1. Roll call
2. Open in prayer
3. July Minutes/August Minutes – approval
4. Fatbet Equinox relay update and donations
5. By law amendment suggestion: “We value the input of youth into our organization and therefore encourage that they participate with us at the board level. Voting requires a board member be a minimum of 18 years old, although they need not be 18 to be on the board as youth representative.” By including this in our bylaws, it becomes a published value statement.
6. Adopt updated strategic plan and operating goals. Please read and feel free to make suggestions. The document should be at the end.
7. We need volunteers to be on the Director’s Job Evaluation Committee. Who wants to or can do this? This involves looking at the ED’s work in relationship to the job description.  (see job descriptions & Rodney)
8. What type of information do we want to receive from Dave Bates, and on what
   time frame to ensure that proper informing/oversight of the board is in place.
9. Dave’s salary discussion. . . cost of living increase. Dave has not received any cost of living since his salary was set back in 2008. We need to evaluate this and come up with an amount based in relationship to industry standards. (Brad can you help us with researching this?)
10. This Winter’s Shelter: Update
    1. First Presbyterian
    2. 8 p.m. to 8 a.m. / place to sleep / ages 13-17 primarily,
    3. working on policies and developing training – recruiting volunteers
    4. starting off unlicensed –  moving towards licensing,
    5. 2 full time wake ‘staff’ all night 7 nights a week, every day of year
    6. going to apply for previously awarded BHAP $$ that is being held for us (Director + Shelter Manager + Family Support Specialist – i.e. caseworker)
    7. Initial costs:
       1. higher liability insurance,
       2. Fingerprinting – $55.00 per person if they do not have current prints
       3. $6000.00 per AmeriCorps member full time (1700 hours from Jan – December) ($1000.00 in January – and the balance due by June)
       4. fulltime to coordinate volunteers and help staff the overnight shelter vs. paying someone a rate per hour + time and 1/2 each night for manning shelter. 
11. Do we want to set up a credit card merchant account (if paypal can’t do it) that allows us to debit people’s accounts on a monthly basis?
    Looks like it is research time. Does anyone have information on this to share? Or knowledge about the process? If not, we need to dive into that and figure out what to do. If you know of an organization that currently offers this, perhaps you could inquire of them as to who they use and how they do it?
12. Fundraising Date: February 8
    (Princess: available on the 8th – 75% of room fees waived for non profit) (Westmark is available on the 9th – waive room fees, will allow us to use our own servers for water.) Do we want to consider changing our date in light of the information below?

It is worth noting and considering that Fairbanks Counseling and Adoption has their fund raising event one week after our current schedule. They also feature art as part of their event along with an auction of other items. You should check this out before the meeting:

Fairbanks Counseling & Adoption’s 23rd Annual ‘A Taste of Art’ Fundraiser/Auction…UNDER THE SEA!!
Website: http://fcaalaska.org/a_taste_of_art.html
Featuring over 750 auction items to include:Artwork, Crafts, Quilts, Services, Jewelry, Dinners, Adventure trips and cruises, Sporting goods, Resort stays, Delicious desserts, Airline tickets, Electronics, Automotive services and supplies, Hair cuts, Collectibles, Antiques, Crystal, Housewares, Baskets of delights, Fishing flies, Games, Flowers, Restaurant meals, Massages, Gift certificates, Many unframed prints, and other fun items and services.Music will be provided by Jim Matherly DJ Services following the auction.Tickets available NOW at FCA, 912 Barnette Street, 456-4729.$60 in advance – $65 at the door.Event Sponsors:Davis Constructors & Engineers Inc., BP, Martin EngineeringSponsors:Holland America Line Westours, Doyon, Ltd., GCI, ABR, Slayden Plumbing & HeatingSpecial Thanks to:Hot Licks Homemade Ice Cream, Gavora’s Liquor & Fine Wines, Grizzly Media, Sourdough Express

11. Art, for the fundraiser and/or to decorate the shelter:
    1. Briana’s suggestion:

This is Briana Berner. I am contacting you about a project that our National Honor Society here at Lathrop would like to do this year. We were hoping to hold a fundraiser for The Door sometime within the coming school year. Our idea was a silent art auction, we will ask artists for donations from artists, invite individuals and the public, provide live music and possibly food and hopefully raise lots of money for this wonderful thing you are beginning. My original plan was to hold the event during November but I have realized it was an unrealistic goal and am now trying to set a better date. At our last meeting we discussed possible dates and venues and an idea that kept popping up was the possibility of holding it at The Door itself. This could obviously only work if you are ready to have an open house sometime between now and next summer but if it is possible I think it would add a lot to the event. Also, I would be honored if you would come in sometime and talk to our group about what exactly it is your organization is doing, the needs of the homeless youth in Fairbanks, and what more we can do to help. Our idea is very broad and basic right now and I hope to be able to describe it in more detail soon. I look forward to hearing your thoughts and ideas. Have a wonderful day.

12. Dave Miller’s suggestion please read this if you have not already: website
    
13. Fundraiser discussion regarding artwork
14. Bank Signers, corporation signers & name change issues. ED, President, Vice Pres, Secretary should be signers, any reason they should not be, Brad? other thoughts on this? With a traveling board, it seems prudent to have more signers to cover for people’s potential absence. We need to have a motion w/second for minutes & bank.
15. Gas reimbursement – I kept track of miles for 7 weeks and the average was 68 miles per week. What paper work should be done and in place?
16. Spontaneous short visit from Sarah S (VISTA) and Dick Erwin (AmeriCorps Direct/Student Intern) For the board to meet them and thank them.
17. Volunteer Hours for August and September. * Pass around a sheet for folks to sign in and record hours
18. October’s Meeting date: Any conflicts with Monday Oct 29th?
19. Please note Marylee & Dave on vacation. . . 9/22 to 10/7 and not available for contact. Please log on to the board website at least once or twice a week to look at upcoming events and calendar information.

