PFC Board of Directors Meeting
Minutes for January 27, 2005 - Draft Version

Attendance
Board Members: John Austin; Larry Horvath; Arun Mathur; Pete Schermerhorn; Howard Shapiro; Duane Thomas; Laurie White; Carol Collins, PFC General Manager.
Julie Sverid, PFC Human Resources Director - facilitating meeting
Kathryn Sanderson, PFC Member/Owner volunteer - recording minutes
Katie Wimsatt, PFC Member/Owner and Staff member, considering running for the Board
Martin Piszczalski, former Board member

Call to order - 7:00pm by Julie

Agenda Review – Proposed revisions to policy G.2 were added to the consent agenda; five minutes were added to the main agenda for review of possible Annual Meeting locations proposed by Carol.

Consent Agenda – minutes and web minutes of the 12/16/04 meeting; Audit Committee charter revisions clarifying financial expert qualifications; Board self-monitoring reports G.1 – Governing Style (Pete) and G.2 – Board Job Description (John); proposed revisions to G.2 (John). All Directors having reviewed and understood these materials, the consent agenda was approved.

Exit interview with Departing Directors (Duane) – Larry resigned from the Board effective February 17, 2005, having submitted a letter to the Secretary as called for in policy. Laurie and Pete, whose official terms end in April, do not plan to run for re-election. All three expressed optimism about the future of PFC and presented their reasons for departing. Board members and guests discussed ways to improve process, make Board work more inviting, manage the workload, and better orient new Directors, especially in the area of policy governance. Discussion will continue at the next meeting.

Posting draft minutes on the PFC web site (John) – John proposed posting meeting minutes in preliminary draft form, clearly labeled as such, rather than waiting until they are approved at the following meeting. This would provide more timely information to the Membership and enable them to offer input while issues are still current. The draft would be circulated among board members for corrections and comment before posting. No concerns or objections were raised and the proposal was approved.

Annual Meeting site – Locations considered were St. Thomas The Apostle Catholic Church at the corner of State and Kingsley for a cost of $100, Genesis at 2309 Packard ($25), and the main Ann Arbor District Library at 343 S. Fifth ($225). St Thomas was favored because of its downtown location near PFC, cost, and PFC’s desire to establish relationships with other communities of people in Ann Arbor for outreach purposes and expanding class site possibilities. By informal vote of 6-0, with Pete abstaining, the Board supported management’s recommendation of St. Thomas.

PFC Development Exploration (Duane)
Exploration Team charter – After review and discussion, the proposed charter was approved by a vote of 4-0 with Laurie, Pete, and Larry abstaining.
Member database use – Limited use of the database in the exploration project was proposed for linking some Member data to survey responses and generating a list of candidates for focus group participation. Procedures were defined for anonymizing data - separating survey responses from information identifying individual Members. Actual access to the database will not expand beyond the current strict limitations set in policy. The Board approved this use of the database with the strict privacy controls stipulated.

Ballot Survey – After final review and discussion, the survey instrument was approved

Next Meeting – Thursday, February 17, 2005, 7:00pm at Menlo Innovations (212 N. 4th Ave).

Adjournment – By acclamation at 9:05.

Respectfully submitted by John Austin, Board Secretary