JOINT MEETING OF FICRA & THE FICRA BUILDING TRUST BOARDS AGENDA 11-12-2020

JOINT MEETING OF FICRA & THE FICRA BUILDING TRUST BOARDS
MEETING AGENDA
Thursday, November 12, 2020, 6:30PM

2020-2021 FICRA Board 2020-2021 FICRA Trust Board
Miguel Martinez President Howard Stapleton President
Pia Beetham Vice President Naomi Grant Vice President
Candy Wawro Secretary Gina Olson Secretary
Hal Goodell Treasurer Hal Goodell Treasurer
Howard Stapleton Past President Karen Kretschmer Director
(Vacant) Director    
(Vacant) Director    
       

NOTE: This meeting will be held via video/teleconference.  You will need to have a computer or smartphone capable of running Zoom to participate.  We will send out links and passwords to meeting attendees the afternoon of 11/12; if you want to participate, send a request to info@ficra.org.

The agenda for this meeting has been limited to pending items requiring Board review/approval and essential topics that need to be discussed at this time.  Some agenda items are postponed until we are able to meet in a manner better suited for public feedback and interaction.  Standing committees will continue to meet as required and will report to their respective Boards as appropriate.

  1. Call to order and approval of absences
  2. Approval of October 8, 2020 Minutes (Available for download) for the Meeting of FICRA & the FICRA Building Trust Boards
  3. Presidents’ Report (Miguel Martinez / Howard Stapleton)
  4. Treasurer’s Report – Hal Goodell
    1. Approve Trust Board Resolution 2020-003 for Fund Transfers between Trust General and Capital Accounts
  5. Updated Rental Agreement, Facility Use Rules and COVID-19 Requirements for NCC
  6. Standing Committee Reports
    1. Trust Citizens’ Patrol & Emergency Preparedness – Jim Braden
    2. Trust Building & Grounds – Jim Braden
      • Maintenance Projects Status
      • Pending NCC Rental/Use Requests
    3. FICRA Publicity (manages communication with the public) – Miguel Martinez
    4. FICRA Social Activities (develops/conducts activities for island residents)
  7. Unfinished Business
  8. New Business
  9. Meeting Adjournment (The next regularly scheduled meeting for the FICRA and FICRA Building Trust Boards is Thursday, December 10, 2020 at 6:30PM via video/teleconference.)

Per Washington RCW 24.03.120, except as may be otherwise restricted by the articles of incorporation or bylaws, members of the board of directors or any committee designated by the board of directors may participate in a meeting of such board or committee by means of a conference telephone or similar communications equipment by means of which all persons participating in the meeting can hear each other at the same time and participation by such means shall constitute presence in person at a meeting.

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FICRA & FICRA BUILDING TRUST BOARDS MEETING MINUTES 10-20-2020

JOINT MEETING OF FICRA & THE FICRA BUILDING TRUST BOARDS
VIDEO/TELECONFERENCE MEETING MINUTES

Thursday, October 8, 2020, 6:30PM

2020-2021 FICRA Board 2020-2021 FICRA Trust Board
Miguel Martinez President Howard Stapleton President
Pia Beetham Vice President Naomi Grant Vice President
Candy Wawro Secretary Gina Olson Secretary
Hal Goodell Treasurer Hal Goodell Treasurer
Howard Stapleton Past President Karen Kretschmer Director
(Vacant) Director    
(Vacant) Director    
       

Trust Board Attendees: Hal Goodell, Naomi Grant, Karen Kretschmer, Gina Olson and Howard Stapleton in attendance.

FICRA Board Attendees: Hal Goodell, Miguel Martinez, Howard Stapleton and Candy Wawro in attendance.  Pia Beetham was absent and excused.

Additional Attendees: Diane Abney, Jim Braden, Joan Broughton, Mike Gage, Ray Kittleberger Renee LeBon, Lance Powers, Sara Schroeter

The Zoom Meeting started at 6:30pm and the Joint Meeting was called to order at 6:40pm.  The meeting was posted and advertised to the residents of FI on the FICRA website with a minimum 10 days’ notice.

