September 2014 FICRA Board Meeting Minutes

FICRA BOARD MEETING MINUTES  Sept 11, 2014

Board Attendees: Uwe Krohn, Jim Braden, Tony Moore, Gina Olson, Hal Goodell and Howard Stapleton.   Bob Bowser, excused.

Uwe Krohn opened the meeting at 7:04 pm with the Pledge of Allegiance. Volunteers encouraged to sign in. Also, all persons who volunteer should record the hours they worked into the log.

Minutes from the August 14, 2014 meeting approved.

President’s Report:  Uwe Krohn Working on more activities for kids and one idea is a movie night. Friday night at 6:30 pm or 7 pm. The idea of a more youth activities is an on-going priority of FICRA to keep people involved.

Consent Calendar: None

Treasure’s Report: Hal Goodell BANK BALANCES: FICRA  08-1 Checkbook: Bal: $14,790.74 09-1 Balance: $20,921.82 Money Market  08-1 Balance: $18,585.54 09-1 Balance: $18,587.12 PayPal Balance: 08-1 $1,194.24 (discrepancy: $1,242.12 from last month balance)  09-1 Balance: $1,443.59 Some transfers made from FICRA since Fair were Crime Watch and Trust donations. Membership is currently 242. There are 190 members from 2014 who have not renewed for 2014-15 year. Membership drive to hopefully capture these.

Committee Reports:  Social Activities: Jean Peterson Little Foxes is working on a Casper Baby Pants Concert for this winter. Lisa Grey is working on setting up a date. Jean spoke with Lynn Goodwin about the potential of another Open Mic Night, however previous host, Michael, is away at school. October Fest has been canceled. The Cub Scouts are looking at changing meetings from Wed to Tuesday nights at the NCC.

Publicity: Jim Braden A meeting held on Sept 3rd to develop or improve the process of media communications, via Constant Contact, the Blog, FB, etc. The work is all coming together to improve communications and publicity. Lisa Stapleton will work with Hal Goodell to verify new members email addressees. Advertising the eFlash on the bridge sign suggested to help increase emails being opened. Jim to contact Kallie regarding this. Howard will update/change “Subscribed to our Newsletter” tab on web site to include info about receiving monthly emails of current events.

Special Committees:  Audit Committee: Ray Kittleberger, Gisela, Tony, & Joan Rental Rates of the NCC are needing to be increased: Special rate for resident members of Fox Island. There is concern about discounted rates being extended to non-island residents or friends via FI residents and how to approach this.

Membership Committee: Bob Bowser, excused. Uwe is planning to sit down with Bob and others to make a strategy for increasing membership. Renewal needs to be friendly, not an invoice, with paypal link. Process will begin with emails, Ficra Flash, then phones to capture new and renewal members. Door to door a difficult endeavor to be further evaluated in the future.

New Business:  A Fall work party at NCC is planned for Oct 4, 2014 9 am. Carolyn Braden has a sign up. Thank you to the Garden ladies who weeded and watered the NCC all summer. New sprinklers have been good investment. There is an article in the West Sound Home & Garden by Rodika Tollefson about the Nichols Community Center which some think is wonderful. There is a link to this article on the website: ficra.org

Unfinished Business:  None

Movement to Adjourn at 7:54 pm. Unanimously approved.

Next Meeting is Oct 9, 2014.

Respectfully submitted by Gina Olson, Secretary

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September 2014 FICRA Trust Board Meeting Minutes

FICRA BUILDING TRUST  MEETING MINUTES (final) Sept 11, 2014

Board Attendees: Tony Moore, Jim Braden, Ray Kittelberger, Gina Olson and Hal Goodell. Meeting opened by Jim Braden at 7:58 pm.   Minutes from the Aug 14, 2014 meeting approved.

President’s report:  Jim reported on the 9/3 (Website & Communication) & 9/4 (Finance Committee & Audit) meetings.

