Board of Directors Meeting April 27, 2017
Item BOARD OF DIRECTORS MEETING April 27, 2017 MEETING PACKET INDEX Page Number Fire Safe Council of Nevada County P.O. Box 1112 Grass Valley, CA 95945 Phone (530) 272-1122 Fax (530) 272-3232 www.areyoufiresafe.com BOARD ACTION ITEMS Meeting Notice & Agenda.1 Minutes from 3/23/2017 Board Meeting... 4 March 2017 Financial Front Page... 6 2015-16 Independent Audit Report... 8 REPORTS Balance Sheet as of 3/31/2017... 20 Profit & Loss YTD as of 3/31/2017... 22 Profit & Loss by Class as of 3/31/2017... 25 Profit & Loss Budget vs. Actual 3/31/2017... 27 March 2017 Check Register... 28 March 2017 Donations/Fundraising... 29 Project Summary as of 3/31/2017... 31 Fixed Assets 3/31/2017... 32 Executive Director Report... 33 Firewise Communities List... 39 Fiscal Year to Date Chipping Reports... 41 Chipping Goal Report to Self-Fund by Donations... 44 OTHER Firewise Communities Events & Communications... 45 Miscellaneous Updates, Reports, Activities, Thank You s... 58 News Articles, Media Clips... 74 ORGANIZATIONAL REFERENCE Board of Directors Roster... 102 Meeting & Holiday Schedule... 103 Committees Rosters... 104 FSCNC Mission & Vision Statement... 105 FSCNC Acronym List... 106 Board Resolutions Tracking Log... 107 Meeting Safety Briefing... 110
FIRE SAFE COUNCIL OF NEVADA COUNTY PUBLIC NOTICE BOARD MEETING AGENDA Fire Safe Council of Nevada County P.O. Box 1112 Grass Valley, CA 95945 Phone (530) 272-1122 Fax (530) 272-3232 www.areyoufiresafe.com Notice is now given that a regular meeting of the board of directors has been called and will be held on Thursday, April 27, 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 in 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 3/23/2017 Action c) Approval of Financial Statements for March 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) 2015-2016 Audit Report Presentation Barbara Jicha, CPA Action 6) Report of the Executive Ad Hoc Committee Rick Nolle a) Activity Report Information b) Next Meeting: Thursday, May 11, 2017, at 10:00 a.m. Information 7) Report of the Executive Director Joanne Drummond Information 8) Report from Finance Ad Hoc Committee Dave Walker, CPA Page 1 of 110
a) Financial Analysis Information b) Next Meeting: Thursday, May 11, 2017, at 10:00 a.m. Information 9) Report of the Human Resources Ad Hoc Committee Warren Knox a) Activity Update Information b) Next Meeting: TBA Information 10) Report from the Fundraising Ad Hoc Committee Bill Drown a) Culinary Adventure Event Information b) 2017 Volunteer, Partner & Firewise Community Awards Action c) Fundraising Update Information d) Next Fundraising Meeting: TBA Information 11) Report from the Partner & Policy Ad Hoc Committee Warren Knox a) Activity Report Information b) Next Meeting: TBA Information 12) Report of the Projects Ad Hoc Committee Donn Thane a) Project Collaboration Update Information b) Allocate Funding for CEQA for WNCCDP Information a) Next Meeting: TBA Information 13) Report of the Public Education Ad Hoc Committee David Hanson a) Public Education Update Information b) Next Meeting: Wednesday, July 19, 2017 at 10:00 a.m. Information 14) Agency/Partner Reports Information 15) Directors Comments Information 16) New Business Information 17) 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. a) Executive Director Compensation Information Next BOARD MEETING May 25, 2017 10:00 a.m. at the Gene Albaugh Community Room in the Madelyn Helling Library, 980 Helling Way, Nevada City, CA with video or audio teleconferencing available from The Joseph Center, 10031 Levon Avenue, Truckee, CA. Adjournment estimated @ 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) 272-1122 or by e-mail 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) 272-1122 or by e-mail at joanne@areyoufiresafe.com. Page 2 of 110
AFFIDAVIT OF POSTING Meeting Notice/Agenda of the Fire Safe Council of Nevada County regular board meeting, scheduled for April 27, 2017, was posted per Open Meeting Law requirements at the following locations: Eric W. Rood Administrative Center, 950 Maidu Avenue, Nevada City CA Madelyn Helling Library, 980 Helling Way, Nevada City CA Grass Valley City Hall, 125 East Main Street, Grass Valley CA Nevada City Hall, 317 Broad Street, Nevada City CA Truckee Library, 10031 Levon Avenue, Truckee CA AGENDA POSTED: Friday, April 21, 2017 Page 3 of 110