Proposed NCC Rental Presentation:  Lance Powers, together with Mike Gage & Renae LeBon, all FI residents, asked the Board to consider their request for a long‑term weekly rental of the NCC for the purpose of church services each Sunday from 4pm to 7 pm.  Lance, Mike and Renee are all Fox Island residents and part of the local community; Lance is also a FICRA member and part of the Emergency Preparedness Medical Team.  As a result of requests he has received from neighbors, Lance would like to start a church on Fox Island.  They have already met at his home and outside at the NCC the last 3 month.  He owns a 72,000sf facility rented to 14 tenants in Tacoma and wants to lend this experience to the community in making the NCC a better place.  Miguel asked how many people were currently gathering and expected to gather for the next several months.  Lance currently has 20-25 people that have shown up and would limit attendance to 37 based on his understanding of the current State COVID-19 requirements.  They would be using the auditorium, and the kitchen if possible.  Mike Gage noted that the kitchen is not part of their current program and might not be used under current COVID-19 rules.  Gina asked Lance to speak to mask wearing & COVID-19 requirements. Lance indicated they would fully comply with the requirements to the best of their abilities.  Howard noted that the current requirement of 6 feet of physical separation might further constrain capacity, and Lance acknowledged this concern.  Karen asked if Lance was simultaneously looking for other property to accommodate growth.  Lance is not looking that far forward at this time, noting the shift to virtual meetings in the COVID-19 environment.  Hal asked about pre and post event cleaning plans.  Lance will follow the State Guidelines and want to contribute to the improved maintenance/cleaning of the NCC.  Mike proposed that they would have a COVID plan in place and submit it to us for agreement.  Howard explained that the Trust Board was currently addressing NCC use issues and indicated that our Rental Coordinator would respond back to them.  Lance expressed concern that we be careful when we decide on a payment or fee, that whatever we do for one, we do for another.  If there’s another spiritual group that uses the place, they would expect to pay the same.  He also noted that, while there were not many events on the FICRA event calendar that would have conflicted with the time frame they are proposing, with advance notice, they could be flexible in adjusting their use to accommodate other scheduling needs.  Hal asked if Lance had in mind what an equitable rate would be for 3 hours.  Lance indicated he is aware of what other groups meeting at the NCC are paying and it is far below the value.  He suggested that we try to achieve fair market rent for the community center and charge appropriately.  Joan asked if they would be taking collections at their meeting.  Lance indicated they would, but most giving is done online now.  Howard asked if the event would be limited to FICRA members. Lance stated the renter would be a member, but attendance is expected to be open.

FI Garden Club Gazebo Landscaping Proposal:  

Howard noted that the written material for the proposal had been made available with the meeting agenda on the ficra.org website and that this was a Trust Board vote item, then introduced Sara Schroeter, Vice President of the Garden Club.  Sara provided the following presentation to the Board.

Our purposes in the proposed renovation of the gazebo garden include making it more attractive, keeping plant material within FICRA’s desired borders and height, reducing excessive pruning needed to do this, providing more joy to the community and educating people about plants. The project began with a request to limit the height of some of the plant material. Plants that were once appropriate for the space have outgrown their space. Due to the mature size, pruning creates unattractive plants and severely limits the blooms for which many of them were originally selected.

The proposed plan includes removing several of the overgrown shrubs including the spreading rosa rugosas, transplanting some of the remaining plants and filling the vacated space with plants that will be more maintainable. The proposed planting plan indicates the areas that we will be replanting. We have provided some information about the major shrubs included in this plan for which Jim has forwarded pictures. The Sensory Garden indicated has not had all the plants determined as they will be more involved and dependent on what we can find at nurseries.

A major part of our garden club’s purpose is to educate. As such we thought we would include a sensory garden on the south side facing the playground. It would include plants that appeal to as many senses as possible (other than taste as we don’t want to encourage children to eat from it). Some of the considered plants also have fun names that would be labeled. In addition to being an attractive garden, it would encourage visitors to smell, touch and even listen to plants that move in the wind. Some possibilities for plants include: Mouse Plant whose bloom looks like a mouse back end sticking out of the plant, large flowered Alliums that bloom early spring and then have dried flower heads that stay for the summer, Cock’s Combs which look like large versions of their namesake, plants like Lamb’s Ears and Artemesia that have soft foliage to touch and some fragrant plants like the Daphne and chocolate cosmos.

We are excited to take on this project and make sure this area continues to be enjoyed by the community and rental clients of the facility.

Sara stated that they are ready to get started as soon as possible, with volunteer help to remove existing plants.

Miguel liked the idea of smell, touch, feel type plants but wants to know if this would damage the plants.  Sara responded that the sensory garden is just a small part and this would not cause any problems.  There would also be signage/advisory on how to enjoy the garden.  Miguel also asked about the level of maintenance required.  Sara stated that the amount of time the club was spending to maintain the existing shrubs was one of the reasons for undertaking the project.  The current plants are around 20 years old and are not well suited for the location at that age.  Maintenance of that garden is something their club has always felt responsible for, organizing at least a couple work parties each year and additional time for watering.

Candy asked if irrigation lines were needed.  Sara replied that there is irrigation there, but it is not functional and they have been watering by hand for years.  Jim has agreed to look at the irrigation and make it functional again.  Candy asked for additional details regarding mulch and irrigation.  Sara noted that micro sprayers would be better when used with ground covers and mulches will be used as necessary, but the plan is for green mulch (ground cover).  

The Trust Board voted to unanimously support and approve the plan as proposed.

Minutes of the Joint FICRA & Trust Board Meeting from August 20, 2020 were unanimously approved.

