FICRA TRUST BOARD MINUTES 6-14-2018

FICRA BUILDING TRUST

BOARD OF DIRECTORS MEETING MINUTES

June 14, 2018

 

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

Meeting opened by Jim Braden at 8:06 PM immediately after the FICRA Meeting conclusion.

 

Minutes:  The May, 2017 meeting minutes proposed to accept by Kittleberger and seconded by Moore, then unanimously approved.

 

President’s report:

Jim has been working, as given permission, to increase insurance to include contents of NCC, not just the building.  To also include contents, this would cost $2.00 more on premium and there would be a $500 deductible.   The scouts have a large amount of equipment, which technically belongs to the sponsoring organization.  The insurance will cover any loss of the scout equipment that the Scouts have paid to acquire.  There is needed a policy or expectation to maintain equipment and in regards to potential damage. Jim will write this for Board review.

The honorary position of Grand Marshal for this year’s fair has not been chosen yet. We will be accepting suggestions and making choice soon.

Soccer posts to be repaired by Greg Christ and Dave Harrington.  Corn Hole was built by Dave Federighi and Howard Stapleton.  Parking for June 24th will include a shuttle from a better parking location – Alliance Church.

 

Consent Calendar Items: None

 

Treasurers Report: Hal Goodell

Trust Checking account:

May 1 Balance: $64,178.38 May 31 End Balance: $75,577.58

Trust Capital Checking:

May 1 Balance: $8,325.12 May 31 End Balance: $8325.12

Trust Reserve Checking: 

May 1 Balance: $27,230.17 May 31 End Balance: $27,230.17

Trust Money Market:

May 1 Balance: $1,641.24   May 31 End Balance: $1,641.51

Trust Savings: 

May 1 Balance: $100.93 May 31 End Balance $105.93

Trust PayPal: 

May1 Balance: $8,535.03 May 31 End Balance $3,030.01

 

A Large portion of the Checking income was from the May Plant Sale, which has been moved down by 2/3 now, as each organization made about $2400.  Further examination needs to be made on the Plant Sale income as noted on the P&L.  One problem from the plant sale, a $75 tree died after sale, so Hal is going to reimburse him with a check from FICRA Trust, then recoup 1/3 from S&S, and 1/3 from the Garden Club.  The Paypal balance is up from security deposits, rental deposits, etc. The money stays in there until rental event is completed.

 

Committee Reports: 

Finance Committee: No report. Jim reports that they need to meet soon.  Discussion will include better interest on savings.

Citizen Patrol (CP): Ray Kittelberger reports the Deputy Wilder has been focusing on the boat launch in addition to his regular patrol.  He has been “encouraging” any underage persons to no longer congregate at that location.  He is keeping an eye on the Museum for suspicious activity in parking lot. He has been invited to the Summer Solstice.  CP is at a loss of $2500 year to date, which is typical for this time of year.  The Trust covers the expenses as parent organization to CP.  There is a $370 unbudgeted expense, therefore Tony proposes motion that it be allowed for CP to have $370 for the purchase of an unbudgeted purchase for small lights to be handed out at the June Summer Solstice party.  This was unanimously approved by board.  CP will be hosting a Hot Dog stand at the Summer Solstice, location to be determined. Second, they will attempt to support the Garage Sale, but need to contact Howard regarding more tech/electronic management and advertising.

Emergency Planning: Ray reports EP will have a booth at Summer Solstice.  Packets will be available for Block Capt. New Maps have been made (free of charge by county) showing 5 routes that CP will cover. Each map shows 5 sections, routes of CP patrol, and Ray adds that the maps are very large and nicely made.  Thanks to the county for supporting our EP efforts! Next Drill will be later in the year.

Building Committee: Jim reports electrical in the garage is near completion, and the Boy Scout storage area is now complete.  Once electrical in garage is complete, the rent will increase to about $200/ month (will do an comparison with rental space in the area).  Jim is still working on painting bids.  Only one so far, which is $35000 due to existing lead paint.  Jim has purchased 400 feet of hose to assist in watering the Sports Field, including the newly seeded surface.  The mission is to keep it green through the Summer Solstice event, then allow the grass to go dry naturally thereafter. The field is usually used for added parking during the Fair.  The shuttle for the Summer Solstice was only 12 passenger, and cost $450 for 4 hrs.  The plan is for “no parking” signs on one side of 9th Ave and Gway Drive for safety.  Tony reminds people that in the past cars have gotten stuck during rainy weather due to back field becoming very muddy.

