FICRA TRUST BOARD MINUTES 2-13-2020

FICRA BUILDING TRUST BOARD MEETING MINUTES

Thursday, February 13, 2020

Board Attendees:  Howard Stapleton, President; Naomi Grant, Vice-President; Gina Olson, Secretary; Hal Goodell, Treasurer; Jim Braden, Director.

Meeting called to order at:  8:09 PM.  Howard thanks those in attendance and requests that all volunteers sign in to properly document volunteer hours.

Minutes from the January, 2020 Trust Board Meeting were approved.

President’s Report:  No report.

Treasurer’s Report: Hal Goodell

Trust Checking account: Jan 1 Balance: $ 119,934.67, Jan 31 Balance: $ 158,594.28

Trust Capital Checking: Jan 1 Balance: $ 4,083.69, Jan 31 Balance: $ 4,083.69

Trust Reserve Checking: Jan 1 Balance: $ 1,541.00, Jan 31 Balance: $ 1,541.00

Trust Money Market:  Jan 1 Balance: $ 40,584.28, Jan 31 Balance: $ 40,610.13

Trust Savings: Jan 1 Balance: $ 208.01, Jan 31 Balance $ 208.02

Trust PayPal: Jan 1 Balance: $ 2,730.81, Jan 31 Balance $ 3,703.46

Hal reported that the increase in Trust Checking was due to the PWP fundraiser which grossed $51,000, and netted approximately $36,000, roughly $5.000 more than 2019. The balance of the checking is large as Hal continues to work on setting up a money market account.  After discussions with our QuickBooks support consultant, Hal believes it will be preferable not to set up an additional customer account for Trust Capital Expenditures, but to instead manage the Trust Capital Money Market funds within the QuickBooks accounts.  Howard noted that this is different from the course of action approved at the last Board meeting and suggested that we document this in the Minutes for this meeting.  Accordingly, the current plan is to maintain a single Money Market account at our financial institution, set up an additional account in QuickBooks, and distribute the funds (and earnings) in our QuickBooks records.  The end result is that there will be a transfer of funds within QuickBooks that will appear in our financial report, but no additional account at the bank.  A Board motion was made to this effect, seconded and unanimously approved.

Standing Committee Reports:

  • Nature Center:  Ed Burrough, excused.  Jim confirmed that the budget item for next year is $400 to continue renovations.
  • Finance Committee:  A meeting will occur this weekend and an update provided at the next Board Meeting.
  • Audit Committee:  Tony Moore reported that Hal is giving them documents as needed, data will be requested from the bank, and that signatures will be required to authorize this. They are getting a jump start on the audit for 2019.
  • Emergency Preparedness (EP), Citizens’ Patrol (CP), and the radio club (FIARC):  Abby Schofield helped Pierce County offer a Stop the Bleed Class to train participants to handle a bleeding emergency on Saturday, February 8th.   Six individuals attended the event, which was very well received.  It would be desirable to continue to offer similar classes, with more residents able to attend.  The Board thanks the Fox Island Alliance church for providing the space for the event and Pierce County volunteers for their time.  More marketing may be helpful in future, potentially partnering with organizations such as Fox Island Yacht Club (FIYC).  Additional classes available via the Community Emergency Response Team (CERT), Pierce County Department of Emergency Management (DEM), and other organizations.  In addition, Abby completed the training for Public Information Officer and AP Templet completed CERT Training.  The team is continuing to expand Neighborhood Coordinator numbers, and establishing a backup person for each neighborhood.  Bill Mitchell has been a terrific addition to the Citizens’ Patrol team.  Hal reports everything is going well with FIARC. A new repeater tower is being placed at a FIMWA site.  Hal and Jim noted that both CP and FIARC are committees under the Trust and welcome to participate in Emergency Planning, but this is on an individual volunteer basis and not mandatory. Citizens’ Patrol send a $100 check to the fund established on behalf of the family of slain Pierce County Deputy Cooper Dyson.  The Trust Board has agreed to reimburse this amount to CP and provide an additional $100 donation directly from the Building Trust.  
  • Building & Grounds Committee:  Jim has been collecting a great deal of information related to the various types of rental requests that will be helpful in developing policies and guidelines for NCC use.  There are many different rental scenarios and Jim is working hard to keep things equitable.  There is a need for a second basement exit.  Jim has cleaned up the area to make use of an existing exit and stairway and is currently investigating a hatch type lid/door.  The Boy Scouts were featured in the newspaper via an article by Hugh McMillian.  Spring cleanup is not scheduled yet, but Jim is hoping that the field will benefit from this mild wet winter and that the grass grows in better.  Window replacement plans are advancing.

