FYA Board Meeting October 23, 2013

Opened at 5:07

Members Present: Dave Miller (presiding), Sarah Finnell, Brad Johnston, Meryem Kugzruk, Kathy Birch, Marylee Bates.

Guests: David Bates, Niki Merriweather, Rodney Gaskins.
Absent Patrick Endres and Barb Tyndall

1. Meryem opened with prayer. Minutes from September meeting were approved.

2. Treasure Report by Brad. Reviewed. (See the report and flow charts.) Note that some designated money from OHN went to the Door Opening, otherwise it went to the construction debt.

3. Niki presented information on CARF (Commission on Accreditation of Rehabilitation Facilities) It is a national and international accreditation organization. She had many questions for them and they answered all of them to her satisfaction. Initial fee is $995; walk through assessments are $1500 per reviewer. Accreditation is 1-3 years.  (Further information can be found on the link that Marylee sent us). Alaska businesses, and specifically in Fairbanks, use CARF and are impressed with their supportive attitude and guidance. Rodney encourages this stamp of accountability and advised once we get it, to advertise that we have it. Initially it was decided to buy the $167 Manual to get us on track; plan to apply for the accreditation in 6-12 months. For now, this expense (of the manual) will be put under office expenses.

4. Director Report:  A letter sent out that extends a request to 25-30 local churches for the stipend support of our future house parent

   1. Door/CWC Security System Need: Action Security is the only security business in town. Marylee has submitted a grant application to Rasmussen Foundation for 24999, (furnishings and security system). The security system also will requires a $1500 annual fee. Dave Miller will sleuth this. He has some alternative ideas. Rodney says FRM uses Action Security, likes them, but, recently has had some ‘issues’ with them. (ie no long term back up like Cloud). Marylee will talk to Brenda at IAC to get her input.
   2. TV/radio PSA – its all done, the board advised Marylee to proceed both with TV and Radio time equally.She has contacted Mike Powers, FMH, about helping to review our employee manual, and share info regarding HIPPA regsGrants: See update on board blog
   3. Shelter will be closed November 5-10 to allow for training of staff and volunteers 9 am-5 pm. Hours of the night shelter that week will be 9 pm to 12 midnight.
   4. Board Meeting Retreat dates to be decided. Foraker training. Subjects so far are: finance training, long term goals, combining of FYA and Clearwater Counseling Mission Statements. Board members need to vote a date preference, on board blog.
   5. Shelter Specs: 51% of youth have been 16-19 years old. best to place the younger youth into their family unit. Nationally, 50% of homeless youth (18 year old) are out of foster care.
5. Property Report: Dave reports everything is on time and good quality. Living quarters will be more homelike. Jarod writes he feels lucky/happy to be a part of building The Door. Brainstorming ideas for improvements for the 132 10th ave. BOSS group, and other groups to help. Clearwater will finance. Food Fridays: call Dave if you want to provide the workers noon lunch. Usually 8 people. Meryem signed up for the 25th.
6. Policies: We reviewed the Financial Policies posted on the board website:  changes which are “grant driven” discussed and agreed to pass. We agreed to redraft Consultants and Consultant Fees section in the Financial Policies and to accept that at the next meeting. bid outs of at least three businesses. We need to review our board “conflict of interest” form and we all will need to sign it.  Also, CPA needs to be bid out. Brad will draft a RFP (request for proposal) for preparing tax return.
7. We have a credit card with Marylee’s name on it. FYA didn’t qualify at this time; we will try again at a later time. We will pay all bills with this Alaska Airline VISA Business Card. Its policy will be discussed later.
8. Executive Director Evaluation is due.
9. Honda Vehicle donated. It is parked at Patrick’s until we have insurance etc.
10. Art for Our Kids: board members asked to hand deliver request for local artists to donate for accenting our Door. Letters passed out and will also be available through Dave.
11. NEXT MEETING: NOVEMBER 14

Adjourned 6:37 pm

submitted by Kathy Birch