Consent Calendar:  Confirmation of Finance Committee members (Hal, Gisela, Joan, Max). A motion was made to approve these members to this committee.  All unanimously approved.  Confirmation of Audit Committee members (Tony, Gisela, Joan).  A motion was made to approve these members to this committee.  All unanimously approved. Confirm Web-site Purpose. The purpose is of the website is to be a source of information for island events and to promote sense of community and safety of island residents.  There was a consensus to not include the “competition with other internet sites or search engines” statement. The information that we share about Fox Island should remain factual. We need to be timely, factual, and a place where people want to get info.  Jim will rewrite the Purpose and pass that by the two boards for approval and recording in our resolutions file. Approve new crime reporting process.  From this point forward, there will be only 1 way to report a crime through FICRA and that is to dial 549-7744 and leave a message for Crime Watch’s faithful, Mike Gordon. This will simplify the process, make sure things are vetted, and get info out there quickly, and appropriately.  A motion made & approved for this change.  Mike Gordon responds to all the calls to the hotline though most will not be posted. Ray suggests “home check” and “safety tips” be available on-line for people to read and do if they wish before they leave there home for extended periods of time.  Review and approve the Facebook policy. In the past, there have been negative comments/posts, and this led to a change to not allow individuals to post replies without review. There has been some conversation to open up the blog to public posts again. Rules for posting will be on the blog header including a statement that FICRA is not liable for comments made by others. There will be a person or team of people to  review the comments, and remove anything inappropriate. There are many positive reasons to allow public postings on FB, however the purpose should remain ideally social, and no inappropriate material will be allowed.

Treasurers Report: Hal Goodell Checking account: Beginning Balance: $21,867.92 Register Balance: $23,001.18 Money Market: Beginning Balance: $12,846.15  Register Balance: $12,847.24 Jim highlighted the fact that there are some issues regarding our balance of funds for the two organizations, which is currently around $76,000.  Though this seems to be a high figure for cash on hand, there are important recognitions to be had. First, we to do a reserve study to forecast major costs in the future. There are significant needs in the cue already (see comments below). Further, we need to be sure we comply with IRS rules for non-profits regarding revenue source. A review of that will be done by Jim and Ray. Hal reports that all funds from credit card purchases at the FICRA Fair went directly into the Trust Account, however he has transferred them where needed to Ficra account.  Additional Fire Inspection costs this year were unexpected: ($410 from FD mandatory inspections and purchase of additional fire extinguisher).  Fair Totals  Gross $13,275.  Approximate number for break down are:  Number of vendor booths 72, for $1,345.  Beer Garden $699.  Clothing $2,092. Crime Watch  Total $1,037.  Dues 138 renewed/new members $3,450.  Raffle Room $1,815. Trust and FiCRA donation approx. $600 and $1,000 Fair Sponsorship. Numbers show this years Fair brought in more money than last year (no raffle room last year). Hal reported that gravel for parking lot and refrigerator purchase were additional unbudgeted expenses, also, in August.

COMMITTEES:

Crime Watch: Stan Weston (He meets with Sheriff every Friday night).  Crime for Fox Island remains low.  Citizen Patrol is keeping an eye on Bus stops for child safety.  Year to Date to end of August: Theft from Vehicles: 9, Burglaries: 7 last year, 10 this year  Vandalism 7 last year, 6 this year;  Deputies broke up 2 large parties at private residences; Fraud and Forgery: 10; Domestic Violence calls have recently increased. Stan reports 2 per week. Burglary, no forced entry. Recommendation is for residents is to secure your home while away and keep valuables out of your unoccupied car.  Ray adds that crime on FI is up 11%.  However, this is in part due specifically to the vehicle break-ins which occurred on Easter morning and the burglaries on Bella Bella Dr. There are some figures from the Sheriff’s report that are all “0”s meaning no reports of this specific criminal activity (eg. child luring: none for last 12 years).

Emergency Planning: Ray Kittelberger Next meeting is scheduled. Many new volunteers signed up at the Ficra Fair. The largest need for volunteers is in the Neighborhood committee.  Suggestion is for Bob Bowser who chairs this group to focus first on Membership drive, and then Neighborhoods for EP, rather than tackling both at once.

Rental Coordinator: Jen Bush, excused. No report.  The rental rates are to be updated soon per finance committee.  Jim will make a proposal for the Finance Committee to consider.

Building Committee: Jean Peterson Oct 4th is the Fall Clean up at the NCC.  Please contact Carolyn Braden to sign up if you are interested in helping. Bring tools.  Hal would like to see a road for future use to bring cars to rear parking.  This is deferred for further discussion later.

