Deception Pass Foundation

Meeting Minutes

September 25, 2013 Board Meeting

I. Call to order

·  Board President Liz Merriman called to order the regular meeting of the Deception Pass Foundation at 6:01 PM on Wednesday 25 September 2013 in the Deception Pass Park Administration Office.

II.  Roll call

·  The following members were present: Liz Merriman, Barry Wenaas, Estelle Johnson, Barbara Shaw, George Churchill, Matt Klope, and Brian Shelly. Steve Young and Jack Hartt were absent. Also present were Ken Hunt and Jean Lee.

III.  Approval of agenda and minutes from last meeting

·  Estelle J. moved to accept the agenda, seconded by Barb S. There were no objections.

·  The minutes from the August 28th meeting were presented. A quorum was not present. Estelle J. moved to approve the minutes, seconded by Barb S. There were no objections.

IV.  Officers Reports

a)  President’s report:

·  Volunteers are invited to assist with the annual review of the Foundation’s Articles of Incorporation, By-laws, and Policy and Procedure manual.

·  Also up for review/update is the annual business plan and budget, including our objectives/goals/strategies/plans and priorities.

·  The above will be completed before the Foundation’s annual meeting – Nov?

·  Those interested will meet at the Park Admin office every Wednesday 4:00 pm until all documents have been reviewed/updated.

·  Liz M. presented the cost of fixing the bus that was damaged during the Aug 3 Centennial celebration as $9,000 and may increase if they find more damage once they get into it.

·  Discussion: The van did have full coverage and it was expected that the driver be covered by his or her own insurance. The Foundation did not have hired/ non-owned insurance for this event. The driver was a volunteer asked by the Foundation to drive and should not have his insurance rates increase because of this. Barb moved for the Foundation to pay in full and explore ways of recouping any/all of costs, seconded by Barry. There were no objections.

·  Liz increased the insurance to full coverage to include hired/non-owned. Barb moved to keep insurance at this level and have a description of the coverage distributed to Board members, seconded by Brian S. There were no objections.

b)  Treasurer’s report:

·  George C. presented a financial statement with a balance as of September 25 of $42,677.17. Brian S. moved to approve the statement, Matt K. seconded. There were no objections.

·  George C. offered his verbal resignation effective at the end of October.

·  The Foundation will need to change the name on the credit card, which is currently in George’s name. Also, there is a $12/mo charge for use of machine. Question: is there the option of using it only when needed and if there is a surcharge/fee for doing so? needs to be resolved.

·  George presented emails and a letter from Mary Hollen, CPA ending the engagement of her service as tax preparer for the Foundation due to a dispute over a bill of $393.75 (plus interest) for services rendered. Discussion of the repercussions of not paying vs. paying followed. Not action taken at this time.

V.  Committee Reports

a)  Project Committee update:

·  Matt K. and Brian S. were invited to be co-chairs of the Project Committee. Both agreed.

·  Discussion on Sam’s Interpretation Budget and Expenditure Evaluation was tabled until someone can take for action or if addressed at budget review.

·  Discussion on evaluating the AmeriCorps position past and present was tabled until the board acquires the job description from the Park.

b)  Fundraising Committee update:

·  The committee had a meeting prior to the general board meeting. Most were present for both. Items included:

Ø  There are letters of request being generated for two separate audiences but with the same talking points. Not quite yet finished.

Ø  Barb is distributing the calendars to businesses in Coupeville. Discussion about asking same for the book and opportunities for the Board to speak at functions and/or meetings where appropriate.

Ø  Continued negotiations between the Park, the Foundation and the owners of the Market next door are still in the early stages. No action needed

Ø  Research into how much money is owed to the Park for the books.

c)  Centennial Committee Update

·  Thank-you’s are waiting for letterhead

VI.  Unfinished business

·  Storage: tabled until able to talk with Jack H.

VII.  New Business

·  Rosario Beach Naturalist for 2014 was discussed. Liz to take for action

  1. Adjournment

·  Liz Merriman adjourned the meeting at 7:01 PM

·  Meeting minutes submitted by Liz Merriman, President.