BOARD OF DIRECTORS’ MEETING MINUTES April 23, 2009 Members Present: Roland Coker Jack Cooper Bob Engler Bonnie Fuerst Marvin Harms Don Haws Jeanne Margritz Roy John Nelson Pat Nelson Dick Pierce Dick Trail Dolores Walter Jack Yant
Members Absent: Others Present:
Linda Fitzsimmons Ed Butler Meredith Collins Carrie Eurek Sherri Hansen Karen K Lueck Kyla Martin Kris Wright
CALL TO ORDER – At 10:20 a.m. President Pierce called the meeting to order. PLEDGE OF ALLEGIANCE WAS RECITED. THE BRAND PROMISE WAS RECITED. AGENDA APPROVAL – President Pierce noted the amendments to the agenda. Item #5 under New Business is requested to be moved to the end of the agenda. Don Haws moved the Board approve the amended agenda. Bob Engler seconded the motion; motion carried unanimously by voice vote. APPROVAL OF MARCH MINUTES – Bob Engler moved the Board approve the March minutes. Jack Cooper seconded the motion; motion carried unanimously by voice vote. FINANCIAL REPORT –Kris went over the financial report. Peter Kiewit and United Ways funds are supplementing the homeless funds currently as they have been expended. Of the ten percent to be chosen, Mid has been selected to receive an audit under the Childhood Lead Poisoning program. This week was the formal Weatherization program audit. The WX program completed 23 homes last month which is a start of increased production due to the stimulus funding. Kris referred to a Corporate Asset handout which may be found in the back of the Board book. The credit card statements and bank statements for the month were passed around for members to view. After discussion, Bob Engler moved the Board receive and place on file the financial report as presented. Dick Trail seconded the motion; motion carried unanimously by voice vote. ADMINISTRATOR’S REPORT – Karen thanked Bob Engler, Jack Yant and Jack Cooper for their participation and support during the Head Start audit. It was greatly appreciated. It went very well. Kris will go over the exit review during Board actions. Karen referred to the new Smart Board in the conference room that will be used for trainings and meetings. Mark Bectal, FTA, from Kansas City, and Jerry Wray came out and met with Dick Pierce, Ed Butler, Charles McGraw, and Karen. The FTA will not allow Mid to build on a bus barn addition to the county building because it is a flood plain. The county might be able to rent the facility to the Transportation program for a short term while Mid builds their own facility. Ed reported on Plan B which would be building on the land that Mid owns to the east of the Education Building. Charles McGraw has started accumulating all the necessary reports. This is a very time sensitive project as the facility could be 100% funded by Federal funds. The Transportation program will go forward with the advances and then bring it to the Board. Mid will put together a rental
agreement to use the county building in the meantime. This program will use the facilities as is without making any changes. Jack Cooper moved the Board approve the Administrator’s Report. Bob Engler seconded the motion; motion carried unanimously by voice vote. SPECIAL REPORTS HEAD START REPORTS by Jack Cooper – Jack referenced these reports in the Policy Council minutes which may also be referenced in the back of the Board book. Head Start Monthly Report March 2009 Enrollment Funded Enrollment – 426 children Enrollment Income Categories (based on the Federal Poverty Income Guidelines) # of enrolled children 0 – 99.9% of Poverty 100% - 129.9% of Poverty 130% over Poverty guidelines Monthly Enrollment total Actual Enrollment total % of children with disabilities Breakfasts AM Snacks Lunches PM Snacks # 417 # 34 # 24 426 475 17.26% Meals and Snacks 3492 2599 1979 1093 Center Based Average Daily Attendance %s 85.07% Home based Home Visit %s (Annual – 32 home visits per family) 311
% of poverty 87.79% 7.16% 5.05%
Monthly average
Head Start Monthly Report March 2009 Mandates 45 and 90 day Mandates
45 day Mandate Categories # of Mandates due in month 8 0 # of Mandates Completed 458 465 # of Mandates late in month 4 0
Vision Hearing
Reasons: (if delinquent) : Monitoring tool stated they were completed by professional and waiting on paperworkDropped before completed & parents are non compliant. Health Assistant will send letters to parents in Feb. and working with the FSW’s 90 day Mandate Categories # of Mandates due in Month 12 12 # of Mandates Completed 443 450 # of Mandates late in month 10* 4*
Dental Physical
Reasons: (if delinquent) : *Monitoring tool stated they were completed by professional and waiting on paperwork- *Two sites are having difficulties scheduling dentals as there is only one provider for the entire area of NP/Ogallala- Dropped before completed & parents are non-complaint. Health Assistant sent letters to parents Feb. and is working with FSW’s. 5 Dental Follow-ups were completed & waiting on paperwork from provider 4 Dental Dollow-ups are scheduled