Unfinished Business:  Naomi reports that this year PWP team was comprised of 50-70% new people.  Hal’s assistance with collection of donations was seamless. The planning assistance from Lisa and Howard was greatly appreciated. The Auctioneer made many suggestions which they took to heart. The Silent Auction was changed with many new items. There were 2 trips, and it was then won by 4 persons.  There were many positive responses, and there were more upfront costs, but the fundraiser was very successful. Howard noted that new volunteers typically want to try their own ideas, and wants to encourage this.  Naomi thinks that the majority of committee members had a good experience. The band was great!  The mixed drinks went well with the theme, which was also very well received.  Nelson Jay was very effective as auctioneer and his suggestions were successful.

New Business:  Howard distributed discussion documents for the 2020 budget and briefly discussed them.  A meeting is planned for Saturday to go through the proposed budget in detail.

There was a Board motion to approve certain reimbursements made on behalf of Citizens’ Patrol and make an additional donation from the Trust of $100 to the fund established on behalf of the family of slain Pierce County Deputy Cooper Dyson.  The motion was unanimously approved.

The meeting adjourned at 9:28pm.  The next meeting is scheduled for March 12, 2020.

Respectfully submitted by Gina Olson, Secretary.

Posted in FICRA Building Trust, FICRA Building Trust Board Meeting Minutes, FICRA Building Trust Board Meetings | Comments Off on FICRA TRUST BOARD MINUTES 2-13-2020

FICRA BOARD MEETING MINUTES 2-13-20

Board Attendees: Naomi Grant, Kyle Larsen, Miguel Martinez, Howard Stapleton and Hal Goodell in attendance; Pia Beetham and Rob Moore excused.

Meeting Called to order at 7:06 pm

Minutes from the Jan 2020 Meeting are approved.

Public Comments: Joan B, Tony M, Jim B and Karen K in attendance.

Miguel thanks everyone (4 guests) for attending this evening.

President’s Report: Miguel would like to see additional nominees present next month, so that we are prepared for next board election. Kyle and Naomi will be stepping down, therefore there will be two openings, and 1 candidate potentially a new island resident, Candy. Jim suggests this be publicized to increase potential for more candidates

Miguel would like to get a stage set up for outside events. Additional suggestions made for a portable stage or requesting permission to use the FIYC stage. He would like to get WIFI established at the NCC. He would like to also consider hiring an outside event planner for some of the FI activities going forward. More discussion will be made later this week and will consult with the Building Committee.

Treasurer’s Report: Hal Goodell

BANK BALANCES: Hal reports

Checking: Jan 1: $12,653.51 Jan 31: Cleared Balance: $13,563.69

Money Market: Jan 1: $30,916.62 Jan 31: Cleared Balance: $30,936.31

Pay Pal: Jan 1: $923.64 Jan 31: Balance: $215.73

Membership is 362. 

Unfinished Business: Last week, we formed a new committee called the Communications committee. It was determined that a change is needed to the publications; monthly Flash and Quarterly FICRA News publication. Rather than a 1st of the month publication, it will be a publication based on need with flexible dates, of all the activities or events to be a spotlighted, or in a News Flash/Bulletin. Topics will be discussed at each board meeting and committees are provided opportunity to present their articles at that time. Karen, Jim, Candy Wawro, Cheryl Nelson and Miguel will be working together. Janet Steiner has offered 1/2 page of community news (Feb 20th for April publication) for all FI organizations.

