Executive Committee Meeting
Monday, October 31, 2011
Tahoe City (Location TBD), 3:30 PM
Agenda

Members in attendance:  Cindy Gustafson, Allen Biaggi, Art Chapman (phone), Tom Mertens, Patrick Wright, Cory Ritchie and John Friedrich (phone).
Staff:  Randy Hill, Maja Thaler, Roger Kahn, Bev Ducey.

1.	 Updates/reports
a.	CSG status (Patrick)
Patrick’s in discussions with CSG to limit their monthly fee for services to $5,000, with a start date of November 1, 2011. CSG will be presenting to the full board on November 11, 2011. The Executive Committee’s recommendation is that the full board approves CSG’s new contract. 

b.	“Tips for Tahoe” (Patrick)
Patrick and John have been working with Andrew Strain on coming to a final agreement with Vail Resorts on the “Tips for Tahoe” program. The Tips for Tahoe program is a template for the Tahoe Fund to use with other businesses around the Lake and has the potential to be a significant source of needed ongoing operating revenue. Patrick and John will continue to work toward a final agreement to be presented to the full board on Nov. 11th.

c.	ED search/staffing (Patrick/Cindy)
Randy is working with Mike Howe on a proposal from his firm to conduct the search for the Tahoe Fund Executive director. The goal is to have a proposal by Monday, November 7th, for the Executive Committee to review and then bring forward to the whole board for discussion and action. In addition the ad hoc recruitment committee (Art Chapman, Allen Biaggi and Patrick Wright) is working to update the ED Position Description and, develop a framework for the candidate review process.
d.	Development staffing contract extension (Cindy)
The Executive Committee met in closed session to discuss. 

e.	TTCF Agency Agreement (Randy)
Based on questions and suggestions from the EC committee, TTCF is reworking the Agency Agreement and anticipates having it ready for review by the next EC meeting. 

f.	New Board Members status (Cindy)
Jim Porter and Chuck Scharer have been proposed for election to the board via email with an objective of having each attend the 11/11 board meeting if selected.  Steve Merrill is continuing discussions with Patrick Wright, and possibly other board members.

g.	Montreux event (Cory/Randy)
There were approximately 17+ guests who RSVPd by the time of the EC meeting and more were expected. There are also approximately 15 board members who RSVPd. The speaking agenda was discussed and it was determined that Allen, Cory, Cindy and the event hosts Amy and/or Seth Berry would speak. They will coordinate through email to determine the exact talking points but the total time will be 15 minutes or less. 

2.	License Plates – 
a.	Plates for Powder (Maja)
Maja presented a budget and workplan for the Tahoe Plate outreach and reported that the marketing team  – including SDBX, Tom Mertens and Creative Concepts (media buyer) – met to discuss the overall strategy for marketing the plates. Maja communicated that the 12-month plan will include multiple campaigns, with main thrusts during the winter (December–March) and Summer (June–August). Maja will report back to the Exec Comm with more details as the campaigns are fleshed out but stressed that the overall effort will require board members to assist in some of the outreach. 

b.	Tahoe Plates (Maja)
Maja reported that the marketing team’s first order of business is to line up the ski resorts willing to support the plate for powder program. Art offered that a lunch should be scheduled similar to last year to communicate the program to all the resorts at one time. Cindy suggested we take advantage of the Truckee Tuesday morning breakfast club to speak with the resorts. The marketing committee will put together a description of the program that can be distributed to the resorts as well as invite them to stay a few minutes after Tuesday’s meeting in Truckee to discuss the program.

3.	Budget Report (Bev/Art)
Cindy presented a preliminary actual-to-budget with a projection of our expenses to the end of the year. The entry of all the Funds transaction from inception will be finished this week and a full set of financial reports will be available at the next EC meeting and the subsequent board meeting.

4.	Independent/Supporting Findings (Randy)
Randy presented his findings based on his outreach to 18 non-profits on the strengths and limitations associated with having an independent or supporting back-office operation. The board was unanimous in their support of going with the supporting model. The next step is to identify and review organizations who offer supported services.

5.	By Law Changes (Randy/Cindy)
Cindy reviewed the findings of Randy’s research of protocols and bylaws of 8 non-profits in the region with a focus on quorum, board member terms and sub-committees.  In addition, there was discussion of potential challenges that might develop as a result of the use of the “Tahoe Fund” moniker; both as it relates to our tax ID (Lake Tahoe Conservation Fund) and possible conflict with a similar name currently registered to a Nevada organization.  Cindy is going to seek legal counsel. Subject to further review, a recommendation for a name change may be brought to the full board for consideration.
6.	Project Selection (John/Patrick)
John and Patrick will bring forward a recommendation on the project selection process once the project committee is fully assembled and can discuss as a team. The plan is to appoint board members to the committees at the November 11th meeting.

7.	11/11 Board Meeting Discussion (Cindy)
The upcoming board meeting will be held from 2:00 to 5:00 at the Parasol Tahoe Community Foundation with a reception to follow on premise. The Executive Committee will provide the libations. Spouses are encouraged to attend the reception to follow.

8.	Board Member Giving (Cory)
Cory introduced the “board giving” award program made available by the Community Foundation of Western Nevada.  100% participation by the full board is required to qualify.  The deadline  to qualify is (was) 10/31.  Efforts will be made to close the gap (3 members) by the deadline.

9.	Tribune Holiday Giving Guide (Cory)
Cory introduced the Triune’s “wish list” program wherein non-profits are offered the opportunity to submit a list of items/services/volunteer requests that would be of value in supporting the organization’s mission.  The deadline for submittal of requests is November 11th.  
. 

10.	Next EC Meeting
a.	11/7
b.	Location (TBD)