FICRA Board Meeting Minutes 11-14-24

FICRA Building Trust Board Meeting Minutes Thursday, November 14, 2024, 7:00 PM, Nichols Community Center

Attendees: Weston King (President), Arlyn Lawrence (Vice President), Hal Goodell (Treasurer), Candy Wawro (Secretary), Jacob Paukert (Director), Craig McLaughlin (Director), Peggy Wright (Director), Jim Braden (Director Buildings and Grounds), Laura Paukert, Joan Broughton.

Approval of October 10, 2024, Minutes: Arlyn made a motion to approve the October 10^th Board Meeting Minutes. Wes seconded the motion. The vote was unanimous, motion carried.

Treasurer’s Report (Hal)

Trust Checking

Beginning Balance $ 28,274.76

Checks & Payments 7,143.57

Deposits and Credits 6,431.04

Ending Balance $ 27,562.23

Trust Savings

Beginning Balance $ 732.09

Checks & Payments 0.00

Deposits and Credits .03

Ending Balance $ 732.12

Building Trust PayPal Ending 10/31/24

Beginning Balance $ 1,046.81

Total Income 121.19

Total Withdrawal 1,053.48 (Transferred to Trust Checking)

Ending Balance $ 114.52

Trust Capital Checking

Beginning Balance $ 5,782.30

Checks & Payments 5,400.00 (Down Payment for Front Doors)

Deposits and Credits 0.00

Ending Balance 382.30

Trust Reserve Checking

Beginning Balance $ 153.20

Checks & Payments 0.00

Deposits and Credits 0.00

Ending Balance $ 153.20

30 Month Flex Certificate

Beginning Balance $ 107,472.70

Checks & Payments 0.00

Deposits and Credits 363.29 (Oct. Interest)

Ending Balance $107,835.99

5 Month Certificate

Beginning Balance $ 0.00

Checks & Payments 0.00

Deposits and Credits 0.00

Ending Balance 0.00

Trust Money Market (General, Capital, Reserve, EP, NW

Beginning Balance $ 261.297.17

Checks & Payments 85,513.06

Deposits and Credits 85,956.91

Ending Balance $ 261,741,02

Trust General Money Market

Beginning Balance $ 168,753.27

Checks & Payments 31,834.64

Deposits and Credits 12,755.25 (Cap Proj Excess closeout Events MM & Oct Int)

Ending Balance $ 149,673.88

Trust Capital Money Market

Beginning Balance 28,664.22

Checks & Payments 210.44 (Transfer closed proj. excess to Gen MM)

Deposits and Credits 0.00

Ending Balance $ 28,453.78

Trust Reserve Money Market

Beginning Balance $ 40,802.47

Checks & Payments 0.00

Deposits and Credits 0.00

Ending Balance $ 40,802.47

Trust Events/Activities Money Market

Beginning Balance $ 12,100.96

Checks & Payments 12,100.96

Deposits and Credits 0.00

Ending Balance 0.00

Trust Emergency Prep Restricted Money Market

Beginning Balance $ 8,591.59

Checks & Payments 0.00

Deposits and Credits 15,917.32 (EP Share of Matured Cert.)

Ending Balance $ 22,508.91

Trust Neighborhood Watch Restricted Money Market

Beginning Balance $ 4,384.66

Checks & Payments 0.00

Deposits and Credits 15,917.32 (N Share of Matured Cert.)

Ending Balance $ 20,301.98

Trust Money Market – Other

Beginning Balance $ 0.00

Checks & Payments 443.85 (Oct. Interest Transferred to Gen MM)

Deposits and Credits 443.85

Ending Balance 0.00

Sum of QB Sub Money Markets $ 261,741.02

Standing Committee Reports & Actions (Jim):

Building & Grounds: Manufacturing of the front doors is underway, followed by installation in about 6 weeks. Two dead trees were removed from out site after one fell across the walking track. The NCC basement column reinforcement plates designed by Jim and manufactured by Jacob will be installed during this month.

Nature Center (Ed Burrough): The big wind brought two trees down in the Nature Center (a Hemlock that was not dead and a weak Alder that fell across a path) that is now cleared on the path. They have found a new means of eliminating slippery board walks – composition roof shingles. Lots of mushrooms in the Nature Center now and many different varieties.

