FICRA BOARD MEETING AGENDA 11/14/19

FOX ISLAND COMMUNITY AND RECREATION ASSOCIATION
BOARD MEETING AGENDA
Thursday, November 14, 2019 7:00PM
Nichols Community Center, Fox Island, Washington

2019-2020 FICRA Board of Directors
Miguel Martinez President
Pia Beetham Vice President
Naomi Grant Secretary
Hal Goodell Treasurer
Kyle Larson Director
Rob Moore Director
Howard Stapleton Immediate Past President
  1. Call to order and approval of absences:
  2. Approval of October 10, 2019 FICRA Board Meeting Minutes
  3. Public Comment
  4. President’s Report
    1. Suggestions for replacement for Lisa in role of newsletter publisher and possibly social media coordinator
    1. Start discussion on 2020 candidates
  5. Treasurer’s Report
  6. Unfinished Business
  7. Committee Reports
    1. Social Activities (Miguel Martinez)
      1. Trunk or Treat
      1. Christmas celebration
      1. Party with a Purpose
    1. Membership (Naomi Grant)
    1. Senior Activities (Ray Kittelberger)
  8. New Business
  9. Meeting Adjournment (Next meeting scheduled for Thursday, December 12, 2019)

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
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FICRA BOARD MEETING MINUTES 10/10/19

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

Meeting Called to order at 7:05 pm

Minutes from the Sept 12th Meeting are approved.

Public Comments: None

Ray Kittleberger would like to report on Senior Activities. (see below)

President’s Report: None.

Treasure’s Report: Hal Goodell

BANK BALANCES : Hal reports that the hard drive on the computer crashed, and he is in the process of having this data (which most is backed up) to be recovered. He has most saved on the website, and was able to pull them back, however will have to put a month of data back in manually. 

Checking: Sep 1: $18,696.35 Sep 30: Cleared Balance: $17,690.38

Money Market: Sep 1: $30,831.56 Sep 30: Cleared Balance: $30,831.56

Pay Pal: Sep 1: $ Sep 30: Balance: $

Memberships for 2018-19 total 315.He has about 6 more to add. He wants to send out membership renewal requests soon.

Howard has yet to submit request reimbursement for the directory.

Unfinished Business: Amendment of FICRA Bylaws, as was discussed at the last 2 or 3 meetings.The final draft has been printed. Kyle motions to accept the new bylaws as written.Naomi seconds. No further discussion requested. Unanimously accepted.

Committee Reports: 

Social Activities: Howard reports for Miguel.Trunk Or Treat is for Oct 31st 5pm-8pm. Ray coordinating volunteers (he contacted last year’s volunteers for help). There will be added indoor NCC activities. Adult Prom Night is scheduled for Nov 9th, and Kyle reports a membership table will be set up.

Membership: Naomi reports there will be a follow up mailing to members who have not renewed yet.

Senior Activities: Ray reports there continues to be interest in Senior activities.  Ray has reached out to FI seniors with invitation to GH Senior events, but there was no immediate response. There is a proposal for a new GH Senior center, 1-2 years out. Dave McHugh would like to have a dedicated senior center at the NCC, but at this time only activities to be scheduled will be allowed.  Ray reports the History: GH Seniors center started with Lunches served by Catholic Charities and had, at peak, 25 regularly attending. Since moving to the Lutheran Church, attendance now at 15. Ray hopes that, eventually, FI seniors will be able to participate in activities at the GH Senior Center when available and in the meantime, will see if coordinated lunches and activities with the FIAC and UCC are of interest.  Or build lunches at the local churches, and then add bingo, and lunches, and then work on Transport needs as they develop. He requests we keep posted materials for seniors in the NCC North Classroom. Going forward he plans to explore the following: Interest of FIAC and UCC churches in participating. 2. Contact Catholic Services. 3. Get update on Pierce Transit for used Van/Bus.4. Reconfirm support from FICRA Building Trust. Hal reports GoGoGrandparent.com is available to help with senior transports.

New Business: None

Meeting Adjourned at 7:36 pm

Next Meeting is Nov 14, 2019

Respectfully submitted (by Gina Olson) for Secretary Naomi Grant

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FICRA TRUST BOARD MINUTES 10-10-2019

FICRA BUILDING TRUST BOARD MEETING MINUTES

Thursday, October 10, 2019

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

Meeting called to order at:  7:38 PM

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

President’s Report:  Howard asks all volunteers to sign in to properly document volunteer hours. He also thanks everyone for their continued contributions to the NCC. No other report at this time.