Committee Reports:  

Social Activities: Miguel reports that the Magical Strings Celtic Concert to be at the NCC again on March 8th at 3 pm. Cost is $400 or 70% of door whichever is greater, free to members, $10 to non-members. Easter Egg Hunt on April 11th. A person to coordinate this is needed.

Membership: Naomi reports that in percentages (25%), of 1500 active households, we have 362 members is looking good.

Senior Activities: Miguel reports that Ray Kittleberger reports they are monitoring the new sports complex, to be completed in 2022, and not certain that there will be a senior center there. They are looking at a vehicle to manage transportation. They are looking for 2 display racks for putting up a display of information. Specific dimensions 36” x 18”, Howard suggests that they ask the group that meets for Men’s Coffee

New Business: Proposed Budget, Miguel would like the board to meet this Saturday 2 pm to discuss any adjustments to be made on the proposed budget for 2020.

Meeting Adjourned at 8:07 pm

Next Meeting is Mar 12, 2020

Respectfully submitted (by Gina Olson) for Secretary Naomi Grant

Posted in FICRA Board Meeting Minutes, FICRA Board Meetings | Comments Off on FICRA BOARD MEETING MINUTES 2-13-20

FICRA TRUST BOARD MEETING AGENDA 02-13-2020

FICRA BUILDING TRUST BOARD MEETING AGENDA
Thursday, February 13, 2020, 8:00PM
Nichols Community Center, Fox Island, Washington

2019-2020 FICRA Trust Board
Howard Stapleton President
Naomi Grant Vice President
Gina Olson Secretary
Hal Goodell Treasurer
Jim Braden Director
  1. Call to order and approval of absences
  2. Recognitions – sign in, volunteer hours
  3. Approval of January 9, 2020 Meeting Minutes
  4. President’s Report
  5. Treasurer’s Report
  6. Standing Committee Reports
    1. Nature Center
    2. Finance
    3. Audit
    4. Emergency Preparedness, Citizens’ Patrol, & FIARC
    5. Building & Grounds
  7. Unfinished Business
    1. PWP 2020 Report (Naomi & Hal)
  8. New Business
    1. 2020 Proposed Budget
  9. Meeting Adjournment (Next meeting is currently scheduled for Thursday, March 12, 2020)
Posted in FICRA Building Trust, FICRA Building Trust Board Meeting Agenda, FICRA Building Trust Board Meetings | Comments Off on FICRA TRUST BOARD MEETING AGENDA 02-13-2020

FICRA TRUST BOARD MINUTES 1-9-2020

FICRA BUILDING TRUST BOARD MEETING MINUTES

Thursday, January 9, 2020

Board Attendees:  Howard Stapleton, President; Naomi Grant, Vice-President; Gina Olson, Secretary; Hal Goodell, Treasurer; Jim Braden, Director.

Meeting called to order at:  8:13 PM.  Howard requests that all volunteers sign in to properly document volunteer hours.

Minutes from the October, 2019 Trust Board Meeting were approved.

President’s Report:  Howard noted that we received a rental payment for yoga classes at the NCC in December but he was not able to speak to Sara Christ in person to confirm the final arrangements.  We continue to see requests to utilize the NCC that are not easily accommodated using our standard rental process.  He would like to pursue some of these uses on a trial basis (up to 1 year) and then have additional facilities use discussions incorporating this information.