Treasurer’s Report: Hal Goodell

Hal reviewed the financial reports as of September 30.  The following information was provided:

FICRA Checking: Sep 1: $ 17,071.20   Sep 30: Cleared Balance: $ 21,060.51

FICRA Money Market: Sep 1: $ 31,017.21   Sep 30: Cleared Balance: $ 31,023.58

FICRA PayPal: Sep 1: $ 2,091.87   Sep 30: Balance: $ 538.59

Trust Checking account: Sep 1 Balance: $ 25,484.10   Sep 30 Balance: $ 31,466.12

Trust Capital Checking: Sep 1 Balance: $ 3,925.45   Sep 30 Balance: $ 3,925.45

Trust Reserve Checking: Sep 1 Balance: $ 1,541.00   Sep 30 Balance: $ 1,541.00

Trust Money Market:  Sep 1 Balance: $ 184,997.23   Sep 30 Balance: $ 185,080.86

Trust Savings: Sep 1 Balance: $ 295.69   Sep 30 Balance $ 295.70

Trust PayPal: Sep 1 Balance: $ 2,512.55   Sep 30 Balance $ 567.74

Hal reported that the current membership is at 297.  He will be getting together with Miguel to send out a letter to all who have not yet renewed.  Hal also mentioned that we seem to have a lot of new members and people who have not been members for a considerable period of time joining again.  He is still seeing a good response to the membership forms mailed out in the Flash in August. 

The Trust continues to receive Citizens’ Patrol donations.  The other primary source of income for this period was clothing sales.  There were no changes in Capital Checking or Reserve this month.  Hal reminded us that the Money Market is a single bank account that he divides in QuickBooks into Trust General Checking, Capital Money Market and Reserve Money Market accounts.  He mentioned Ray Kittelberger’s comment regarding painting and indicated it will be reflected as an expense and not a depreciable item.

Jim asked if Hal was ready to present the Capital Expense Report and Reserve.  He noted that the Reserve is back on track since the Trust was able to get the painting done for the planned $10,000 amount.  He has worked with Hal to close out several items in the Capital Expenditures Report and would like to see the excess funds from these projects be used to cover other overruns.  He also pointed out that there is at least one project (Blinds for Classrooms) for which he has been unable to locate approval documents and he would like to see the Board clean these up.  Ray stated that his concern with the painting cost is not over which checking account or capital account it comes out of, but that painting is an expense that should appear on the Income Statement and not be added to Fixed Assets on the Balance Sheet.  Hal acknowledged that it would be treated as a maintenance cost and he would include a line item in the budget for it.

Candy asked why the Garden Club was paying for the plants instead of the Trust.  Jim responded that they pay for these types of items as part of their mission.

Hal will work with Jim and Howard to develop current documents showing all Capital Projects, surplus funds from completed projects, overruns for which funds have not been approved, capital funds available from other sources, and recommendations for Board actions.

FICRA Apparel Sale Wrap Up:  Gina reported that the Oct 25-16th “FICRA Fair T-Shirt & Apparel Sale” event went very well.  All the 294 items of the 2020 order were sold, except 3 shirts and 31 masks. 68 residents made between 1-6 purchases.  The total cost of goods was $2,293.65 for gross sales reported by the treasurer of $3,500.00, with net income from the sales of $1,206.35.  The remaining 31 masks have been donated to the Museum (to sell as they wish).  Thank you to Jim and Miguel for helping prep the NCC, Hal and Judy for cashiering, and to Vanessa, Naomi, Candy and Pia for their excellent assistance with “Covid” Concierge-style sales.  Although there have been a few requests for reorder, the consensus after reviewing details, is that there will be no reorders.  Planning for the 2021 Fair shirt will begin soon.

NCC and Grounds:

Fall Cleanup & Remaining Maintenance Projects – Jim reported that the Fall Cleanup held Saturday, October 3, 2020 had a good turnout (13, with an additional 4-5 on other days) and went well.  There are a number of items remaining to be completed, with the highest priority digging up the gazebo garden area so the new landscaping can be completed.  Maintenance items are shown on the Capital Projects Report that Hal displayed and the priorities can be changed by the Trust Board as appropriate.  Jim requested that we provide recognition for those who participated.  There was a discussion on how we could recognize folks, from small gift cards to recognition on social media and via our Flash publications.  Gina noted that people don’t normally volunteer expecting monetary rewards and that sincere appreciation might be the best approach.  Miguel suggested that he could cowrite a personal thank you letter and provide that along with social media recognition.  Jim agreed to provide some material to Miguel for a letter along with a list of volunteers.  Jim and Hal have done many of these letters in the past and Jim can provide some material.

Additional NCC Rental/Use Requests – Jim reports that near the end of October there was a request for a 50-75 person wedding.  At this time, it is difficult to use the facility in compliance with the COVID-19 Requirements.  There was some discussion regarding the COVID-19 requirements and Trust Board policy on NCC usage and rates.  Miguel notes that we are continuing to see use requests and we need to be in a position to respond.  Hal believes we need to put a written COVID-19 plan in place for the NCC.  Naomi noted that the COVID-19 monitoring and compliance requirements rest on the Trust as the owner of the facility.  When the Chapel pursued this question, they were told they were responsible for compliance and if someone was noncompliant, they would have to address that through the renting party or directly.  Howard has agreed to schedule meetings on the topic and will include both boards and the Finance/Audit Committee in the invitations.