Marvin Harms moved the Board approve these reports. Don Haws seconded the motion; motion carried by unanimous voice vote. NORTH PLATTE SENIOR CENTER CONGREGATE MEALS REPORT by Dolores Walter – Over 3,500 meals were prepared and delivered in the month of March. The program has gained 11 new clients. The center lost a long-time volunteer who has booked over 10,000 volunteer hours. Dolores thanked the Board for the lovely sympathy card she received. Bob Engler moved the Board approve this report. Jack Cooper seconded the motion; motion carried by unanimous voice vote. NORTH PLATTE SENIOR CENTER REPORT by Roland Coker – Last month’s foodstuff cases received totaled 306 in which 201 were handed out and 105 were served in-house. The center received two memorials. There is approximately $2000.00 to date in the memorial fund to be used for construction of a seating area with a fountain in front of the center, recovering of pool tables & identifying decals for the new delivery van. The Nebraska Diabetes Center from Lincoln specializes in custom made footwear. They had quite a display of special shoes and set up during the noon meal which may have not been the ideal time from a noise standpoint. On April 13 the Community Connections Mentoring Program consisting of 4th & 5th graders helped deliver meals and then planted
two trees in front of the center. The trees were donated by UP Environmental Services. On April 21, 193 attended the Volunteer Appreciation Dinner. On April 21 the Senior Center Policy Advisory Committee, Bingo Committee, and Senior Center staff held a retirement dinner for Sherri Hansen and a welcome to Meredith Collins at the Airport Inn in which 46 were in attendance. Bob Engler moved the Board approve this report. Don Haws seconded the motion; motion carried by unanimous voice vote. MINDEN SENIOR CENTER REPORT by Jack Yant – Last Thursday the center hosted a retirement open house for Sherri Hansen. Karen, Kyla, Meredith and Jack attended this open house. She’s done a wonderful job with the center over the years. Sunday night the center had a potato bar and raised $600 from the potatoes and received a $1,000 donation to add to it. At this time, Jack took the opportunity to recognize Sherri Hansen for her many successful years of service to the Board of Directors. He wished her the best in her retirement and presented her with a gift card from all the members. Jack Cooper moved the Board approve this report. Dick Trail seconded the motion; motion carried by unanimous voice vote. ROMA/BOARD TRAINING by Sherri Hansen – Sherri’s theme of her training was “Did you know what kind of difference Mid’s programs are making?” This report may be referenced in the back of the Board book. Bonnie Fuerst moved the Board approve this report. Marvin Harms seconded the motion; motion carried by unanimous voice vote. At 11:04 a.m. Pat Nelson moved the Board go into Executive Session to discuss the Executive Committee’s morning meeting. Roland Coker seconded the motion; motion carried by unanimous voice vote. Jack Yant moved the Board come out of Executive Session at 11:23 a.m. Bonnie Fuerst seconded the motion; motion carried by unanimous voice vote.
A. UNFINISHED BUSINESS B. ONGOING FUNDING APPLICATIONS/CONTRACTS RAFT Case Management Contract – With this contract Mid will pay RAFT for case management services. The contract amount is $2,270 a month or $27,240 a year. Jack Yant moved the Board accept the awards as presented. Bob Engler seconded the motion; motion carried unanimously by voice vote. Affordable Housing Grant Application (Buffalo) – This $150,000 application will continue the Purchase, Rehabilitation, and Resale project in Buffalo County. Funds will be requested for the following activities: $118,000 for Purchase, Rehab, Resale; $5,000 for lead-based paint testing, risk assessment and clearance testing; and $27,000 for housing management and general administration. Grants and/or loans for down payment assistance will be available to homeowners whose incomes are at or below 80% of the area median income. It is anticipated that a minimum of five (5) properties will be served with these funds during the 18-month grant period. Jack Cooper moved the Board approve the application as presented. Dick Trail seconded the motion; motion carried unanimously by voice vote. Affordable Housing Grant Application (Frontier, Furnas, Gosper, Red Willow) – This $150,000 application will continue the Owner-Occupied Housing Rehabilitation (OOR) project in Frontier, Furnas, Gosper and Red Willow Counties. Funds will be requested for the following activities: $120,000 for rehabilitation, $8,000 for lead-based paint testing, and $22,000 for grant administration. Grant funds will be used for rehabilitation of existing houses occupied by homeowners whose incomes are at or below 80% of the area median income. It is