Nature Center: Ed Burroughs  Things are going well.  A work party to occur the 3rd Saturday of each Month at 9 am.  New people are welcome. Bring yard tools. Trails are open.  Photography opportunities abound.  There is no way to count the number of people who use the Nature Center, but there have been self reported picnics of 3 generation families enjoying the site.  There is hope in future of making the stream a fish bearing stream. A sign-in box was suggested for visitors.  This may be a possible scout project.

Audit Committee: Ray Kittleberger. No report.

UNFINISHED BUSINESS  Grant Approach/Prioritization. Jim reported that Emergency Planning is not included in the 2014 budget. His review of other emergency organizations and their difficulty in sustaining themselves suggests the Trust should consider adding a committee for emergency planning and develop a plan for funding.  A straw poll was taken and all agreed with the Trust taking on Emergency Planning. This would become a part of the reserve study.  French Drain: Larry Lindel (Engineer) consulted. The construction would entail 11 feet deep digging. George consulted about camera monitoring system.  Will purchase and install soon.  They will be good enough to identify vehicles, people, colors. Dimmers still awaiting the next generation to become available to eliminate blinking.

NEW BUSINESS Insurance of building is far short of full replacement, so Jim is working on a new proposal and scale to chose from to insure the NCC.  The emergency generator: There are 2 bids to install, $800-$1000 and a second bid is for $2800.  Septic/drain system: Bill Sehmel was recruited and he and Jim removed the plumbing to water fountains to remove problem leaking.  The fountains however will remain in place for historical purpose, but be plugged to ensure nothing is poured in them. Septic System needs to be serviced. Jen bush is reporting toilets plug up too frequently.  After a professional plumber ensures the lines are clear, the septic tanks will be pumped by Hemleys.  Likely $2000 cost.  Regarding Emergency Planning (EP) budget, Ray added that in a state of true wide spread emergency, Fox Island residents will “be on our own.” A generator has been purchased fronted with donated funds. Abby has a contact person through PEP-C who provides funding for Emergency Planning (EP) via grants. She has been elected to the PEP-C board of directors. There is no money budgeted for EP currently, which is in the opinion of most, an important endeavor for FICRA Trust.  This Committee linked under the FICRA Trust would help to see the current work of EP maintained, and help with cost of upstart and maintenance.  Additionally the churches need to be certified by Red Cross as housing sites. Training and Education will be coming from Red Cross and Pierce County. There is some hope we can get a Grant, however once the process is up and running, most expenses should be low. However, the volunteer man-power need will continue to be high. Tony suggests that a community forum to see what interest is of the community for EP. Doug Nelson with the Yacht Club is getting an inventory of all boats on the island. Trust board to consider a budgeted amount from FICRA Trust in the future for EP. Ray plans to remain active in Em Planning even if he no longer continues to be active in FICRA Trust.  Garage Sale Sat, Close to 65 residences signed up to have sale. Carolyn Braden to sell maps for $2 and needs help selling T shifts, memberships, and other garage sale items.   On October the 21st at 5:00 pm, The Pierce

County Council Meeting is to be held at the NCC.

Motion to adjourn at 9:20 pm, unanimously approved.

Respectfully Submitted by Gina Olson, Secretary

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FICRA Board Meeting Agenda: September 2014

FOX ISLAND COMMUNITY AND RECREATION ASSOCIATION
BOARD MEETING AGENDA
Thursday, September 11, 2014, 7:00PM
Nichols Community Center, Fox Island, Washington

FICRA Board of Directors

Uwe Krohn President
Bob Bowser Vice President
Gina Olson Secretary
Hal Goodell Treasurer
Tony Moore Director
Howard Stapleton Director
Jim Braden Immediate Past President

 

  1. Call to order
  2. Pledge of Allegiance
  3. Recognitions & sign in/volunteer time
  4. Approval of August 14, 2014 FICRA minutes
  5. President’s Report
  6. Consent Calendar (below)
  7. Treasurer’s Report (finance committee report)
  8. Committee Reports (5 minutes each, max)
    1. Crime Watch
    2. Social Activities Committee – Jean Peterson
    3. Publicity Committee – Jim Braden
    4. Membership Committee
  9. Special Committees
    1. Audit Committee report
  10. Unfinished Business
  11. New Business
  12. Meeting Adjournment (next meeting: October 09, 2014)

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.