Treasurer’s Report: Hal Goodell

Trust Checking account: Dec 1 Balance: $ 121,890.58, Dec 31 Balance: $ 119,934.67

Trust Capital Checking: Dec 1 Balance: $ 4,083.69, Dec 31 Balance: $ 4,083.69

Trust Reserve Checking: Dec 1 Balance: $ 1,541.00, Dec 31 Balance: $ 1,541.00

Trust Money Market:  Dec 1 Balance: $ 33,812.60, Dec 31 Balance: $ 40,584.28

Trust Savings: Dec 1 Balance: $ 208.20, Dec 31 Balance $ 208.21

Trust PayPal: Dec 1 Balance: $ 3,560.88, Dec 31 Balance $ 2,730.81

Hal reported that we are not able to have a separate Money Market account for Trust Capital funds without creating a new account for Trust Capital.  He feels it would be beneficial to create a separate Trust Capital Account to provide clear documentation when funds are moved.  Hal also reported that PayPal has changed their policy and will no longer refund fees (2.9%) when transactions are refunded (when rental deposits are being returned).  For this reason, we will request that deposits be paid by check.  Howard notes that our current PayPal account was not set up as a non-profit, resulting in higher transaction fees (2.9% vs. 2.2%).  Howard would like to change the current account or set up a new account in order to get the lower rate.  Since the account was originally established by Mimi Miller, Hal will need to contact Mimi.  Hal will also check to see if Square has a better rate for nonprofits.

Hal reports that most expenditures are tracking to budget, but revenue is actually about $21,000 higher due to donations.  Jim noted there have been some major donations that we rely on and we need to understand how these should be approached in the future.  Jim also commented on the total account balance and stressed the urgency that funds be moved to the correct accounts to reflect the projects they are intended for, such as replacing the windows, and repainting the building (which also requires removal of leaded paint).  Jim wants to be sure that funds donated are made clear in documentation for their purpose.

Jim Braden followed up on Hal’s recommendation for a separate Trust Capital Account, making a motion that the FICRA Building Trust establish a separate customer account for Capital with a series of accounts for Checking and Money Market.  The motion was seconded by Hal Goodell and unanimously approved by the Board.

Standing Committee Reports:

  • Nature Center:  Ed Burrough, excused.  Jim reported that the budget item for next year is $400 for new trees and trail improvement.
  • Finance Committee:  Will provide an update at the next meeting.
  • Audit Committee:  No report.
  • Emergency Preparedness (EP), Citizens’ Patrol (CP), and the radio club (FIARC):  Jim reports Peggy Lovellford, who has been a fantastic contact and advocate for FICRA at Pierce County Emergency Management, had a retirement party on Jan 6th.  Gina reported that the Medical Team had a good meeting with 16 persons attending on Jan 2nd.  Future drills/exercises are in the planning stage. 
  • Building & Grounds Committee:  Jim reports that projects on the capital list are underway.  The January PWP will be focusing fundraising efforts on replacing windows, cleaning up and repainting the exterior, and additional building needs as possible.  If the Cheney Foundation fails to provide the Grant we are hoping for, we will be $63,000 short.  Jim reports that the rental coordinator recently left and Jim is currently filling in for this position.

Unfinished Business:  Howard wants to have another discussion regarding the NCC rental structure and future use after we collect additional information.  He proposes that we develop rates for single room rental and options to reduce rental periods from 4 to 2 hours.  We have also had a request for revenue sharing, rather than a fixed rental fee.  Howard reiterated that proposed uses need to be consistent with our mission and treat all FICRA members/persons interested in an equitable manner.  He proposes establishing trial arrangements (up to 1 year) to evaluate new rental structures.

New Business:  Naomi reports that volunteers are needed for PWP. There are 10 live auction items and many silent auction items.  Donation commitments have also been received from several private parties.  The people who are participating in organizing the event this year are new to the island.  Nelson Jay is the auctioneer, and has suggested some new events for this year.

It has become apparent that Wifi is needed at the NCC.  Howard has agreed to obtain costs from CenturyLink and Xfinity/Comcast and come back to the Board with options in March.

The meeting adjourned at 9:28pm.  The next meeting is scheduled for February 13, 2020.

Respectfully submitted by Gina Olson, Secretary.

