FICRA BOARD MEETING AGENDA 10-12-2017

 

FOX ISLAND COMMUNITY AND RECREATION ASSOCIATION
BOARD MEETING AGENDA
Thursday, October 12, 2017, 7:00PM
Nichols Community Center, Fox Island, Washington

FICRA Board of Directors

Howard Stapleton President
Hal Goodell Vice President
Denise Parrish Secretary
Mimi Miller Treasurer
Deb Pishek Director
Lesley Murphy Director
Jim Braden Immediate Past President
  1. Call to order and approval of absences
  2. Approval of September 14, 2017 FICRA Board Meeting Minutes
  3. Public Comment
  4. President’s Report
  5. Committee Reports
    1. Finance Committee (Mimi Miller, Chair)
    2. Publicity Committee (Lisa Stapleton, Chair)
    3. Social Activities Committee
      1. Trunk or Treat 2017
    4. Membership Committee (Hal Goodell, Chair)
  6. Unfinished Business
  7. New Business
    1. Approve Amount Not to Exceed $100 for Trunk or Treat Expenses
  8. Meeting Adjournment (next meeting is Thursday, November 9, 2017)

CONSENT CALENDAR

These are items that will be approved as a package unless a Board member or person from the audience requests an item be removed and discussed in detail individually.  The President will ask for any such requests ahead of the approval.  The Board discusses what it considers to be non-controversial issues between meetings and then conducts a vote on these in the regular meeting as a package to keep the regular meetings as time-effective as possible.

  1. No Items

FICRA Board Meeting Agenda 10-12-2017

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FICRA BOARD MINUTES 9-14-2017

FICRA BOARD MEETING MINUTES

September 14, 2017

Board Attendees: Hal Goodell, Mimi Miller, Lesley Murphy, Deb Pishek, Denise Parrish. Howard Stapleton excused.

The joint meeting of FICRA board and FICRA trust was called to order at 7:03pm by Jim Braden. It was decided that the FICRA meeting would occur first.

Minutes from the July 13, 2017 meeting were approved with no changes.

President’s Report: None.

Treasurer’s Report: Mimi Miller

 FICRA Checking Beginning balance- $37, 971.50 Ending balance- $44,971.19

 FICRA Money Market Beginning balance- $18,644.54 Ending balance- $18,646.92

 FICRA Pay Pall Beginning balance- $577.73 Ending balance- $305.00

 Membership 276 expired for 2016-2017 + 153 for 2017-2018

 

Committee Reports:

 Finance Committee- No additional report.

 Publicity Committee- No report.  Lisa on vacation.

 Social Committee-

o Paint the block house: Jim reported that 20 kids participated and painted. A clear coat will be added to preserve the paint.

o Trunk or Treat: Mike Martinez is heading this event which will be held October 31st at the Nichols Community Center.

 Membership Committee: Hal Goodell reported that the bulk of membership renewals are in. Letters will be sent to those past members who have not renewed for the last few years (approximately 250 people).

 

The meeting was adjourned at 7:24. Next meeting will be October 12, 2017.

Respectfully submitted by Denise Parrish.

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FICRA TRUST BOARD MINUTES 9-14-2017

FICRA BUILDING TRUST 

BOARD OF DIRECTORS MEETING MINUTES 

Sept 14, 2017

 

Board Attendees: Jim Braden, Tony Moore, Gina Olson, Mimi Miller and Ray Kittelberger in attendance.

 

Meeting opened by Jim Braden at 7:03 PM with the Pledge of Allegiance

Volunteers asked to sign in for the record.

 

Minutes:  The July 13, 2017 meeting minutes approved. The meeting in August was cancelled due to Fair planning, and other conflicting events.

 

President’s report: 

There is an effort underway to shorten the meetings. Jim stated options for this:  to combine the meetings indicating to the secretaries which organization belongs to which subject, or to poll the audience for those present with a specific issue they are there to pursue, or possibly place FICRA meeting first, so that after FICRA meeting, the Trust meeting can follow, and those who want to stay can. Hal suggested we hold the Ficra meeting first this evening, which was done.