Nature Center: Ed Burrough in attendance. Jim takes a moment to thank Ed for his participation and loyalty to, not just the Nature Center, but also his participation in the Men’s Coffee. Ed reports that the Nature Center had a successful “Holly blitz” last Saturday workday, which is an ongoing effort.  Four sophomores from the HS Key Club came to help too.  They were very nice and enthusiastic, which Ed and the others greatly appreciated.  All the holly debris is going to green recycle, and some of the wood is going to be used in boat building.  He reports the black berry removal along 9th continues. They have also removed weeds along 9th roadway, as they have asked the county not to do it.  Folks keep using the trails, and the picnic tables need a little maintenance. They will be placed on concrete pavers to prevent sinking into soil.

Audit Committee: Tony reports the Audit report completed for the year 2016.

 

Unfinished Business:  

Capital Projects development. Finance committee continues to work on this.

Letterhead for FICRA/Trust correspondence. A few new images are being considered.

WIFI may be needed in the NCC. Jim will be working with George and Howard. This may be a benefit to rentals as well as security. Hal notes it can increase rental revenues.  The Chapel advertises that they have Wifi.  Howard suggests that the equip might be only $1000, but Jim is concerned about $100/month for unlimited period of time vs value.

 

New Business:

1.FICRA Shirt Committee: Gina reports that things are progressing well on the 2018 Ficra Fair Shirts and she has obtained 2 bids. She proposes to use Branding Innovations again this year, due to both value, quality, and being a resident of FI.  Tony Moore makes a motion to accept this and it is seconded by Hal and unanimously approved.  The cost is within budget at $2040.00 and includes 282 items.   This year’s order contains Youth, Infant and Toddler items, Tee Shirts, Long Sleeved Tees, and Sweat shirts.  The design for this shirt comes from Carolyn Braden, and will be henceforth called Braden’s Peeking Fox.  Come early to get your clothing item before they sell out!

 

Next meeting is on July 12, 2017

 

Meeting Adjourned at 9:45 PM.

 

Respectfully Submitted by Gina Olson

FICRATrustMinutes6-14-2018Draft

 

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FICRA BOARD MEETING AGENDA 7-11-2018

FOX ISLAND COMMUNITY AND RECREATION ASSOCIATION
BOARD MEETING AGENDA (DRAFT)
Thursday, June 14, 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
  2. Approval of June 14, 2018 FICRA Board Meeting Minutes
  3. Public Comment
  4. President’s Report
  5. Treasurer’s Report
  6. Unfinished Business
    1. Online Membership Search
    2. 2018 FICRA Directory (Jim Braden & Howard Stapleton)
  7. Committee Reports
    1. Social Activities (Miguel Martinez & Chad Gottschalk)
    2. Membership (Naomi Grant)
  8. New Business
  9. Meeting Adjournment (Next Board meeting scheduled for Thursday, August 9, 2018 – Howard will be out of town)

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_Draft_2018-07-12

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FICRA BOARD MEETING MINUTES 6-14-2018

FICRA BOARD MEETING MINUTES

Thursday, June 14, 2018

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

The meeting was called to order at 7:03 pm by Howard Stapleton.

Minutes from the May 10, 2018 FICRA Board Meeting were approved with no changes.  Jim Braden recommended that both FICRA and the FICRA Trust should endeavor to send out draft minutes not long after the meeting dates so that members will have ample opportunity to read them.

Public Comment:  None

President’s Report:  Howard again thanked volunteers for the many hours spent planning and staffing events.  FICRA would not be able to offer activities without this support.

Treasurer’s Report: The financial and membership information for the month of May, 2018 were reported by Hal Goodell at the FICRA Building Trust Meeting preceding this meeting:

  • FICRA Checking Beginning balance  $18,606.36       Ending balance      $18,975.81
  • FICRA Money Market Beginning balance    18,671.78       Ending balance        18,675.74
  • FICRA PayPal Beginning balance         68       Ending balance                 0.00
  • Membership 366 for 2017-2018 as of 6/12/18, 138 from 2016-17 not renewed

Hal stated that quarterly balance sheet reports are now part of the Treasurer’s Report.  Howard asked if the membership revenue received to date was normal for this time of year.  Hal indicated that it was typical and that more revenue typically comes in the later part of the year.  Naomi asked how the reimbursement process works when volunteers incur expenses for events and if prior authorization is required.  Hal responded that approved budget items and expenses already discussed by the Board don’t typically require additional authorization.  The process is to complete a request form and submit it to the Treasurer.  Jim indicated he would send the form to Board Members.