FICRA Trust Responsibilities:

Nominating Committee – Howard asked attendees for input on creating the Nominating Committee for 2021 Elections.  With no immediate suggestions available, Howard suggested that our target group for representation on a Nominating Committee should be families on the island with school aged children.  Miguel has given the topic a great deal of thought and talked with neighborhood families, but people have not always been forthcoming.  One of the common themes is they feel FICRA and the Trust are outdated.  When he has asked for ideas on how to address this, many of the suggestions on what we could do (community swimming pool, full size basketball court, etc.) would require significant resources and volunteer work to become a reality.  He doesn’t feel we currently have the kind of sustained fund-raising capabilities and resources to take on these kind of grand scale projects.  Howard noted that many of the resources we have on the island today (NCC, Chapel, Historical Society and Museum, FIYC) were grand ideas with large costs when they were originally undertaken, so perhaps we can encourage some of the current ideas and enroll community participants who want to see them happen.   Miguel stressed this will take collaboration and time to move this forward and perhaps we can get some conversations started.  Miguel also feels there is the mentality that we are a closed group.  Candy has had similar conversations and suggested we do more partnering with other organizations.  Ray discussed how the corporate world uses 5-year plans and long-term strategies to help guide these efforts.  He also discussed the senior and sporting facilities in Gig Harbor and considering strategies that leverage these resources.  Miguel reiterated the desire of local families to be able to do activities on Fox Island.  Candy asked about increasing involvement by getting a student leader from the local high schools to provide input on what youth are looking for.  Jim talked briefly about the Youth Board tried back in 2012 and the difficulty getting them together because of their time constraints.  He would like to see this tried again.  Candy also recognized the current COVID-19 limitations but believes we can be planning for the future.

Rental Coordinator Responsibilities – Howard asked for input on how other island organizations meet this need.  Naomi discussed the Chapel, which has a Rental Facilities Coordinator as a point person, with the Board making all decisions on rates.  The Coordinator is paid on a commission basis (percentage) when there is a contract that comes to fruition.  They handle all showings/discussions/correspondence, start to finish, but are not the host/hostess for the event (this is a separate person).  Miguel asked if the Rental Coordinator was a volunteer or paid position.  Diane Abney provided some additional details on the paid (commission) position and also mentioned the Chapel’s Board Sponsored Activities (Recitals, Member Concerts, Community Talks, etc.), which are entirely staffed by Board volunteers.  Jim described the current Trust process, which uses a Rental Coordinator paid on commission (20% of secured rentals) and Board events handled entirely by the Board.  Diane pointed out that the Chapel has a new COVID form the renter has to sign & they have a host on site to observe the event.  They forfeit their $500 deposit if they don’t follow the rules.

Facility Cleaning & Repairs/Maintenance – Howard noted this is a necessary business expense and the costs need to be included in our budget and rates.  Candy mentioned that she was approached about a workplace site for special needs students and we may want to look at this down the road.  We currently have a monthly thorough cleaning service that we have not used recently.  Jim is currently working on a contract with a local island resident for cleaning the facility on an event basis.

New Business:

Ray joined the Senior Center at Gig Harbor and their Planning and Program Committees.  They are now including us in some of their materials and Fox Island residents participate in their programs.

Candy asked what FICRA is doing for Halloween.  Miguel reported that we will be doing a Drive‑In Movie with prepackaged goodie bags for the kids, using a paid resource.  They will set up and conduct the event, we will be doing the promotion.   Jim stated that he spoke with the Wickline family about some type of film/music presentation for Christmas.  He will work with Miguel on this.

Meeting Adjournment:  The meeting adjourned at 8:35pm.

Next Meeting: The next FICRA and FICRA Trust Board Meetings are scheduled for Thursday, November 12, 2020 at 6:30pm via video/teleconference.  The meeting notice and instructions for receiving the Zoom meeting invitation are posted on the website event calendar. Respectfully submitted by Gina Olson and Howard Stapleton

Per Washington RCW 24.03.120, except as may be otherwise restricted by the articles of incorporation or bylaws, members of the board of directors or any committee designated by the board of directors may participate in a meeting of such board or committee by means of a conference telephone or similar communications equipment by means of which all persons participating in the meeting can hear each other at the same time and participation by such means shall constitute presence in person at a meeting.

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JOINT MEETING OF FICRA & THE FICRA BUILDING TRUST BOARDS AGENDA 10-08-2020

JOINT MEETING OF FICRA & THE FICRA BUILDING TRUST BOARDS
MEETING AGENDA
Thursday, October 8, 2020, 6:30PM

2020-2021 FICRA Board 2020-2021 FICRA Trust Board
Miguel Martinez President Howard Stapleton President
Pia Beetham Vice President Naomi Grant Vice President
Candy Wawro Secretary Gina Olson Secretary
Hal Goodell Treasurer Hal Goodell Treasurer
Howard Stapleton Past President Karen Kretschmer Director
(Vacant) Director    
(Vacant) Director    
       

NOTE: This meeting will be held via video/teleconference.  You will need to have a computer or smartphone capable of running Zoom to participate.  We will send out links and passwords to meeting attendees the afternoon of 10/8; if you want to participate, send a request to info@ficra.org.