Consent Calendar Items:  None

Treasurer’s Report: Hal Goodell (limited report today due to HD crash, data recovery actively in process)

Trust Checking account: Sep 1 Balance: $117,653.67, Sep 30 Balance: $114,905.67

Trust Capital Checking: Sep 1 Balance: $4,083.69, Sep 30 Balance: $4,083.69

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

Trust Money Market:  Sep 1 Balance: $33,741.04, Sep 30 Balance: $33,764.64

Trust Savings: Sep 1 Balance: $193.97, Sep 30 Balance $193.98

Trust PayPal: Sep 1 Balance: $  , Sep 30 Balance $ 

Standing Committee Reports:

  • Nature Center:  Ed Burrough, excused.  Minutes are available on the web site.  Jim reports that there was a presentation from the County last Sunday on Noxious Weeds.  There are pamphlets available for interested residents.  Working on making access to this information available through our Facebook and Flash media.
  • Finance Committee:  Jim: no report.
  • Audit Committee:  No meeting until data from Treasurer is available.
  • Emergency Preparedness (EP), Citizens’ Patrol (CP), and the radio club (FIARC):  Jim reports FIEP Leadership met last Monday for 2 hrs. Things are looking good but at a crossroads.  Team leader reported on status, challenges, and plans for going forward. Jim reports the communication team is actively pursuing new equipment and approaches for emergency communication.  They still do once weekly radio net.
  • Building & Grounds Committee:  Jim reports the grounds are looking great. Tor Olson has been doing an excellent job mowing.  Jim secured an agronomist to come out to evaluate the quality of soil in Sports Field.  He says there are a few processes that will be explored to see if the grass can come in fuller. Also irrigation options are going to be explored around the practicality of cost and water availability.

Unfinished Business: Capital Expenditures Board Resolution, prepared by Howard, is set for approval.  It is posted on the web. It basically approves the following as proposed by Jim (document attached): $50,000 for the NCC window replacement, $18,000 for painting the NCC exterior, $5000 to reactivate second exit stairway from the basement, and $500 for soil study on sport field, and $500 for irrigation around the NCC building and gazebo. Painting expense is above what would be expected due to “lead paint” issues. Some projects will not be approved without the grant money acquired.   Motion to approve made by Jim, seconded by Gina, and unanimously approved by board.  Tony recalls that in the past the Chapel has had Pierce County contribute funds to improvements on historical sites.  Jim to pursue that.

Fall Clean up: Low attendance, totals were 8-10 people. There was clearing of blackberry from around par course sites, and weeding, of garden beds and around the outside of the track.

Howard would like to know if anyone would be interested in hosting a second clean up, and if some of the men from men’s coffee might work on projects after coffee hour.  No response.

Naomi reports that planning for the “Party with a Purpose” theme “Roaring 20s”is underway.  Chaired by Lisa, and assisted by Naomi.  New residents Jill Peters and Janice Larsen volunteered to assist.  Registration costs to be determined.  Possible additional cost will give “happy hour” extra drink, extra raffle, Charleston lessons and appetizers.  Jim Borgen declined.  Nelson Jay is available. Kathy Smith will coordinate, and provide bartenders.  Naomi is looking for Caterer for food. She has requested a person to commit to decorating. Another person is needed to coordinate the silent auction.

New Business: Howard is looking to create a policy to help guide the future use of the NCC (e.g. varying rental costs). A policy should exist to help guide future use and cost. He would also like to have policy for exchanges of cleaning labor. More discussion on this is needed. Jim suggests we trial possibilities and see how it works out. A meeting to be held on Wed Oct 23rd.

The meeting adjourned at 9:00pm.  The next meeting is November 14, 2019.

Respectfully submitted by Gina Olson, Secretary.

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FICRA TRUST BOARD MINUTES 11-8-2018

FICRA BUILDING TRUST BOARD OF DIRECTORS MEETING MINUTES –  Nov. 8, 2018

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

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

Minutes:  The Minutes of the October 18th, 2018 meeting were unanimously approved.

President’s report:  Jim reports Jan 26, 2019 Party with a Purpose theme is set as “An Evening at the Odyssey Club”.   We are still shopping for an auctioneer.  The Par Course on the Sports Field now has three sites completed – one by Ian Murphy and two by Brandon Bowker as their Eagle Scout projects.  Jim will be taking all the signs we have on the property and have them redone. Another Eagle Scout candidate would like to do the signs for the Sports Field Par Course for his project.   Jim is thrilled with the Eagle Scouts making these their volunteer projects.  Jim asked if anyone remembers who the Christmas Tree Lighters were for 2015 and who the Grand Marshall was for2017.  