 

Jim recognized our Rental Coordinator, Kristen Moriarty who made a presentation for the MOM’S CLUB OF AMERICA.  She reported on a new local Mom’s Club, a non-profit, started up last April.  Currently they are comprised of 11 members, 3 are residents of Fox Island, and the rest are residents of Gig Harbor.  Their meetings have been at the Gig Harbor Library up until now, however they need a new location.  They would like to meet at the NCC the third Monday of the month from 9:30 AM to 11:30 AM with kids. They are a service organization to create a community for Moms and do community projects.  They have guest speakers.  Jim will look at scheduling, and get in touch with board members.

 

The FICRA meeting was convened at this point, conducted, and adjourned at 7:20 PM.  The Trust meeting was reconvened.

 

Consent Calendar Items: 

Jim has met with Kit Kalbrenner of Ridgetop Golf (specialist in golf course rehab) who has bid $49,806.64 to rehab the Sports Field which includes scraping off the sod, grading, laying topsoil, seeding and installing a walking/running trail. Jim feels that the timing needs to start ASAP to get the grass sown by mid-October for optimally seeding/grass.  Jim has asked for permission to propose a time and material approach to Ridgetop, with a cap, to potentially lower the cost.  He has not been successful in securing additional bids on the project – getting other firms to even come and look.  They are all busy.  The scale of the project has been reduced some, too. Denise also knows Kip, and knows their family, and attests to his good reputation.

 

There is approximately $7,000 from the buy-a-brick fundraiser process. The last 2 yrs “Wine & Cheese” Night has raised money for the Sports Field improvement, so there is an obligation to make progress on this.  Jim is willing to front the money to make sure that the project gets going. Hal proposes that with the plans in place, we should solicit more sales of the bricks from Fox Island residents.

 

A motion was passed unanimously to: “Proceed with the Sports Field rehabilitation using the Ridgetop firm which is available to begin the work in October to catch the Fall window to seed new grass.  The work is based on the quote provided by Ridgetop dated October 14th, 2016, less the drain piping and holding pond.  Jim and Hal will review the Capital funds available for this, which will include the donations through the “Buy a Brick” program.  Jim has offered to pay for the walking/running path which is $10,560 and, will advance, as an interest-free loan, any funds needed to complete the rehab that are not immediately available from the Trust Capital Checking account.  That loan will be repaid to Jim as the Trust Capital funds become available.  Jim has been given permission to negotiate a reduction in cost based on the reduction in scope with the project maximum cost not to exceed the original Ridgetop quote”

 

There was a needed purchase made by Hal of a large outdoor tent for $899.00 for use at the Ficra Fair this year.  This purchase was previously discussed and verbally approved for action prior to the September 14th Board meeting.  Therefore, a motion was unanimously passed to follow through on purchasing a 15′ x 30′ tent for use at the FICRA Fair in the amount of $900.

 

Treasurers Report: Mimi Miller.

Year to date income for Trust is $27548.73 income, $9,000 over budget.

Trust Checking account:

Aug 1 Balance: $39,818.52   Aug 31 Balance:$39,649.99

Trust Capital Checking:

Aug 1 Balance: $19,831.77     Aug 31  Balance: $ 19,831.77

Trust Reserve Checking: 

Aug 1 Balance: $20,480.17 Aug 31 Balance: $20,480.17

Trust Money Market:

Aug 1 Balance: $1,640.16       Aug 31 Balance: $1,640.16

Trust Savings: 

Aug 1 Balance: $91.82 Aug 31 End Balance $91.82

Trust PayPal: 

Aug 1 Balance: $1,935.96 Aug 31 End Balance $2,216.93

Membership is 279

 

Committee Reports: 

 

Finance Committee: No report. Mimi was on vacation, and as she has the records from 2016, therefore since she has returned which will allow the Audit Committee to begin their work.

 

Citizen Patrol: Stan Weston reports that crime report for the month of Aug was similar to July.  There was one outboard motor stolen.  Deputy report that he was dispatched to a residential burglary, with another unit from GH.  He states they found the burglar in the house, arrested him, with verbal and written confession, after 1 hr long interrogation. Crime rate for 2017 is better than 2016. In Sept, there was a theft of appliances from the garage of a new construction home site. Three thefts from vehicles this year.

