FICRA BOARD MEETING AGENDA 11-8-2018

FOX ISLAND COMMUNITY AND RECREATION ASSOCIATION
BOARD MEETING AGENDA
Thursday, November 8, 2018, 7:00PM
Nichols Community Center, Fox Island, Washington

2018-2019 FICRA Board of Directors

    Howard Stapleton President  
    Miguel Martinez Vice President  
    Chad Gottschalk Secretary  
    Hal Goodell Treasurer  
    Naomi Grant Director  
    Rob Moore Director  
    Jim Braden Immediate Past President  

 

  1. Call to order and approval of absences (Miguel Martinez and Chad Gottschalk have indicated they will be absent)
  2. Approval of October 18, 2018 FICRA Board Meeting Minutes
  3. Public Comment
  4. President’s Report
  5. Treasurer’s Report
  6. Unfinished Business
    1. 2016 Audit Committee Findings
  7. Committee Reports
    1. Social Activities
    2. Membership (Naomi Grant)
  8. New Business
    1. Preliminary FICRA Budget for 2019
  9. Meeting Adjournment (Next Board meeting scheduled for Thursday, December 13, 2018)

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 2018-11-08

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FICRA BOARD MEETING MINUTES 10-18-2018

FICRA BOARD MEETING MINUTES

Thursday, October 18, 2018

Board Attendees: Jim Braden, Hal Goodell, Naomi Grant, Miguel Martinez, Rob Moore and Howard Stapleton.  Chad Gottschalk excused.

The meeting was called to order at 7:00 pm.

Minutes from the August 16th and September 13th meetings were posted and circulated.  A motion was unanimously approved to accept the minutes.

Public Comment:  Joan Broughton noted that the parking for the Board Meeting was difficult this evening.

President’s Report:

  • Howard suggested that we might want to have more lead time on events for certain activities. He mentioned that Lisa Stapleton sometimes gets last minute requests for posters and other printed documents that need more lead time.  He recommended a check list for each social event to help prepare all event chairs in the future.  Miguel Martinez offered to draft a form to assist in tracking event activities.
  • Rob Moore reported that he has inquired with a neighbor (Jo Levesque, who consults with organizations on membership tracking) about improving management of our membership data. Howard spoke with her briefly and discussed working with membership data managed in QuickBooks.  She mentioned that there were issues exchanging this data with QuickBooks and suggested we look at approaches based on our needs.  Howard will be documenting the process and tools currently used, send this information to her and then pursue further discussions on improvements.  Jim Braden feels that, as the organization gets bigger, we should encourage board members and volunteers to keep things simple, affordable and easy to manage for the sake of continued management by future board members and volunteers.  Miguel suggests we consider using Microsoft software because it is simple, training is readily available and it has integration.  Howard agreed with this approach and noted that most large technology providers will provide low cost licensing for nonprofits. Naomi Grant noted the QuickBooks is preferred by many accountants.  Howard agreed it is appropriate for financials, but not so much for managing memberships. We need to form an ad hoc committee or task force to discuss needs, priorities available products and potential solutions.
  • Howard would like to see a specific person assign/track follow-up contacts with individuals who indicate they are interested in volunteering with FICRA. Ray Kittelberger has expressed interest in assisting with this and would be enormously helpful in getting this going. Hal reported that currently mails out a thank you with a donation receipt for all membership signups and renewals, and makes them aware of the Board meetings and upcoming events.  This is another area that can benefit from documenting a simple process for managing volunteers.

Consent Calendar:  None

Treasurer’s Report: Hal Goodell

  • Checking Sep 1        $26,723.83            Sep 30 Cleared Balance $27,255.32
  • Money Market Sep 1          18,687.52            Sep 30 Cleared Balance   18,691.36
  • PayPal Sep 1                 89            Sep 30 Balance                      167.80
  • Membership Total 289 for 2018/19, with additional FICRA Fair signups pending.

New memberships are still coming in.  We should continue to refer new islanders to www.ficra.org so they can sign up online.  Jim would like to have some general purpose FICRA/Trust business cards we can hand out; Howard said he could put together a quick design based on the membership cards and print a few for temporary use.  Board Members agreed that new membership information should be forwarded to Naomi (Membership Committee Chair).

