Fairbanks Youth Advocates Board Meeting
1-22-14
Call to order: 5:04
Present: Patrick Endres, Meryem Kugzruk, Sarah Finnell , Brad Johnston, Barbara Tyndall, Kathy Birch
Absent: Dave Miller
Visitor: Rodney Gaskins, Executive Director Fairbanks Rescue Mission
Open in Prayer: Patrick opened in prayer.
Minutes: Meryrem moved to approve the minutes; Kathy seconded. Approved unanimously.
Voting and signature items:
Marylee left the room so the board could discuss the annual review of job contracts for Dave and Marylee. There was no change in Marylee’s contract. There was a discussion of whether or not to add COLA to Dave’s salary and housing or add salary only. Dave has brought in 11% more income to FYA this year resulting in $50,00 more income in 2013. Patrick spoke in favor of adding COLA to Dave’s contract. He explained that Dave makes the income as a pastor and the money is tax free to us. Patrick moved to add COLA to Dave Bates salary and housing. Kathy seconded. The measure passed unanimously.
Employment Contract Agreements for Dave and Marylee were passed around for the board to review. Brad suggested a change to item 3 on Marylee’s contract.
We will amend Dave’s contract to reflect the vote.
BHAP/ESG Resolution passed around for board review. Marylee will be applying for these grants.
Vocational Education Assistance:
Marylee related the experience of a young man at the shelter who needed $211 (Vocational Education Assistance) FYA staff advised him to see what he could get on his own. He secured some funding from his mother. But the staff wanted to know that day if we could pay this bill. Marylee expressed the need of a protocol for these situations. The young man made some effort on his own and is attending class. FYA will have an intern research all available resources for
educational/vocational assistance for youth in our care. Brad suggested we set guide lines to address each client equitably. There is not a line item in the budget for the money at this time. Marylee said that the youth also need to show some initiative in coming up with funding options. Patrick said he is comfortable with what is happening so far. He requested Marylee to write up these suggestions.
Patrick asked Rodney Gaskins for his opinion. Rodney’s concern was that this youth didn’t just have this issue yesterday; he knew it was coming. Organizations do not need to get pushed into a crisis mode. He often tells his staff “If you’re working harder that the person you’re helping; then you’re not helping.” We are teaching this youth something. If we do positive things when presented with these situations, we teach the youth that we will respond to their crisis. Rodney said it is disrespectful to not require something from people for what we do for them. Marylee responded and explained that someone is working with this youth to plan for the next semester. Rodney continued by saying we should not give things away for free. Have clients work for it or pay it back. Even a dollar a week works. He also said not to let them work for FYA because we don’t want them so attached to us. We don’t want to be their sole provider. Brad suggested a form be created that gives the amount requested and terms of the loan.
Patrick said that people have jobs for kids to do. We could create a list of jobs for youth. Rodney did not recommend this as we become responsible for youth on a job.
Eventually FYA wants to have its own training programs.
Next meeting date: Feb 25, 5:00-7:00 pm.
Vehicle needs—A small economy Honda car has been donated and is at Patrick’s house. Right now a small car will do but will be inadequate as we get a full house. We are required to provide transportation. Ideal transportation would be a van to haul supplies and youth. There is a question about the insurance issue regarding the donated vehicle. The car won’t move from Patrick’s house until insured. We have to prove it is available and insured. Marylee will research insurance and requirements.
Director’s Report:
Patrick asked what the time-line would before licensing documents were mailed. Marylee said about six weeks and it will possible be mid February before we are licensed.
The pink house is painted and Clearwater Counseling is moving into it.
Marylee brought some of the donor tiles for us to see—from Superior Hardwoods
She will take them to Award Makers to finish them.
Marylee showed us a picture of Beth, a retired nurse and volunteer for FYA who comes once a week to do whatever needs to be done. She primarily writes thank you notes. Marylee wants the board to be familiar with those who are behind the scenes doing good work for FYA.
Treasurer’s Report on line.
We had a good year. FYA shows a surplus of $3,775 which Brad emphasised we should not spend as we need to get The Door up and running.
Mortgage on pink house has been paid by FYA thus far. Dave may increase his payment to us quarterly to alleviate cost of mortgage and utilities. Brad says we need to work out a new agreement with Dave.
37% increased revenue from last year. Budgeted for $43,600
Taxes have been paid. Brad went over the details of the budget which is published on line.
Discussion of meeting with Foraker.
Several members wanted financial training. Brad said we need to understand this aspect so we can keep him honest. We need to have an understanding of what the numbers and categories mean from the financial report. He distills it down to what we need to know every month to assure we are in control of this program. Quarterly and year-end reports are much more detailed.
Financial training was put on the agenda. Brad would like input from Foraker to train this board on what we need to know.
Short term and long term goals have been met and need to be addressed again.
Rodney suggested we focus on our role to Executive Director and the agency. He emphasized that we need checks and balances for accountability. The director should not run the board; board members need to run the board. The board’s role is to keep the Executor Director encouraged but also accountable.
Kathy brought up the evaluation for our Executive Director that needs to be addressed. We also need to do board evaluations again.
Foraker training on Saturday, February 1 will address the following:
- What is Foraker’s advice to us at this point?
- Refining mission statement that is inclusive to Clearwater Counseling
- Updating our short term and long term goals; where do we go from here?
- Board relationship to Executive Director
- Board, Executive Director evaluations and conflicts of interest
- Long-term fundraising plans.
Employee Incentive ideas:
- Membership to Planet Fitness?
- At end of year, bonus hours (if they normally work an 8 hour shift, then plus 8 hours, if they normally work 3.5 hours, then plus 3.5 hours?
Patrick suggested we brainstorm on this, see if board members have other ideas, and revisit the topic.
Marylee said we already offer a $1200 stipend for education. No one has taken us up on us yet.
CDBG Closure printed handout was passed out to give board some of the details of actual costs and donations for the building project.
Marylee asked for feedback on Smoke Free Workplace.
Fred Meyer is fundraising for FYA in 2014. Sign up and give points to FYA
Design Alaska wants to raise money for FYA.
Credit Union 1 picked us for fundraising again; employees selected us as well.
A May 22 event has been planned and board members are asked to attend.
Meeting adjourned: 7:05