FICRA BOARD MEETING AGENDA 10-18-2018

FOX ISLAND COMMUNITY AND RECREATION ASSOCIATION
BOARD MEETING AGENDA
Thursday, October 18, 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 (Chad Gottschalk has indicated he will be absent)
  2. Approval of August 16, 2018 and September 13, 2018 FICRA Board Meeting Minutes
  3. Public Comment
  4. President’s Report
  5. Treasurer’s Report
  6. Unfinished Business
  7. Committee Reports
    1. Social Activities (Miguel Martinez)
    2. Membership (Naomi Grant)
  8. New Business
  9. Meeting Adjournment (Next Board meeting scheduled for Thursday, November 8, 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

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FICRA BOARD MEETING MINUTES 9-13-2018

FICRA BOARD MEETING MINUTES (DRAFT)

Thursday, September 13, 2018

 

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

The meeting was called to order at 7:04 pm.

Minutes from August 16th to be read at the October meeting.

Public Comment:  Dave McHugh commented further on senior citizen accommodation.  He suggests FICRA (Building Trust) set up a committee to investigate having a room at the NCC dedicated to seniors as a place to come to visit as a group and have facilities there dedicated to them.  Dave suggests a second committee to deal with transportation for seniors.  Ray Kittelberger will work with Dave on this.

President’s Report:  None

Consent Calendar:  None

Treasurer’s Report: Hal Goodell

  • Checking Aug 1        $22,608.11            Aug 31 Cleared Balance  $26,723.83
  • Money Market Aug 1          18,683.55            Aug 31 Cleared Balance    18,687.52
  • PayPal Aug 1               97            Aug 31 Balance                         95.89
  • Membership Total 276 for 2018/19, with two years of expired membership totals

of 288.

Committee Reports:

  • Social Activities – Miguel reports that we will again have a trunk or treat event on October 31. We could use volunteers to help with this.
  • Membership – Miguel reports the membership night on August 30th went very well. Naomi addressed going to a phone tree for membership follow up to the Fair membership signups.

New Business:

  • Rob Moore reports meeting a person on Fox Island that organizes databases. She has confirmed she is willing to help. Rob will keep us posted on recruiting her as a resource.

Meeting adjourned at 7:47 pm.  Next meeting is October 11, 2018.

Respectfully submitted by Jim Braden for Chad Gottschalk.

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FICRA TRUST BOARD MINUTES 9-13-2018

FICRA BUILDING TRUST 

BOARD OF DIRECTORS MEETING MINUTES (DRAFT)

September 13, 2018 

 

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

Meeting opened by Jim Braden at 7:55 PM – immediately after the FICRA meeting.

 

Minutes:  The August 16th, 2018 meeting minutes to be read at the October 11th, 2018 meeting.

 

President’s report:  We had a visit from Rich Fink, the new manager of the Peninsula Parks District (PenMet) at 6PM this evening.  Rich indicated that they have a strong interest in partnering with local private and community parks to extend the range of coverage of parks in the Gig Harbor/Peninsula area.  Rich believes Fox Island is underserved.  The properties on Fox Island owned by PenMet are the fishing pier and the sandspit.  Rich indicated that the sandspit is basically a nature preserve and they are debating the best way to manage that site.  We indicated that we encourage good management of the PenMet properties but are not interested in partnering in any way at the FICRA Building Trust properties.  We want to have full control over the use of our properties.

 

Consent Calendar Items:

Motion passed, unanimously, to approve the expenditure of $532.64 for reflective vests for the Citizens’ Patrol/Emergency Preparation.  The vests will be retained by the Citizens’ Patrol and made available for Emergency Response activities.

Motion passed, unanimously, to approve Jim’s drawing showing the location of the Sports Field Par Course events.

At this time, a motion was passed, unanimously, to approve placing the Sports Field donor bricks right behind the baseball field fence.

 

Treasurers Report: Hal Goodell

Trust Checking account:

Aug 1 Balance: $81,969.01 Aug 31 End Balance: $87.145.01

Trust Capital Checking:

Aug 1 Balance: $8325.12  Aug 31 End Balance: $8325.12

Trust Reserve Checking: 

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

Trust Money Market:

Aug 1 Balance: $1,642.34   Aug 31 End Balance: $1,642.62

Trust Savings: 

Aug 1 Balance: $105.93 Aug 31 End Balance $112.09

Trust PayPal: 

Aug 1 Balance: $5,607.15 Aug 31 End Balance $6,802.94

 

Committee Reports: 

Nature Center Committee: Ed Burrough excused. Meeting minutes are posted to ficra.org.