 

Emergency Planning: Ray Kittelberger reports that King 5 TV contacted Doug Nelson, in follow up to emergency planning story,  to further elaborate with news report. They came out on Thursday, Aug 18th and were taken on a tour of the NCC, Command center, communications room, and out with Citizen Patrol,  Shelters, Block Capts.  They also were taken around Fox Island by boat.  Ray reports it was a successful tour/interview, and it was aired on September .  The report was 1 hr long, but they focused on Fox Island for approx 10 minutes. Jim reports that the KING5 program was excellent. Everyone interviewed did an excellent job.

Jim and Abby attended the PEP-C meeting at Dist 5 station yesterday.  There is a PEP-C Fair on Sept 30th that we are participating in. There are on-going Ham Radio practice sessions on Sunday nights at 9 pm.

Gina has asked that we plan for two more cots (regular ones) for use at the triage center in an emergency.

 

Building Committee: Jean Peterson, excused. Jim reports that the window replacement is being investigated.  Cheney may help cover 50% but we need to acquire the other half, first.  The preliminary estimate to replace the aging windows is a staggering $92,000.00. We will be looking at alternative bids, and also looking to less “busy” times to get bids.

 

The power is to the garage and has been fully approved by permit.  There will be internal lighting and outlets added. Doug Nelson, and George Metzger have been helping Jim to do the labor on this which has saved considerable money.

 

Nature Center: Ed Burrough reports that this Saturday, September 16th, is the monthly work party.  Planned is trail maintenance, and cutting back blackberries. Ray K was out there last month. Ed says this time of year is less exciting with the summer flowers gone.  They are also working on replacing the non-skid surface to the walking bridges. Jim proposes that there should be (more) maps for visitors, and possibly a log book to keep record of those that visit. Jim also suggested that he would be in favor of renting equipment to assist in getting rid of the large stand of blackberries in the Nature Center.

 

Audit Committee: Tony, and Leslie in attendance. Joan, excused.  They plan to meet and review financial records in the near future.

 

Nominating Committee:  Jim reports that the elections are approaching soon, (March and April, 2018).  Recruiting new Nominating Committee volunteers is proving difficult.  Ray proposes that going forward we establish advisory positions, whether that be a board position or a temporary project manager. Ray reports that we have very talented people on the board and in the past, but when they leave, they are gone.  An advisory position would be one that would not have to attend all the meetings, but would be accessible for certain projects or managing a need, like marketing, or audit committee, or an Emergency Prep function.

 

Special Committees: 

 

Ficra Fair: Hal Goodell reports it went very well.  We had less income from the raffle room due to less time for preparation. Beer garden did well.  The weather was cooperating, and the number of booths was a record.  Music performances were excellent. Thank you letters to the donations for the Raffle room have been sent. The vendors feedback was good, with some already signing up for next year. Food went very well, with the hot dogs, despite less profit. Hugh McMillian put together a full-page coverage of the Fair, highlighting the face painter. Pricing for a booth was revised to flat rate of $35 adult and $30 kids.

 

All Island Garage Sale: Sept 9th.  Ray reports the budget was $1000 revenues, and they made $1166.  Ray says this was his last year as he is retiring from his voluntary position with Citizen Patrol (CP). He is going to write up the garage sale project for the CP and he hopes they will keep it up, but he is not sure if it will continue. The Museum had 14 sales, and CP had 50 sales.  Peak was 2014 with 67. Map sales 148, compared with 2014 which was 196.

 

Unfinished Business:  

Capital projects development (see Consent Calendar, above)

NCC siding repair: Awaiting contractor availability.

Jim brought Tracy’s Quality Painting by to estimate painting the NCC.  They are booked for this year, but will give us an estimate.

Letterheads for FICRA and the Trust are under development (the Art Group is developing some proposals for Board consideration.)

Review of rental advertising.  The Chapel is hosting an event at the NCC.  Jim polled the Board on charging them as a non-profit organization – which was affirmed.

 

New Business:

Advisory position proposed, as stated above.

The Fall Cleanup date was decided on – to be October 7.

