April 2013 Meeting pre-agenda

1. Roll Call: Present: Marylee, Brad, Maryam, Rilene, Patrick, Sarah, Dave Miller

Absent: Kathy, Jeff F, Barb

2. Meeting called to order at 5:10? (realized about half-way through the meeting that I hadn’t recorded this)
3. Opened in Prayer by Maryem
4. Voting items:
   1. Vote on Tax Preparation Vendor
      1. Discuss Wilson and Wilson doing FYA’s taxes. Due to Brad’s conflict of interest here he left the room for the discussion. Rodney says that a similar situation arose with FRM and they were unable to have someone sit on their board if his agency was doing their accounting/finances. Brad came back in briefly to clarify that it’s okay as long as it’s tax preparation and not an auditor. Patrick made a motion to accept, Rilene seconded the motion. Motion passed.
   2. Approve Board Evaluations: Patrick motioned to accept board evaluations, Rilene seconded the motion and it passed.
   3. Approve Financial Policies
      1. We discussed the Financial Policies and Rodney provided lots of advice on how things work at FRM. We agreed that we need to “tighten up” procedures. Patrick brought up the question of efficiency regarding all of this and emphasized the need for a real office with a working computer. Patrick and Marylee will re-work the highlighted/colored portions of the document, making the changes we discussed. (interrupted because Maryem needed to leave and Dave Miller also mentioned a need to leave soon. Dave Bates also showed up mid-meeting)
5. May 4^th (first Saturday) Art fundraiser at 1^st Presbyterian- desserts will be served in sleeping area. Art will be upstairs. Advertising the West Valley students are already working on: TV Stations and School Board. KJNP next week and Dermot Cole contact soon.
6. Building report from Dave Miller: Marylee and Dave went to look at the building next door to The Door. Dave read us the report. Ultimately, Dave’s opinion is that if we can pull off buying the house, it would be a good thing. There is a $40,000 note that we can ride until 2016. Question: Where is the other $60,000 going to come from? Brad moved that we pursue purchasing the property. Patrick seconded. We are moving forward with the next steps:
   1. Dave suggests we make an offer that is contingent on financing. This will allow us the time to talk to the bank as well as getting a building inspection (This will be internal-just for us-because they are selling as-is and won’t make any changes anyway) which will let us know if there are any issues that are too significant to ignore. Dave will talk to someone he knows who does many home inspections and there’s a possibility that the fee would be donated.
   2. Patrick made a motion to proceed with an offer and allow Marylee to put down earnest money (whatever the realtor and/or Dave Miller suggests) and Rilene seconded- so Dave will move forward in figuring that out and will not need to get approval from the board to put down earnest money.
   3. Dave Bates joined the meeting and we discussed how much money Clearwater Counseling has that could be used towards this house.
7. Vice President position in light of Danny Bramer’s resignation 
   1. Patrick suggested giving him a sabbatical, which would mean we’d need to amend our articles and/or bylaws. If this is legally okay, Patrick proposes that we offer that to him. Patrick will be gone most of June. 
   2. Is anyone willing to take on this position? Dave Miller said he would be happy to help run meetings and help communicate in Patrick’s absence. Patrick stated that Danny is resigned from Vice President and Patrick nominated Dave Miller to fill the V.P. position in the interim until Danny returns or another person comes forward. Rilene seconded the motion. Dave Miller is now Vice President. 
   3. We also need someone to head up the fundraising committee. 
8. Clinical Director’s report.
   1. Dave Bates says we are doing better this year than last year—partially this is due to an increase in how much he can bill to insurance companies and he is seeing plenty of clients 25-30 per week
   2. Dave talked about his 5 and 10 year plans which include working for at least the next 15 years and then going to part time at age 70.
9. Marylee gave her report to us- some highlights:

1. Between 12-21 youth per night.
2. 238 bed nights since we opened.
3. found a nurse who volunteers every Thursday nights from 9-12.
4. 6 youth started coming just for food in March. 1 or 2 came by in February for similar- just food- and then started staying the night in March, so maybe those six will come back to stay.
5. Marylee showed us the cookies and card that she has been giving to extra special helpers (guy who gave us free bus advertisements, Mike Setterberg who came over in the middle of the night with bolt cutters, etc).
6. City is expecting to get us an RFP for our building. Bidding process is now 31 rather than 60 days. Marylee asked if Covenant House will be on the review team when the winning bidder gives their offer/plan.
2. Summertime volunteer appreciation picnic.
   1. We agreed that weekday would be better than weekend. We discussed July 17^th, the third Wednesday in July, as a good day. 5-7pm. Sarah F. will move forward with planning this event. 
   2. Meeting Adjourned at 7:09pm