Finance Committee:  Jim reported that the insurance review has yielded a net savings of $1,804.54 per year, so far.  More investigating is being done on the General Liability part of the policy. (Also, see last Finance Committee meeting report in August 16th, 2018 minutes.)

Citizen Patrol: Ray: Another very good low-crime month.  We did well with the Garage Sale and Hot Dog booth.  Finances are strong this year.

Emergency Planning: Planning a practice emergency response drill in October.  Fox Island HAM club being created to build communications capability in an emergency.

Building Committee: Jim reported that he has a meeting with Pacific Rim Environmental on our doing the painting of the NCC building by volunteers.  Ridgetop is due in to do the re-hydroseeding of the Sports Field.

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

Audit Committee: The 2016 Audit was approved by the Board with Board reply comments as submitted at this meeting.

Nominating Committee: No report.

 

Unfinished Business:

  1. NCC Painting: See above

 

New Business:

Meeting adjourned at 8:47 PM

 

Nest meeting: October 11, 2018

 

Respectfully submitted by Jim Braden for secretary Gina Olson.

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FICRA TRUST BOARD MINUTES 8-16-2018

FICRA BUILDING TRUST 

BOARD OF DIRECTORS MEETING MINUTES 

August 16, 2017 

 

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

Meeting opened by Jim Braden at 8:15 PM immediately after the FICRA Meeting conclusion.

 

Acknowledgments: Dave McHugh informed us there was a lady here with 3 cub scouts last week (when the meeting date had changed) to see the meeting. Changes should be better posted.

Minutes:  The July 12, 2018 meeting minutes approved, as amended by Kittelberger (Rental revenues seemed high.  Answer: Rentals are paid with the reservation which is usually way ahead of the rental date, and, What was the jump in deputy fees? Answer:  CP team has seen opportunities to have our deputy help with special needs like youth collecting at the boat ramp.).

 

President’s report: Julie Bowker’s son Brandon is working on his Eagle Scout currently and would like to do something at the NCC, for example a “par course” around the walking track. Jim will be coaching him through this.

Off Island Girl Scout group wants to use the NCC for an event.  This event, if small, will be allowed at minimal cost if it is around 2 hrs.  Jim plans to discuss it further if the use is planned for all day which will result in a little more cost to ensure proper cleanup and utility expense.

Another inquiry from Chuck Cuzzetto asked if the NCC might consider being used as a site for a Montessori School.  Jim is concerned about it being for profit, regular, and including non-residents, so it may tie up resources. The general intent for the NCC use is for it to be available for Fox Island resident use.  Example: sports field will remain community managed and scheduled.

There is also a request for a string cello school here.  The Ballance school has recitals at the NCC which are open to all island residents to attend at no charge, but the request for an on-going rental for a for-profit music school poses same concern as the Montessori school use. Jim will advise both of the NCC not being available.

Cub scouts are planning an Oct 18th event at the NCC for some sort of Fall Festival.

 

Consent Calendar Items: None

 

Treasurers Report: Hal Goodell

Trust Checking account:

Jul 1 Balance: $68,044.31 Jul 31 End Balance: $81,969.01

Trust Capital Checking:

Jul 1 Balance: $8325.12  Jul 31 End Balance: $8325.12

Trust Reserve Checking: 

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

Trust Money Market:

Jul 1 Balance: $1,642.06   Jul 31 End Balance: $1,642.34

Trust Savings: 

Jul 1 Balance: $105.93 Jul 31 End Balance $105.93

Trust PayPal: 

Jul 1 Balance: $4,372.13 Jul 31 End Balance $5,607.15

 

 

Committee Reports: 

Finance Committee: Hal and Jim report that the committee met, approved, and recommended to the Board the following items:

