November 2013 Board Meeting Agenda

1. Roll Call
2. Open in prayer
3. Accept October 2013 meeting minutes (note the revision under item number 6 that Kathy did after the post:
   1. CHANGES ARE AS FOLLOWS: 6. Policies: We reviewed the Financial Policies posted on the board website:  changes which are “grant driven” discussed and agreed to pass. We agreed to redraft Consultants and Consultant Fees section in the Financial Policies and to accept that at the next meeting.
4. Thank you calls to donors: We will divide up names and take a few minutes to call people and thank them.
5. Financial Report: Brad (Link to treasures report)
6. Signature and voting items?
   1. Are there any amendments to the previously approved 2013 budget that we need to address? Brad? (Link to budgets)
   2. Review tentative 2014 Budget
      1. greater giving $695
      2. property taxes $3165
      3. The 2013 property taxes paid for 132 10^th were $1,476.60
7. Conflict of Interest amendments in Financial Policies. See the below edits in the policies and we can decide if this is agreeable.
   1. Consultants and Consulting Fees
      Consulting or professional services may be required to provide expertise not otherwise available. Services that are expected to cost ($5000??- We have a policy in place that says we will do this for certain at $5000 or more). or more will be obtained through competitive bidding. A request for proposal (RFP) describing the scope of work needed will be submitted to appropriate service providers and/or by advertising with the goal of obtaining at least 3 bids. The bids will be evaluated based on cost, ability to perform, competence, skill and experience, and other appropriate factors. No contract shall be subdivided to avoid these requirements
   2. FYA Credit Card
      The Executive Director shall obtain a credit card for FYA use only. Preferably the credit card should be in the name of Fairbanks Youth Advocates.
      Only one physical credit card is permitted. The authorized signers on the card should be the Executive Director & the Shelter Supervisor.
      If an appropriate rewards (airfare, travel) credit card is obtained, the rewards may only be used for FYA business.
      The credit card will be used only for FYA purchases.
      Receipts for credit card purchases will be turned into _______ as soon as practicable. A credit card purchase form should be attached to the receipt to documenting what was purchased and the purpose of the purchase as well as the fund/class to be charged. A copy of the purchase should be forwarded to the treasurer/bookkeeper for recording in QuickBooks.
      On receipt of the credit card statement, a copy should be forwarded to the treasurer/bookkeeper and reconciled to the receipts. The bill should be paid only upon satisfactory completion of the reconciliation.
      All credit card bills will be paid in full and in a timely manner to prevent interest and fees from being assessed.
8. To participate in Click Pick Give, It will require us to be audited at an approximate fee of $5000 a year?? plus a $250 application fee. (must apply between 2/1 and 3/31 2014) Should we do it?
   1. $250 application fee
   2. has completed and provided to the department a financial audit with an unqualified opinion conducted by an independent certified public accountant for the fiscal year to which the Internal Revenue Service Form 990 required under (4) of this subsection applies; this paragraph applies only to an organization with a total annual budget that exceeds $250,000 during the fiscal year to which the Internal Revenue Service Form 990 required under (4) of this subsection applies;
9. Reports
   1. The Door Report: Dave Miller
      1. Added items below that we are raising funds for: ~$36,000
         1. CO ‐1 8‐11‐13 Casework added to scope $18,250
         2. CO‐2 9‐13‐13 Flooring added to scope (Mac Cheynes $14,600)
         3. RFP‐01 10‐21‐13 Hand Sink (negotiated at no extra costs)
         4. RFP‐02 10‐31‐13 Additional Camera System $1,898.96
         5. RFP‐03 10‐31‐13 Floor Joist Insulation $1932
   2. Public Information Report: Patrick and Marylee
      1. Non profit web hosting with Bluehost. FYA holds primary account, CC to be merged soon. $99 transfer fee to be paid by CC to move the site, no monthly fees following.
   3. Volunteer and Events Committee
10. Director’s Report:
    1. Traveling Reports: (What would the board like for reports?)
    2. Commercial Sex Trafficking
    3. Alaska Coalition on Housing and Homelessness
    4. AHFC Monitoring Review Findings
    5. Paint – Pipeline Training Center
    6. Mattresses – 12 donated – need to move them to 132 Tenth for storage?
    7. 132 Tenth, 1 hour cleaning party ???
    8. Re-focus on the ages at the shelter
    9. Training: Trauma Informed Care & Motivational Interviewing (RESPECT) grant/ AKMHTF
    10. closed for 4 days – update
    11. PSA – Radio & TV
    12. 29 letters were sent last week to churches asking support for house parent,
    13. Fairbanks Co-op Market:My name is Amber and I am e-mailing from the Co-op Market Grocery & Deli here in town. We are starting a new donation program called Lend-A-Hand and have selected the Fairbanks Youth Advocates as our December benefit.Customers can donate when they check out at the register and at the end of the month the benefitting business will get a donation from our store of the total amount. Customers also get a slip they can write their name on and put on the wall near our front door. For October we are using paper pumpkins and November will be paper turkey feathers.
    14. Niki – down to Covenant House on 19th and 20th of November
    15. FMH is reviewing Employee Handbook free of charge
11. Unfinished business
    1. Donor Wall in The Door: What will this look like. Any ideas?
    2. Clearwater Counseling mission statement/goals – postponed for a later date.
12. Meeting with Mike / Foraker?
    1. Can we do this before Dec 16th?
13. Open House, Monday December 16th, 5-8 , or another day?
    1. organizer? (food?)
    2. invitations, (Interior Delegation, Senators and Rep, FNSB council, city council, partner service agencies, supporters, etc) (Cold Climate + JRE + Design AK +)
    3. “Angel Tree” or gift tree? people can take requests and return at later date???
    4. parking,
14. What to do with the vehicle at Patrick’s. It’s use, insurance, etc.
15. Any updates on possible board members by anyone?
16. Greater Giving and merchant account options. Our annual fee for Greater Giving is high, at $600+. Is there a less expensive option out there to receive credit card donations?
17. ED evaluation (ml brought up that it was something folks needed to be thinking about – no response)
18. We have been providing lunches for The Door work crew on Fridays. Consider participating in that if you have time. Coordinate with Dave M. Patrick is doing Friday Nov. 15. (Friday Dec. 13th – Last Friday before being turned over to FYA – All board gathering to say thank you”
19. We received the grant for a conference for two staff and 1 board member to go, with per diem, registration + hotel covered by grant. Airfare costs are covered by us.
    1. 2014 National Conference on Ending Family and Youth Homelessness
    2. FEBRUARY 18 – 19, 2014 http://www.endhomelessness.org/news/calendar/2014-national-conference-on-ending-family-and-youth-homelessness This would require flying on Feb 17th and returning on Feb 20th.