Posted in FICRA Building Trust, FICRA Building Trust Board Meeting Minutes, FICRA Building Trust Board Meetings | Comments Off on FICRA TRUST BOARD MINUTES 1-9-2020

FICRA BOARD MEETING MINUTES JANUARY 9,2019

FICRA BOARD MEETING MINUTES

Jan 9, 2020

Board Attendees: Hal Goodell, Naomi Grant, Kyle Larsen, Howard Stapleton, Miguel Martinez, Pia Beetham and Rob Moore in attendance.

Meeting Called to order at 7:02 pm

Minutes from the Nov 2019 Meeting are approved. Dec 2019 meeting was cancelled.

Public Comments: John Reece would like to see public speakers come to the FICRA Meetings. He suggests a water commissioner speak about recent changes.

Miguel thanks everyone (5 guests) for attending this evening.

President’s Report: Miguel reports there are plans to have guest speakers to attend/present at 6:30 pm before FICRA Meetings in the future. He is looking for suggestions. 

  • Water Commissioners
  • Art Jarvis – PSD schools
  • GHFD
  • Pierce County Health Dept – Flu season
  • PenMet Parks – Facilities
  • PC Sheriffs Dept – theft reports, traffic etc.

Treasurer’s Report: Hal Goodell

BANK BALANCES: Hal reports

Checking: Dec 1: $17,368.11 Dec 31: Cleared Balance: $12,653.51

Money Market: Dec 1: $30,896.94 Dec 31: Cleared Balance: $30,916.62

Pay Pal: Dec 1: $875.70 Dec 31: Balance: $923.64

End of year net Income for 2019 is $4.000, actual was ($1690). Hal explains this is from dues and donations.

Unfinished Business: We are looking for a person (or people) to replace Lisa Stapleton as manager of communications/publicity, i.e. Facebook, and FICRA Flash (20 hrs/month total). If anyone is interested, contact Howard or Miguel. Miguel feels we need a survey to discover which way members read about FICRA events.

A representative from the museum suggests a joint survey of FI residents. Bridge sign is difficult to read, but FI Museum is much easier to read when driving. Pia to help with a survey effort.

Committee Reports:  Christmas Tree Lighting went very well. The numbers system worked out well for those waiting to have Santa photos. Many families left after photos. Fireside was not as well received by families with small children. Kyle suggests adding crafts or project for young children. Rob proposes a “theme” for next year to be “Candy Canes”, and he has more LED lights for next year, and he will also be putting them on timers. Thank you to the Bradens and Moores for their efforts in decorations this year.

Social Activities: Party with a Purpose (PWP) is being planned. Miguel would like to know what help the FICRA Trust needs from FICRA. Naomi reports that volunteers are needed. She has a generic list currently. Howard also suggests that it is better for everyone to sign up early. Miguel would like to see a comment on social media 3 days/week to help promote the PWP. Most social media users are on between 7 pm and 9 pm. Kyle will schedule posts prescheduled, with assistance of Miguel with photos.

Membership: Naomi reports no updates currently. Hal reports membership is up to 345. He feels we should send out another renewal letter soon. Miguel asks if members would be willing to canvas FI. Willingness, but to be further considered in summer.

Senior Activities: Ray excused

New Business: What information do we want distributed in the next 12 months. The media publicity person needs to better plan the next mailings. Paper 3 times/year, March, November and August. Emails on 1st of every month.

Miguel to contact prospective people to be speakers at each meeting this year.

Jim reports that the budget from 2020 needs to be reviewed and put it together.

Another idea to publish in newsletter is that the fire dept is making red house number signs to be posted on the road, cost $12, improves ease of locating your home in the event of an emergency. 

Meeting Adjourned at 8:03 pm

Next Meeting is Feb 13, 2020

Respectfully submitted (by Gina Olson) for Secretary Naomi Grant

Posted in FICRA Board Meeting Minutes, FICRA Board Meetings | Comments Off on FICRA BOARD MEETING MINUTES JANUARY 9,2019