Committee Reports:

  • Social Activities – Miguel provided an update on the planned Trunk or Treat event. He has been getting help from Lisa, and has 10 cars signed up at this time. He thinks it may also be a good opportunity to have someone do a volunteer/ membership booth. Last year, visitors did not just “drive through”. Despite the ground being wet, many people stayed a long time, making it more of a party.  There were approximately 60-75 kids last year. The fire pit was popular.  Miguel would like to recruit volunteers to monitor the fire pit this year and to hand out hot apple cider. Ray will send out requests.  Howard reported there is not enough time left to properly prepare for the Fall Dance event on Nov 10th. The Board unanimously agreed that we should cancel the November event.  The Tree Lighting & Concert is scheduled for the first Sunday in December and we may also want to schedule Casper Babypants for 2019, if we can find a volunteer mom to help organize it.  There we concerns with the crowd size for previous Casper Babypants events, so we need to limit ticket sales based on the allowable occupancy for the auditorium.  Lastly, Ray will be working with Dave McHugh to look into programs for seniors similar to what is happening with the Mustard Seed Project at Key Peninsula Center.
  • Membership – Naomi reported that membership cards have been designed but not printed yet. There is a photo of the NCC on the front and the back will have space to write in the member name and expiration date. Miguel reported the membership night on August 30th went very well. Naomi suggested using a phone tree for membership follow‑up calls to the Fair membership signups.

New Business:

  • Hal reported that the printed Fall FICRA Flash will be mailed soon, and he expects to hold a folding party before December 8th. Hal also indicated that Costco in Fife will no longer be doing printing. He is looking into alternatives, including a location in Kent, which has competitive pricing. Costco will continue to offer other print services, but not at their facility. FedEx and Office Depot offer services but are more expensive.

Meeting adjourned at 8:15 pm.  Next meeting is November 8, 2018.

Respectfully submitted by Gina Olson for Chad Gottschalk.

FICRA Board Minutes 2018-10-18 Final

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FICRA TRUST BOARD AGENDA 11-8-2018

FICRA BUILDING TRUST BOARD MEETING

AGENDA 11/8/2018

Nichols Community Center, Fox Island, WA.

 

FICRA Trust Board of Directors

Jim Braden, President     Ray Kittelberger, Vice President

Gina Olson, Secretary      Hal Goodell, Treasurer

Tony Moore, Director

7:00 PM

  • Call to order/Pledge of Allegiance
  • Recognitions – sign in, volunteer hours
  • Approval October 18th, 2018 Minutes
  • President’s Report
  • Consent Calendar
  • Treasurer’s Report (Capital Projects statement approach)
  1. Capital Projects statement approach
  2. Budget prep for 2019
  • Standing Committee Reports
  1. Nature Center Committee
  2. Finance Committee
  3. Citizen Patrol Committee
  4. Emergency Preparedness Committee
  5. Building Committee (painting/Fall Cleanup Oct. 20)
  6. Audit Committee (2017 status)
  7. Nominating Committee
  • Special Committees
  1. Fox Island Amateur Radio Club(make a part of EP?)
  • Unfinished Business
  1. NCC building painting
  • New Business
  1. Party w/ a Purpose January 26
  2. Status of Eagle Scout projects
  3. New property signs
  • Meeting Adjournment (next meeting Thursday, December 13th, 2018)

 

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. Pay Pacific Rim invoice.

FICRATrustAgenda11-8-2018final

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FICRA TRUST BOARD MEETING MINUTES 10-18-2018

FICRA BUILDING TRUST BOARD OF DIRECTORS MEETING MINUTES  Oct 18, 2017

Board Attendees: Jim Braden, Tony Moore, Ray Kittelberger, Gina Olson, and Hal Goodell.

Meeting opened by Jim Braden at 8:20 PM immediately after the FICRA Meeting conclusion.

Minutes:  The Minutes from Aug and Sept meeting minutes proposed for approval. Motioned to approve, seconded, and unanimously accepted.

President’s report:  Jim reports Jan 26 with be the PARTY with a PURPOSE. The Theme is not set. This Saturday is the Fall Clean up, and a project List has been posted for a while on FB. Lots of projects to work on. Jim will be taking all the signs we have on the property and have them redone. An Eagle Scout candidate would like to do the signs for the Sports Field Par Course for his project.   There has been one exercise station completed by an Eagle Scout candidate for the planned Par Course. There are 3 other locations picked for the other three “exercise” stations and Eagle Scout candidates interested in pursuing those.  They are also in charge of raising funds for their projects. He reports that the completed station was $1300 in materials. Jim is thrilled with the Eagle Scouts making these their volunteer projects.  . Jim proposes that the Board consider a donation from the Trust for these Eagle Scout projects because we are a significant material beneficiary of these projects.

Another person is interested in mounting the monitoring cameras, and the new signs will state “24 hour video monitoring”.

In addition to the cost reduction the Taylor Insurance broker has achieved for us, the cost for the building is being re-bid in May/June ahead of the August policy anniversary.

The Scouts now have their travel/camping equipment, which technically belongs to the sponsoring organization (the Trust), stored in the competed Scouts locker in the garage.  Jim finished a small room in the back of the garage for these belonging, and it appears to be well organized.

