House Rabbit Network
Minutes of Board Meeting
Online: May 16, 2022
In attendance: Suzanne Trayhan, Palestina Baronas, Dawn Lewis. Also in attendance, Jean Player, secretary.
Minutes from previous meeting (February 21, 2022) approved.
Discussion of Data Retention policy and procedures
Changes were suggested to the proposed data retention policy pertaining to records. Amendments suggested for the retention policy were: supporting tax documents changed to 10 years, tax filings to be permanent, and exercise logs to be kept for six months. The policy with these amendments were voted on and passed. The board discussed policies and procedures pertaining to the hotline, adoptions, and the data entry and management of the database. The key takeaways are that consistency has been lacking, and that new volunteers seem to be unwilling to look at existing practices and educational materials before offering their ideas.
Adoptions
There has been a decline in adoptions. Palestina stressed the importance of celebrating adoptions on social media and the continued need for promotion. There is also substantial lag time of up to 2-4 weeks before approval comes through the hotline. Palestina will contact the foster committee and ask for help in writing foster bunny profiles to promote on social media.
Next Board Meeting
The board agreed to onboard the new members (Rich and Pam) and schedule the next series of meetings. Palestina will add them to the HRN Board of Directors group and Google group.
The next board meeting will be on June 27, 8pm
Shelter Update
Clarifications sought with Board of Health
Landlord plans to file paperwork to give HRN ownership of the shelter property.
New foster volunteer is a vet and knows someone who is selling a surgical suite.
Shelter Expenses
Suzanne provided an update about tasks needed to get the new shelter in operation.
The board discussed RFPs for interior work (walls, painting). Suzanne will keep the Board informed of expenses.
Personnel
The employee handbook needs to be finished and in place before Julie transitions to full time.
Palestina will check in with Rachel on the progress. Rachel sought feedback about the policies.
Julie is going away in July. The board acknowledged that there has been a constant struggle to fill open shifts, even before Julie was hired as a part-time shelter manager.
The Board discussed options such as per diem hired help or a part-time person for nights and weekends.
Bookkeeping needs to be outsourced, and it is expensive.
The board also discussed hiring a development director.
Officer Positions
Dawn suggests a legacy plan for the organization, to have a go-to person in place in case Suzanne becomes unavailable to continue leading the organization.
Review of the Quarterly Report
In reviewing the fundraising portion of the quarterly report, Dawn proposed a “Save a Seat” fundraiser idea because there always seems to be people who miss the Flatbread fundraiser and express interest in wanting to support the event.
Suzanne noted that an IRS audit required. Suellen found someone who can do the paperwork for under $5K.
In reviewing the summary of upcoming events:
There was discussion of a public park location (and liquor permit) for the Bunny Hop; Dawn will talk to Gillian who has contacts at parks.
Dawn says that if HRN wants to do its own vaccination clinics, HRN could work with an experienced clinician and pay for the vaccines.
The board acknowledged there needs clarifications are needed about the Friends of HRN Facebook group administrator role and the roles of the social media team.
As this meeting was Dawn’s last as a board member, the board thanked Dawn for her time and contributions.