The agenda for this meeting has been limited to pending items requiring Board review/approval and essential topics that need to be discussed at this time.  Some agenda items are postponed until we are able to meet in a manner better suited for public feedback and interaction.  Standing committees will continue to meet as required and will report to their respective Boards as appropriate.

  1. Call to order and approval of absences
  2. Proposed NCC Rental Presentation – Lance Powers, Puget Sound Foursquare
  3. FI Garden Club Gazebo Landscaping Presentation (See attached drawing/pictures)
  4. Approval of August 20, 2020 Minutes (Available for download) for the Meeting of FICRA & the FICRA Building Trust Boards
  5. Treasurer’s Report – Hal Goodell
  6. FICRA Apparel Sale Wrap Up – Gina Olson
  7. NCC and Grounds
    1. Fall Cleanup & Remaining Maintenance Projects – Jim Braden
    2. FI Garden Club Gazebo Landscaping Proposal (Recommend Approval)
    3. Additional NCC Rental/Use Requests
  8. FICRA Trust Responsibilities (Initial Discussion)
    1. Nominating Committee for 2021 Elections
    2. Rental Coordinator Responsibilities
    3. Facility Cleaning & Repairs/Maintenance
  9. Meeting Adjournment (The next regularly scheduled meeting for the FICRA and FICRA Building Trust Boards is Thursday, November 12, 2020 at 6:30PM via video/teleconference.)

Per Washington RCW 24.03.120, except as may be otherwise restricted by the articles of incorporation or bylaws, members of the board of directors or any committee designated by the board of directors may participate in a meeting of such board or committee by means of a conference telephone or similar communications equipment by means of which all persons participating in the meeting can hear each other at the same time and participation by such means shall constitute presence in person at a meeting.

Posted in FICRA, FICRA Board Meeting Agenda, FICRA Board Meetings, FICRA Building Trust, FICRA Building Trust Board Meeting Agenda, FICRA Building Trust Board Meetings | Comments Off on JOINT MEETING OF FICRA & THE FICRA BUILDING TRUST BOARDS AGENDA 10-08-2020

FICRA & FICRA BUILDING TRUST BOARDS MEETING MINUTES 8-20-2020

JOINT MEETING OF FICRA & THE FICRA BUILDING TRUST BOARDS
VIDEO/TELECONFERENCE MEETING MINUTES
Thursday, August 20, 2020, 6:30PM

2020-2021 FICRA Board 2020-2021 FICRA Trust Board
Miguel MartinezPresidentHoward StapletonPresident
Pia BeethamVice PresidentNaomi GrantVice President
Candy WawroSecretaryGina OlsonSecretary
Hal GoodellTreasurerHal GoodellTreasurer
Howard StapletonPast PresidentKaren KretschmerDirector
(Vacant)Director  
(Vacant)Director  
    

TRUST Board Attendees: Hal Goodell, Naomi Grant, Karen Kretschmer and Howard Stapleton in attendance.  Gina Olson was absent and excused.

FICRA Board Attendees: Hal Goodell, Miguel Martinez, Howard Stapleton and Candy Wawro in attendance.  Pia Beetham was absent and excused.

Additional Attendees: Jim Braden and Joan Broughton.

The Zoom Meeting started at 6:30pm and there was a brief waiting period to allow everyone to join.  The meeting was called to order at 6:40pm.  The meeting was posted and advertised to the residents of FI on the FICRA website with a minimum 10 days’ notice.

Minutes of the Joint FICRA & Trust Board Meeting from July 9, 2020 were unanimously approved.

NCC Maintenance & Facility Improvements (Summary):  Jim Braden reported that all of the work is on schedule.

NCC Plaque/Signage:  Jim requested feedback via Email on the plaque to the right of the front door of the NCC that reads “NICHOLS COMMUNITY CENTER Est 1934”.  Karen Kretschmer noted, based on her brief research, that the school was built in 1934 under WPA, operated as a school until 1954, and then closed in 1961. The current signage implies that it has been NCC since 1934, but it didn’t become the NCC until 1981.  If we want to maintain the historic significance of the building, the wooden sign is misleading.  Miguel asked if there were any requirements to maintain the building’s status as an historical structure.  Jim suggested that, in line with Karen’s comments, the language “Est 1934” should really be changed to “Built 1934”.  The Nichols Community Center was not really named as such until much later.  He believes the plaque may have been placed in 1973 when the original FICRA was established, but could have been added as late as 1996, when FICRA actually acquired the building.  There is also a metal sign that appears on the left side of the walkway leading to the building that provides additional historical background, and there are copies of the national and County Historical Society accreditations.  The consensus is that the plaque reflect the build date.

