Fairbanks Youth Advocates Board Meeting

May 1, 2014

Call to order: 5:00

Present: Patrick Endres, Kathy Birch, Barbara Tyndall, Brad Johnston, Dave Miller, Sarah Finell, Meryem Kugzruk

Prayer: Meryem opened in prayer.

Minutes: Patrick moved to approve the minutes; Sarah seconded; approved unanimously.

Mission Review:  Patrick and Marylee reiterated the responsibilities of a Vista Volunteer since ours is leaving soon. We need to come up with goals and responsibilities we would want for that position. Marylee said it is unlikely that we will be able to get another any time soon.

James Martin has been hired as the house parent for The Door.  Three and a half positions that have been filled are grant supported.

Executive Session—off the record

Marylee said she learned a great deal from staff evaluations.

Discussion of Marylee’s salary:  Brad brought up the 2014 operating budget.   We budgeted $38,381 for the Executive Director position but we authorized $42,500.

Brad moved we bring our ED to the full salary o $42,500 retroactive as of April 1, 2014. He explained that an administrative line in the grant will support this raise. Dave seconded. Approved unanimously.

 Patrick said we need to look ahead five years from now and see what would be a realistic amount for this position. Brad said there are two jobs represented and Marylee is now doing both jobs. We need to look at funding a Program Director in the future. Marylee said she is mainly doing the work of an Executive Director. The function of Program Director happens more when she goes home to work. She has ideas for getting that filled, at least part time. She is considering perhaps taking a strong staff and grooming them for this position. Sarah wondered if Marylee could have a separate office so she can have a quiet place to work.

Mark Harris’ application as a potential board member was discussed. Kathy moved to approve Mark Harris to FYA board for purposes of discussion; Meryem seconded. Barb had called Mark’s references and both individuals had strong, positive comments concerning him. Sarah said she would like to talk to someone who knew him longer since both references had only known him a year or less. Dave expressed doubts about Mark being a good fit for this board. He felt we needed references from further back. Meryem suggested we ask him for references further back in his history.   Sarah mentioned that if he wants to work with youth, board members do not do that. Patrick suggested we offer him a place to help out, but maybe not at a board level. He could volunteer at the shelter or with fundraising. Patrick will offer him the chance to volunteer at some capacity before we consider him for the board at this time. The two remaining people we need for this board have a different skill set. At this time we need his talents far more as a volunteer.

TDL has not found anyone for a business manager position. Potential candidates want more money or more hours. Marylee was talking to the director of Joel’s Place and told him she was praying for an Arlys (their business manager). In the course of the conversation she was told that Joel’s Place would like to share her. She used to work a 40-hour week. She is not filling 40 hours now and could use extra hours. She will be meeting with Marylee tomorrow.

Executive Director’s Report—Marylee reported that April has been a season of growth. The shelter has moved from three to ten clients very quickly. Staff had to educate the clients that FYA needs to know their business. Some like this change, some do not. The shelter is housing three to five consistently.   Three are now in school. It has been a good process learning how to get these acclimated.   The Door is open to Non residents (12-18)  from 4-8 for meals and showers.

Thirty-two volunteers have background checks now; some paid for by state. Fifteen have done 52 shifts. FYA is advertising for a part-time fill-in position. Three of the four who have applied are current volunteers and Marylee said they would approve all of them.

James Martin is working out well as the House Parent. He is raking the lawn, etc. He has worked for various youth organizations. He has ten children. His wife passed away some time ago. He fills in all over the place. They have had to force him to leave Monday and Tuesday to get some R&R.

Marylee is waiting to hear about the BHAP/ESG grant.  We also received a small grant for a bike rack from FNSB.

Sarah Smith’s job ends in November. The borough gave Marylee the impression that we would get another Vista, but that is not happening. She may need to spread Sarah’s jobs to other staff.

We have a garden fairy volunteer. She is doing raised garden beds and creating a picnic and barbeque area. We need to landscape by July 1 to get our money back.

Shopping has been resolved; gift cards can be used.

The car is taken care of; title, plates, and insurance. Patrick will park it at The Door or perhaps Meryrem may have a place for it. Dave has room at his shop, too.

The parking lot is being considered for paving with black top or gravel. The building committee is getting a plan together for the city to approve. The next plan will be for a new roof and painting for the pink building.

Tuesday, FYA treated First Presbyterian to a thank-you luncheon. The Pastor told Marylee to let them know when things are going on so they can help.

City Fest is a June event and FYA is offering ideas for City Serve activities in conjunction with it; volunteers will prep the pink house and paint it. There is a need to put out the word for supplies for this project. James has painting experience and will supervise a group to paint. This could involve kids and others. Landscaping projects are also in the works for City Serve.

FYA didn’t get grant for the energy update.

Fred Meyer—Folks need to sign up for rewards card on our site. We received over $700 in two months (generated by 25 people).

Brad said there is no financial report at this time. He has been catching up at work. May 15 is the date for our tax filing which will be the full $990. Brad will do an extension so we can get this done.

Report from the President—Patrick reported that the brochures are out. We have two web sites which take time to keep up to date and going. They are looking good.

One Homeless Night—Meryem reported that we want businesses involved in this. We will be passing out fliers to churches and businesses.

Volunteer Appreciation–Sarah asked if we want to do another volunteer appreciation dinner. She wondered if this just takes more of their time. She thought maybe we could all pitch in and make goodie bags; coffee cards, cookies, etc.   We could give out bags as they come in to volunteer. That way they don’t need to give up more of their time.

Four volunteers gave over half of 200 volunteer hours. Sarah will take their phone numbers and make phone calls to thank them.

Garage Sale this Saturday—check website to see where to bring donated items.

June 18 is a Fundraiser with Credit Union. We will double our money if we donate there. Wine and hors d’oeuvres will be served.

Next board meeting will be Tuesday, June 3 at 5:00.

Meeting adjourned 7:00

Respectfully Submitted,

Barbara Tyndall

FYA Secretary