Emergency Preparedness (EP): We are doing a major review of EP. Block coordination has always been a challenge and is getting the lions share of review. FI Ready.org has been open to the public since July. Monthly hits are at about 70 per month but not sure how many by local residents. We have done some advertising of it, but a dedicated effort is needed once FICRA.org is completed.

The medical reserve trailer has been removed to Olympia for unknown final disposition. We are in touch with the Medical Response Corps for advice on eventual ownership by FICRA. Jim will write a plea to the proper authorities on that. The contents do belong to FICRA and are stored in the NCC basement temporarily.

The School District radio station KGHP is built into our emergency response system. However, the future looks bleak for the station being used as we have in the past. We are looking into alternative means of having readily accessible FM radio messaging for Fox Island residents during a major disaster.

FIARC (Fox Island Amateur Radio Club) was a main player in the October 12^th Emergency Preparedness exercise as we continue to improve the on-island and off-island emergency communication process.

Other items in the Works (Jim):

Neighborhood Watch charter: The draft is written. Jim, Hal, and Craig will follow up.
Water fountain: Jim has advised the Fox Island Garden Club that we are no longer interested in installing a monument type water fountain. Jim will instead install a simple push-button (five second shot) water bib to avoid folks using the hose for drinking water.
Another subject the Board should meet on is the identification of documents and how they are stored and accessed. One is a permanent repository like Howard set up for us in 2018 with Board access but limited edit permissions for basic documents such as deeds, contracts, bylaws, resolutions, recorded policies (all dated). Another is Mondays.com for active projects for monitoring and assignments, through where to sequester completed projects (which Jim has in pictures/paper form and Hal in financial form) needs review. The website should hold the history of meetings (minutes of all Board meetings) and policies that apply to non-director action (renter policy is an example that should also be in permanent repository).
Regarding the three standard operating procedures Wes posted on Mondays.com, I have replied there but will repeat that here to be sure all Board members are familiar with my position ahead of the meeting. I fully support the Consent Agenda as described in the attachment to Wes’s original email. I suggest the Board adopt that through the Resolution process at this November meeting and implement it for the December meeting. I agree with the proposed Communication Policy. The essence of that is already in Article XII of our Bylaws. I don’t have any problem with the proposed policy statement being amended to Article XII. The Project Test Form is an important document. It was originally created in 2012. I am in favor of memorializing it in some way as I cannot find it cited in any of our Resolutions or Policy statements. It is in my personal documents file. I certainly support it being reviewed and subsequently recorded in Resolutions or Policy – preferably the former. I will have a paper copy of the latest revision for you all at the Board meeting.

Old Business

Party With a Purpose (Candy): We are moving along. We have set up an account with The Petersons Company, a food supplier out of Auburn. They cater to Harbor Greens, among others, and we are hopefully going to either be awarded the same discount or order under Harbor Greens to take advantage of their discount. If we order $400 or more (which we will), they will deliver right to the NCC. Foods/baked goods come frozen to either thaw or reheat. We are doing a Moulin Rouge theme inside. Some décors have already been purchased. We will rent café tables from American Party Rental in Tacoma. We have a quote of approximately $330. Tables seat four, 36” round. Tablecloths ordered (much cheaper to buy than rent at about $5.67 each), black, and will also fit 60” tables for any client that wants to rent round tables instead of the ones we now have. We will send out a four-page flyer right before Thanksgiving that explains our December activities as well as two pages devoted to a Party with A Purpose. A “save the date” card/flyer will go out in January, after the holidays with ticketing information and where/when to donate for the silent auction. Jim Braden has a list of donors that donated last time that he will reach out to personally before sending out a donation letter. The silent auction portion is always a “wait and see” activity. We may have a lot of donations, we might have just a few. We rely heavily on our island participation.

FICRA New Website (Candy): We can post in the correct categories such as Board minutes, general events, the calendar, etc. There is always a learning curve to the new technology. I have been working on the calendar mostly as of lately as we migrate away from Google calendar. I’ve tested most of the forms and relayed to Howard Stapleton some glitches that he is correcting. I have the minutes of last month listed as “Draft” until they are approved. After approval, I’ll remove the “Draft” and date the approval. We want to keep the site clear of extraneous posts. We could post the agenda ahead of time and then also remove it after our meeting.