anticipated that a minimum of eight (8) properties will be served with these funds during the 24-month grant period. Jack Yant the Board approve the application as presented. Jack Cooper seconded the motion; motion carried unanimously by voice vote. Affordable Housing Grant Application (Buffalo, Franklin, Harlan, Kearney, Phelps) – This $150,000 application will continue the Owner-Occupied Housing Rehabilitation (OOR) project in Buffalo, Franklin, Harlan, Kearney and Phelps counties. Funds will be requested for the following activities: $120,000 for rehabilitation, $8,000 for lead-based paint testing, risk assessment and clearance testing; and $22,000 for housing management and general grant administration. Grants and/or loans will be available to homeowners whose incomes are at or below 80% of the area median income. It is anticipated that a minimum of eight (8) properties will be served with these funds during the 24-month grant period. Bob Engler moved the Board approve the application as presented. Jack Cooper seconded the motion; motion carried unanimously by voice vote. C. NEW BUSINESS McCook United Way Applications a. Commodity Supplemental Food Program – This request is for $2,100. b. Head Start – This request is for $4,500. c. Homeless Prevention – This request is for $5,000. Jack Yant moved the Board approve the applications as presented. Jack Cooper seconded the motion; motion carried unanimously by voice vote. Administration for Children and Families Head Start Grant Application – This request for $700 is a supplemental grant that would reimburse Head Start for sending one Early Childhood Coordinator to the CLASS training in Omaha on March 24-26, 2009. It is to cover 100% of the actual travel costs. Jack Cooper moved the Board approve the application as presented. Roland Coker seconded the motion; motion carried unanimously by voice vote. Educational Service Unit #10 Lease Renewal – The yearly rent has increased by $2,360 on this Head Start classroom in Cozad and the location of the classroom within the building has changed. The new lease will be $7,400 annually. Jack Cooper moved the Board accept the lease renewal as presented. Bob Engler seconded the motion; motion carried unanimously by voice vote. Nebraska Public Transportation Act 5311 Application - This application is for the operating funds for our public transportation program for July 1, 2009 thru June 30, 2010. The amount requested on the federal level is approximately $576,645 and on the state level is $277,128 with a local commitment of $277,128. Jack Yant moved the Board approve the application as presented. Bonnie Fuerst seconded the motion; motion carried unanimously by voice vote. Performance Management Scorecard – TABLED UNTIL MAY DUE TO TIME Agency Accounting Manual Updates - A Check Security Policy has been added to the Accounting Manual as follows:
Checks are secured in a locked cabinet in the fiscal office. Two signatures are required on all checks. Checks are pre-numbered in sequential order. The agency accounting system automatically generates the starting check number for all checks based on the last check number generated by the system. Staff must override the system to enter a different starting check number. All checks issued (including voided checks) are automatically posted to the bank reconciliation by the computer system. Any deviations in the check number
sequence or missing checks should be reported to the Fiscal Director.
Jack Cooper moved the Board approve the updates as presented. Pat Nelson seconded the motion; motion carried unanimously by voice vote. Drug and Alcohol Testing Policy – Refer to the policy overview in the back of the Board book. Jack Cooper moved the Board approve the policy as presented. Don Haws seconded the motion; motion carried unanimously by voice vote. Administration of Medication Policy Addendum for Head Start – Refer to the specifications of this addendum in the back of the Board book. Jack Cooper moved the Board approve the policy as presented. Bonnie Fuerst seconded the motion; motion carried unanimously by voice vote. Administration of Medication Written Plan Addendum for Head Start -- Refer to this addendum in the back of the Board book. Pat Nelson moved the Board approve the written procedure as presented. Bob Engler seconded the motion; motion carried unanimously by voice vote. Head Start Cost of Living Award Grant Application – This application for $77,503 would be used for cost of living increases to all Head Start staff. This will become part of the continuation funding. Refer to handout in Board Minutes Book. Jack Cooper moved the Board approve the application as presented. Roland Coker seconded the motion; motion carried unanimously by voice vote. ARRA Cost of Living Grant Application – This request for $46,603 is for stimulus funds to give a one-time cost of living award to Head Start staff. Refer to handout in Board Minutes Book. Jack Cooper moved the Board approve the application as presented. Don Haws seconded the motion; motion carried unanimously by voice vote. ARRA Quality Improvement Grant Application – This request for $160,997 is for stimulus funds to use for one-time program improvement. Refer to handout in Board Minutes Book. Jack Cooper moved the Board approve the application as presented. Pat Nelson seconded the motion; motion carried unanimously by voice vote. Weatherization Vehicle Procurement – It was the recommendation