Jim reports CP have printed on reflective vests a logo to better identify those members as CP or EP officials.   Cost of vests ($532) already approved. $244.13 printing motioned by Tony, seconded by Ray, and unanimously approved. Tony reports that walkers are dressed in black and while no one is “doing anything wrong” it is frightening to him how they were not visible to him until he was dangerously close.  Board agreed to make the wearing of reflective clothing by pedestrians a Monthly Tip in our publications.

 Consent Calendar Items: None

Treasurers Report: Trust Checking account:  Sept 1 Balance: $87,145.01 Sept 30 End Balance: $83,852.08

Trust Capital Checking:  Sept 1 Balance: $8325.12  Sept 30 End Balance: $8325.12

Trust Reserve Checking:  Sept 1 Balance: $27,230.17 Sept 30 End Balance: $27,230.17

Trust Money Market:  Sept 1 Balance: $1,642.62   Sept 30 End Balance: $1,642.89

Trust Savings:  Sept 1 Balance: $105.93 Sept 30 End Balance $112.09

Trust PayPal:  Sept 1 Balance: $6,802.94 Sept 30 End Balance $9,342.72

 

Rentals have been up this year in comparison to last year.

Committee Reports:

Nature Center: Ed Burrough excused. NC meeting minutes are posted to the website.

Finance Committee: Jim report that there are still accounting projects in process. A thorough report is forthcoming.

Citizen Patrol: Ray Kittelberger: It was a quiet month. The deputy has been focused on routine work, with boat launch quieted down. A few items stolen from an open house.   An abandoned car stolen. Altercation at boat launch. And the front gate at Salmon Bay Estates vandalized.

Emergency Planning: Doug, Ray, Bob and Jim are working on a video.  We have a camera person and a consultant advising how our subject matter should be presented. The video will focus on what should happen in the “neighborhoods” during an emergency.  This video will be made available to FI residents to learn what their preparation  and role should be during an emergency. The new Ham Radio Club (currently has 7 members) is going well. There will be more advertising to get more local HAMs involved. New Club Call number is KJ7AZ), but working to acquire WA7FI.

Building Committee: The re-leveling and re-graveling of the parking lot cost $6539.41. A commensurate cost increase is proposed from the already approved Capital Project ($1,000) to $7000 which includes impacted garden planting.  Motion made by Ray, seconded by Gina and approved unanimously.  Jean reports that that the resulting new bed around the south parking lot will need to be planted, including marker plants so that the new border tiles, and the water meter at the corner of the garage, are not driven over.   Jean has looked into plants that are narrow, but have some form. She feels that larger plants are best, and may be more expensive. She has a list of $240 to $300 in plants she proposes to purchase for these areas.

The leaking foundation walls in the basement have been ground, crack sealed, and painted. The NCC roof and gutters, and the Gazebo roof, have been cleaned of moss.  The southwest sump cleaned.

Audit Committee: No report

Nominating Committee: Jim reports that there has been progress made preparing for 2019 elections. Jim sounds encouraged.

Unfinished Business: NCC Painting: Regarding Re-Painting, Jim has obtained information from Pacific Rim Environmental. They are requesting $500 for advising us on the repainting project.  There is a tight weather window this Fall to try to squeeze this in. Ficra Trust Insurance: see President’s Report.  Party with a purpose: Donation to Eagle Scout: much discussion, proposal to follow New Property Signs: addressed above

Meeting Adjourned at 9:30 PM.  Next meeting is on Nov 8, 2018

Respectfully Submitted by Gina Olson, Secretary

FICRATrustMinutes10-18-2018GinaJim

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FICRA TRUST BOARD AGENDA 10-18-2018

FICRA BUILDING TRUST BOARD MEETING

AGENDA 10/18/2018

Nichols Community Center, Fox Island, WA.

 

FICRA Trust Board of Directors

Jim Braden, President     Ray Kittelberger, Vice President

Gina Olson, Secretary      Hal Goodell, Treasurer

Tony Moore, Director

7:00 PM

  • Call to order/Pledge of Allegiance
  • Recognitions – sign in, volunteer hours
  • Approval September 13th, 2018 Minutes
  • President’s Report
  • Consent Calendar
  • Treasurer’s Report (Capital Projects statement approach)
  • Standing Committee Reports
  1. Nature Center Committee
  2. Finance Committee
  3. Citizen Patrol Committee
  4. Emergency Preparedness Committee
  5. Building Committee (painting/Fall Cleanup Oct. 20)
  6. Audit Committee (2017 status)
  7. Nominating Committee (note term limit status)
  • Special Committees
  1. Fox Island Amateur Radio Club proposal
  • Unfinished Business
  1. NCC building painting
  2. FICRA/Trust Insurance
  • New Business
  1. Party w/ a Purpose January 26
  2. Donation to Eagle Scout projects
  3. New property signs
  • Meeting Adjournment (next meeting Thursday, November 8th, 2018)

 

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.)

FICRATrustAgenda10-11-2018final

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