Philanthropic Committee Update (Craig): No new updates currently.

501C3 Letter Follow up (Craig): Final letter in process and should be received shortly.

FICRA Welcome Packet (Jim): Jim is always updating, and the post office does have some to give to new islanders at present.

Volunteer Program (Peggy): We do have enough volunteers to decorate the NCC for the holiday season. After we get by the holidays, we will work on the Party with A Purpose.

FICRA Outside Street Signage Update (Jacob): Placement and drawings continue.

Audit Committee (Joan): We have completed 2021 and 2022. We are finalizing 2023 and will have a final report sometime in January or February.

New Business:

Proposal for the implementation of a consent agenda beginning in December. Resolution 2024:002 reads as follows: The Consent Agenda is a tool for streamlining the board meeting process by allowing the board to collectively approve routine, non-controversial items with a single vote. This policy establishes guidelines for incorporating a Consent Agenda into FICRA board meetings to improve efficiency and enable more time for discussion on significant matters.

Policy:

Definition of Consent Agenda items appropriate for the Consent Agenda are those that:
Do not require board discussion or debate
Are routine in nature, such as approval of past meeting minutes, informational reports, and minor administrative tasks
Have been previously reviewed or do not require immediate action (i.e. items needed/purchased to conduct business which were reviewed and approved via other means of communication with the board members)
Preparation of the Consent Agenda:
The board president and secretary will compile consent items and distribute them with the Draft board meeting agenda and any related documents in advance.
Board members are responsible for reviewing all consent items before the meeting.
Approval Process:
At the start of each meeting, the board president will ask if any member wishes to remove an item from the Consent Agenda for individual discussion.
If no items are removed, the Consent Agenda will be approved as a single motion and vote.
If items are removed, they will be moved to the regular agenda for discussion.
Amendment or Removal of Items:
Any board member may request the removal of an item from the Consent Agenda for discussion. This request does not require a second or a vote.
Items removed from the Consent Agenda will be addressed after other agenda items or as deemed appropriate by the board president.

Implementation:

This policy will take effect starting December 2024. Board members are encouraged to familiarize themselves with Consent Agenda items before meetings to maximize the efficiency of board sessions.

Wes proposed the following items for consent: Approval of 3 strands of Christmas lights for the outside tree (approximately $100), additional tree ornaments for the outside tree ($66.70 for 24), Santa ($425), Garland ($13 strands at $20 each for approximately $260), two beverage warmers ($254 for 2 at $127 each), and a Zoom video conference upgrade for $172.85. Hal noted all the above was in our proposed 2024 budget except for the Zoom upgrade. Since the other items are within the board’s current budget, only the last item needed to have approval. Jacob made a motion to approve resolution 2024-002 as written. Craig seconded the motion. The vote was unanimous. Motion carried. Arlyn made a motion to approve the Zoom upgrade. Candy seconded the motion. The vote was unanimous. Motion carried.

New water fountain proposed by the Fox Island Garden Club: A letter was presented to the Board by Peggy Powers, retired Fox Island veterinarian, about the unlikely transmission of dog diseases with numerous dogs being watered from the same stainless-steel bowl and has asked the Board to reconsider the club’s proposed water bottle and dog bowl filling station at the Nichols Community Center. Jim will look at other options available for placement besides trenching out to the fields and report back to the Board in December.

Possibility of advertising in the Profile Magazine (distributed at SEATEC, Portland Airport, and throughout Gig Harbor (Arlyn): Arlyn suggested that we do more advertising of our rental venue. The cost is approximately $800 for a quarter page in the Profile Magazine annually. Hence, Arlyn made a motion to approve the expense of advertising in the Profile Magazine. Craig seconded the motion. The vote was unanimous. Motion carried. Arlyn will draw up the proposed advertisement and give it to Janet Steiner at the Chamber of Commerce for Gig Harbor.

Proposal of Policy and standard operating procedures for Communications: (Draft) Resolution 2024-003 reads as follows:
Purpose: The purpose of this Communication Policy is to ensure consistent messaging and timely review of all public communications by FICRA, promoting transparency and maintaining a unified organizational voice. Additionally, this policy emphasizes FICRA’s commitment to staying neutral, objective, and unbiased in matters related to governmental politics while reserving the right to voice objective and communal concerns that impact Fox Island.
Scope: This policy applies to all official communications disseminated by FICRA, including but not limited to press releases, newsletters, social media posts, website content, and any other form of communication that represents the organization publicly.
Responsibilities:

FICRA President or Designee:

The FICRA President or their designated representative is responsible for overseeing all public communications.
They will be the final approving authority before any communication is disseminated.

