President Valerie Cooley called the FOSS board meeting to order on Tuesday, January 22, at 5:00 p.m. in the ECOS Lab at OIMB.  Deborah Rudd, Dave Lunde, Nicole Jackson, Tom Younker, Robin Elledge, Laura Mays, Lonne Mays, Sue Cameron and Pat McKillip attended.

VISITORS:
Maggie Allen, Khristina Fulkerson

WELCOME VISITORS:  The two visitors introduced themselves and explained briefly why they are here.  Khristina Fulkerson, a RARE Americorps volunteer is working with the Port of Coos Bay in Charleston.  She has formed a steering committee to help update the Charleston master plan for the
port properties, the marina, the shipyard and the RV Park. She will stay until July, and is living at Spruce Ranch.  VISTA volunteer Maggie Allen will continue developing the intern program started by Kileen.  She will work primarily with college students to recruit interns from SWOCC, matching their
fields of interest to the needs of the South Slough.   She hopes to interest younger students in the South Slough by visiting local high schools and by developing on-line sites such as Facebook and blogs to educate them about internships and career possibilities. She will also be staying at Spruce Ranch and will be here through next November.

APPROVAL OF AGENDA AND MINUTES:
*(1)A motion was made and passed to approve this meeting’s agenda.  **(2)After noting the misspelling of architect Dan Abrahamson’s name, a motion was made and passed to approve the minutes of the November meeting.

TREASURER’S REPORT

FINANCIAL REPORTS:
Laura passed out a number of finance sheets, explaining the purpose of each and giving a tutorial to the board on how to read them.
***(3)Motions were made and passed to approve each of the following:  the Profit and Loss report for November 2012, the Profit and Loss report for December 2012, the Financial reports from January through December, the Profit and Loss by Class report for the Summer Camp, the Profit and Loss by Class report for the Aquaria, the Profit and Loss report by Class for the Kayaking and Paddle Program, the Profit and Loss by Class report for the Plant Sale, the Profit and Loss by Class report for various programs such as the Salmonberry Workshop, the Balance Sheet as of December 31,
2012, Deposit Detail from December 1, 2012 through January 11, 2013, the Check Detail by Account for January through December 2012, Check Detail from December 1, 2012 through January 11, 2013 from Umpqua Bank, and the Transaction Detail by Account from January through December 2012 of the Aquaria Project.

SIGNATURE AUTHORITY WITH UMPQUA BANK:
Since FOSS Treasurer Heather Pedersen is leaving, the board will need other members with authority to sign checks for FOSS.  Laura passed out new forms that each signer must fill out to be returned to Umpqua Bank.  ****(4)A motion was made to approve this slate of members who will be given authority to sign checks for FOSS: David Lunde, Susan Cameron, Thomas Younker, Patricia McKillip.  The motion passed.

COMMITTEE TO CLEAN UP OLD FOSS FILES:
Laura requested a committee to help her go through the FOSS file cabinet and purge unnecessary files, some of which date back to the 70’s.  Sue
Cameron volunteered for the committee.  Laura explained that the board should keep files at least three years for tax purposes, and that the IRS might possibly audit files as old as six years.  Nicole suggested keeping some of the older workshop and program files to track how well or badly they
were doing.  Laura said the committee could put together files for the older programs as the paperwork is
located.  Nicole asked about a shredder for defunct files.  Robin said that she had one.  Sue suggested burning them in her fireplace.   *****(5)Lonne made a motion to purge unnecessary files older than seven years; the motion was approved.  Deborah offered to put signup sheets for volunteers for that committee as well as others at the Annual Meeting.  Laura also passed around the QuickBooks manual that she and an intern had put together to aid future bookkeepers to use the QuickBooks accounting software.  She also recommended that when Heather officially resigns, the board should hire a CPA to look over and audit the account books to make sure everything is in proper order for the next treasurer.  ******(6)Nicole moved to have the accounts audited as soon as it is practical and timely; the motion passed.  Lonne and Valerie offered to follow leads they knew of for possible
CPA’s.

BOOKSTORE COMMITTEE:
*******(7)Dave requested his usual $1500 for bookstore expenses; a motion was made and passed to approve the request.

PUBLICITY COMMITTEE

VOLUNTEER TRAINING:
********(8)Deborah requested $35 from FOSS to spend on some lunch items for her volunteer training session on January 26. The motion was made and
approved.