Unfinished Business:

  • Transfer of Funds from FICRA Net Assets to 2018 Budget – The Board amended the language and approved Resolution 2018-001 (revised document attached) increasing the approved 2018 FICRA Budget for expenses for Other Recreational Events by $2,500. The motion to approve the amended Resolution was made by Miguel, seconded by Naomi and unanimously approved.
  • Online Membership Search –Howard asked the Board to decide how often the online information used for membership status should be updated. The Board consensus is that the information updates should occur at the middle (15th) and end of each month.

Committee Reports:

  • Social Activities – Miguel and Chad provided status on the Summer Solstice event coming up June 24th 1pm-4pm. Things are on schedule and the current priority is to get signs out for the event and specifically the planned shuttle service.  Tents will be available for shade (and rain) protection.  Jim will be following up with the Alliance Church on their youth assistance with tent setup, parking control and a potential booth.  Jim will also follow up with the UCC church on their interest in a booth.  Tony Moore will contact George Jones regarding the use of Museum tables.  Andrew at Zogs has agreed to provide 25 T-Shirts for the planned kickball contest.  Event setup is planned for 10AM on Sunday, 6/24.  Chad reported that they are also considering a 5K run as a fundraiser event for later in the year.  The event could start at the Fishing Pier and end at the NCC.
  • Membership – Naomi reported that the Committee met and discussed many items, including a December paper newsletter, sending invoices/reminders out to existing members towards year-end, letters and calling processes, collecting data from Solstice and Fair membership tables, membership cards, and additional processes for scrubbing membership data. She distributed copies of meeting notes to attendees.

New Business

  • 2018 FICRA Directory – Jim is doing the majority of work cleaning the data for this year’s directory with assistance from Howard. George Weis has provided extensive information from prior year directories.  Jim has approximately 20 updates to the existing directory and we are asking for more changes to be provided to Jim or through the website. Judy Wilson will again be pursuing advertising.  Jim will also be drafting an opening statement on the mission of the Trust and FICRA for inclusion in the Directory, and for general communication to Fox Island residents. The statement will stress opportunities for youth, events for individuals and families, forums for education (voting, bridge status, etc.) and how these opportunities are funded by the FICRA membership.

The meeting was adjourned at 8:02 pm. The next meeting is scheduled for Thursday, July 14, 2018.

Respectfully submitted by Howard Stapleton and Jim Braden for Chad Gottschalk.

FICRA_Minutes_2018-06-14_Final

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FICRA BOARD MEETING AGENDA 6-14-2018

FOX ISLAND COMMUNITY AND RECREATION ASSOCIATION
BOARD MEETING AGENDA
Thursday, June 14, 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
  2. Approval of May 10, 2018 FICRA Board Meeting Minutes
  3. Public Comment
  4. President’s Report
  5. Treasurer’s Report
  6. Unfinished Business
    1. Transfer of Funds from FICRA Net Assets to 2018 Budget (Resolution 2018-001)
    2. Online Membership Search
  7. Committee Reports
    1. Social Activities (Miguel Martinez & Chad Gottschalk)
    2. Membership (Naomi Grant)
  8. New Business
  9. Meeting Adjournment (Next Board meeting scheduled for Thursday, July 12, 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_Final_2018-06-14

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FICRA BOARD MEETING MINUTES 5-10-2018

FICRA BOARD MEETING MINUTES (DRAFT)

Thursday, May 10, 2018

 

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

The meeting was called to order at 8:06 pm by Howard Stapleton.

Minutes from the April 12, 2018 FICRA Board Meeting were approved with no changes.

Public Comment:  Dave McHugh offered three comments/observations:  1) He used to play softball on the NCC field every Sunday and would like to see something like this get started again.  Miguel Martinez assured him that these types of event were currently being planned to take advantage of the new field.  2) Dave is concerned about the lack of attendance, which has been steadily declining, at meetings.  There was additional discussion on this topic by the Board and meeting attendees.  Jim Braden noted that public meetings tend to have sparse attendance when there are no major issues.  Lisa Stapleton and Miguel Martinez discussed a proposed Membership Event a couple weeks after most memberships renew (at the FICRA Fair) that would talk about what FICRA and the Trust do and encourage involvement/volunteers.  Howard noted the potential for collecting input on specific issues via online questionnaires before meetings. 3) Dave would like to see the Treasurer report on interest earnings each month and have the Boards explore options for increasing interest earnings, such as CDs.  Jim Braden indicated that the Board has been looking into increasing earnings while managing cash requirements for expenditures.