THERE ARE NO CONSENT ITEMS FOR THIS MEETING

Download printable (pdf) version of Agenda

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FICRA Building Trust Board Meeting Agenda: September 2014

FICRA BUILDING TRUST
BOARD MEETING AGENDA
Thursday, September 11, 2014, 7:45PM (follows FICRA Board Meeting)
Nichols Community Center, Fox Island, Washington

FICRA Building Trust Board of Directors
Jim Braden
Ray Kittelberger
Gina Olson
Hal Goodell
Tony Moore
President
Vice President
Secretary
Treasurer
Director
  1. Call to order
  2. President’s Report
  3. Approval of August 14, 2014 FICRA Building Trust minutes
  4. Consent Calendar (below)
  5. Treasurer’s Report (includes Finance Committee & FAIR results)
  6. Committee Reports (5 minutes each, max)
    1. Crime Watch Committee & Emergency Planning
    2. Building Committee
    3. Nature Center Committee
  7. Special Committees
    1. Audit Committee
  8. Unfinished Business
    1. Grant approach/prioritization
    2. Update on French drain for NCC
    3. Outside video cameras & light dimmer status
  9. New Business
    1. NCC insurance recommendation
    2. Emergency Generator tie in funding
    3. Septic overhaul funding
  10. Meeting Adjournment (next meeting October 9, 2014)

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. Confirmation of Finance Committee members (Hal, Gisela, Joan, Max)
  2. Confirmation of Audit Committee members (Tony, Gisela, Joan)
  3. Confirm Website Purpose
  4. Approve new crime reporting process
  5. Review and approve the Facebook policy

Download printable (pdf) version of Agenda

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August 2014 FICRA Trust Board Meeting Minutes

FICRA BUILDING TRUST  MEETING MINUTES  Aug 14, 2014

Board Attendees: Tony Moore, Jim Braden, Ray Kittelberger, Gina Olson and Hal Goodell. Meeting opened by Jim Braden at 8:05 pm.

Minutes from the July 10, 2014 meeting approved.

President’s report: Jim highlighted how well Hal and his team managed the FICRA Fair. At the debriefing meeting, Hal made a comment on how valuable it is to the head person on an event for the sub-team leaders to take charge of their areas of responsibility as was done by several of the FAIR committees. Jim noted that team leaders taking charge is what is needed now with the next round of activities. Jim indicated that the Board will have planning meetings ahead of the Board meetings to have issues better prepared for presentation. Water fountains continue to be a risk for water damage, and should be removed because there is some leaking into the basement. Jim proposes that these areas be considered for display cases.

Consent Calendar:  AA members asked to use the facility for their annual party on Sept 18th. This has been approved.   Lee Tartara,(grandfather of eagle scout Colin Rivera) has volunteered to build the Scout display case to be placed in the Nichols Center hall just outside mens room.

County Council Board of Supervisors Meeting to be held at the NCC on October 28th.

Treasurers Report: Hal Goodell Checking account: Beginning Balance: $19,418.10 Register Balance: $21,867.92 Money Market: Beginning Balance: $12,845.06  Register Balance: $12,846.15  Expenses during fair for fire marshal inspections, were new this year, not previously required. Sponsor thank you letters to be sent out: Red Hook donated beer. Pen Light donation.  Murray Disposal donates the dumpster use. We are ahead of budget on rental use for the year.

COMMITTEES:   Crime Watch: Stan Weston (meets with Sheriff every Fri night).  Crime for the month of July included the following:  speeding tickets issued, a noise complaint, a theft from unlocked vehicle, a purchased phone from eBay was reported stolen, a report of a “peeping tom” made, a TV stolen from FIAC, three separate burglaries on Bella Bella, which generated a neighborhood meeting. (It was held to give more details about Safe Streets and Crime Watch). Animal control picked up a pet on Kamus, two reports of parties/noise, one welfare check, an item stolen from unlocked shed and garage, one individual broke a restraining order.  The patrols will be focusing on Bella Bella.   Mike Gordon reports calls to Crime Watch Hotline and reports from Stan. Most reports are sensitive and he uses caution about what is reported on the Crime Watch message system to avoid unnecessary fear or consequences. There is a Face Book (FB) site that is not controlled by FICRA. Mike is careful to contact individuals who leave messages. No names, no specific details are intentionally not published. Suggestion made to call Crime Watch number rather than leave email report on web site. More process on this topic is needed.