Hal feels that January “Party with a Purpose” planning should start now.  We need a person to “chair” this event. Date is set for January 27th.

Doug Nelson would like to have money allocated from Emergency Prep for a water bladder.  It is something that can be put into the back of a truck and filled with water to transport to needed locations.  Therefore, a motion was unanimously passed to allow the Emergency Preparation Team to proceed with buying one water bladder to have in storage for a near-term emergency.  This cost will be reimbursed to the Trust Capital Checking account when the capital funds are received from the State under that specific Emergency Funding request.  The books will show the $16,900 received from the State as an approved Capital amount dedicated to the Emergency Preparation program.  Jan Angel newsletter describes private water wells issue is holding up State’s Capital Budget. Jim feels that the funds (when released) will cover this, but at this time, we should put the money forward to purchase the bladder. We have garnered $1500 in donations for Emergency Prep so far this year.

 

Next meeting is on Oct 12, 2017

 

Meeting Adjourned at 8:45 PM.

 

Respectfully Submitted by Gina Olson, FICRA Building Trust Secretary

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FICRA TRUST BOARD AGENDA 10-12-2017

 FICRA BUILDING TRUST BOARD MEETING

AGENDA 10/12/2017 (DRAFT)

Nichols Community Center, Fox Island, WA.

 

FICRA Trust Board of Directors

Jim Braden, President     Tony Moore, Vice President

Gina Olson, Secretary      Mimi Miller, Treasurer

Ray Kittelberger, Director

7:00 PM

  • Call to order
  • Pledge of Allegiance
  • Recognitions – sign in, volunteer hours
  • Approval of September 14th, 2017 Minutes
  • President’s Report
  • Consent Calendar
  • Treasurer’s Report
  • Standing Committee Reports
  1. Finance Committee
  2. Citizen Patrol Committee
  3. Emergency Preparation Committee
  4. Building Committee
  5. Nature Center Committee
  6. Audit Committee (review timing)
  7. Nominating Committee (member selection process)
  • Special Committees
  • Unfinished Business
  1. Capital Projects development
  2. NCC siding repair (timing of window sills & overall paint/condition)
  3. Letterheads for FICRA/Trust correspondence
  4. Advisory Positon proposal
  • New Business

 

  • Meeting Adjournment (next meeting Thursday, November 9th, 2017)

 

CONSENT CALENDAR (These are items that will be approved as a package unless a Board member or person from the audience requests an item be removed and discussed in detail individually.  The Board will ask for any such requests ahead of the approval.)

  1. Decision to proceed with the Sports Field rehab and installation of the walking/running path per the details in the Jim Braden e-mail to the FICRA Trust board members on 9-12-2017.

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FICRA BOARD AGENDA 9-14-2017

FOX ISLAND COMMUNITY AND RECREATION ASSOCIATION

BOARD MEETING AGENDA

Thursday, September 14, 2017, 7:00PM

Nichols Community Center, Fox Island, Washington

FICRA BOARD OF DIRECTORS

Howard Stapleton, President

Hal Goodell, Vice President

Denise Parrish, Secretary

Mimi Miller, Treasurer

Deb Pishek, Director

Lesley Murphy, Director

Jim Braden, Immediate Past President

 

  1. Call to order and approval of absences
  2. Approval of July 13, 2017 FICRA Board Meeting Minutes (no August meeting held)
  3. President’s Report
  4. Committee Reports
  • Finance Committee (Mimi Miller, Chair)
  • Publicity Committee (Lisa Stapleton, Chair)
  • Social Activities Committee (paint the block house summary)
  • Membership Committee (Hal Goodell, Chair)
  1. Unfinished Business
  2. New Business
  3. Meeting Adjournment (next meeting is Thursday, October 12, 2017)

 

CONSENT CALENDAR

These are items that will be approved as a package unless a Board member or person from the

audience requests an item be removed and discussed in detail individually. The President will

ask for any such requests ahead of the approval. The Board discusses what it considers to be

non‐controversial issues between meetings and then conducts a vote on these in the regular

meeting as a package to keep the regular meetings as time‐effective as possible.

  1. No Items

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