President’s Report:  Howard noted that volunteers are looking at planning FICRA events for every month and that alternatives to volunteer provided food and beverages are being considered to simplify event coordination.  This could potentially impact the FICRA budget and we may want to consider an item on next month’s agenda to reallocate funds from surplus.  Naomi Grant asked if there was an amount being considered.  Howard responded that there are not specific numbers yet, but it is likely to be in the $1,500 range.

Treasurer’s Report: The financial and membership information for the month of April, 2018 were reported by Hal Goodell at the FICRA Building Trust Meeting preceding this meeting:

  • FICRA Checking Beginning balance  $21,775.80       Ending balance      $18,606.36
  • FICRA Money Market Beginning balance    28,667.51       Ending balance        18,671.78
  • FICRA PayPal Beginning balance         57       Ending balance             662.48
  • Membership 364 for 2017-2018 as of 5/9/18, 138 from 2016-17 not renewed

$10,000 erroneously recorded in FICRA Money Market rather than Trust accounts was removed.

Unfinished Business:

  • Appointment of Members to Social Activities Standing Committee – Chad Gottschalk, Miguel Martinez, Chrissy Gottschalk and Lisa Stapleton were appointed to the Committee.
  • Appointment of Members to Membership Standing Committee – Miguel Martinez, Hal Goodell, Naomi Grant and Lisa Stapleton were appointed to the Committee.
  • Status of Publicity Committee – Lisa Stapleton and Jim Braden will continue as members of the Committee. Jim noted that Lisa does an outstanding job of publicizing events to all available online sites.  Miguel suggested that we may want to include advertising costs in our event planning.
  • Online Membership Search – Howard distributed a sample screen print of a revised online membership website search screen intended for FICRA members to see the current status of their membership renewal. Naomi stated that it will may down on some of the inquiries, but we should still expect to handle questions about membership in the manner we do right now.  The Board consensus is that requesting 2 pieces of information to display membership status is a reasonable approach and that the information should be put on the website.  Jim suggested that we advertise the availability prominently; Howard can include a highlighted link on the left side of the web pages.

Committee Reports:

  • Social Activities – Miguel reported they had a great meeting to discuss the Summer Solstice event coming up June 24th 1pm-4pm. They have arranged for a food truck (BBQ) with no dollar commitment on our part.  An otter pop or ice cream stand is also being planned.  Beverage providers are not finalized.  Thirst Responder is a “drink truck” which can be hired, and their quoted price may be acceptable, but the cost of drinks seems high and Chad is working to address this.  A DJ is hired, and will emcee the event.  A Kickball game is also planned.  Help will be needed setting up a Corn Hole game.  They would like to set up a tournament and have participants register ahead of time.  Volunteers have already agreed to make the game boards for Corn Hole, but the toss bags are still needed.   Jim has agreed to set up the donated soccer goal (currently disassembled PVC construction) and will ask for volunteers at the Men’s coffee event on Wednesdays.  Parking and a shuttle from church parking lots has been suggested and we are looking at costs.  The Gig Harbor Trolley (Pierce Transit PT01 route) is currently subsidized by businesses as well as Pierce County Transit.  The local School district does not rent out buses/drivers as some areas of the country.   Jim will contact Susan at FIAC to ask about using church parking.  Howard is obtaining pricing on shuttle services.
  • Membership – Miguel needs to discuss process and planning with Hal. Howard suggests that, at a minimum, FICRA needs to send a welcome/thank you letter/email to new and renewing members, and make them aware of ongoing events and volunteer opportunities.  Dave McHugh suggested posting membership lists on the website, as he feels most people might like to have their name listed.  Howard indicated that we have considered this before, but that some members have expressed concerns about online publicly available lists.  Another option might be to identify them as members via an icon/graphic symbol in the annual island directory. Ed Burroughs suggested a contest that if a person brings in the most members a year, there may be a reward, like a dinner/gift certificate.

New Business:  None

The meeting was adjourned at 9:07 pm. The next meeting is scheduled for Thursday, June 14, 2018.

Respectfully submitted by Gina Olson for Chad Gottschalk

FICRA_Minutes_2018-05-10_Draft.pdf

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