DRAFT: October 29, 2012 Pre Meeting Agenda

<Red requires board vote>

1. Roll call
2. Prayer
3. Accept minutes from Sept. 2012 (Pre-read Minutes + make suggestions to Barb prior to meeting)
4. 25% Fundraising letter (Danny Bramer)
5. Unfinished business
   1. Gas Reimbursement for Marylee (how much and how often)
   2. Merchant account and auto donations? Danny B?
   3. Art for the shelter: Dave M. is there any update or information you wish to share about this process?
   4. NHS art fundraiser: Meryem, do you & Briana have an update?
6. October Treasurer’s Report (the status of the Clearwater Counseling account as well as the status of the FYA account)
7. Enlarge/establish an “executive board” (currently Marylee and Patrick) to assist in establishing the meeting agenda and other issues worthy of initial review. Who is willing to volunteer?
8. Dave’s Salary – in response to Dave’s proposal, are there any suggestions or motions to proceed with a salary increase?
   1. Therapist ONE made $82000 last year working for an organization (they get 50% of what they bring in). They are currently self employed and with low overhead (lower than mine is) and project over $100,000 after taxes next year.TWO is part owner of larger counseling center and thus makes money on other therapist, closer to the work I do, supervision etc, but also makes money on others which I don’t as of yet, ($150,000, after taxes).

      2008 I have increased the business by 30% (120,000/$155,000). Also after talking to Allan Corrick he said a 10% raise would be in order for the last 4 years.  (Allan keeps up on these things since his brother Gary is a CPA)

      Since 2008 I have earned a certificate as a Christian Sex Therapist, and now I see clients who normally I would not have been able to see, so the company is growing. With all said I would be comfortable with a 10% raise.  Any raise would be much appreciated., thanks for your time. 

9. Executive Director Limitations: Are there any suggested edits or comments on this document. See below
10. Fundraiser direction
    1. What direction to pursue. Update from Danny
    2. Jeff Wall/Friends church ‘fundraiser’ Dec. 7 (action item for Executive Board early November*)
11. We will likely be PROVIDING shelter by Nov. Are there any questions, concerns, etc? i.e.
    1. How would the board like to know if there is an incident?
    2. Rodney, do you have an experience to shed on this?
12. ED Report: See October Report:
13. Current status of job positions and applications.
    1. We currently have 3 viable applicants for the shelter assistant position – none for the shelter supervisor.
    2. Dave Bates is having a second interview 10/29/2012 with a family support counselor. She is from the San Bernardino area. If the board has knowledge of any temporary housing??
    3. Insurance certificates have to be dated 30 days prior to accessing the Alaska Housing Finance Corp Award. That means – none of the 3 positions through the state will be paid for until those things are in place. Marylee meets on 11/6 with insurance person.
14. Legal advice/representation for our board is an increasingly necessary position to be filled. Does anyone know of a person willing to help out in this way? Either on the board, or as a consultant on the side for review of items and advice?
15. Performance Report Update (see blog post)

Included below is a chart for the positions to fulfill the temporary shelter needs, along with a flow chart to give you an idea of the structure.

* FYA will use a part time position to fill in and provide back up for the other two night workers. Hourly workers are not allowed to work more than 8 hours in a day, nor more than 40 hours per week. We have 12 hour shifts.

~$23,000 is being requested to cover all utilities and insurance costs.

Green boxes are positions funded by the BHAP, Basic Homeless Assistance Program. Blue Boxes are positions that are essentially self funded or donated to us. The red box will be a direct out of pocket expense at least until June 30.

These documents will be posted for board review.

Documents & Policies:

1. Background check letter
2. Background check policy
3. Check In Procedures
4. Disciplinary Charges
5. Harassment Policy
6. Grievance Policy
7. Volunteer Liability Form

EXECUTIVE LIMITATIONS

Global Executive Limitation

The Executive Director shall not cause or allow any practice, activity, decision or organizational circumstance that is either unlawful, imprudent, or in violation of commonly accepted professional ethics or out of compliance with the organization’s bylaws, mission statement, ends, values and faith statement.

Treatment of Clients

With respect to interactions with recipients of FYA services, the Executive Director shall not cause or allow conditions, practices, procedures, or decisions that are unsafe, unnecessarily intrusive, or which fail to provide appropriate confidentiality.

Treatment of Staff & Volunteers
With respect to the treatment of paid and volunteer staff, the Executive Director may not cause or allow conditions that are illegal, unethical, or unsafe. Accordingly, the Executive Director shall not:

1. Operate without written personnel policies that comply with accepted employment practices, provide for effective handling of grievances, and protect against wrongful conditions.

Financial Planning (Budgeting and Investing)

Financial planning shall not deviate materially from the board’s Ends priorities or risk fiscal jeopardy. Accordingly, the Executive Director shall not allow budgeting that:

Plans the expenditure in any fiscal year of more funds than are conservatively projected to be received in that period. Additionally, the Executive Director shall not allow investment activities that fail to ensure that:

1. All assets designated for investment shall be invested with care, skill, prudence, and diligence under the circumstances in the same way a prudent person acting in like capacity and familiar with such matters would act in the investments of a fund of like character and with like aims.
2. Investment of the assets are so diversified as to minimize the risk of large losses, unless under the circumstances it is clearly prudent not to do so.
3. Cash is employed productively at all times, by investment in short-term cash equivalent to prove safety, liquidity, and return.
4. All purchases of securities will be for cash, and there will be no margin transactions, short selling, or commodity transactions.

As a means to meet the needs of FYA and to benefit society generally, the Board has placed restrictions on the portfolio. Specifically, investment is discouraged in:

1. Single stocks of companies that manufacture or market alcoholic beverages, tobacco products, gaming products and/or facilities, pornographic, lewd, or obscene materials.
2. Single stocks issued by companies that knowingly discriminate against persons with disabilities, women or minorities;
3. Letter stock;
4. Options, except in mutual funds;
5. Commodity or futures trading, except in mutual funds where the trading objective is to preserve principal;
6. Short selling;
7. Margin transactions;
8. Private placements.

The Executive Director, in consultation with one or more Investment Consultant(s), has broad responsibility to shift the commitment of assets among asset classes and maturities within the constraints of this Investment Policy. All marketable securities will be held by one or more bonded, notable and nationally recognized investment manager(s).  The terms and conditions of this custodial relationship shall be detailed in a written agreement.  An investment manager will physically, or through agreement with a sub-custodian, maintain possession of securities owned by FYA, collect dividend and interest payments, redeem maturing securities, and effect receipt and delivery following purchases and sales. The custodian may perform regular accounting of all assets owned, purchased, or sold, as well as the movement of assets into and out of accounts. Each investment manager will have full discretion in making all investment decisions for the assets placed under its jurisdiction, while observing and operating within all policies, guidelines, constraints, and philosophies as outlined in this statement. Specific responsibilities of investment manager(s) include:

1. Discretionary investment management, including decisions to buy, sell, or hold individual securities, and to alter allocation within the guidelines established in this policy.
2. Reporting, on a timely basis, quarterly investment performance results.