Board of Directors Meeting

Transcription

1 Board of Directors Meeting August 24, 2017

2 Item BOARD OF DIRECTORS MEETING August 24, 2017 MEETING PACKET INDEX Page Number Fire Safe Council of Nevada County P.O. Box 1112 Grass Valley, CA Phone (530) Fax (530) BOARD ACTION ITEMS Meeting Notice & Agenda... 1 Minutes from 6/22/2017 Board Meeting... 3 July 2017 Financial Front Page... 6 Appointment of Nominating Committee... 8 Captial Fund Reserve Allocation REPORTS Balance Sheet as of 6/30/ Profit & Loss by Month as of 6/30/ Profit & Loss by Class as of 6/30/ Profit & Loss Budget vs. Actual 6/30/ June 2017 Check Register June 2017 Donations/Fundraising Project Summary as of 6/30/ Fixed Assets 6/30/ Balance Sheet as of 7/31/ Profit & Loss YTD as of 7/31/ Profit & Loss by Class as of 7/31/ July 2017 Check Register July 2017 Donations/Fundraising Project Summary as of 7/31/ Fixed Assets 7/31/ Executive Director Report Cameron Consulting Report, July Firewise Communities List Fiscal Year to Date Chipping Reports Chipping Goal Report to Self-Fund by Donations OTHER Firewise Communities Events & Communications Miscellaneous Updates, Reports, Activities, Thank You s News Articles, Media Clips ORGANIZATIONAL REFERENCE Board of Directors Roster Meeting & Holiday Schedule Committees Rosters FSCNC Mission & Vision Statement FSCNC Acronym List Board Resolutions Tracking Log Meeting Safety Briefing

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4 FIRE SAFE COUNCIL OF NEVADA COUNTY PUBLIC NOTICE BOARD MEETING AGENDA Fire Safe Council of Nevada County P.O. Box 1112 Grass Valley, CA Phone (530) Fax (530) Notice is now given that a regular meeting of the board of directors has been called and will be held on Thursday, August 24, 2017, at 10:00 a.m. in the Madelyn Helling Library, located at 980 Helling Way, Nevada City, CA. Video conferencing or teleconferencing will be available at the Joseph Center, Levon Avenue, Truckee, CA. To provide Firewise education and programs to enhance emergency preparedness for catastrophic wildfire to all citizens in Nevada County in order to reduce the loss of life, property and natural resources and to create Firewise Communities/USA ; to network with other Fire Safe Councils, governmental agencies and foundations for the benefit of the citizens of Nevada County. Board Members: Rick Nolle, Chairman Jeff Dunning, Director Hank Weston, Director Warren Knox, Vice Chair Sean Griffis, Director Barry Dorland, Director Dennis Cassella, Secretary David Hanson, Director Peter Beesley, Associate Dave Walker, Treasurer Eric Trygg, Director Jecobie Waters, Associate Gretchen Bennitt, Associate Don Wagner, Director Bill Houdyschell, Associate Crawford Bost, Associate Bill Drown, Director Jerry Martinez, Associate Donn Thane, Director Heidi Hall, Alternate 1) Call to Order, Roll Call and Pledge of Allegiance 2) Meeting Safety Briefing 3) Consent Agenda (Single Motion Needed) All matters listed under the Consent Agenda are considered routine and will be enacted by one motion. There will be no separate discussion of these items unless a member of the Board of Directors, audience, or staff requests a specific item to be removed from the Consent Agenda for separate action. Any item removed will be considered after the motion to approve the Consent Agenda. a) Approval of Agenda and Order of Business Action b) Approval of Minutes from 6/22/2017 Action c) Approval of Financial Statements for July 2017 Action 4) Public Comment This time is set aside for persons wishing to address the Board on any matter of interest that is not on the agenda. The Board invites comments from the agenda items after discussion by the Board Members. Speakers will be limited to five (5) minutes, unless extended by the Board chair. The Board chair reserves the right to further limit or exclude repetitious or irrelevant presentations. If written material is included, 20 copies of all information to be distributed to Board members should be given to the Secretary prior to the meeting. Action will not be taken at this meeting on citizen comments. The Board, however, after hearing from interested citizens, may place items under new business on a future agenda so proper notice may be given to all interested parties. If no one wishes to comment, the next scheduled agenda item will be considered. 5) Board Education Topic Joanne Drummond Information a) Discussion of PRC 4290 & 4291 Enforcement 6) Report of the Executive Director Joanne Drummond a) Activities Update Information b) Firewise Communities Information Page 1 of 208