  • The garage rental rate will be increased to around $250/month, effective September 1 due to the addition of electrical and lighting. Addressing Braden’s rent of the other side, which is also serving to store many FIEP supplies and Chapel supplies. he will continue to rent the space based on the % of square feet his boat is occupying which works out to about the current $100 per month. Tony would like to know how much it might cost to pay the electrical cost if a person renting runs a 750 watt heater all day.  He will look into this further.
  • Jim also comments that if a person makes a specific donation for a purpose or project, there is an obligation to put those funds to that purpose/project.  We will be making donation forms which will allow greater flexibility to allocating funds to areas of need, if the giver has no specific plan for their donations.
  • There will be given an increase in fuel reimbursement for volunteers in CP, and will be reviewed each 6 months:  The Board unanimously passed a motion to approve the $3/gal increase to $3.50/gal.
  • Jim would like to thank and acknowledge the firm we used to improve the Sports Field, who are planning to return at no charge to over-seed the non-sod grass area.
  • Jim also advises that volunteers save on over all project cost, in particular folks with expertise in elements of a project (ie George Metzger- electrician work or Doug Nelson- digging trench with back hoe, and Jim -assisting with electrician).  Jim explained the process of analyzing contractor resources which, in some cases, permits proceeding without acquiring three bids.
  • The next project is the continuing pursuit to repair and improve the basement.  Mark Combs, to do leveling & grating in parking lot. Painting NCC building estimate is $35,000 bid from Martin Steiner (high cost due to lead paint removal problems). But Jim is working with a Dept of Ecology representative, and using volunteers may be less expensive, due to easier rules and permits.  Jim feels vinyl siding is a good choice, but building committee feels it is taking away from historic appearance of building.
  • Ray reported the following statement for the Finance Committee regarding contracting: “The Finance Committee has reviewed the bidding process and concluded that the process best reflects the age and condition of the Nichols Community Center, garage, and the affordability to the Trust. Consideration was given to the volunteer nature of the work, the historical listing of the NCC, the ability to raise funds, and availability of contractors at reasonable prices. All projects completed to date have been duly certified, or approved, with emphasis on safety and value of the work. A competitive bidding process at this time is considered unnecessary on certain projects.
  • Dave McHugh states that the Rotary and Exchange called Paint PC Beautiful has a charitable process to paint houses.

Citizen Patrol: Ray Kittelberger reports our regular deputy was off for 3 weeks, and his replacement managed the boat launch, and gave out many speeding tickets. Several reports of noisy ATVs. Deputy to cover more weekends coming up. Fair had CP and EP volunteers stretched thin.  Ray has 2 applications for new CP volunteers. CP expenses: $5,969.  CP funds have moved from a $3700 net loss, now Net Income of $4702.  There was a large anonymous gift and more donations due to flier mailed at end of June have given us the surplus.

Emergency Planning: Had EP help at the Fair booth.  Planning a practice emergency response drill in September or October.

Building Committee: No new report.

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

Audit Committee: They recommend improving the expense reimbursement form. Leslie to review some of the statements in the Audit Report and make any needed amendments. Safeguard assets of greater than $500 with 2 signatures or debit card expenses. Stale dated checks done. 1099 completed for $600 or greater services. W9 are supposed to have a business name. The treasurer should have a back up of all financial information (2 back ups, separate external hard drive, and also store off site in the Cloud, like google-drive), and retained by board president (which is being done currently.) Continue to look for higher rate of return on interest on all funds held in the capital reserve account. Petty cash. Forms sent to financial institutions to confirm.  Draft minutes will be expanded by Jim.

Nominating Committee: No report.

FICRA Fair:  Good event though not as big as last year due, primarily to the rain.  Boy Scouts were very helpful and had a very popular ‘spelunking event’.  To hold a debriefing meeting.  Gina reported on the T-shirt sales which was successful.  More of the old inventory needs to sold.  Will price them down.  Lessons learned on buying sizes.  Report available.

 

Unfinished Business:

  1. NCC Painting: See above

 

New Business:

Ficra Trust/Insurance:  Significant savings have been achieved by Taylor Insurance for us (appears to be over $2,000 per year).  Yet to be finalized.

 

Meeting adjourned at 9:15 PM

 

Nest meeting: September 13, 2018

 

Respectfully submitted by Gina Olson

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FICRA BOARD MEETING MINUTES 8-16-2018

FICRA BOARD MEETING MINUTES (DRAFT)

Thursday, August 16, 2018

 

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

The meeting was called to order at 7:10 pm by Howard Stapleton.

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

Public Comment:  Dave McHugh commented on how wonderful the NCC is as a facility.  He would like to see more meals, games, talks and advice for “aging adults” presented.

