FYA Board Meeting Minutes 4/16/2018

1. Roll call: Present- Dave Miller, Paul Dick, Patrick Endres, Sarah Finnell; Absent- none
2. Open in prayer by Dave
3. Meet Stephanie (VISTA)- Winnie, Kevin, and Stephanie visit the public library on Mondays and bring 2 crock pots of food (courtesy of Raven’s Landing). The kids come in after school, eat food, sit down, and watch a movie. Stephanie asked board members to donate to the yard sale. Drop items before May 19th.
4. Mission Review- none
5. Accept minutes from March meeting (MSP Patrick, Sarah)
6. Signatures
   1. All Board members signed Conflict of Interest Policy document. Marylee will keep all of these document in a folder in her office.
7. Unfinished Business
   1. Surveillance video- Paul has looked into it and sees no issue with cameras on the property
8. Open House- 3-5: 30 pm on Saturday, May 19th
   1. Information booth- VISTA
   2. Marylee & Kelly- tours every half hour
   3. Dave- grilling food
   4. Music (Marylee will ask Kelly to organize this).
   5. Paint the Doors- priming & display of submissions and winners displayed
   6. Yard Sale will happen 9am-3pm
   7. Notes from last year:
      1. 1. Music was a huge hit, food was awesome, the weather was great, scheduled tours worked well, the date was fitting and if repeated next year, May is a good time, although maybe not on Mother’s Day weekend.
         2. Suggestions for next year:
            1. Have manned stations for priming the doors
            2. Make sign “tours, begin here”
            3. Board and staff – wear name tags
            4. Board and staff – wear name tags
9. Marylee edited the financial policies to reflect accurate payroll policy
10. ED evaluation postponed to May meeting
11. ED Report
    1. Questions about Wedbush – refunding expenses – when or when not? In general, we do not want to use Wedbush funds for maintenance costs. In the future, maintenance costs will be included in the annual budget and will be paid for accordingly:
       1. 122 maintenance is paid by Clearwater
       2. 138 maintenance is paid out of Emergency Solutions Grant
       3. 132 is being used to compensate employees working at 138, so we can use funds designated for 138, because 132 is used in support of the work at 138 and saves us $20,000-$40,000 per year.
    2. Authorize a one-time emergency withdrawal from the Wedbush account to be used for maintenance costs on 132 & 138 that has been spent through April 16, 2018. (MSP: Sarah, Patrick)
    3. Changes in how we work with others: Coordinated Entry- a system in which providers gather together and discuss clients and best placement for them. Providers share client information so the client doesn’t need to go through entire intake process again when they transfer to another program. FYA is collectively working with other entities providing shelter to figure out the best way to provide services to clients.
    4. Youth Advisory Board – youth on the board – and the Alaska Youth Action Board & Fairbanks Action Board
    5. New grants – and RFPs for the New Grant for sheltering youth/ BHAP due
    6. Staff Changes and updates: HP, Kelli’s new title is Program Manager, Deidre’s mom
    7. Clearwater:
       1. new counselor – new next counselors potentially from officer’s wives arriving in June (our current 2nd counselor is leaving)
       2. KLG Billing- difficulties collaborating, hoping for a sustained change in behavior
    8. Donations: Recent new givers and – agencies, churches, businesses…..
    9. Brad Johnston is retiring and will not be doing our taxes next year. Keep in mind CPA’s who might be willing to donate the work. Marylee will ask Brad how much time it usually takes to complete our taxes.
    10. Winnie- volunteer counseling intern who runs groups, does mediation and meets with clients individually. She is expecting a baby and will be leaving soon, but we don’t want to lose the momentum of the work she is doing. Marylee is looking for a way to cover the cost of these programs for the summer. Potentially 8-12 hrs per week. Not yet in the books.
12. Committee Reports
    1. Public Information
       1. Newsletter
    2. Fundraising
       1. Update on next April’s Gala: Carhartt’s & Pearls, A Celebration of All Things Fairbanks, An event to benefit The Door- working with The Palace Theater with potential for skits, sing-alongs, poetry, etc. If we do a silent auction, The Salmon Bake & Palace Theater would donate tickets & dinner. April 27, 2019. A volunteer is working on a graphic.
    3. Sunshine
       1. Sarah will purchase $5 coffee cards from Sunrise Bagels. We will send these in a thank you card with an invitation to the Open House to 10 active volunteers. Contact Dustin Adams at dustin@vivlamore.com to ask.
13. Schedule next meeting
    1. Tuesday, May 15 3:00-5:00
    2. Next mtg- request from Marylee to discuss property development and make property decisions
14. Meeting adjourned at 6:22