to purchase one 2009 Chevrolet HHR Front Wheel Drive 4-door LS, three 2009 Chevrolet Colorado Extended Cab 2-2wheel drive pickups, and three 2009 Chevrolet Silverado Crew Cab pickups.. Refer to handouts in the Board book for more details. Dick Trail moved the Board approve the vehicle purchase recommendations as presented. Marvin Harms seconded the motion; motion carried unanimously by voice vote. Vehicle Purchase for North Platte Senior Center Home Delivery Meal Program – Three bids were presented including a 2007 Chrysler Town & County LX from Bob Mayber Motors for $14,560, a 2007 Dodge Grand Caravan from K. Smith Auto Center for $13,635 and a 2008 Chevrolet Uplander Van from Bob Spady Buick-Pontiac for $13,939.50. Refer to blue handout in Board book for more details. The 2007 Chrysler Town & County LX from Bob Mayber Motors for $14,560 was the recommendation. Jack Cooper moved the Board approve the vehicle purchase recommendation as presented. Roland Coker seconded the motion; motion carried unanimously by voice vote. Weatherization Assistance Program Incentive Pay Proposal - An Incentive Pay Plan is being proposed to recognize the Weatherization Assistance Program staff for their commitment to the housing needs of the families they serve. Refer to handout in Board Minutes Book. Don Haws
moved the Board approve the incentive pay proposal as presented. Roland Coker seconded the motion; motion carried unanimously by voice vote. Housing Program Incentive Pay Proposal – An Incentive Pay Plan is being proposed to recognize the Housing Department staff for their commitment to the housing needs of the families they serve. Refer to handout in Board Minutes Book. Marvin Harms moved the Board approve the incentive pay proposal as presented. Pat Nelson seconded the motion; motion carried unanimously by voice vote. ARRA Special Employee Incentive Plan – If approved, the Cost of Living Awards will be allocated to each Head Start employee in incentive pay increments spread out monthly from August 2009 until May or June 2010 depending on the remaining availability of ARRA Cola Funds and if performance goals have been met according to the criteria. Jack Cooper moved the Board approve the incentive pay proposal as presented. Bob Engler seconded the motion; motion carried unanimously by voice vote. Mid’s Kearney Offices Roofing Bids Proposal – It was recommended to hire Weathercraft to roof the Administration Building for $30,646, to hire Springer Roofing to roof the Service Building for $8,128, and to hire Fisher Roofing to roof the Education Building for $29,756. Refer to bid sheet in Board book. Marvin Harms moved the Board approve the roofing bid proposals as presented. Jack Cooper seconded the motion; motion carried unanimously by voice vote. Employee Benefit Dollars Increase Proposal – This is a proposal to raise the benefit dollars from $260 to $280 for 80-100%FTE employees and from $130 to $140 for 60-79% FTE employees (and those staff grandfathered under the old 50% FTE benefit policy) effective May 1, 2009. Jack Cooper moved the Board approve the benefit dollar proposal as presented. Marvin Harms seconded the motion; motion carried unanimously by voice vote. Head Start 2009 Monitoring Peer Review Exit Meeting – Refer to handout #12. Don Haws moved the Board approve this report. Jack Cooper seconded the motion; motion carried by unanimous voice vote. Mid Salary Grade Amendment – Minor changes to reflect the adjustment of minimum wage have been made and can be referenced in the back of the Board book. Jack Cooper moved the Board approve the amendment as presented. Bonnie Fuerst seconded the motion; motion carried unanimously by voice vote. CSBG ARRA Work Plan – Refer to handout in back of Board book. Jack Cooper moved the Board approve the work plan as presented. Bob Engler seconded the motion; motion carried unanimously by voice vote. Mid-Plains (North Platte) United Way Awards a. Homeless Prevention - This award is for $5,500. b. Head Start - This award is for $3,825. c. Senior Center - This award is for $13,600. Roland Coker moved the Board accept the awards as presented. Dick Trail seconded the motion; motion carried unanimously by voice vote. D. OTHER ISSUES/COMMENTS – Jeanne reported on a generous food donation from the Lutheran Ladies from Hastings brought to the Red Cloud Lutheran Church. They made Easter baskets filled with food to give to all the food pantry clients. Jeanne also received four birthday cakes to give away. Bob took the opportunity to recognize Jack Cooper for the outstanding job
he did with the HS Peer Review. Sherri reminded the Board to fill out their volunteer sheets. She thanked the Board for everything and encouraged them to keep making a difference. ADJOURNMENT -- With no further business, President Pierce adjourned the meeting. It was announced that the next Board of Directors’ Meeting would be on May 28, 2009.
Respectfully Submitted,
Kyla Martin Recording Secretary VERIFICATION The forgoing minutes were amended/approved.
_________________________________ Board President
_______________ Date