5 7) Report of the Executive Ad Hoc Committee Rick Nolle a) Activity Report Information b) Appointment of Nominating Committee Action c) Loss of Title III Grant Funding and Request for Prop 172 Information d) Next Meeting: Thursday, September 14, 2017, at 10:00 a.m. Information 8) Report from Finance Ad Hoc Committee Dave Walker, CPA a) Financial Analysis Information b) Capital Fund Reserve Allocation Action c) Next Meeting: Thursday, September 14, 2017, at 10:00 a.m. Information 9) Report from the Fundraising Ad Hoc Committee Bill Drown a) VIRTUAL September 11, Spaghetti Feed Committee Update Information b) NEW Restaurant Percentage Night Fundraising Information c) 2018 Culinary Adventure Information d) Next Fundraising Meeting: TBA Information 10) Report from the Partner & Policy Ad Hoc Committee Warren Knox a) Activity Report Information b) Next Meeting: TBA Information 11) Report of the Projects Ad Hoc Committee Donn Thane a) WUI Fire Training Exercise Information b) Next Meeting: TBA Information 12) Report of the Public Education Ad Hoc Committee David Hanson a) Public Education Update Information b) Next Meeting: Tue, October 3, 2017, 5:30 p.m., Madelyn Helling Library Information 13) Agency/Partner Reports Information 14) Directors Comments Information 15) New Business Information 16) Closed Session Closed session pursuant to California Government Code 11126(a) regarding the appointment, employment, evaluation of performance, or dismissal of an employee. Closed session pursuant to California Government Code 11126(a) regarding pending litigation. Next BOARD MEETING September 28, 2017, 10:00 a.m. at the District Supervisors Office in Truckee, CA with video or audio teleconferencing available from the Madelyn Helling Library, Nevada City, CA. Adjournment 11:30 a.m. Times stated are approximate and subject to change. Agenda order is tentative and may be changed by Board action without prior notice. This meeting will conform to the Open Meeting Act. Agenda discussions and report items are subject to action being taken on them during the meeting by the Board at its discretion. The Board provides the public the opportunity at meetings to address each agenda item during the Board s discussion or consideration of the item. Total time allocated for public comment on particular issues is limited. The meeting is accessible to the physically disabled. A person who needs disability-related accommodations or modifications in order to participate in the meeting shall make a request no later than five (5) working days before the meeting to the Board to (530) or by to joanne@areyoufiresafe.com. Requests for further information should be directed to Joanne Drummond, Executive Director of the Fire Safe Council of Nevada County at (530) or by at joanne@areyoufiresafe.com. Page 2 of 208

6 Fire Safe Council of Nevada County P.O. Box 1112 Grass Valley, CA Phone (530) Fax (530) Fire Safe Council of Nevada County Board Meeting Minutes June 22, :00 a.m. At the Madelyn Helling Library, 980 Helling Way, Nevada City, California. Videoconferencing was available at The Joseph Center, Levon Avenue, Truckee, California, however, no one was in attendance. The meeting was called to order at 10:00 a.m. by Vice Chairman, Warren Knox, as acting Chairman. 1) Self-introductions were made with the following in attendance: Directors: Warren Knox, Dennis Cassella, Dave Walker, Donn Thane, Jeff Dunning, David Hanson, Eric Trygg, Don Wagner, Bill Drown, Barry Dorland, and Hank Weston. Associates: Peter Beesley, and Jecobie Waters. Visitors: Kent Rees, Cascade Shores Firewise Community, Marty Main, River Ranch Firewise Community, and John Gulserian, Nevada County OES. Staff: Joanne Drummond, Executive Director, and Anna Cox, Office Manager. Absent: Rick Nolle, Gretchen Bennitt, Crawford Bost, Sean Griffis, Bill Houdyschell, and Jerry Martinez. A quorum of the board was established. The Pledge of Allegiance was led by Director Jeff Dunning. 2) Meeting Safety Briefing The meeting safety briefing was conducted to establish a meeting point at the front of the building and plan of action in the event of an emergency. Individuals volunteered for each assignment. 3) Consent Agenda Acting Chairman Knox requested review of the consent agenda as presented and asked for a motion unless someone wanted to pull an item. Director Weston moved approval of the consent agenda. Director Cassella seconded the motion. There was no public comment. Motion passed unanimously. (HW/DC, Aye- 11, no-0) Board Action # ) Public Comment Director Drown noted an amazing action by the Grass Valley Police Department averted a suicide attempt this morning by a man trying to jump off a freeway overpass in Grass Valley earlier this morning. He stated anyone wishing to view this amazing feat may see the video clip on the Grass Valley Police Department s Facebook news feed. 5) Board Education Topic Director Hanson introduced Kent Rees, with the Cascade Shores Firewise Community and the topic of the forming Coalition of Firewise Communities in Nevada County. Mr. Rees pointed the directors to the introductory letter in the board packet on page 38. He went on to review the issues that all Firewise Communities have and the sheer number of citizens and acreage that is being covered by the effort. He noted they plan to target education and request involvement from local fire districts, insurance companies, Realtors, licensed contractors, and landscape companies to partner with the Firewise Communities and Fire Safe Council of Nevada County to further the goal of preparing the communities for the next wildfire. Discussion ensued about meeting location, time and how best to garner attention from policymakers. The board thanked Mr. Rees for his time, energy, and passion. 6) Executive Director Report Drummond noted her full written report was on page 28 of the board packet. She went on to introduce the new Office Manager, Anna Cox, to the directors and thanked her for her hard work in learning the duties of the position. She highlighted several grants under development, submitted or approved. She Page 3 of 208

