In attendance:

Scott MacPherson, E.D.
Daniel O’Sullivan, President
Mike Hines, Vice-President (remote)
Omar Torres, Treasurer
Gloria Caballero-Roca
Koco Givner
Keshla Archeval (Remote)
Derek Baez (Remote)

Not in attendance:

Ismary Santiago
Vinnie Bonilla
Carolyn Rogers-Harris, R.I.P.

Call to Order 6:34

Acceptance of prior meeting minutes – January 15, 2025

• Motion to Approve prior meeting minutes Gloria
• Second: Koco
• Vote: Unanimous approval.

Director’s Report

P and L

Balance Sheet

Annual Report

• Programming activity is increasing following a lighter event month.
• Eight events are scheduled between now and the next board meeting, indicating a heavy production schedule.
• Staff capacity guidelines were reviewed:
  • 6 events/month = typical and manageable.
  • 2 events/week = full capacity.
  • More than 10 events/month = beyond capacity.

• The organization is working toward a partnership with the Valley Blue Sox.
  • Proposal includes broadcasting a live “Game of the Week” with Spanish-language commentators.
  • The Blue Sox have production capability and are seeking broadcast collaboration.
  • Potential additional partnership opportunities (e.g., youth engagement) were discussed.

• Work-based learning program and digital navigation classes have resumed.
• Bookings are accelerating.

• 10 new members joined this month.
  • Total membership now stands at 511.
  • Growth is largely organic via word-of-mouth referrals.
  • Notably, many new members are in their early to mid-20s.The ability for members to engage in governance (including board participation) has resonated positively.

• Draft annual report prepared pursuant to MOU with the City.
  • Board members asked to submit comments within two weeks.
  • Planned submission: First week of March.
  • Key Highlights:

• 80 public events hosted in the past year.
• Approximately 4,500 total attendees (non-unique count).
• Operational funding from the City has decreased by nearly 50% over ten years.
• 50% of the organization’s budget now comes from external sources.
• $167,000 raised externally last year.

• • FY2025 ended with a carryover balance of approximately $215,000.
    • Organization must maintain approximately $120,000 in cash on hand to bridge cable revenue payments.
    • Practical discretionary amount is closer to $90,000.
    • Current Reserve Fund: ~$38,000
    • Current Contingency Fund: ~$38,000
    • Policy target: Maintain at least 25% of operating budget in reserve fund and at least 15% in contingency fund.

• Motion to transfer $10,000 into Reserve/Contingency Fund
  • Motion: Omar
  • Second: Gloria
  • Vote: Approved unanimously

• Proposal introduced to make a $25,000 lump-sum payment toward mortgage principal.
  • Current principal balance: Approximately $460,000.
  • Original loan: $500,000 (20-year term, rate resets every 5 years).
  • Loan will reset next year; refinancing strategy under consideration.
  • Board requested:
    • Further analysis of refinancing scenarios.
    • Review of payment impact under various term structures (15-year vs. 20-year).
    • Development of broader debt strategy before proceeding.
• Squirrels have re-entered the building.
  • Two squirrels trapped in basement. Entry believed to be through exposed roofline/dumbwaiter area.
  • Minor insulation damage reported.
  • Plan:
    • Continue trapping efforts.
    • Install wildlife camera.
    • Repair roofline with metal flashing in spring.
  • Costs expected to fall under previously authorized $5,000 discretionary spending authority.

Old Business:

• • Committee Assignments 
    • Marketing/Development Committee:
      • Keishla (chair), Derek, Ismary, Vinnie, Omar

• Set up meeting for March

• • Establishing Marketing Plan
  • Marketing update
  • Presence of Board at events in our space
  • Grants, sponsorships, and other fundraising
    • Sponsorship subcommittee
• Facility & Technology Committee:
  • Koco (chair), Vinnie, Mike
  • Building issues:
    • Cornice repair and other improvements
    • Window shades
  • Statistics for BoxCast, YouTube, Meta platforms, etc.
• Personnel Committee
  • Derek (chair), Keishla, Gloria, Ismary
  • Meeting in immediate future
  • Update personnel policies
  • Current staff check-in
  • Diversity efforts
• Finance Committee:
  • Omar (chair), Mike
  • MOU with the city
  • Budget update
  • Extra mortgage payment
• Editorial Committee:
  • Gloria (chair), Koco
  • Scott will send out the editorial submission policy and form.

New Business

• Holyoke Media emails for board members?
  • Everyone was in favor, Scott will assign the addresses in the near future.

Motion to Adjourn

• Motion: Gloria
• Second: Koco
• Vote: Unanimous

Meeting adjourned at 8:00