President’s Report:  Howard reported that he attended an Audit Committee Meeting and reviewed the recommendations from their 2016 Report with them.  There was a recommendation to have an expense reimbursement form available online.  Based on past and continuing EMail scams and spoofs directed at the Treasurer, Howard suggested that, if available online, access to reimbursement forms is restricted through a password or log-in to limit fraudulent use.  Howard also wanted to clarify the actual requirements related to revenues from non-member sources.  The Committee recommendation uses the language “Membership dues and donations”, but the IRS language related to the safe harbor guideline for organization revenues actually uses the language “up to 35% of its gross receipts from nonmember sources”.  The guidelines further clarify this by stating that if a member pays for a guests expenses, it is not considered nonmember income.  Essentially, what this means is that if we charge members for tickets to an event or they pay for a guest’s ticket, this is not considered nonmember revenues subject to the 35% limitation.   Lastly, the Committee recommendation states “Minutes are to be posted monthly to the website. This did happen in one month.”  This appears to be missing the word “not”, since the minutes were posted on the website for all but one month.

Treasurer’s Report: Hal Goodell reported the following figures for the month of June, 2018:

  • FICRA Checking Beginning balance  $17,463.54       Ending balance      $22,608.11
  • FICRA Money Market Beginning balance    18,679.58       Ending balance        18,683.43
  • FICRA PayPal Beginning balance         44       Ending balance             740.97
  • Membership 202 for 2018-2019, with expired 2017-2018 memberships of 277.

Renewals from the Fair have not yet been added.

Hal indicated that the budget is $1,394.00 ahead of projected for this point in the year.  Miguel Martinez stated that he hopes the membership number will increase after the “Membership Reception” event to be held this fall.  There was discussion regarding the $3,500 NCC usage fee, which is actually a charge for last year.  Any budget anomalies should be noted on the Treasurer’s Report and included in the Minutes.  Howard also noted that non-profits may not have “retained earnings”, but only a net surplus.  Hal does not believe this can be changed in the reports provided by QuickBooks.  Howard also noted that the $2,500 budget increase for “Other Recreational Events” approved at the 6/14/2018 Board Meeting is not in the correct budget expense line and this should be corrected.

Unfinished Business: None

Committee Reports:

  • Social Activities
    • Miguel Martinez and Chad Gottschalk reported that someone requested ballroom dance lessons. They are happy to support this; however they would like to see the person who wants this present their item to the Board and chair the event themselves.  Howard reminded the Board that there are funds in the budget for social activities that members want to see happen if they are willing to take the initiative.  The Committee will be putting together a written process description to give folks who want to plan an event for islanders at the NCC.
    • The Committee is looking forward to Trunk-Or-Treat and have started planning the event. Tony suggests Museum volunteers might be interested in helping.  Miguel reminded folks to check the All Island Event Calendar, as Rob Moore noted there is an FIYC Halloween event for kids on Sat 10/27.
    • Howard mentioned the Lisa Stapleton had made some calls on the Ballroom Dancing, which can be expensive. Howard suggested line dancing lessons taught by volunteers as an alternative and Jim Braden said he thinks this would be intergenerational.
    • Lisa has confirmed that The Dark Horses, a country rock band, is available for a concert on Saturday November 10th. The event will include dancing, and potentially catered BBQ and a Chili Cook off (would most likely have to be limited to members).
    • Lisa also suggested trying to consolidate all of the food/beverage permits for island nonprofits at the FICRA Fair to save money. It is $120 for a food permit per booth, so it would be ideal to have FIYC, FICRA, others in the food court permitted together. There is also a certification for multiple events.  Rob stated that the FIYC has been using more food trucks than ever before.
    • Members also noted that the Fair had no designated first aid location and there was a question on whether an AED was available. Ray Kittelberger would like to see an example of a first aid station handled by Citizens’ Patrol or the Emergency Preparedness Team, where there could be a first aid responder too.
    • Gina Olson suggested that membership folks need to have a training on the Square payment processing prior to opening the Fair. We should plan on start this booth at 10am.
  • Membership – Miguel reported plans to do a wine/cheese/water/desserts/snacks Membership Reception event on August 30th to explain to new and existing members what FICRA and the Trust do. Howard suggested sending out invitations via email and flash, and flyers could also be mailed.

New Business:

  • Membership Database Resource – Rob Moore reported that they have a neighbor that may be able to assist in organizing our membership databases and has confirmed she is willing to help. He will keep us posted on her as a resource. Hal asked if it would be possible to obtain all of the names/addresses from the annual directory to load into QuickBooks.  Howard can provide this to him when he is ready for it.

The meeting was adjourned at 8:10 pm.  The next meeting is scheduled for Thursday, September 13, 2018.

Respectfully submitted by Gina Olson for Chad Gottschalk.

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