Board Minutes

December 16, 2016

10:00 A.M.

Governing Board Meeting

Action for Eastern Montana

Glendive, Mt.

 

Roll Call:

Governing Board Members Present:

Shiloh Smeltzer                             Dorothy King                   Becky Hayes                    Jill Domek

Karen Unruh                                 Cassidy Schneider

 

Governing Board Members on Conference Call:

David Pippin                                  Betty Aye                         Paul Tweten                    Elizabeth Ball-Mavity

 

Governing Board Members Excused:

Becky Erickson                              Gloria Askin                     Janet Wolff                      Charity McLarty

Ray Trumpower

 

Governing Board Consultant:

Dawn Guenzi – Excused

 

Staff Present:

Lori Brengle                                   Lea Ringen                       Clint Wynne                     Barbara Roberts

Donna Micheletto-Wolf

 

Vice-Chairman Elizabeth Ball-Mavity requested Governing Board member Shiloh Smeltzer run the meeting as Elizabeth could not make it to the meeting due to the bad weather.

Acting Chairman Shiloh Smeltzer called the meeting to order.   A quorum was present.

 

Approval of November 18th, 2016 Regular Minutes:

     Acting Chairman Shiloh asked if there were any additions or corrections to the November 18th, 2016 Regular Governing Board minutes.   Discussion.

With none Shiloh called for a motion and second to approve the minutes as presented.

MOTION:                                                    SECONDED:                                  CARRIED/DENIED:

MADE BY                                                    BY                                                  CARRIED

BETTY AYE                                                  JILL DOMEK

 

Approval of November 18th 2016 Executive Session Minutes:

     Shiloh asked if there were any additions or corrections to the November 18th Executive Session minutes.   Discussion.

With none Shiloh called for a motion and second to approve the minutes as presented.

MOTION:                                                    SECONDED:                                  CARRIED/DENIED:

MADE BY                                                    BY                                                  CARRIED

ELIZABETH BALL-MAVITY                          DOROTHY KING

 

 

 

Public Comments on the Agenda Items:

Shiloh asked if there were any public comments on the agenda items.

Clint Wynne, CEO stated he did have an item to add under his report.

 

Clint stated he would like to request Governing Board approval to excuse the Governing Board members that could not make it to the board meeting due to the bad weather.   Discussion.

Shiloh called for a motion and second to approve excusing the Governing Board members that could not make it to the board meeting as requested.

MOTION:                                                    SECONDED:                                  CARRIED/DENIED:

MADE BY                                                    BY                                                  CARRIED

DOROTHY KING                                         CASSIDY SCHNEIDER

 

     Shiloh asked three times if there were any more comments on the agenda items.   With none Shiloh continued with the meeting.

 

CFO REPORT:

     Lea Ringen, CFO stated they did not have a quorum at the Finance Committee Meeting.

Lea handed out and reviewed the Summary Financial Report, Balance Sheet, and Statement of Revenues and Expenditures for November, 2016.

Lea asked if there were any questions on the Financial Reports.   Discussion.

Shiloh called for a motion and second to approve the Financial Reports as presented.

MOTION:                                                    SECONDED:                                  CARRIED/DENIED:

MADE BY                                                    BY                                                  CARRIED

BECKY HAYES                                             ELIZABETH BALL-MAVITY

 

2017 Proposed Changes to the Fiscal Policy and Procedures Manual: 

     Lea handed out and reviewed the 2017 proposed changes to the Fiscal Policy and Procedure Manual.

After a lengthy discussion Lea requested Governing Board approval to the proposed changes.

Shiloh called for a motion and second requesting Governing Board approval to accept the proposed changes to the Fiscal Policy and Procedure Manual as presented.

MOTION:                                                    SECONDED:                                  CARRIED/DENIED

MADE BY                                                    BY                                                  CARRIED

JILL DOMEK                                                KAREN UNRUH

 

Head Start Report:

Clint Wynne, CEO handed out Head Start Statement of Revenues and Expenditures from March 1st, 2016 through November 30th, 2016.   Discussion.

 

CEO Report:

CSBG Organizational Standards:

     Clint Wynne, CEO handed out and reviewed the LEXICON for Community Services Block Grant Funded Programs and a Classification of CSBG Services.

Every publicly-funded program develops its own language from federal, state and local legislation, regulations, and the day to day operations of programs.   The LEXICON contains words and phrases commonly used by state and local managers of Community Services Block Grant (CSBG) funded programs.

It lists over 200 terms and acronyms in alphabetical order, and defines them.

The most important subset of the LEXICON are the terms and definitions of the Classification of CSBG Services.   It describes specifically the major categories of services established by the CSBG Act and over 70 subcategories of services often funded through or in conjunction with the CSBG.   Discussion.

 

2017 1% Longevity Increase Approval:

     Clint stated this is our yearly 1% Longevity Increase that we now approve year by year per the fiscal stability of the agency.   We would like to get it approved in this December meeting to allow the increase to begin in January 2017.   Discussion.

Shiloh called for a motion and second requesting Governing Board vote to approve the 2017

1% Longevity Increase as requested.

MOTION                                                     SECONDED:                                  CARRIED/DENIED:

MADE BY                                                    BY                                                  CARRIED

DOROTHY KING                                         KAREN UNRUH

 

Public Comments Regarding Future Items to Discuss:

     Shiloh asked three times if there were any public comments.

     With no public comments Shiloh called for a motion and second to go into Executive Session.

MOTION:                                                    SECONDED:                                  CARRIED/DENIED:

MADE BY                                                    BY                                                  CARRIED

ELIZABETH BALL-MAVITY                          BETTY AYE        

 

Out of Executive Session:

     Shiloh called for a motion and second to approve items that were discussed in Executive Session.

MOTION:                                                    SECONDED:                                  CARRIED/DENIED:

MADE BY                                                    BY                                                  CARRIED

DOROTHY KING                                         BECKY HAYES   

 

Clint invited the Governing Board members to the Christmas Party at the Carney Conference Center after the meeting.

 

Clint stated there will be a ROMA meeting January 19th, 2017 at the Carney Conference Center.

He will let everyone know a time.

 

The next Governing Board meeting is scheduled for January 20th, at 10:00 a.m.

The Finance Committee will meet at 9:00 a.m.

 

With no further business Shiloh called for a motion and second to adjourn the meeting.

MOTION:                                                    SECONDED:                                  CARRIED/DENIED:

MADE BY                                                    BY                                                  CARRIED

JILL DOMEK                                                PAUL TWETEN

 

Respectfully submitted by Donna Micheletto-Wolf, Secretary.

 

 

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