ART OPENINGS:  Deborah said that the Health Department will allow up to three art openings without charge for a license; after that the
license will cost $25.  However, if food items served are simply cookies from Safeway and coffee, then there’s no need for a license.  She asked what
FOSS would prefer:  to have more interesting food, or not to have to pay for a license to serve it.
*********(9)A motion was made and approved to have only cookies and coffee at future art openings.

MEMBERSHIP COMMITTEE:
Sue said that she has scheduled memberships up for renewal in January to be due in February; this will give her the time at the beginning of the year to
double check the membership lists and redo the donation letter.

FOSS FLOATS:  Robin said that Mike intends to keep on with the FOSS Floats project after he retires.  Nicole inquired about Dan Abrahamson’s
visit; Deborah said he brought along some beautiful drawings, took walks through the South Slough while he was here, and very much enjoyed the Fredrickson house.   A suggestion was made that if he left drawings with Mike they could be displayed at the Annual Meeting.  Nicole asked about the dry land training session for kayakers in February; Deborah said that it is on the schedule.

HISTORIAN/ARCHIVIST/TECH:
Lonne has the FOSS website up and running.  He said that the domain name registration needs to be renewed, and that he asked Epuerto to register the domain under the FOSS name rather than any individual’s name. He has been experimenting with a trial edition of some software that will expand the website’s photo gallery; he would like to purchase the software for FOSS and requested $40 to do so.  He said that it will allow him to put an unlimited number of photos in the gallery, and that storage is provided by epuerto, and so far, since FOSS is a non-profit, there has been no charge.  **********(10)A motion was made to purchase the software for photos and slide shows in the FOSS website; the motion was approved.  Laura asked about the QuickBooks and POS software, both of which are older editions; she wondered if Lonne should get newer software.

(11)Tom moved that Lonne look into the matter, give the board a report about the cost, efficiency and benefits of purchasing new software for those
programs; the motion passed.  Lonne said that the FOSS computer now has Internet service, thanks to a router and a
wireless thumb drive that he installed.  He has also looked at the old tech equipment in the FOSS storage room and found nothing worth donating.
Valerie offered to take the equipment to be recycled.  (12) A motion was made and passed to dispose of the old equipment in an appropriate
fashion.

DEVELOPMENT COMMITTEE:
Deborah said that there will be no Kaiser grant funds for FOSS this year.  The process by which they chose to disperse grant money has changed, and the board needs to add a grant application to Kaiser on its yearly schedule. Nicole commented that there was no longer a need to limit the grant request to $5000.

OLD BUSINESS

CHARLOTTE MARTIN REPORT:
Deborah said that the Charlotte Martin Grant report is due in March; Joy is working on it but would appreciate help.

GAS CARD:
Tom made a motion that Deborah will be able to offer $50 gas cards to interns as needed.  Laura said that
Deborah should take the money out of petty cash and give Laura the information and receipt.  Sue suggested that
Deborah purchase a pre-paid $50 Visa card rather than a particular gas station card, which would be easier for Deborah and for the intern.  (13)Tom moved that Deborah can offer $50 Visa cards to interns as needed, using money from petty cash; the motion passed.

ANNUAL MEETING: Deborah passed around a draft of the
Annual Meeting agenda for comment and changes.  Lonne asked what time the board should get to the venue.  Nicole said that the board has rented the library space from 4:00-9:00 p.m., which would include time to set up for the silent auction and to clean up afterwards.  Deborah will request tables and chairs for the auction and the food; she also said the board needs to nominate and vote on the Friend and Volunteer of the Year.  Sue and Valerie are working on the auction bidding sheets; Valerie will get in touch with the musicians, and with the caterer.  Deborah asked board members to meet ithe NB library at 4:p.m. on Feb. 26 to set up for the event.

NOMINATIONS FOR BOARD:
Deborah said that the slate of candidates will include present board members, and that new board members can be nominated at the meeting; all FOSS
members at the meeting will be invited to consider joining the board.  She has sent e-mail invitations to all members, and mailed paper invitations inside the paper newsletters.  Guests are asked to RSVP by February 20th.