Treasurer’s Report: Hal Goodell

Hal reviewed the financial reports as of July 31.  He noted that they reflect very little of the results from the recent mailing. The following information was provided:

FICRA Checking: Jun 1: $ 13,988.67 Jun 30: Cleared Balance: $ 13,988.67

FICRA Money Market: Jun 1: $ 31,002.73 Jun 30: Cleared Balance: $ 31,002.73

FICRA PayPal: Jun 1: $ 23.97 Jun 30: Balance: $ 23.97

Trust Checking account: Jun 1 Balance: $ 20,585.21, Jun 30 Balance: $ 20,585.21

Trust Capital Checking: Jun 1 Balance: $ 3,925.45, Jun 30 Balance: $ 3,925.45

Trust Reserve Checking: Jun 1 Balance: $ 1,541.00, Jun 30 Balance: $ 1,541.00

Trust Money Market:  Jun 1 Balance: $ 185,080.86, Jun 30 Balance: $ 185,080.86

Trust Savings: Jun 1 Balance: $ 268.01, Jun 30 Balance $ 268.01

Trust PayPal: Jun 1 Balance: $ 72.53, Jun 30 Balance $ 72.53

Hal noted that FICRA expenses included the payment for Directors/Officers insurance.  We are starting to receive dues and donations in PayPal.  The Trust financials have been reorganized to show the Money Market on the same sheet as Reserve and Capital checking.  Major Trust expenditures included building insurance and Directors/Officers insurance.  There have been some CP, NCC and Nature Center donations to the Trust via PayPal.  The bank has a single account for Money Market; however, Hal has provided details for Trust Checking, Capital and Reserve that are tracked in QuickBooks.  Funds will be moved from Money Market to Capital Checking when required for Capital and Reserve projects.  The detail accounts can be reconciled with the bank account total, but will not be reflected in the P&L.  Jim noted that the Finance Committee has met and continues to work on providing a clear picture for the financials.

Status of FICRA/Trust/NCC Events:  Miguel noted that there has not been much progress regarding COVID‑19, making it difficult to plan events.  He requested feedback on how we should handle regularly planned events for the rest of the year, including Halloween and the Tree Lighting.  Santa Claus has already cancelled for the Tree Lighting, so we would need to find a replacement if we move forward with this event.  In response to Miguel’s request for input, Howard suggested that we consider drive‑by and virtual events in lieu of events that would involve large groups and/or physical contact for the foreseeable future.  Jim noted that the events are important to the island and agreed that we should look at alternatives (such a chorus singing on the NCC front lawn with drive‑by).  Naomi agreed that a drive‑in or drive‑by event might be worth pursuing, but singing might be problematic as an activity.  Jim suggested that we might be able to use the back field for a “drive‑it theatre” type of event with appropriate distancing using a stage at the back of the NCC.  Hal noted that December could be pretty wet.  While the performance stage could be sheltered, getting sound out to cars is problematic (how do you deliver the performance?).  Joan Broughton asked if it would be possible to use one of the churches paved lots.  Hal suggest FICRA could sponsor a FICRA island drive‑by decoration with recorded music.  Miguel likes the idea of a drive‑by parade and thinks it would get participation.  We could give prizes for the best decorations.  At a minimum, we can still decorate the NCC for Halloween and Christmas.  Miguel can reach out to those that have participated in the past for ideas and can put together some logistics.  Naomi commented that if this is the FICRA Halloween event, holding the event at the NCC keeps the focus on FICRA.  If we could do a drive‑through around the field, would it ruin it.  Jim thinks it may be possible but is worried about a lot of cars.  He agrees with Naomi’s point about FICRA keeping a leadership role on this.  Candy suggested a scarecrow contest, eliminating the candy issue.  People could view the entries online or by walking by and then vote for a favorite.  Karen noted that PenMet does something similar, so it wouldn’t be unique to Fox Island.  Miguel will put some ideas together and send out Email for follow-up.

Membership & Donations: 

Hal stated that we sent out an all‑island mailer on the 1st of August, which is important for membership renewals.  We had about 20-30 people renew prior to the flyer; we now have about 210.   He is seeing new members and renewals from people who have not renewed for several years.  Hal shared a chart for Citizens’ Patrol donations showing the recent increase in donations.  Most donations are smaller donations, with a few in the $300-500 range.  The $9,000 total to date is comparable to last year.  Donations came in earlier last year, probably due to the July CP flyer and August FICRA Flash.  If we can reach out to encourage more renewals, CP donations should also increase.  Jim stated that, without the Fair, we need some other vehicle to put the funding need out there (Facebook, mailers, etc.).  Howard commented that, if CP donations appear to be tied to renewals, it makes sense to reach out to those that haven’t renewed yet through a personal signed letter via first class mail, which should not be too expensive for a limited number.  Hal noted that our mailing cost is around $0.17/piece.  Miguel agreed that the return should be huge and we should go ahead if it could increase renewals. 

