Mr. Peabody the peacock shows off for our visitors at RSI

Recycling Services Inc.
Board Meeting Minutes
December 3, 2016
 
Attendance: Jim Crater, Jesse Crater, Jay Erb, Wil Mathys, Joe Matisko, and Robert Drummy.
 
Meeting started at 7:00 PM

• Bob asked how curbside collection has affected us. Jesse and Jim responded that we have many folks who still bring everything, but to many we supplement curb collection -- ex: cardboard, odd plastics, metal, etc.
• Getting numbers up for Saturday collection is a goal. Perhaps special events could be planned or other types of promotion (Amy suggested tours).
• Another goal is to increase sale volume for resale items (Craigslist now being used but eBay could be utilized).
• There is a separate fundraiser going on for the plastic cap grinder. $3,700 collected so far.
• Workshop and office space- no spots yet, looking and included in postcard mailing.
• Grant writing - have contacted several folks but no follow up yet.
• Denise on bookkeeping - is willing to help set up a new system and hand over to somebody else.

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Recycling Services Inc.
Board Meeting Minutes
March 21, 2016
 
Attendance: Jim Crater, Jesse Crater, Risa Marmontello, Ken Paist, Will Mathys, Alexis Campbell
 
Meeting started at 7:10PM
 
Jim Crater

• I would like to have a Finance and Fundraising Committee. I have three people who have expressed interest in grant writing. I would like the committee to focus on fundraisers, grant writing and perhaps overseeing the accounting of the organization. LaSalle Business School offers classes in grant writing that might be useful.
• Finances – We received a $7000 bequest from someone that recently passed. The funds were not specifically designated so we are putting it in the special projects fund. We don’t currently have any intent for those funds. Jesse would like to have at least $10,000 in our account at all times for general operating expenses. I would be more comfortable with $20,000 but we have been unable to maintain that balance.
• We applied to the Hill School for a grant for a solar powered air cleaning device project. We have been informed that we will not be receiving that grant. We submitted another grant to the church for over $7000 for our truck fund. We would like to purchase a truck, which we need for local hauling and snow removal with 4-wheel drive. We have the Land Rover, which is getting fixed and can be sold or traded. We would need about $12-15000 for a truck that would be adequate for our needs. The truck purchase might be a reasonable item for local grants since we have a portion of the cost to match the grant and we know some people at the Wyomissing Foundation.
• I would also like the Finance and Fundraising Committee to help with maintaining the accounting for the business so we can plan better for operations and special projects.

 
Jesse

• I put together a list of general expenses over the past 6 months so we have a better idea of our needs for operating costs.
• I’d like to get a workshop space to generate income. For example, we have solar panels that need to be refurbished. Once they are updated the can be sold for revenue. Space at Recycling Center is an issue that ties up our labor costs because staff spends so much time moving things around.  Jim said he would like to keep loading of materials at one location because we would need to get another lift to do it at another location. As far as space goes, we have a full load of Styrofoam that is ready to go.

 
Jim

• Camphill is interested in what we are doing at RSI. They might be a good partnership for expansion. We have to get involved with them to create connections within their community. Everything they do is done through consensus. Therefore, it is challenging to start new projects with them. The man I have been talking to is in charge of the home school group. I will slowly build that relationship with him and his group to move the relationship with Camp Hill forward.
• Other options for expansion might be Boyertown to move the whole facility. Ken suggested that we distinguish the facility relocation and the search for a workshop space. I think they are separate things. Put a timeline together and create reasonable action plans for both.
• The USDA just announced $30 million in grant funding for farmers. The deadline for application is in June. I would like to look at working with the agriculture industry.
• Another concern I have is the roofed area at the recycling center. It is in disrepair. Also, we have bent wheels on carts and numerous safety issues. And I am concerned about our use of staff time. Ken suggested that perhaps we need to consider hiring maintenance staff for the facility.
• We used to hold raffles during collection days, which raised a good amount of money. I would like to have someone who would be responsible for running a raffle on collection days.

 
Ken

• Should we solicit interest for the Fundraising and Finance Committee? One of us will need to head the committee. Besides the three people interested in grant writing who else can we involve? Alexis suggested sending out a newsletter to solicit participation. I think we need to set a meeting date to include in the announcement so people can put it on their calendars. Everyone agreed.  
  • Jim said he would like to have the meeting on a Collection Day under the sales tarp. The sales tarp needs to be put up soon. Jesse said we would need to put the tarp up before the meeting.
  • Fundraising/Finance Committee Meeting - April 16th *note-- this date has been postponed until we get a sales tarp up and gather more interest

 
Jim

• RSI’s Anniversary is on Earth Day
  • Amy wanted to make a pamphlet
  • The people from Berks County Earth Day will be here to pick up pots on Saturday. I have a feeling they will ask us to be involved again this year. The event is on April 23rd. With our own anniversary I don’t think we will be available to participate. Everyone agreed RSI should not participate this year.
• We need a new brochure; something to hand out at events and promote RSI’s new website. In the past we used Unlimited Graphics for our printing. Alexis said she would be able to create something very basic but suggested talking to a skilled graphic designer to create the new brochure. Jim said he will ask Tom at the Vo-Tech to see if the students can work on it as a project.
• May 22nd Coventry Woods Festival
  • We will have a table set up to promote RSI. Also, the township will recognize us for our years of service at the event.
  • We may also power the sounds system.

 
Jesse

• I would like to resign from my role as GM. As I expressed before taking the position, I am ready to move on from RSI.

 
Jim

• I am now a full-time volunteer and I can’t continue to operate in this way. Personally, I feel as though RSI has about 5 years to get back on its feet before we need to decide on closing our doors.  
• I’m wondering if I can get my old job back. Jesse said that he is in favor of Jim getting his position back. He would like to see RSI hire an assistant before doing so because Jim cannot take on all of the work himself again. Jim and Ken agreed that RSI needs an Assistant GM that would take on some of the roles that both Jim and Jesse are currently filling.
• Transition Plan – Jesse said he would like to resign from RSI by June. Ken suggested that Jesse and Jim come up with a plan that makes sense to the both of them that includes what contingencies are in order. Jesse said he is willing to work until the middle of the summer because he would like to use some discretion about who is hired for Assistant GM. He feels an assistant would need to be in place before he leaves to avoid any excess pressure on Jim. Jim and Jesse will work on a job description for Assistant GM along with the transition plan.
• I also think we need to look at our other staff. We need both a greeter and a traffic person. Denise was very good at greeting patrons but she had to leave because of a death in the family. Lisa doesn’t want to do parking. We need another person to take on that position. Our volunteers are faithful and dedicated. We have had more interest with new volunteers but we have not been engaging them well. I also would like to speak with Lisa about adding value to the organization and how that is important to her position with us.

 
Ken

• We need an action plan for the bailer and the plastic grinder. Jim said the company who has the bailer is not returning Jesse’s phone calls. Mark said he would get involved but we cannot commit any more funds to this issue.
  • Action Plan – unless we get the bailer back to make the repairs ourselves, we will let them keep it. Let’s have them repair the part for the smaller bailer and move along

 
Risa

• The supporting membership database is a very basic program on Access, which is installed on one computer at my house. The computer does not connect to a printer or the internet. I need someone to look at the program to see if they can put it on another computer for better access and for others to access the program as well. Also, the program is very basic and it does not meet all of our needs for creating donation letters and reports. I am looking into other options for a membership management software. Ken suggested that the Access program might function on Cloud or Google Docs, which would allow other people in the organization to access the program.
  • Jim said he will ask Daniel Berger to work on the computer issue.

 
Meeting ended at 9PM.