Emergency Planning: Ray Kittelberger 1. Emergency Preparation Leadership Meeting including leadership in county, peninsula emergency planning, Red Cross, supportive agencies, and on-Island resources went well.  FICRA FAir Booths representing crime watch, Neighborhoods, citizen patrol, and emergency planning at the fair generated much interest and new volunteers added.  Jim mentioned value of an organization like the Trust being the nucleus of emergency organization. Other communities have lost their emergency orgs due to lack of support. Mike Gordon suggested that six-month emergency exercises would go a long ways toward keeping interest up on the island.

Rental Coordinator: Jen Bush She would like to see FICRA use Event Resources Gig Harbor’s comprehensive website directory of local venues that can be rented to further publicity and increase rental use. This is $250/year with 10 photos, free without. Adds to the existing website, and gives details of the venue, and services that can be used with the event. It also has a place for customer feedback or postings of rental experience.  The board will consider options and reply. Jen proposes that the rental rate be increased for non-FICRA members. The Audit committee had recommended to increase rental rate by $50-$100 more. She says $800 per event would be comparable to other local venues. Rental rates to be reviewed (including discount rates for members).

Building Committee: Carolyn Braden  Jim reported that a second delivery of wood chips were delivered today and there are more deliveries from Pen Light anticipated. Should be used to cover areas of blackberry encroachment near field.  A small group needed to gather to cut back blackberries.  Our Fall Clean up scheduled typically in Oct, however Carolyn suggests if chips are to cover blackberries, Maybe clean up to be pushed up to Sept. New projects will be suggested by the committee, for approval by board.

Nature Center: Ed Burroughs  Fair booth was visited and many fair goers noted to the booth that they had been to the Nat Center and others were newly informed.  The trails are all open, cleared. Anytime is a good time to visit!

Audit Committee: Ray Kittleberger The mileage allowance for patrol members, which was noted to be non-compliant with IRS requirements was addressed.  All volunteer Citizen 4 patrol members were contacted and have agreed that reimbursement fo the cost of fuel used is a reasonable approach.  Solution therefore is to make available a Shell credit card is to be issued, held by the store, to be used by authorized volunteer crime watch members to be compared to the mileage reported.  This will be a change to bring us into compliance. Dwayne at store is in full agreement. No 1099 will need to be issued. All Board members were in agreement.

UNFINISHED BUSINESS  NCC rental rates to be updated.  Grants for water diversion around NCC are being explored.  Water in basement (even in summer continues to be of high humidity) is concern for the future maintenance of the NCC.  Estimates for A french drain system around the foundation is being obtained.  Budget list and priorities for capital funds to be determined. Grant money is available for Emergency Planning generator and communications devices. Abby has a contact.  Emergency planning is not currently a budgeted item, but is a committee headed by Ray K.  Video cameras are being installed around the NCC building to monitor and record any activity which will hopefully prevent crime/vandals.  This info to be published on the website  New dimmers to be installed, which will not flicker when dimmed.

NEW BUSINESS FICRA Fair was a great success. Growing every year.  Toy box has been assembled. Not placed outside yet, but will be placed under a surveillance camera when installation occurs.  Jim met with an engineering firm who contacted Ficra Trust for resident input regarding Bridge Planning. They are doing preliminary planning and consideration for a bid. This engineering firm is getting information only, and actual project is likely 10 yrs out. It was expressed to them that the financing of bridge is a primary concern and islanders should be informed early of financing options so that we have a voice and will not be left out.  It is likely going to cost the islanders, and knowing this cost long in advance is important. A second firm is also going to make a bid. Discussion centered around the use of bridge, walkers, bicycles, boat launch, boat travel, 16 foot tide and environment issues with primary emphasis on impact of residences in the area. The current bridge when put in, changed the patterns of water flow and sediment there.   Phone book is out for new members to receive. Insurance runs $4000/yr for NCC, (higher than normal to cover claims made here 4-5 yrs ago).  There is a need for finance committee to discuss what level of insurance is needed.  Sept 13 is the All Island Garage Sale, time of event is 9 am to 4 pm.  To be published on FB, and in Gateway. Applications for garage sale are at the Store and the post office.

Motion to adjourn at 8:55 pm, unanimously approved.

Respectfully Submitted by Gina Olson, Secretary

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