REPORTS

• Treasurer’s Update: September Treasurer’s Report
• Meryem – September 28 Sleep Out Report
• House Update from Dave M:

We are still waiting for the City of Fairbanks to release a RFP (request for proposal).  The city has engaged Jim Loftus to provide a thorough foundation study.  We have disconnected power and phone lines from the house and we are ready for demolition work.

• Danny: Fundraiser update

The committee met Sept 4 with Rodney, Patrick, Barbara, Marylee, Danny, Sarah and Meryem in attendance.  It was suggested that we NOT have a silent auction format, but rather a semi-formal event with music and a nice dinner.  Suggested Ticket price being at least $50.  Having donation cards in the center of each table was discussed also for people who wish to donate.  Rodney made a good point of having your ticket price be your fundraiser and use the rest of the night to entertain and educate the guests without having them feel like we are “picking their pockets” the whole night.  We are shooting for a target of 250-300 people.

Patrick offered an expansion of Dave’s idea of using local artists for fundraising by offering their work for purchase during the event and donating the purchase to the door.  This would be with the artist’s permission, of course.  The purchaser and artist would both be recognized with a plaque of some sort and the purchaser would get a 100% write off since they are not receiving anything for their “purchase”.  Several options were discussed for entertainment including having several forms (2-3) of entertainment.
Meryem has contacted West Valley’s band director (Mrs. Weitgrefe) and it seems they will have the Steel Drum band available.  They are a very capable group that won their competition in Anchorage last year.   Also, this exposes young people to our organization and incorporates them into our mission.  They would probably be playing as everyone arrives or towards the beginning of the evening.  Patrick and Rodney both mentioned several musicians that could be our “headliner” and we are going to pursue these avenues.  Marylee mentioned Tim Palmer as a possible emcee and she is going to discuss with him.  She was also very busy contacting different venues to have the event.  She has been in contact with the Princess and Westmark.  Westmark will waive rental fee for Gold Room ($2000) if we use their catering.  They do not have the 8th available, but they do have the 9th (Saturday).  Princess does have the night of Feb 8th open and will discount rental fee 75% if we use their catering.  Dance floor fee is additional.  Friends Church is booked for our event at this point for Feb 8th.  The rental fee is free and the caterer has said she will work with us to find a price that fits.  We decided to look at other venues than Friends to open up the event to people who may not feel comfortable coming to a Church for the event.  However, we need to let them know ASAP whether or not we are going to have the event at their location.

On a side note, I spoke with Mike Powers at FMH about the possibility of financially partnering with FYA for the long term.  He seemed very interested and said he would contact Marylee about setting up a meeting for us to present our organization’s financial needs and long term goals.  I’m sure there are other things that have occurred since our last meeting that I am forgetting and I apologize if I have omissions.  I just want to say what a blessing it is to work with the members of this board.  I have been involved with several organizations, but you guys have your eye on the ball and it’s an honor to work with each and every one of you.  You guys/gals are AWESOME!
Danny

See #5 above, regarding the following: we need to suggest changes, and/or adopt these updated operation goals and annual operating plan.

Fairbanks Youth Advocates Strategic Plan and Operating Goals

• Our Core Purpose
  • Facilitating life transitions for at-risk and vulnerable youth
• Our Core Values
  • Unconditional Love | Hope | Restoration | Compassion | Faith
• Long-Term Goal (2015)
  • Fairbanks Youth Advocates is recognized by at-risk and vulnerable youth, and respected by the community, as a safe place to get help.
• Vivid Description for long-term goal:

The work of Fairbanks Youth Advocates is focused on the whole person – it follows a holistic approach to addressing the needs of at-risk and vulnerable youth in transition.  Many of those transitions have roots in housing.
A truly successful Fairbanks Youth Advocates will be an effective partner working with other agencies to cover the continuum of care for at-risk and vulnerable youth.
The specific services of Fairbanks Youth Advocates will ebb and flow, but overall the outcomes will be enduring – healing, independence and stability.
A significant part of achieving this long-term goal is building a sustainable infrastructure – organizationally sound and financially robust – that will serve as a solid foundation for the future of FYA.

Annual Operating Plan (FY 2011-2012)

NOW Goals

• Finalize implementation of a formal, consistent annual budgeting and reporting process
  • FYA will be operating under a board-approved budget at the beginning of the next fiscal year
  • Financial reporting will include a “Budget Variance Report”
• Finalize shelter Alternatives in partnership with others, provide services to RHY now
• Finalize basic plan for holding the first annual FYA big fundraiser

6-12Months

• Finalize human resources infrastructure for FYA, in advance of shelter opening
  • Positions and job descriptions developed
  • Personnel Policies and Procedures
  • Executive Director compensation range developed
• Host FYA’s first annual fundraiser

• Strategically expand relationships and grow support for FYA from the faith community

• Board to complete “Understanding Financial Statements” class through Foraker Group.

• Investigate the Parsonage Nurse Program
  • As a way to partially meet health care needs of RHY

12-18 Months

• Complete updated FYA organizational Business Plan for Sustainability covering the period 2013 to 2016