staff appreciation – $300? or ?? birthday cakes – and special treats/dinner
12 hours per week, receptionist/office help 3 days per week, TWH from 9-1:00
Accept these changes to the Financial Policies (posted on our board website in the Nav Menu.)
Consultants and Consulting Fees
Consulting or professional services may be required to provide expertise not otherwise available. Services that are expected to cost $5000 or more will be obtained through competitive bidding. A request for proposal (RFP) describing the scope of work needed will be submitted to appropriate service providers and/or by advertising with the goal of obtaining at least 3 bids. The bids will be evaluated based on cost, ability to perform, competence, skill and experience, and other appropriate factors. No contract shall be subdivided to avoid these requirements
FYA Credit Card
The Executive Director shall obtain a credit card for FYA use only. Preferably the credit card should be in the name of Fairbanks Youth Advocates.
Only one physical credit card is permitted. The authorized signers on the card should be the Executive Director & the Shelter Supervisor.
If an appropriate rewards (airfare, travel) credit card is obtained, the rewards may only be used for FYA business.
The credit card will be used only for FYA purchases.
Receipts for credit card purchases will be turned into the Executive Director as soon as practicable. A credit card purchase form should be attached to the receipt documenting what was purchased and why, as well as the fund/class to be associated. A copy of the purchase should be forwarded to the treasurer/bookkeeper for recording in QuickBooks.
On receipt of the credit card statement, a copy should be forwarded to the treasurer/bookkeeper and reconciled to the receipts. The bill should be paid only upon satisfactory completion of the reconciliation.
All credit card bills will be paid in full and in a timely manner to prevent interest and fees from being assessed.
If you have not made thank you phone calls per the post last month, please do so before the meeting.
Simon, Mark, Fairbanks ($1,000) 907 460 6667 fatbet (Brad) Patrick’s friend, he is on the Hospital Foundation Board
Reichardt Paul & Terry, Fairbanks ($2000) 455-6703 (Dave M)
Fairbanks Lutheran Church 1012 Cowles St Fairbanks Ak 99701 (over 1K over the year) 452-3425 Pastor Paul Bodin (ask Kathy Birch for pronunciation) (Barb)
Montesano, Peter Anchorage AK 99508 $200 907-461-0209 or it might be 441-0209 (Barb) Patrick’s friend, a physician living in Anchorage.
Kimmell, George and Deborah, 929 Gold Mine Trail Fairbanks AK 99712 $200 907-457-1864 (Dave M)
Johnson, Amy 3000 Moose Mtn Fairbanks Ak 99709 300 ytd 907-978-3246 fat better (Sarah F) Patrick’s friend, works as a nurse in public health, home care, and substance abuse.
Personal invite to our open house to our large donors. If we get these numbers we can make calls at the meeting.
Update on donor plaques for the doors of the Door.
We need to make a final decision on the donor plaques so we can advertise appropriately during the Open House. This includes both donor values and how we will display them.
$500-1000
$1000 + to 2500
$2500 and over? or 5000 and over?
Founding Donors?
Open house, Dec. 16, details
Event happenings
Board members WILL ALL wear a festive winter hat of their choice and name tag.This helps with identification for those to know who to ask questions of.
Brief Board on Talking Points to the public
The DOOR Update:
Phones & Internet: (Gary is our Tech guy – he has provided free labor to us for years)
We purchased a phone system from AlcanTel encompassing both buildings. They gave us the phones and materials at their cost – essentially a 42% discount. Gary will install for free:
It will provide us: Integrated voicemail and voice menus, easy to program the phones, speed dials etc. Transfer capability. Ability to set time schedules for different functions, automatic forwarding to other numbers, internally and externally. Email notification via voicemail.
Technology: Video Security (this is the second quote, the first one was from Action Security for 12k)
We have a quote from Alcantel for security:
New Video System We would deploy a new Video Management System, Milestone Essentials, along with the new IP cameras. We will provide and install five new Axis cameras for the interior, and one new Axis camera for the exterior.
The cabling, switch, power injectors, workstation, and monitor would be provided by others. We will provide you with the workstation configuration needed to have the system run optimally. We will install the programing on the provided workstation, and provide the four hours of user training on the Milestone software. New Video System $6,850.00
Gary’s comments: It is cheaper, but still expensive. Although he does not break it down by items in the quote, I did some research and the hardware he is providing, 6 cameras, comes to about $4700 and the software to about $250, so the rest is labor.
Gary indicated he did not really have the time for this much free labor – I told him I thought it was a reasonable quote.
All of the above still requires a workstation to dedicate to it. We could get something donated or Gary could build one for around $1000.
On a related note, the remaining network equipment Gary needs to get is going to run around $600-$700 –
Public Information Report
FYA Public Website has been redesigned and updated
Clearwater counseling website has been moved to the FairbanksYouth Advocates server. They are both now free with no hosting fees. It cost $100 to migrate CC.
I made the calls 3-5.
I hope the talking points will be typed out.
I left thank you messages for Dan Holmgren and Amy Johnson.