May 9, 2013
Call to order: 5:00
Present: Rilene Ann, Kathy Birch, Patrick Endres, Barbara Tyndall, Jeff Bizzarro, Brad Johnston , Sarah Finnell, Marylee Bates
Guests: Adena Benn joined us (potential board member); Rodney Gaskins, director of the Fairbanks Rescue Mission
Absent: Meryrem Kugsruk, Dave Miller
Open in Prayer: Kathy Birch opened in prayer.
Minutes for March: Rilene Ann moved to accept; seconded by Kathy Birch; approved unanimously.
Minutes for April: Rilene moved to approve; seconded by Jeff Bizzarro; approved unanimously.
Financial Policies: These were worked on by Marylee and Patrick. Members are encouraged to read and edit. One addendum concerned reimbursement for travel (looked up state and fed guidelines). A flat rate of $50 a day for per diem was suggested. Lodging and travel, & other necessary costs, with prior agreement, will be covered by the agency.
Brad suggested two amendments—(1) Alaska USA Bank be changed to Alaska USA Credit Union; (2) that federal payroll taxes are to be paid monthly by the 15th of the following month (rather that within 3 days of the paycheck date). Rilene moved to accept the amendments; Brad seconded; approved unanimously.
Director’s Report: Marylee Bates
FYA received a check for $250 from a Lutheran Church. We were also given a coffee maker and coffee. Lowes donated a thousand gallons of paint.
FYA scored number four in the Basic Homeless Assistance Program (BHAP) for $187,000 and Emergency Solution (ESG) for $23,000. The BHAP money is for salaries for all activities. The ESG is for utilities at the DOOR. New money starts July 1 to November 1 and covers operating one shelter at a time. Brad said we would like to keep the emergency shelter open and ask for funding for it since the funds will shift to our shelter when it opens. We have a track record now to show the value and need for the emergency shelter. Eventually (within 3-5 years) want to get away from large grant funding to community funding.
Sarah offered to train staff on how to de-escalate situations as she has experience in that area.
Brad asked about protocol for dealing with incidents. Marylee said there is a protocol in place and it was followed during this latest incident.
First Presbyterian said we are filling up a large garbage can every night at the shelter. Marylee offered for FYA to pay for dumpster and pickup.
Building acquisition update: Northrim Bank is willing to loan $90,000 at 5% for 132 house on 10th. If this falls through, Patrick may loan FYA the money to buy the house (exploring conflict of interest issue). Brad said we should have “conflict of interest” procedures. Arms length transactions (same terms as bank) relieves us of the conflict of interest issue.
Patrick has no interest in gaining interest from this organization. He will offer this if we have no other options.
Discussion from board. Brad said $40,000 is available from our funds; we need to keep some cash on hand. Brad was looking at a little over $20,000 from FYA. Rilene said that Patrick needs to get interest on his money if he loans it. Board members agreed.
Brad moved that FYA borrow up to 80% for the building from a financial institution with a cash down payment from FYA; or, if there is no other alternative, we offer to borrow from Patrick under similar terms. Rilene seconded; approved unanimously.
Need for short video to be produced as part of our community presentations. Marylee said this is important enough to pay to have this done. Brad suggested we itemize what we want and need so we can use it for a variety of needs (30 second spots, etc) Steve Neumuth was suggested as a resource for this project.
Next month’s meeting will be June 6. Barb and Brad will be gone. The board will meet from 5-7 at the same location.
Policies for Shelter: This is a lengthy document. Brad suggested small committees to review sections and bring back recommendations to the board. Marylee is sending them out in grants now as a work in progress. Rodney Gaskins said this is operational and should be the domain of our executive director. Brad said our board should approve policies but the director should implement procedure. Patrick suggested we read the documents in light of policy and give input. Marylee can work on the procedure. Sarah and Kathy volunteered to read and comment.
Donor scheme and plans—Found that we serve youth, ages 12-17 on our web page; need to change this to ages 12-22.
There was a discussion about using Alaska gems or other items to designate our level of giving on the web site. Sarah liked the idea of people buying different parts of the house (brick, door, etc). Mountains were suggested; highest mountain for those giving the most, etc. Rivers and villages were also suggested. The idea of rivers (Yukon, Tanana, Chena) seemed to resonate best. Patrick has photos of each to use if we use this genre.
Personal phone calls to thank donors was discussed. It was suggested that $500 is substantial from an individual and warrants a phone call. The call will be made immediately. A corporation that makes a $1000 donation will also get a phone call. If an individual donator contributes $1000 annually, a personal call will be made. Bi-annual reviews will locate those folks who should be contacted. These will be evaluated for donation of money, materials, and time.
ABR made a $3500 donation. Jeff will call and thank them.
Rilene suggested we could tap into the Candlelight Vigil with a web site to gain donations. Marylee said it is really a Fairbanks Counseling and Adoption event. Other events were discussed for this purpose.
Foraker’s Training: Marylee attended this training. She learned there that 80% of people don’t make a second donation. Making it personal and newsletters help to get ongoing support.
Volunteer Appreciation: Sarah Finnell reserved a pavilion at Pioneer Park July 17 from 5-7 for this event. Jeff, Barb, and Kathy volunteered to help. Sarah will call them for a meeting before she leaves.
Adena Denn shared her vision and passion for doing this work. She stepped out so the board could discuss her candidacy. The board members shared positive feedback. Patrick moved that we approved Adena as a board member. Kathy seconded. Approved unanimously. Patrick will let her know that she has been accepted as a member of FYA.
Treasurer’s report was discussed. Brad explained the shelter is losing money because much of it comes out of pocket.
Patrick showed us the photos he took at the shelter to put on our web site.
Meeting adjourned at 7:00
Next meeting June 6 from 5-7—same location.
Respectfully submitted,
Barbara Tyndall
FYA Secretary