Karen asked how we differentiate between the impact from social media vs. a mailer and suggested that social media could have a larger impact that we realize.  Hal indicated that the paper form they return indicates the source for the mailer, while social media is reflected by time frame.  Candy said she has another Email Flash ready to go, but needs some questions answered before it goes out.  We can also do individual mailers and continue to post on Facebook, talking about how much their donations mean.  She recommends another eFlash and continued Facebook postings. 

Hal suggested we resurrect the “I’m a Member, Are You” graphic from the Fair a few years back.  Howard asked if we are sending a personal letter to larger donors (with a personal handwritten note), which is a common practice with other organizations.  Jim expressed concerns that we not dilute/preempt our fundraising for major donors that typically contribute for our annual fundraiser (Party with a Purpose), since we will need to do something in lieuof the physical event next year.   Hal reminded us that we have already talked about holding the annual fundraiser in a different month, perhaps June or July.  Miguel reiterated what Candy and Karen spoke about, noting that our page views, likes and followers are growing, and if we continue to post we should see better returns.  Hal volunteered to put together membership renewal information for the last 3 years. 

Candy suggested we put videos about our CP people on social media.  Jim thinks this is an interesting thought, and wants to discuss it at an upcoming meeting with them to discuss their charter.  They understand that some expenditure cuts may be needed – the vast majority of their costs are for the Sheriff’s Deputy after hours.  CP used to be quite active in fundraising (Garage Sale, Fair, etc.), but this seems to be waning.  Howard noted that the video topic had been broached before.  He believes these short personal story videos will create the most interest, helping people feel connected and inclined to tell others about it.  Jim noted that many of them don’t want to be identified in the interest of personal privacy, but there may be some interested.  Miguel thinks we could use the Emergency Planning or other groups who meet at the NCC as well.  People on social media engage with every day, non‑scripted normal interactions.  It could even be brief unplanned video of board members, following the 28 second rule.  We will continue to have ongoing Membership & Donations discussions.  Miguel is willing to do the videos, and can get together with Candy and Karen on this.  Candy is in agreement.  Jim suggested we could include a quick message/picture recognizing the people that helped with the NCC painting.  Karen agrees with getting items out on the NCC and the Nature Center, but it doesn’t all have to be in one communication.  Howard suggested that, unless we are paying a large mailing cost for a publication, it makes more sense to be topic‑specific on electronic/social media communications, keeping the items brief and focused, perhaps once per week and single topic.  There appears to be consensus for this approach.

Howard also suggested that board members feel free to respond with brief factual information when we see something directed to FICRA or the Trust on the FoxIslandNews Facebook page.  He is talking about posts where they specifically call us out.  Miguel doesn’t generally comment on Facebook for personal reasons, but thinks there are time we do need to step in.  He recently responded about the ATVs at the NCC and wanted us to let him know if it was inappropriate.

T-Shirts:  Miguel talked about the T‑Shirts/Logo wear for this year.  He will get Gina to send up some picture so we can start posting about them.  He is suggesting we coordinate a weekly opportunity to pick up merchandise at the NCC (i.e. Saturday from 12‑2); are weekends better for this.  Jim is willing to help.  Candy asked if we would be doing payments through PayPal and an online order form.  Howard said an online order form can be done; Hal suggested we incorporate PayPal costs into our pricing.  We need to have a list of items with descriptions, sizes, prices, inventories and pictures to move forward on this.  Joan asked if there was a date when merchandise would be available.  Miguel hopes to hear from Gina on this soon.

FICRA 2020 Directory:  

Howard stated that we need to undertake an effort to update (clean up) the data before we can publish a directory.  The fastest way to update the data is to get the list into the hands of many folks, have them contribute information, and coordinate the updates.  We also did an online update form (update your info or tell us about someone that you know has moved) last year that could be publicized via social media.   Judy Hackett Wilson assisted with advertising (needed to offset the costs of publishing a printed directory) last year, and we understand she has agreed to help this year.  Hal said that Judy has given him some input – she has checks from several people.  Hal asked if we are charging FIYC and other contributing island organizations for their ads.  Howard noted that the advertising revenue was only to offset print costs (which was $868 for 350 directories last year) and was not considered a fundraiser.  There were about 20 full ($50) & half ($25) page ads last year with about $400 total in revenue.   We have looked at an online directory instead of printed, but we are not sure how this affects ads.  A major concern for an online directory is someone using it to harvest name/information, without controlled access.  Hal believes there is some marketing value to a printed directory and Jim has talked about having the directory hand delivered by Neighborhood Captains in EP.  If we hand deliver, we should be able to give every paid FICRA member a directory.  The FIYC, Chapel and Museum all contribute to sponsored FICRA events and we jointly support each other.  We also provide a free page for PenLight to recognize their contributions.  Jim thinks we should waive ad costs to them, but continue to charge others.  Howard agreed that, if they have not already given us a check for an ad this year, we should waive the fee. 