Fire Safe Council of Nevada County Board Meeting Minutes March 23, 2017 10:00 a.m. At Unity in the Gold Country, 180 Cambridge Court, Grass Valley, CA 95945. The meeting was called to order at 10:00 a.m. by Chairman Rick Nolle. 1) Self-introductions were made with the following in attendance: Directors: Rick Nolle, Bill Drown, Dennis Cassella, Dave Walker, Jeff Dunning, David Hanson, Warren Knox, Eric Trygg, Don Wagner, and Donn Thane. Associates: Gretchen Bennitt. Visitors: none Absent: Barry Dorland, Sean Griffis, Hank Weston, Peter Beesley, Bill Houdyschell, Jerry Martinez and Jecobie Waters. A quorum of the board was established. The Pledge of Allegiance was held. 2) Meeting Safety Briefing The meeting safety briefing was conducted establishing a meeting point at the front of the building. Other assignments were made. 3) Consent Agenda Director Hanson made a motion to approve the consent agenda, seconded by Director Knox. There was no public comment. Motion passed. (DH/DW, Aye-11, no-0) Board Action #1617-38 4) Public Comment There was no public comment Gretchen Bennitt, Director, arrives at 10:20am 5) Executive Director Report Board members were referred to the Executive Director s report. Dave Walker arrives at 10:45am Fire Safe Council of Nevada County P.O. Box 1112 Grass Valley, CA 95945 Phone (530) 272-1122 Fax (530) 272-3232 www.areyoufiresafe.com 6) Executive Ad Hoc Committee Report: Chairman Nolle reminded the Board that there would be a closed session at the end of the Board meeting. 7) Finance Ad Hoc Committee Report Treasurer Walker reported that the financials were not ready as of agenda time but that we are in good shape for the present. Nothing to report. 8) Human Resources Ad Hoc Committee Report Director Knox reported that we are still having difficulty filling open positions. There doesn t seem to be sufficient qualified candidates. Discussion ensued. 9) Fundraising Ad Hoc Committee Report Chairman Nolle presented a brief update on the planning efforts for the 2017 event and reminded Director s, help is needed to solicit sponsors and auction items to make the event successful. Page 4 of 110
10) Partner and Policy Ad Hoc Committee Report No report. 11) Projects Ad Hoc Committee Report No report 12) Public Education Ad Hoc Committee Report Director Hanson noted the 2017 Wildfire Community Preparedness Day event is being planned for Saturday, May 6, 2017 and to please SAVE THE DATE to participate as all hands will be needed. He noted the partnership with Nevada County Office of Emergency Services to host it at the Rood Center parking lot area where the grower s market is held. He noted Suburban Propane will provide a barbecue lunch for guests, exhibitors, KVMR radio and more is being planned with the 20 Firewise Communities assisting. 13) Agency/Partner Reports No report. 14) Directors Comments: None 15) New Business There was no new business. 16) Closed Session: Closed session pursuant to California Government Code 11126(a) regarding the appointment, employment, evaluation of performance or dismissal of an employee. a) Executive Director Annual Review b) Executive Director Compensation Session was called to order by Chairman Nolle as is required by the Personnel Manual to discuss the performance of the Executive Director. Input was solicited from each Director in attendance. Chair will take such comments into consideration in completing the evaluation. Motion to approve the Executive Director s Annual Review was made by Knox, seconded by Dunning. It was a unanimous decision to extend the Executive Director s contract. (WK/JD, Aye-10, No-0) Board Action #1617-39 Chair reported the action of the Closed meeting in open session and it was moved and seconded to confirm the action recommended in closed session. Motion was made by Knox, seconded by Dunning. Motion passed unanimously. (WK/JD, Aye-10, No-0) Board Action #1617-40 The Chairman reported no action was taken on the Executive Director Compensation. Next Meeting Scheduled for April 20, 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 in Truckee, CA. The meeting adjourned at 12:00 pm. ********************************************************************************** I declare that these meeting minutes accurately reflect the actions of the Fire Safe Council of Nevada County s board meeting held on March 23, 2017. Dennis Cassella, Secretary Date Page 5 of 110
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