House Rabbit Network
Minutes of Board Meeting
Online: August 30, 2022
In attendance: Suzanne Trayhan, Rachel Minnie, Palestina Baronas, Pam Chatis, Rich Whelan. Also in attendance: Suellen; Jean Player, secretary.
Review of May 16, 2022 minutes.
Minutes approved with editorial changes.
Review of August 9, 2022 minutes.
Approved.
Discussion of shelter donation (Dr. Christie Taylor); it was a special gift that should be acknowledged. How can we make a digital card that board members can write a message. Rachel will look into this.
Finances
HRN auditing process: Resume internal self-audit to ensure bookkeeping practices are accurate.
In-kind donation policy for auction prizes (in-kind donations over $500 should be recorded in the ledger; there was a question about whether this means an individual item’s worth or the total value; we’ll get clarification on that). There is some concern about the time and labor of recording every item for a fundraiser that has hundreds of items, but as the organization gets bigger, this policy is something to consider and it is worthwhile to document these donations.
Employee Handbook
Have a lawyer review the handbook to make sure the language is correct.
Employee I-9 form
We need to follow correct procedures, including confidentiality agreement; trainings about harassment and discrimination; probationary period before benefits kick in.
Palestina will look for the requirements.
Board discussed content: holidays, shelter hours; vacation time, sick days, time period for notice of resignation.
Suzanne went over the Quarterly Report.
Suellen reported that the bookkeeping service (St Armand’s Financial Services) will do monthly reconciliations.
We requested a November extension for the tax filing.
Suzanne suggested HRN should file with the other states in New England since we get donations from these states. Suellen will ask for guidance about this.
MA sales tax remittance needs to be resolved.
We need to charge sales tax on calendars.
Bunsitting procedures and management system will be discussed when Lynn resumes coordinator duties; she is currently on bereavement leave.
Suzanne noted that we have had a very hard time getting Saturday shelter shifts filled.
Suzanne also noted an additional section in quarterly reports that documents board actions and decisions made in between board meetings.
Next board meetings: Nov 29, Feb 28, May 23 at 8pm.
Meeting adjourned 9:43PM.