7 also discussed an upcoming WUI exercise planned for Cascade Shores, and a field tour of the Sagehen Forest Research Center with the Tree Mortality Regulation Working Group. She presented the Tahoe Donner Association magazine which featured their Registered Professional Forester, Bill Houdyschell and Firewise Community s actions through education, fuel breaks in common areas and green waste program. She also presented the new California Native Plant Society s Trees and Shrubs book which featured a section on Scotch Broom and the new edition of the Prepare for Fire Season Guide. Discussion on several items ensued. 7) Executive Ad Hoc Committee Report: Acting Chairman Knox noted much of the discussion was regarding the budget draft. He referred directors to the meeting and events schedule for approval. Director Cassella moved approval of the meeting and events schedule as presented. Director Dunning seconded the motion. There was no public comment. Motion passed unanimously. (DC/JD, Aye-11, no-0) Board Action # ) Finance Ad Hoc Committee Report Treasurer Walker provided a financial analysis and noted there is over $36,000 in accounts receivable, $57,000 in unbilled with a year to date net profit of $16,200. He asked Drummond to introduce the budget for review and approval. Drummond referred directors to the budget and reviewed the secured grants, potential grants, and the potential loss of the Title III federal funds. She noted the budget estimated a $9,000 overage for the next fiscal year. Discussion ensued. Director Dorland moved to approve the budget as presented. Director Drown seconded the motion. There was no public comment. Motion passed unanimously. (BD/BD, Aye-11, no-0) Board Action # ) Human Resources Ad Hoc Committee Report Acting Chairman Knox noted the board has approved the Executive Director s contract renewal and terms, but that the agreement has yet to be drafted due to his recent vacation. He pledged to wrap up the document by the end of the month for formalizing the contract. 10) Fundraising Ad Hoc Committee Report Director Drown said people who attended the Culinary Adventure in May continue to compliment the event and particularly the new caterer. Discussion of the event, menu and music ensued. Drummond noted there was discussion about moving the event to another month and that the committee would need to meet soon in order to secure dates at the Miners Foundry. Drown stated several attempts have been made to present the Partner of the Year award to The Hodges Family and Humpty Dumpty Kitchen, but had not been successful. He stated the Spaghetti Feed event would be held on Monday, September 11, 2017 but he would not be in attendance due to a prior commitment. Discussion ensued regarding the event and poster for marketing. Director Dunning challenged the board to come up with a catch phrase for the poster. 11) Partner and Policy Ad Hoc Committee Report Director Knox stated the committee has not met and therefore, no report. 12) Projects Ad Hoc Committee Report Director Thane discussed the field tour on the Pacific Gas & Electric fuels reduction project under the power transmission line through Alta Sierra. Director Knox commented on our organizations role in training Firewise volunteers to communicate effectively with partner agencies. Discussion ensued. Director Thane also briefly discussed the proposed wildlife habitat restoration project along Little Wolf Creek in Grass Valley being proposed by Supervisor Dan Miller. Drummond noted she provided the formal process for support from the Fire Safe Council of Nevada County. Page 4 of 208

8 13) Public Education Ad Hoc Committee Report As the committee meets quarterly, there was no report. The next meeting is scheduled for July 19, 2017, time to be announced due to new Firewise Coalition formation. 14) Agency/Partner Reports Julie Martin with the Bureau of Land Management stated a grant had been received for work in the Inimum Forest in North San Juan. John Gulserian, Nevada County Office of Emergency Services, provided an update on activities including tree mortality inventory, the new 800-page Local Hazard Mitigation Plan required by FEMA and ongoing education by the County funded defensible space inspectors. Discussion ensued regarding the inspections and where target areas are selected. 15) Directors Comments Associate Director Beesley noted the Pacific Gas & Electric (PG&E) log sort yard is now up and running. He noted through their tree mortality removal program, they have removed over 80,000 trees with a target of 200,000 for completion. He went on to describe the 41 Fire Safe Councils in 21 counties that received grant funding through PG&E for fuels reduction projects. He introduced a new program where PG&E has funded wildfire detection flights to provide wide ongoing coverage to look for fire ignitions to work to keep them small and reduce damages. He went on to discuss the shift in messaging from drought impacts to the lingering effects of the drought. 16) New Business There was no new business. 17) Closed Session: There was no closed session. Next Meeting Scheduled for August 24, 2017 at 10:00 a.m. at the Gene Albaugh Community Room at the Madelyn Helling Library located at 980 Helling Way, Nevada City, CA. Videoconferencing is available to The Joseph Center, Truckee, CA. The meeting adjourned at 11:55 am. ********************************************************************************** I declare that these meeting minutes accurately reflect the actions of the Fire Safe Council of Nevada County s board meeting held on June 22, Dennis Cassella, Secretary Date Page 5 of 208