Nicole suggested a last minute meeting before the event; committee members will meet on Monday the 25th at 1:00 p.m. to go over final details of
the event.  A discussion followed about the details of the silent auction: how to speed up lines of people trying to make their payments, how to deal with different forms of payment, putting out a contact sheet for those bidders who leave before the auction is over, sending thank you notes to those who donated to the auction.

BUDGET PLANNING:  A meeting was scheduled for Wednesday January 30th to finalize the annual work plan and budget for the Annual Meeting; it will be held at 6:00 p.m. at the Mays’s house.

DIRECTOR’S REPORT:
Mike being absent, Robin spoke about the three year VISTA Volunteer program; Maggie, the volunteer for Year Two, has been building on Kileen’s work of the previous year.  She is trying to get high school students interested in and involved with the intern program at the South Slough. The work Kileen did in setting the program in motion, and the good work that Maggie is doing this year brought up the question of whether a third year volunteer for the Work Experience Program would be necessary.  The cost for the second
year volunteer went up from the first year; the third year may be even more
expensive.  She wondered what the board wanted to do.  (14)A motion was made that Robin can decline to apply for a third year Vista volunteer since
the Work Experience Program will be successfully in place; the motion passed.

NEW BUSINESS

SCHOLARSHIPS:   (15)A motion was made and passed for FOSS to fund scholarships for the Summer Science Camp again.

PADDLE TRAINING:  (16) A motion was made and passed to allow $40 of FOSS funds to be spent on food for the Volunteer Paddle Training
session.

RV PARK:
(17)A motion was made and passed to move the FOSS meetings to the more spacious Charleston RV Park meeting
room.  Deborah will call to see if the room will be available for the March meeting.

*(1)A motion was made and passed to approve this meeting’s agenda.

**(2)After noting the misspelling of architect Dan Abrahamson’s name, a motion was made and passed to approve the minutes of the November meeting.

***(3)Motions were made and passed to approve each of the following:  the Profit and Loss report for November 2012, the Profit and Loss report for December 2012, the Financial reports from January through December, the Profit and Loss by Class report for the Summer Camp, the Profit and Loss by Class report for the Aquaria, the Profit and Loss report by Class for the Kayaking and Paddle Program, the profit and Loss by Class report for the Plant Sale, the Profit and Loss by Class report for various programs such as the Salmonberry Workshop, the Balance Sheet as of December 31, 2012, Deposit Detail from December 1, 2012 through January 11, 2013, the Check Detail by Account for January through December 2012, Check Detail from December 1, 2012 through January 11, 2013 from Umpqua Bank, and the Transaction Detail by Account from January through December
2012 of the Aquaria Project.

****(4)A motion was made to approve this slate of members who will be given authority to sign checks for FOSS: David Lunde, Susan
Cameron, Thomas Younker, Patricia McKillip. The motion passed.

*****(5)Lonne made a motion to purge unnecessary files older than seven years; the motion was approved.

******(6)Nicole moved to have the accounts audited as soon as it is practical and timely; the motion passed.

*******(7)Dave requested his usual $1500 for bookstore expenses; a motion was made and passed to approve the request.

********(8)Deborah requested $35 from FOSS to spend on some lunch items for her volunteer training session on January 26. The motion was made and
approved.

*********(9)A motion was made and approved to have only cookies and coffee at future art openings.

**********(10)A motion was made to purchase the software for photos and slide shows in the FOSS website; the motion was approved.

(11)Tom moved that Lonne look into the matter, give the board a report about the cost, efficiency and benefits of purchasing new software for
those programs; the motion passed.

(12) A motion was made and passed to dispose of the old equipment in an appropriate fashion.

(13)Tom moved that Deborah can offer $50 Visa cards to interns as needed, using money from petty cash; the motion passed.

(14)A motion was made that Robin can decline to apply for a third year Vista volunteer since the Work Experience Program will be successfully in
place; the motion passed.

(15)A motion was made and passed for FOSS to fund scholarships for the Summer Science Camp again.

(16) A motion was made and passed to allow $40 of FOSS funds to be spent on food for the Volunteer Paddle Training session.

(17)A motion was made and passed to move the FOSS meetings to the more spacious Charleston RV Park meeting room.  Deborah will call to see if the room will be available for the March meeting.

(18)A motion was made and passed to adjourn the long meeting,

The next FOSS meeting will be held February 26that 5:30p.m. in the North Bend Library.

Minutes submitted by Pat McKillip, FOSS Secretary

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