2018 May - Board of Directors Meeting Minutes 📝
MEETING NOTES
IN ATTENDANCE: Matt Murphy, Stephen Janes, AJ Fairbanks, Ross Rankin, Kate Griffiths, Tara Gomez (phoned in)
Item 1: Call to Order
· Meeting called to order
Item 2: Review and Approve April Minutes
o Kate requested changes: strike the initial bullet point and updated language on second bullet point (from “Kate” to “Marketing Committee”)
o Update March minutes regarding marketing opportunities per Alison
o Matt noted that when meetings are called all comments available for public consumption
o Post March, April minutes and notify membership of transparency
o Minutes approved per changes noted above
Item 3: Update on CEO, Alison Laslett
o Alison had an unexpected death in her family
o Information to remain within the board
o Phil Carpenter arranging gift and charitable donation, board approved
o Board has no bereavement policy, but Alison should take as much time as needed
o Ross can sign checks for Association if needed
Item 4: Board Recruitment
o Stephen: email to board sent highlighting current candidates for 2018–2019 term
§ Katy Rogers, Callie Gleason, Justin Willett, Laura Booras
· Ross moved to approve above slate of candidates for submission to membership
§ Building another list for next term period (“Frankie” Lindley)
§ Ethan Lindquist (but not an association member) suggested via email
o Tara Gomez resigning from the board as she does not have the time to commit due to work obligations. Tara is welcome to return to board if she so desires.
§ Consider for future terms; sending letter of resignation effective today
o Stephen recommends pushing membership to max (11 members)
§ 4 seats available with 4 candidates
§ Santa Barbara Vintners to dispatch e-mail. Need candidate bios prior to email announcement. Stephen to send text to Phil Carpenter
§ What is the mechanism for voting? Need to determine prior to email release. Phil to work on this with Stephen.
o Ross recommends process of “orientation” to board process for new members
§ i.e. Strategic planning, bylaws, current events, priorities etc.
§ Phil building a board orientation packet for new members
o Matt nominating Stephen President in anticipation of next meeting, AJ Vice President (potential), Secretary needed as well
§ Kate to provide a proxy vote
o Need June Membership Meeting location
§ Phil to contact Sonja Walker at Brickbarn about annual meeting venue
§ Potential for abbreviated board meeting prior to June Membership meeting
· Nominate and vote on board executive event
· Meeting from 2pm–3pm
§ Consider food, wine tasting for annual meeting to provide more “sizzle” per Stephen and, ultimately, encourage attendance
§ Start at 3pm-3:30pm for meet and greet, convene at 3:45pm, Alison to keynote speak
§ Seek local sponsor to supply food? Provide a platform to share their services (1 to 3 entities); Stephen and Phil to brainstorm
Item 5: Business Improvement District (BID)
o Stephen explaining/exploring process with Alison and reaching out to third party (Civitas) specialists to provide insight
§ $20K for research element
§ $90K to get it done through completion
§ Very complex process, costly
§ Assessment on bottles of wine in county tasting rooms within county
§ BID on DTC & Mailing List
§ Ultimate vote: Board of Supervisors
§ Research money gets reimbursed and other expenses
§ Sales tax per each entity required to enforce “sales tax”
§ Exact amount charged, how money is dispersed once collected, all negotiable.
§ Seek sponsorship for research/facilitation funds?
§ Set up board meeting (July?) to meet with “Civitas.”
Item 6: Taste of the Valley (Stephen)
o Event promoting all things Santa Ynez
§ Buellton, Los Olivos, Solvang, Santa Ynez, Ballard Canyon
§ Similar to Aspen Food & Wine structure
§ Cities are interested; but his board is still contemplating
§ Focus for Fall of 2019 to ensure proper execution
§ Majority of funding via SYV; profits shared with SBV
§ Consider Columbus Day (3 day weekend) for timing
§ Pull all tourism boards together
o Consider Passport for Fall “event” 2018. No Celebration of Harvest for 2018.
§ Do need to seek Fall traffic (Matt)
Item 7: Hitching Post/ABC Roadshow (Stephen)
o So Cal Trade/Wholesale road show up to 3 days
o Hitching Post burgers/Jim Clendenen
o Budget breaks even
Item 8: Mission SB (Stephen)
o Moving September 30th – October 3
o Participating wineries pay a fee (10 to 15 wineries)
Item 9: Education (AJ)
o Variety tastings update per Stephen at Brander
§ Recap of event and send it out
§ 38 attended, 16+ bottles, Brander library wines
o Next one is June 20th at Babcock (Grenache)
o Justin Willett suggests we should taste “benchmarks” then taste our wines
§ Assign variety specialist for each event to explain benchmarks and variety
§ 2019 consider wine budget for events
o Complaints about blind tasting being ranked at Pence
o Vineyard tailgates per Chad Melville
§ Vineyard visit, chat about various subject matters (e.g. disease, irrigation etc)
o Update on educational seminars per AJ that will be sent to membership
Item 10: Napa Valley Barrel Auction
o Phil attending, Alison
o Accommodations set up via Katy Rogers
o Phil renting a car
Item 11: Board Decorum
o Board enters Executive session
Item 11: Adjournment
o Board adjourns