Board Members:

All board members are responsible for reviewing and providing feedback on public communications relevant to their areas of expertise.
Board members should ensure that communications align with FICRA’s branding, mission, values, and strategic objectives.
FICRA board members will uphold the principle of neutrality in governmental politics but reserve the right to voice communal concerns related to Fox Island living.
Communication Review Process
Drafting:
The person responsible for the communication will draft the content.
Review Period:
Barring an exception, a minimum review period of 72 hours will be allocated for board members to review and approve the communication.
Consensus:
The person responsible for communication will consider the feedback and make necessary revisions to achieve consensus among board members.
Final Approval:
The revised communication will be submitted to the FICRA President or their designee for final approval for dissemination.
Emergency Communications: In cases where immediate communication is required due to time-sensitive matters, the FICRA President or their designee may make executive decisions. However, such communications will be subject to retrospective review by the board.

FICRA Standard Operating Procedure (SOP) For Communications

Document Control:
All communications will be documented, including drafts, feedback and final versions.
Communication Platforms:
FICRA will utilize multiple communication platforms to reach its audience, including but not limited to email, social media, newsletters, and the official website.
Brand Consistency:
Communications will adhere to FICRA’s branding guidelines to ensure a consistent and professional image.
Confidentiality:
Board members must respect the confidentiality of certain information and ensure that public communications do not compromise sensitive matters.
Political Neutrality:
FICRA will maintain neutrality, objectivity, and unbiased stances in matters related to governmental politics. However, the organization reserves the right to voice concerns related to Fox Island living.
Training:
Board members and relevant personnel involved in communications will seek and receive training in this policy to ensure understanding and compliance.
Review Period Evaluation:
The effectiveness of the communication review process will be periodically evaluated, and adjustments will be made as necessary.
Amendments:
This policy and SOP may be amended as needed, with approval from the FICRA Board.

This communications policy and Standard Operating Procedures are effective and ratified as of November 14, 2024.

Resolution 2024-004 is the implementation of a project test form before any new FICRA project is considered. This form must be filled out and brought to the board for either implementation or denial.

FICRA Project Test Form

Proposer: ____________________________

Project Description:

Why are we considering this?
What is the value to FICRA members?
What is the value to the facility (function & capital)?
What is the value to the community (e.g. emergency preparedness)?
If for just appearance, what is the benefit?
What will the cost be?
What will be the source of funds?
What is the dollar and manpower cost to maintain this and how is that sustainable?
What reaction from FICRA paid members do we anticipate?
What reaction from the public do we anticipate?
Have we evaluated the safety liability to the public/users?
How does this fit in with the priority of projects that are in line for completion?
How might this project fail and what would be the consequences?

Resolution 2024-004 is effective and ratified as of November 14, 2024.

Chamber of Commerce Membership (Candy): We now are part of the Gig Harbor Chamber of Commerce Membership. Wes suggested that someone should attend their monthly meetings. Arlyn will look at dates to see if she can attend.

Treasurer transition to online update of Quick Books (Hal): Hal is working with Howard to transition all bookkeeping to online with storage in cloud. It is quite a process. This is a safety mechanism for the Board should Hal no longer want his position or can no longer serve in his position. Online Quick Books will allow another individual to be mentored or to delve individually if necessary. Hal is hoping to accomplish the task by late Spring.

Scholastic Scholarship (Arlyn): Discussion to follow our budget meeting for 2025.

Discussion of a Board Mentor Emeritus role: A board member emeritus is a former board member who is invited to remain with the organization in an advisory role, but without voting rights. The title is an honor that recognizes the board member’s contributions and long-term participation. Emeritus board members are often sought after for their guidance and advice because they have a deep understanding of the organization’s values, goals, and history. They are typically highly respected.

Pending Business:

Ghostlight Theater proposal for contractual residency
FICRA fees for 2025

Respectively Submitted by: Candy Wawro

Minutes Approved December 12, 2024