July 17, 2018 Board Meeting Minutes

1. Roll Call: Present: Paul Dick; Marylee Bates; Dave Miller, Sarah Finnell; Patrick Endres. None absent
2. Open in prayer by Paul
3. Accept minutes from April and May meeting (SMP: Patrick, Sarah)
4. Signatures
   1. Past timesheets
   2. Sarah Finnell and Dave Miller are going to be added as authorized signers on the New Bank Account for Clearwater at AlaskaUSA
5. Unfinished Business
   1. Review Marylee’s self-evaluation and discuss the summary Patrick wrote as a written response. Marylee, a board member, and Kelly will meet to discuss Marylee’s roles and responsibilities as Executive Director as a first step to parsing out her obligations and figuring out a new position. This conversation should also include a discussion of VISTA duties in preparation for losing that position in February of 2019.
   2. Discuss the next step in property development progress: Dave will follow-up with Ringstad about surveying the property.
   3. Discuss scaling maintenance issues and budgeting appropriately. (New boilers, new carpet, and new wall paint are all in our future).
      1. https://docs.google.com/spreadsheets/d/1DakhQmAIr8wIuR7bljiwFM_2l88HdukTFr4LvU_0OT0/edit#gid=0
      2. Where do long term and short term maintenance go on a budget?  
         1. For bigger projects: get estimates and try to get it covered by grants or donations as best as we can.
         2. Add “Deferred Maintenance” line item to budget. Marylee and Deidre will work on setting aside 5-10% of monthly income to
   4. Healthcare questionnaire discussion (Sarah). Summary of healthcare responses can be viewed at this link.
      1. A policy suggestion or idea is as follows: Once you’ve been working here for 6 months, there is a medical fund up to $200 per year that you may use. We want the process to require the least amount of administrative work and information as possible. Revisit at next meeting under unfinished business.
   5. Board Recruitment: Based on the article Marylee shared previously. Patrick suggested, and Sarah agreed that a board member could join Marylee when attending some community meetings, and give a short talk about the need for board members. For example, at the rotary lunches, etc.
6. Discuss Paul’s Adulting 101 meeting with the youth at The Door
7. File Storage for CC and FYA: Marylee is exploring options and will let us know what is decided
   1. We are maxing out our spaces
      1. Garage space: for current 26 banker boxes….or closet space?
      2. Banker boxes are 2.5 Cu.ft = 53 Cu.ft
8. One Homeless Night: How can we heighten participation and what is the Board’s role in increasing exposure and participation?
   1. Please share on social media and discuss with friends/family/network sponsoring someone who is spending the night. Website is now up and ready- can easily pick someone to sponsor. Under Events on our website.
9. ED Report
   1. Budget to date
   2. Opening a FYA dba Clearwater at AK USA
      1. corporate resolution new bank account: Motion to approve changing bank accounts from Spirit of Alaska to AK USA for Fairbanks Youth Advocates dba Clearwater Counseling, authorizing Marylee as a signer and controller, Dave Bates as an authorized signer, Board Secretary Sarah Finnell as an authorized signer, and Board Vice President Dave Miller as an authorized signer.  (MSP: Patrick, Dave Miller). A resolution will follow.
   3. http://news.streetroots.org/2014/10/08/home-work-how-some-schools-are-creating-innovative-solutions-unaccompanied-homeless…. Host homes?
   4. Coffee Cart
   5. Potential new house parent
   6. Closet Door: looking beautiful!
   7. Little Market July 28 10-4
   8. Foraker: The Essentials of Nonprofit Management Webinar
   9. Marylee is writing an application for a “Youth Transition Project” grant through Alaska Housing (along with four other entities) for “special purpose funding.” Discuss more in depth at a later meeting.
10. Committee Reports
    1. Public Information – Patrick
       1. Patrick and Marylee met to work on several PIO subjects, including updating the One Homeless Night site in preparation for the event.
       2. A newsletter is underway to precede OHN.
    2. Fundraising – Marylee
       1. Credit Union 1 Fundraiser details June 14th, 5-8:00 p.m.
       2. April 27th Gala update
    3. Sunshine – Sarah
       1. Staff Survey (see above)
    4. Building – Dave- Any subjects to be addressed?
11. Schedule next meeting
    1. August 14, 4:30-6:30pm
12. You’re Invited
    1. Musical Wednesday in the park, 7/18, 7pm. A world class celtic (Irish) band led by local Caitlin Warbelow will be performing for free in our little park!
13. Meeting Adjourned at 5:18