Present: Tami Manning, Patrick Endres, Marylee Bates, Sarah Finnell, Liz Fabian

Absent: Chick Wallace, Barb Tyndall, Dave Miller

Call to order at 9:17am

Open in prayer by Marylee

Motions in Red

1. Informal Director’s Report:
   1. Marylee shared a story that happened last night at the shelter involving irate parents and police officers attempting to remove youth from the shelter. Marylee handled it exceptionally well and the police did not end up removing any youth. This led to a discussion about outreach and our need to educate all different sectors of the community who may not be aware of our services. Janelle will hopefully start connecting with other agencies and letting people know about us. A former house-guest, Ruth, may also be a good peer-outreach person.
   2. Sarah Smith will start next week and our VISTA will start February 22^nd.
   3. Our new bookkeeper has started with some difficulties. She is going to be a good receptionist, but is struggling with the bookkeeper part of the position.
2. 2016 Operating Budget: There is no longer a deficit in the budget, we are now $38,538 in excess. The Pick Click Give amount is a “shot in the dark” considering we have never had it before.
   1. Liz moved to approve the 2016 operating budget. Patrick seconded the motion to adopt the budget. Motion passed unanimously.
3. Financial Policies Discussion: Liz made amendments on the financial policies- she noted that she’d like to require that the treasurer review 1099s, W2, and 941s.
   1. Patrick moved that we accept the amendments. Sarah seconded the motion. Motion passed unanimously. Liz will make those edits and update the document.
4. Approve November meeting minutes:
   1. Patrick moved to accept the November 2015 meeting. Tami seconded the motion. Motion passed unanimously.
5. Unfinished Business:
   1. Salary for Clinical Director- Dave requests a salary that is half of his income generated through Clearwater Counseling. Based on his discussion with his accountant, that is fairly standard between a profit/non-profit partnerships. From 2009 through 2014, Dave made at least 50% of his revenue. In 2015 he received 46% of his revenue because the revenue increased in that year.
      1. Discussion of tax-exempt housing allowance: Patrick is uncomfortable with giving Dave a housing allowance for being a Pastor. If we stopped giving him a housing allowance, it would cost the agency significantly more money (about $40,000 according to Gary Corrick).
      2. Patrick made the following motion: give Dave an annual 3% increase on Director’s Salary (excluding the housing allowance). In addition, he will receive a bi-annual bonus (in January and July) that would ensure he makes a minimum of 50% of total revenue income. This would be based on revenue received, not revenue billed. Liz seconded the motion. Motion passed unanimously.
      3. Sarah proposed to give Dave a $10,000 bonus for 2015. This brings him up to receiving 51% of revenue received. Patrick seconded the motion. Motion passed unanimously.
   2. Executive Director Salary discussion:
      1. Patrick moved that we bring the Executive Director salary to be raised by 3% annually. In addition, subsidize 50% of Marylee’s cell phone expenses. Tami seconded the motion. Motion passed unanimously.
6. Outreach- This is an effort we really need to focus on in 2016. We need to develop a better marketing plan so we always have 10 kids in the shelter and shouldn’t drop down to 2 or 3. We need something that would appeal to kids. Ruth, former client, might be willing to put a message on TV. We need to be focusing on two populations: clients and donors. Sarah Smith will hopefully be able to help with some of this. Marylee thinks we could potentially hire a part-time employee focused on this. Patrick suggested that we take some of the revenue from 2015 to pay Sarah to take on a role that could support Marylee in the ways she needs the most support. We need a new line-item in our budget for outreach. Currently we have $7,500 for “advertising & outreach”.
   1. Motion: Liz moved that we increase the line item in “advertising & outreach” to $17,500 so we can focus on getting the word out and fill the shelter. Sarah seconded the motion. Motion passed unanimously.
7. Review ED Directives:
   1. Huge progress made on first directive to limit calling-in Marylee to work and fill in shifts. Marylee says they are now doing a schedule two months in advance. Deleted this first directive.
   2. Second directive was a focus on broader community fundraising and networking. This will always be an ever-evolving goal for Marylee. Patrick removed fundraising and added “being a liaison to educate all sectors of the community”
   3. Develop and focus an outreach program
   4. Changed “develop OHN fundraiser” to “develop a new fundraiser”
8. Review Annual Timeline. Look at this on the website- it is located under the Calendar tab on the board website.
   1. This is a work in progress and anyone can go in to edit as necessary. Please make changes that you see fit! For example, an edit that was made was to change the December meeting to virtual only, so we can approve critical items only as necessary (since so often we are too busy and traveling too much to convene). Marylee’s annual review was moved from December to February. We will no longer have an in-person meeting in July, but will have a virtual meeting if necessary.
9. Donor Contributions- Marylee keeps a complete list of businesses and individuals who give FYA money. Marylee will share it with us at the next meeting.
10. Reviewed 2014 Operating Plan and priorities. We have made good progress or accomplished many of these priorities.
11. Review 2014 Short Term and Long Term Goals, and develop 2016 Operating Plan and Priorities:
    1. a. Short Term Goals (these can be found on the board website):
       1. Hire a house parent.
       2. Continue work on family reunification: Analyze effectiveness of current mediation program; develop a brochure to reach out to families who have come to mediation.
       3. Board Member Development: Changed the number of board members to 7 rather than 9 (as our goal).
       4. Complete a business plan for sustainability: pay Foraker to write this for us.
       5. Establish outreach program to ensure optimal capacity of The Door.
       6. Establish annual fundraising event.
    2. Long Term Goals from 2014 remain the same. Amended to include “future campus planning.”
    3. Mid-Term Goal: Annual fundraising event established
12. Fundraiser:
    1. Sarah shared a few fundraiser ideas
       1. Super-Event: get a number of small businesses to host events on the same day and give proceeds to FYA
       2. 50/50 Raffle
       3. Partnering with a wine-tasting event
       4. Gaming for Good- teens/gamers raise $ through a tournament
       5. Obstacle Course- option similar to 5k race

Concluded meeting talking about how we are all doing with our involvement on the board. Marylee shared ways that the staff are figuring out what it means to provide shelter and what speaks love to the youth. 

Next meeting: Thursday, February 18, 5pm-7pm

Meeting adjourned at 3:13pm