July 7, 2021 Board Meeting Minutes

1. Meeting started at 5:05 pm. Convened via Zoom Video Conference. Attendees: Kendi Adams, Jim Williams, Dave Miller, Rodney Gaskins, Marylee Bates. A quorum was present.
2. ED Hiring Process. We discussed a process to begin the search for a new ED. Rodney and Marylee were tasked with starting the recruiting process.
3. New Board Member application. Was discussed to entertain Leland’s application. He was invited to the next board meeting 7/14.
4. Update on Marylee on FPD Complaint.
5. Update from Marylee on grants. We have over $21,000 waiting for us to claim for state foster payments. Marylee will request payment ASAP. We received the notice of intent to award for the FY22 BHAP grant.
6. Recess at 5:43 pm. Board meeting scheduled to reconvene on 07/14/2021 at 5:00 pm via Zoom.

July 14, 2021 Board Meeting Minutes

1. Meeting reconvened at 5:05 pm. Convened via Zoom Video Conference. Attendees: Jim Williams, Joyce Weis, Kendi Adams, Dave Miller, Marylee Bates, Rodney Gaskins, Patrick Endres. Guest: Leland Rich, prospective board member. A quorum was present.
2. Donor Management – Patrick Endres  
   1. Marylee says Wilson and Wilson is working on entering all donors into Quickbooks from January 2021 to current, then will focus on 2020 donors. Quickbooks has an option for generating thank you letters.
   2. Jocelyn may in the future be able to handle these in-house.
   3. Discussed contact with donors via thank you cards, automatic email, and newsletter.
   4. We are currently using Quickbooks desktop but Patrick suggests using Quickbooks online.
   5. Action Item – Marylee will see if Wilson and Wilson has the Pick. Click. Give. Donors.
3. Public Engagement
   1. Donor List – Marylee and Patrick started working on this.
   2. Newsletter – Marylee and Patrick has completed newsletters the past two months. Perhaps step back and talk about the big picture of The Door’s history.
   3. Jim Williams has a core message in regards to our recent leadership changes for us to utilize in public relations.
4. ED Position
   1. We will review via email.
5. Recessed 5:34pm. Meeting to reconvene on July 21, 2021.

July 21, 2021 Board Meeting Minutes

1. Meeting reconvened at 5:03 pm. Convened via Zoom Video Conference. Attendees: Jim Williams, Patrick Endres, Kendi Adams, Joyce Weis, Marylee Bates. A quorum was present.
2. Leland Rich Board Application discussed – he has an accounting background and understands the commitment
   1. Motion to accept Leland as a board member MSP Patrick, Kendi. Discussed devotions and board member participation. This will be discussed at a later date. Passed unanimously.
3. Financial Reports – Reviewed YDT Statement of Financial Position, Statement of Activity Comparison prepared by Wilson & Wilson and how they compare to the past two years. They have told Marylee they want to make sure our account’s reconciled by the end of the week. Kendi has requested a financial map for the year of where we should be.
   1. FYA $166,000 Alaska USA Account Balance. About 4 months cash on hand.
4. Job Description and process for the Executive Director – Marylee and Rodney sent these documents to the board.
   1. Patrick requests a timeline for this process?
   2. Jim said the Interim Directors have agreed to stay on for 6 months.
   3. The board has approved Marylee to start the advertisement process with the requirement of church attendance removed.
5. Marylee will be out of town starting 07/21/2021.
6. Board thank you to FNH Fitness Spin for A Cause – recorded by Marylee for the event.
7. Recessed 5:49pm. Meeting to reconvene on July 28, 2021.

July 28, 2021 Board Meeting Minutes

1. Meeting reconvened at 5:02 pm. Convened via Zoom Video Conference. Attendees: Jim Williams, Patrick Endres, Kendi Adams, Joyce Weis, Dave Miller, Marylee Bates, Rodney Gaskins, Leland Rich. A quorum was present.
2. ED candidate review process/team
   1. There are several applicants already.
   2. The board discussed the hiring process.
      1. Jim requested Marylee and Rodney screen all the applicants.
      2. Marylee will set up meeting times, 5pm, 6pm, and 7pm on Wednesday nights.
      3. Marylee has interview questions and any board members with questions they would like added should submit them to her. If they are legal, the interview team will try to incorporate this.
      4. Jim discussed two board members present for interviews, same two board members for each interview. Rodney and Marylee suggest two board members keep an evening open to interview new leaders, such as Wednesdays.
      5. The board discussed Rodney as helping to facilitate the interview based on his experience. Kendi’s availability changes on August 11^th, but she has been on hiring committees before and is willing to help. Jim as President of the Board is willing, but meetings need to be planned in advance.
   3. Goal to set up interviews next Wednesday evening.
3. Marylee and Rodney Compensation
   1. Currently, they are splitting the current ED position’s salary as approved by the board for the 2021 calendar year.
   2. Putting this as an agenda item for our regular board meeting to discuss additional compensation.
4. Schedule date/time/place for August regular board meeting
   1. August 18^th at 5:30pm – Zoom due to COVID. Rodney will set up the meeting link. Jim to set Agenda 9^th or 10^th with EDs, any items that need discussed to be emailed to him.
      1. Wilson & Wilson to present
      2. Marylee and Rodney Compensation as an agenda item
5. Upcoming absences:
   1. Marylee has requested a board member to sign for Wilson and Wilson in Marylee’s during absences in August and September. The board has nominated Dave Miller but will need to confirm and discuss dates.
   2. Jim will be out and off-grid first two weeks of September.
6. Adjourned 5:34pm.

7/7/21 Meeting Minutes Notes taken by Jim Williams. All other notes taken by Joyce Weis.

Respectfully submitted,

Joyce Weis, FYA Board Secretary