The Fall Cleanup went well.  We had almost 40 participants as thanked in the November FICRA flash newsletter.

Jim still has on his to-do list to install all new signs at the NCC in addition to the new signs for the Sports Field Par Course.  He also is still working on getting new contracts for the various regular users of the NCC to be sure they understand the rules and to help with the liability responsibility.  And he is working to get written procedures for our basic processes like the capitalization process in Treasurer’s Report, below.

Consent Calendar Items:   Motion approved to pay Pacific Rim $500 for the NCC lead paint process to use with volunteers doing the repainting of the NCC.

Treasurers Report:

Trust Checking account:  Oct. 1 Balance: $83,852.08         Oct. 31 End Balance: $81,913.69

Trust Capital Checking:  Oct. 1 Balance: $8,325.12   Oct. 31 End Balance: $1,785.71

Trust Reserve Checking:  Oct. 1 Balance: $27,230.17          Oct. 31 End Balance: $27,230.17

Trust Money Market:  Oct. 1 Balance: $1,642.89      Oct. 31 End Balance: $1,643.17

Trust Savings:  Oct. 1 Balance: $112.09                     Oct. 31 End Balance $112.09

Trust PayPal:  Oct. 1 Balance: $9.342.72                    Oct. 31 End Balance $9,167.34

There was discussion on capitalization and the level at which capital additions were put onto the depreciation list.  Land and land related items are not depreciated.

Discussion also held on rewriting the handling of designated funds.  The agreed process is:  When designated funds are not consumed at the end of a project, those funds will be transferred to Trust Checking Account.  For ongoing items, the designated funds are transferred back to the Trust Checking Account at fiscal year end.

Committee Reports:

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

Finance Committee: Jim reports that there are still accounting projects in process. A thorough report is forthcoming.  The 2019 budget is due to be reported to the Board at the January, 2019 meeting.

Citizen Patrol: Ray Kittelberger: It was another quiet month.  Our Sheriff Deputy has followed up on the many noise complaints of off-road vehicles.  That has tentatively been resolved.

Emergency Planning: Doug, Ray, Bob and Jim are still working on a video that will focus on what should happen in the “neighborhoods” during an emergency.  This video will be made available to FI residents to learn what their preparation for, and role should be during, an emergency.  The new Ham Radio Club is going well. There will be more advertising to get more local HAMs involved. New Club Call sign is WA7FI.

Building Committee:  See the notes on painting and Fall Cleanup, above. 

Audit Committee:  Final signatures were completed on the 2016 Audit response and turned in to the Audit Committee.  Nominal corrections to our accounting process were agreed to.

Nominating Committee:  No news.

Special Committees:

FIARC (Fox Island Amateur Radio Club):   Is now conducting the Sunday Fox Island Emergency Net practice broadcasts.  More local HAMs are joining.

Party with a Purpose:  See comments above.  Hal will secure the Special Occasions permit and order the wine glasses )same as last year’s model) with our new logo on them.

Unfinished Business:

NCC painting – see notes above.

Volunteers – Ray is receiving names of persons interested in volunteering.  There is still some work to do on streamlining the collection of volunteer names and the needed follow up on contacting them.

Meeting Adjourned at 9:08 PM.  Next meeting is on December 14th, 2018

Respectfully Submitted by Jim Braden for Gina Olson, Secretary

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FICRA BOARD MEETING AGENDA 10-10-2019

FOX ISLAND COMMUNITY AND RECREATION ASSOCIATION
BOARD MEETING AGENDA
Thursday, October 10, 2019, 7:00PM
Nichols Community Center, Fox Island, Washington

2019-2020 FICRA Board of Directors
Miguel Martinez President
Pia Beetham Vice President
Naomi Grant Secretary
Hal Goodell Treasurer
Kyle Larson Director
Rob Moore Director
Howard Stapleton Immediate Past President
  1. Call to order and approval of absences
  2. Approval of September 12, 2019 FICRA Board Meeting Minutes
  3. Public Comment
  4. President’s Report
  5. Treasurer’s Report
  6. Unfinished Business
    1. Amendment to FICRA Bylaws
  7. Committee Reports
    1. Social Activities (Miguel Martinez)
    2. Membership (Naomi Grant)
    3. Senior Activities (Ray Kittelberger)
  8. New Business
  9. Meeting Adjournment (Next meeting scheduled for Thursday, November 14, 2019)
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