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11 Ad Hoc Committees Rosters (DRAFT) As of August 15, 2017 Executive Ad Hoc Committee Rick Nolle, Chairman Warren Knox, Vice-Chairman Bill Drown Dennis Cassella, Secretary Dave Walker, Treasurer Joanne Drummond Finance/Audit Ad Hoc Committee Dave Walker, Chairman Hank Weston Warren Knox Joanne Drummond Projects Ad Hoc Committee Donn Thane, Chair Gretchen Bennitt Jecobie Waters Sean Griffis Bill Houdyschell Joanne Drummond Don Wagner Jerry Martinez Public Education Ad Hoc Committee David Hanson, Chair Peter Beesley Joanne Drummond Crawford Bost Firewise Communities Technical Ad Hoc Committee Don Wagner, Chair Joanne Drummond Bruce Puphal John Gulsarian Sean Griffis Mike Walsh Donn Thane Fundraising Ad Hoc Committee Bill Drown, Chair Rick Nolle Joanne Drummond Dennis Cassella (WCA*) Jeff Dunning (SF*) Barry Dorland (WCA & SF) Peter Beesley (WCA) Eric Trygg (SF) Partnership Relations Ad Hoc Committee Warren Knox, Chair Rick Nolle Joanne Drummond Dennis Cassella Jeff Dunning David Hanson Human Resources Ad Hoc Committee Rick Nolle, Chair Dennis Cassella Warren Knox David Hanson Nominating Ad Hoc Committee Warren Know, Chair David Hansen David Walker *WCA - Wine & Culinary Adventure *SF - Spaghetti Feed Fire Safe Council of Nevada County P.O. Box 1112 Grass Valley, CA Phone (530) Fax (530) Page 8 of 208

12 M E M O R A N D U M TO: Fire Safe Council Board of Directors FROM: Warren Knox, FSCNC Vice Chair SUBJECT: Nominating Committee Discussion Points DATE: August 17, 2017 As acting Chair at the Executive/Finance Committee meeting on August 17, 2017, I volunteered to Chair the Nominating Committee, and had a rather long discussion with Joanne about Board composition and Board size. I offer the discussion points below: 1) We still have not addressed the board composition issue raised by the CA Corporation Commission s redefinition or Director that we discussed last year. I believe that we should keep that change in mind as we develop a new Board. Joanne has a message into the pro-bono attorney to see when we may see a draft revision, but will also need to provide them our ideal composition. 2) I think the development of the new politically oriented Firewise Coalition will require a lot of attention from our Board to insure a) that FSC agrees with the directions that they choose to take, and b) that Board members be critical factors in steering of the Firewise Coalition. 3) I also think that while adding the new volunteer retired from the Forest Service is making a really big difference in our efforts and probably needs to be on the Board to maximize her impact, we also need to balance her with an additional Board member with non-government management experience preferably one that is younger than most of us old-timers. Relative youth will be critical as some of us older folks start to step back from a more active participation. 4) Finally, I think we need to take a hard look at who is on the Board and why? We have a number of folks that attend but do little else. There may be good reasons why they don t participate fully, but we ought to have that discussion with them. I am willing to do so, and to do so with the hope of maintaining their support if not their full participation. Page 9 of 208

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14 Capital Equipment Restrict Funds for Replacement RECOMMENDATIONS Revised August 3, 2017 ITEM EST REPLACEMENT COST CURRENT USEFUL LIFE ANTICIPATED REPLACEMENT YEAR Current Reserves RECOMMENDED RESTRICTED FUNDS NEW Restricted Amounts 3 Months Operating Reserve $ 45, Add one month/24 mo $ 2, $ 5, $ 7, Chipper $ 30, months $ 10, $ 2, $ 12, Auto Hybrid $ 35, months $ 11, $ 2, $ 14, Tow Truck $ 60, months $ 12, $ 5, $ 17, TOTAL: $ 36, $ 15, $ 51, PROPOSED AMOUNT TO MOVE TO RESTRICTED ASSETS: $ 15, Fund balance as of June 30, 2016 (unaudited) $ 100, Unrestricted fund balance after restricting funds for operations & equipment: $ 49, Page 11 of 208