1. Meeting convened at 5:34 pm via Zoom Video Conference. Attendees: Jim Williams, Kendi Adams, Leland Rich, Joyce Weis, Dave Miller, Patrick Endres, Executive Director Brian Taylor. A quorum was present.
2. Prayer/Devotion (Jim)
3. Meeting Minutes – Approve
   • August 18 Board Meeting Minutes
     • Motion to approve August 18, 2021 Board Meeting Minutes. MSP Dave, Patrick.
     • Approved anonymously
   • Approval of September 22, 2021 agenda. Approved anonymously.
4. Signature Items, Board Housekeeping
   • Alaska USA Signature Cards
     • Changing over AK USA Credit Card account: Leland, Jim, and Brian will be the signers on the account. Leland, Jim, and Brian need to sign the paperwork and Dave Miller needs to go into the bank to have this updated since he is the last signer on the account. Jocelyn to notify Dave when this is ready.
     • Settlement agreement for Work Comp- the State requires President, Vice President, Secretary, and Treasurer to sign in front of a notary. Jocelyn will coordinate this. Wilson & Wilson will not do that.
5. Financial Reports
   • Balance Sheet and Income Statement
     • Denali State Bank account is closed. $330 dollars left over
     • Account balances and financial documents reviewed, with discussion
       • Patrick recommends annual deposit statements from our funding sources like grants to help reconcile the financials
       • Leland recommends Jocelyn needs to have her own office and file cabinets to do AP and AR.
       • Leland recommends 2 signers on checks as recommended by RJ&G, perhaps a weekly or bi-weekly meeting.  Jim and Leland to review financial policies and finalize this.
   • Budget update – 2022 Operating Budget to be discussed at the October 2021 Board Meeting
   • Q&A with Wilson and Wilson
     • Discussion on Wilson & Wilson payment. Fee has been negotiated down 20%. The board is interested in pursuing transition to RJ&G. Brian, Leland, and Jim will work on this transition.
   • Financial Report –
     • Leland is working with them in regards to unaccounted for finances and requests for more information on the deposits.
6. ED Report
   • The Door, facility update
     • Red House – Estimated Completion is October 1
       • Jocelyn and Vista Volunteer will have office space there
     • Brown House – “house parent” house
       • Brian recommends we use some of these rooms as offices
       • House Parents have a history of not working out.
       • Staff suggestion is hiring another Youth Attendant instead of a House Parent.
   • The Door
     • Boiler blower went out. We were able to get this repaired. Secured a hotel room for a youth to shower during this time.
     • Stairs were repaired.
     • Haven’t had a “site visit” due to COVID in several years, and this visit is postponed due to COVID.
   • Staffing Update
     • “House parent” job is vacant – as above, suggestion from staff to fill this position with a Youth Attendant instead.
     • Program Director hired
     • Stacy to move to Assistant Director/Care Coordinator
     • COVID update- recent exposure of youth yesterday. The Door was maxed out at 6 youth. A non-vaccinated staff member has opted to not work and that puts our shelter under the staff/youth ratio. Will have to close The Door for 10 days due to this, will implement training of new staff during this time and initiate sanitizing The Door. Brian will work with staff members and community agencies to find safe placement for the youth currently in the shelter. The shelter will reopen again on Monday, October 4^th. There are no staff in reserve or on call at this time.
     • We do not currently have a policy for vaccinating staff.  Motion to institute a policy in regards to the COVID-19 pandemic to require every employee, staff, and volunteer to be vaccinated and provide proof of vaccination. MSP Dave, Leland.  Passed with 5 yes and 1 no vote, contingent on a review by Mike O’Brien, legal counsel.
       1. Brian brought up the question about subcontractors and Dave clarified he has excluded them from this motion as they have limited contact with kids.
       2. Patrick discussed the topic of the youth vaccination and suggested we can encourage youth to be vaccinated, but we do not want to make more barriers to kids having a safe place. They should be sheltered regardless of their vaccination status.
       3. Jim and Kendi discussed alternatives (those who cannot be vaccinated for medical, religious reasons). We will discuss the passed policy with Mike O’Brien.
   • FPD Update – Jim updated the board on the progress. Documentation has been submitted to FDP.
7.  Unfinished Business
   •  (Action) IRS 990 filing for 2020.
     • Wilson & Wilson working on this, will be brought before the board when complete.
   •  (Action) CDBG close out transfer of shelter from CoF to FYA 
     • Margarita Bell is the contact for this resolution. Brian to work on this.
   • (Action) Clearwater Business Plan
     • Board to meet for Business Plan in November
   • (Action) Financial Policies [Leland & Jim]
     • Leland and Jim to review the financial policies and see how RJ&G recommendations can be implemented
   • (Action) Denali State Bank – Question last board meeting as to where to put closed account proceeds? $335 will be moved into the Alaska USA account.
8. New Business
   • (Discussion/Action) Leave Policy – ME Days Change Proposal [Brian]
     • Employees receive FAT, Fun, or “me” days – for every 500 hours, employees have 3 days off, had to be used or else lost
     • Previously employees were not allowed to use these, which the board was not aware of, and this has not been tracked. Jocelyn has gone back and did her best to check these days for employees.
     • Brian proposes to the board the “FAT” days be rolled over to PTO. Hourly positions receive 10 days PTO, accrued by the hours worked, Salary positions receive 15 days PTO, and the Executive Director, per contract, receives 20 days PTO. All contracts would be re-written with these amounts. These PTO days will max out at 20 days, after which the excess does not accumulate. Employees can cash out up to 10 days of PTO at termination of employment.
       • Motion to approve: MSP Leland, Patrick. This has passed unanimously.
     • Comment about our bookkeeper from Brian: The bookkeeper routinely has 1-3 paychecks wrong and are having a difficult time having accurate information put on checks. As discussed previously, the board will look into transitioning bookkeepers.
   • (Discussion/Action) IT and Systems Admin Task Organization [Patrick]
     • Patrick has provided to the board a list of his duties in regards to IT Systems.
     • Patrick recommends a meeting with Kristel (spelling), Brian, and Leland to work on what needs to be managed and they will bring a plan to the board.
   • (Discussion/Action) Committee Reorganization Proposal [Jim] – Committees will be restructured as follows:
     • Executive Committee – President, VP, Treasurer, and Executive Director.
     • Engaging Stakeholders / Outreach Committee
     • Compliance Issues  –  grants, licensing, etc
9. Committee Report
   • Fundraising Committee – no updates
   • Sunshine Committee –no updates
   • Building Committee – Brian and Dave have met and our properties are being well maintained.
10. Next Meeting(s) or events:
    • October Board Meeting – October 20th, 5:30 pm, Zoom.
    • Board/ED Absences: 
      • Jim on leave, Texas, Oregon, Sept 24- Oct 6
      • Dave Miller leaving – October 13th and hopefully will be back in the middle of April
11. Meeting adjourned at 7 pm.

Respectfully submitted,

Joyce Weis, FYA Board Secretary