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FICRA BUILDING TRUST 

BOARD OF DIRECTORS MEETING MINUTES 

Sep 10, 2015

 

Board Attendees: Tony Moore, Jim Braden, Gina Olson, Hal Goodell and Ray Kittelberger

Meeting opened by Jim Braden at 7:01 PM.

New attendee Luke Marinkovich is introduced (Sean Nitschman arrived later).

Volunteers asked to sign in for the record.

 

Minutes:  The August 13, 2015 meeting minutes were approved.

 

President’s report: Jim will comment as subjects are dealt with.

 

Consent Calendar:

Capital Expenditure Document. Jim requested motion be made to approve the NCC electrical upgrade, the Electricity to the Garage, and the new West Sump as these are listed on the Capital Expenditures document, Revision 3, dated 9-9-2015.

Included in the NCC electrical upgrade are the fair outlets (already completed), the kitchen (already included in the kitchen project approval), the water-heater, Emergency Room, and $700 future.  $10,000. total. Hal made the motion, Tony seconded, unanimously approved.

 

Treasurers Report: Hal Goodell

Checking account:

Aug 1 Balance: $53,203.81  Aug 31 Balance: $50,855.45

Money Market:

Aug 1 Balance: $12,859.01  Aug 31 Balance: $12,860.10

Trust PayPal:

Aug 1 Balance: $349.74 Aug 31 End Balance $138.98

 

The full summary report is on file.  The completed financial summary of the FICRA Fair is $14,239.39 total income, with $1,205.75 in expenses; Net Income: $13,034.16. Full report is on file.

 

Jim commented that transparency of the FICRA finances is important.  Jim presented a draft lead in statement and the four documents that will be available for viewing on our web-site: the Budget Summary, the Reserve Study, the Capital Program, and the Cash Flow for 2015.  Jim invited comments on the opening statement and documents as he will ask Howard to place these onto our web-site.

 

Jim, Hal, Uwe and Gisela reviewed our finance system and are recommending that we have separate bank accounts for the Trust operating, Reserve, and Capital programs.   Board members agreed and Jim will work with Hal to allocate the funds.  It should be noted that in addition to income, there are also grants available potentially for specific projects. Distinguishing capital vs replacement and cross organization funding are issues requiring further study.

 

The Treasurer made a motion to raise the second signature requirement from $500 to $501 and add all board members of Trust be allowed to co-sign.  Motion seconded and unanimously approved.

 

Committee Reports: 

Crime Watch: Stan Weston

It was a very good month of August with few crimes to report. Stan reports 1 theft from vehicle. No residential burglaries. 6 total for this year. Vandalism, 6 reports, however Stan notes that egging cars and property tee-peeing is included in vandalism.  All other categories are at 0 reports. Ray emphasizes that the County Report states FI crime year-to-date is down 29% from last year. Ray suggests that this information be put in the minutes monthly, and Howard states that if it is on the Public record, there can be a website link created.  Ray suggested a thermometer type indicator of how we are doing towards the CrimeWatch funding goal.

 

A rolling comparison suggested, decided to set aside at this time. Denise Arnold is going to be an assistant to Stan, sending out info, administrative details. Tip of the Week to be reactivated.

 

  1. Emergency Planning: Ray Kittleberger

Ray reports that Emergency Preparation Update document is available for review.  This is being sent to all members of the EP team. EP Committee is now in its 2nd year of formation. Major accomplishments include: Generator, Wiring to service Ham radio, Neighborhood Volunteer captains, Medical Team headed by Jeff Whittal, established relationship with PC and PEP-C.  Yacht club cooperation, Churches approved for shelter, PEP-C cooperation for training, and all accomplishments with no capital budget.  The Update document has needs listed, as well.

 

  1. Building Committee: Jean Peterson.

Jean reports that they are within budget, and partially thanks to Carolyn Braden procuring lower prices when dealing with suppliers, and many people volunteering to labor, like Patty M to paint, and Gina O to tile. Jean says that they need a plumber, but Jim has someone lined up. Demolition begins next week. Kitchen pack-up/clean-up on Sunday at 9 am. Mens Coffee will be moving to other locations.

 

  1. Nature Center: Ed Burrough.  Not too much “earth shaking.” The primary focus in the next month will be trimming and maintaining the trails.  The canary reed grass is 5-6 ft height, and next project will be trimming it back from surrounding newly planted trees.

 

Special Committees: 

  1. Audit Committee: Meeting of Audit team and Boards is needed. Meeting has been set for Tuesday Sept 29, 2015 at 6 pm.

 

Unfinished Business:  

  1. Video Cameras: First step is a deer camera monitoring to, hopefully, catch those individuals making parking lot damage with their cars doing spins.
  2. Minutes: We should always keep hard copies of documents in the files. However on-line everyone can see the same document, same version which Howard has set up. Everyone should have their g-mail account and pass that address along to Howard who can help each person learn to access our date repository.
  3. Planning Calendar  Shared calendar through google calendar is available, and major events are already inserted.  Howard suggests that the details of the events can be added on a planning calendar, break it down into tasks and the dates that tasks need to be complete can be added.  A simple work breakdown structure is needed. More details to be created off line at this time.

 

New Business:

Howard and Lisa, with Marty and Peter Harvey, are going to Chair the Marti Gras Auction for 2016. A heartfelt thank you given!  Jean Peterson to give guidance/assistance where needed.

 

Jim will establish leadership meeting date by using e-mail.   Jim will propose agenda for that ahead for Board members to input.

 

All Island Garage Sale is Sept 12th. Applications have been a little slower than in years past.  Maps have a large map on one side, and a numbered location with details of address and items for sale on the other side. Maps for sale at Fxo Island Alliance Church and the Museum.  This year sites total 55, compared with 69 last year, and 57 in 2013.

 

Discussion for domaine names needed to be held with Howard.  Kali and Max have paid for them and one in particular they wish to retain if we decide we don’t want to use it.  They will be contacted

.

Event Resources, Betty Perry, who in the past discussed advertising for NCC $250/year. There is no way to know for certain at this time if this has been financially helpful, however Rental Coordinator Jen Bush is supportive.  Proposal accepted to continue with her service for another 1 year, and start to ask rental individuals where they “learned” of the NCC as a rental location.  A motion made to renew Event Resources for another year, seconded, and unanimously approved.

Amazon Smile has a donation % of money spent which can be designated to the charity of your choice.  Discussion about this being something to advertise in the future for the FICRA Trust revenue source,  There are many interested, however, Board  will discuss details at later date.

 

Next meeting is on Oct 8, 2015

 

Meeting Adjourned at 8:23 PM.

 

Respectfully Submitted by Gina Olson, Secretary

FICRATrustminutes9-10-2015JMBedit