.00 3,882.00



Page 6

Total Gs





Total Expense 74,464.52 104,038.00

IncomeE'ndReg


Total Reg 116,372.00 142,770.00

Total E'nd 116,372.00 142,770.00

Total Income 116,372.00 142,770.00


Net Income 41,907.48 38,732.00



Page 7

TOTAL





Total Expense 74,464.52 104,038.00

IncomeE'ndReg


Total Reg 116,372.00 142,770.00

Total E'nd 116,372.00 142,770.00

Total Income 116,372.00 142,770.00


Net Income 41,907.48 38,732.00



Page 8


Ordinary Income/ExpenseIncomeContr4141 — General Fund 9,335.93 18,000.004143 — Donations with Premiums 1,190.00 2,100.004155 — Rstd Contr -25,000.004156 — Board Scholarship 54.00

Total Contr -14,420.07 20,100.00

E'ndReg

4311 — Gathering Fees 106,783.00 137,770.004312-1 — RLSF Scholarships G... 9,689.00 13,000.004313 — Refunds -3,064.00 -8,000.00

Total Reg 113,408.00 142,770.00

4320 — Mailing List Fee 586.00 750.004370 — Interest 110.14 600.004380 — Other Earned/Sponsors... 100.00 1,000.00

Total E'nd 114,204.14 145,120.00

Scholarships4120 — RLSF don. -5,885.00

Total Scholarships -5,885.00

4150 — Fundraising Events 0.00 2,000.004200 — BESF4131 — BESF C/Yr income 0.00 800.004200 — BESF - Other 0.00 -800.00

Total 4200 — BESF 0.00 0.00

4999 — Suspense Income 25.00

Total Income 93,924.07 167,220.00

ExpenseBk Chg5029 — Service Charges 0.00 25.005033 — PayPal 2,252.64 3,300.00

Total Bk Chg 2,252.64 3,325.00

Communications5040 — Internet/Website 350.99 650.005060 — Telephone 99.82 200.00

4:34 PM The Billy Foundation11/18/16 Billy Income & Expense Budget vs. Actual


Page 1


Total Communications 450.81 850.00

Event Costs5120 — Pride Expenses 658.72 600.005121 — Local Events - potlucks 250.00 200.005122 — Cook's fees 8,484.00 11,417.005124 — Facility Rental 52,238.00 72,769.005126 — Food Purchases 13,742.52 19,572.00


Indep. Contr.5152 — Acctng 400.00 400.005158 — Legal 0.00 200.005159 — Web Site labor 600.00 700.005160 — PR Service Fee 549.80 1,000.00

Total Indep. Contr. 1,549.80 2,300.00

Insurance5162 — Liab Ins. 1,150.00 1,150.005163 — Property Ins. 272.00 272.005166 — D&O Ins. 1,500.00 1,500.00

Total Insurance 2,922.00 2,922.00

Occup5190 — Office Rent 3,743.67 5,640.005350 — Utilities 0.00 0.00

Total Occup 3,743.67 5,640.00

Payroll Exp5211 — HSA 1,695.00 3,600.005220 — Payroll Taxes 3,447.09 2,868.685230 — Salary 16,957.05 31,012.805240 — WC 138.17 500.00

Total Payroll Exp 22,237.31 37,981.48

Rep& Maint5304 — Office 113.88

Total Rep& Maint 113.88

Supplies5326 — Admin 2,578.94 3,000.005327 — Gathering 697.62 1,500.005328 — Premium Gifts 985.50 2,000.00



Page 2


Total Supplies 4,262.06 6,500.00

5000 — BESF disbursements 719.365010 — Advertising5011 — Social Media 12.39 300.005010 — Advertising - Other 0.00 150.00

Total 5010 — Advertising 12.39 450.00

5030 — Building Bridges Outreach 225.71 300.005031 — Ongoing RC education 0.00 250.005032 — Membership Growth 481.18 300.005050 — Postage 103.02 600.005130 — Txs/Fees/ Licenses 1.00 150.005132 — Print & Copy 338.43 250.005170 — Misc Exp 0.00 0.005340 — Travel & Lodging 0.00 150.005342 — BoD Projects 0.00 500.00

Total Expense 114,786.50 167,026.48

Net Ordinary Income -20,862.43 193.52

Net Income -20,862.43 193.52



Page 3

Documents

November 2016 Agenda - The Billys – November 20, 2016 Start Time: 11:00 AM ... Santa Rosa, CA 95406 ... Guests present: Vince Crisostomo