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Minutes
Greater Laguna Coast Fire Safe CouncilNovember 16, 2002 Emerald Bay Community Center – 9:00 AM
Minutes
1. Introductions and Announcements
David Horne, Chairman, Board Member Pat, Cooper, Board Member, Red Flag Patrol Wade Stearns, Co-Coordinator of Red Flag Patrol John Fox, Board Member Warren Cleary, Board Member Beverly Farrier, Scribe
Adjourned for lack of a quorum
Open for discussion
1a. Non-Profit status – we received a declaration of 501C3 status, dated October 30—we are now officially a non-profit entity
2. Recap of November 2 Southern Regional Meeting a. The meeting was an interesting experiment in government b. It was a successful and well-run meeting c. Many useful ideas were presented, such as writing a bond to buy the land rather than deal with the Forest Service or BLM d. Various approaches to initiating volunteer organizations were presented e. The software technique David used to vote consensus of priorities was discussed—unanimous approval. f. The next Southern Regional meeting will be in May in a central location g. There will be a Statewide Meeting, December 9, 2002
3. Status Report of the Landscape/Maintenance Guide a. Research progressing, interviewing various constituencies in the community b. The underlying research is completed
4. Volunteers for the December 2nd Presentations Dec 2, a. Dr. Sayre’s class at USF will present the Board with a report for the Southern California Coastal Planning Guide which will result in a users’ guide
5. Financial Report a. Various reports were presented c. Spreadsheet prepared to highlight use of the $28,000 grant from BLM d. Variance Report – came in under budget in most categories, printing and others have not been used yet ● General Expenses – we have come under budget ● Supplies close, postage not used ● Office equipment – none used ● Printing is $300, budgeted for $100 ● Meeting space, currently is half of budgeted, but we need another $200 for more meetings ● Project 1—Fire professionals, pretty close, but we need more hats ● Project 2—Assistance, we spent only $100, budgeted for $450 ● Red flag project - $7,800 spent ● Fire alert project - $5,900 spent ● Insurance—spent $1,900, none initially present in budget ● DOI insurance - $2 million policy budgeted (Directors, Officers, Indemnification) e. Check-by-Check report – discussed and is available for inspection ● Wrote 46 checks f. Quarterly Report ● David developing an “in-kind” budget ● Initial budget indicated spending $4000 for the use of City Hall, Emerald Bay clubhouse, and Mark Baker time ● $16,000 in savings acct ● $4,000 in checking account g. Table approval of financial report until quorum of Board
6. Need for Policies and Procedures a. Statewide Fire Safe Council is going to act as grantor for next round of grants b. The administrator of grants funding will act as a contracting agency with an administration fee of 10% of grant money earned c. Beginning in Jan 2003, councils will need to have a Policies & Procedures written to be eligible for funds d. Those who have a 501C3 status and Policies & Procedures will not have to pay the 10% admin fee to the state e. It is prudent to buy the state’s Policies & Procedures template and edit it—David is editing one for the Laguna Council. f. For grants over $10,000, councils will now need to solicit bids
7. Board Elections – table until quorum of Board
8. Other – Plans are in place to place an ad in local papers with photos, etc. thanking everyone involved—Dr. Sayre will assist in developing the ad
9. Next Meeting – Dec 10, Tuesday, 4:00-5:00 pm, Emerald Bay Clubhouse
Adjournment – 10:30 AM
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