Joan asked if Judy is looking for additional advertisers this year and suggested we advertise to try and capture more ads from island owned businesses.  If anyone has contacts for local business owners, they should reach out to Judy.  Miguel asked if there was any conflict of interest if he advertises his business – the overwhelming opinion is NO CONFLICT!  The consensus is that we reach out via Facebook or eFlash to reach more advertisers.

At this time, there is no hard deadline to publish the directory this year.  Hal would like to see it out by the end of September.  Candy would like the contact information for someone who wants to advertise in the directory.  There is consensus that Block Coordinators would be the best method for getting directories out, but based on feedback from Joan, some folks may be uncomfortable with this.  Howard will try to put together a schedule for the directory when he has time.

FICRA Publicity Committee: Miguel will be getting together with Candy and Karen to put together a plan and schedule for releasing information (eMails, social media, mailers, etc.).  Jim asked if their team was sending out drafts for review by everyone.  The consensus is that materials only need to be reviewed by the specific person responsible for the item (liaisons) in order to expedite publication/release.  To summarize, our goal is to have more single topic information released with greater frequency.

New Business:  Karen asked if the intent of repainting the NCC was to have the front door restored to its original color.  The original door was probably the same color as the trim, which may have been natural wood.  Howard noted that the red door makes the NCC highly noticeable, and Miguel pointed out in an eMail that red signifies a welcoming and safe place.  Howard has no strong feelings on the color.  Hal remembers it as red as long as he has seen it.  Jim stated that, with the building color as it is, there is flexibility.  It may be best to see what happens when the windows are done to decide on this.  Candy also inquired if there were enough cameras on the outside of the NCC and mentioned the stolen book box.  Jim indicated this was one of his projects and (together with George Metzger, Doug Nelson and Howard) is looking at options.

Meeting Adjournment:  The meeting adjourned at 8:18pm.

Next Meetings: The next FICRA and FICRA Trust Board Meetings are scheduled for Thursday, September 10, 2020 at 6:30pm via video/teleconference.  The meeting notice and instructions for receiving the Zoom meeting invitation are posted on the website event calendar.

Respectfully submitted by Howard Stapleton for Gina Olson, Secretary

Posted in FICRA, FICRA Board Meeting Minutes, FICRA Board Meetings, FICRA Building Trust, FICRA Building Trust Board Meeting Minutes, FICRA Building Trust Board Meetings, Treasurer's Report | Comments Off on FICRA & FICRA BUILDING TRUST BOARDS MEETING MINUTES 8-20-2020

JOINT MEETING OF FICRA & THE FICRA BUILDING TRUST BOARDS AGENDA 8-20-2020

JOINT MEETING OF FICRA & THE FICRA BUILDING TRUST BOARDS
MEETING AGENDA
Thursday, August 20, 2020, 6:30PM

2020-2021 FICRA Board 2020-2021 FICRA Trust Board
Miguel Martinez President Howard Stapleton President
Pia Beetham Vice President Naomi Grant Vice President
Candy Wawro Secretary Gina Olson Secretary
Hal Goodell Treasurer Hal Goodell Treasurer
Howard Stapleton Past President Karen Kretschmer Director
(Vacant) Director    
(Vacant) Director    
       

NOTE: This meeting will be held via video/teleconference.  You will need to have a computer or smartphone capable of running Zoom to participate.  We will send out links and passwords to meeting attendees the afternoon of 8/20; if you want to participate, send a request to info@ficra.org.

The agenda for this meeting has been limited to pending items requiring Board review/approval and essential topics that need to be discussed at this time.  Some agenda items are postponed until we are able to meet in a manner better suited for public feedback and interaction.  Standing committees will continue to meet as required and will report to their respective Boards as appropriate.

  1. Call to order and approval of absences
  2. Approval of July 9, 2020 Minutes (Available for download) for the Meeting of FICRA & the FICRA Building Trust Boards
  3. Treasurer’s Report – Hal Goodell
  4. NCC Maintenance & Facility Improvements (Summary) – Jim Braden
  5. NCC Plaque/Signage
  6. Status of FICRA/Trust/NCC Events
  7. Membership & Donations
  8. FICRA 2020 Directory – Jim Braden/Howard Stapleton/Hal Goodell
  9. FICRA Publicity Committee Report (manages communication with the public) – Miguel Martinez
  10. Meeting Adjournment (The next regularly scheduled meeting for the FICRA and FICRA Building Trust Boards is Thursday, September 10, 2020 at 6:30PM via video/teleconference.)

Per Washington RCW 24.03.120, except as may be otherwise restricted by the articles of incorporation or bylaws, members of the board of directors or any committee designated by the board of directors may participate in a meeting of such board or committee by means of a conference telephone or similar communications equipment by means of which all persons participating in the meeting can hear each other at the same time and participation by such means shall constitute presence in person at a meeting.

Posted in FICRA, FICRA Board Meeting Agenda, FICRA Board Meetings, FICRA Building Trust, FICRA Building Trust Board Meeting Agenda, FICRA Building Trust Board Meetings | Comments Off on JOINT MEETING OF FICRA & THE FICRA BUILDING TRUST BOARDS AGENDA 8-20-2020