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May 2003

Northeast Michigan Community Service Agency, Inc.

BOARD OF DIRECTORS

Sterling Head Start Center, Sterling

Friday, May 2, 2003

The meeting was called to order by President Dale Huggler at 1:15 p.m.

ROLL CALL

Present: Stuart Bartlett, Jim Bricker, Jim Charboneau, Frank Cowger, Bob Cudney, Mike Davis, Jami Demasi, Ann Denis, Donna Dietz, William Ellingboe, Pauline Hall, Bob Harden, Rev. Bill Hipwood, Marcia Hopcroft, Dale Huggler, Rev. R.C. Knight, Jean Kroll, Jack Mahank, Daniel Marcrum, Boyden Olson, Joseph Pellens, Sheila Phillips, Larry Sabin, Dianna Schafer, Clyde Soucie, Gerald Wall, Rose Walsh, and Gary Wozniak

Excused: Melissa McCallum, and Bob Spencer

Absent: Terry Beardslee, Tehea Minke, Terry Nimtz and Leonard Zolnierek

Quorum present.

Staff Members Present: John Swise , John Briggs , Linda McGillis, Jim Robarge, Karen Kelsey , and Karen Godi

MINUTES OF LAST MEETING

Motion by Clyde Soucie to approve minutes of the April meeting. Support by Jim Charboneau. All ayes, Motion carried.

Gary Wozniak led the Board in the Pledge of Allegiance. Rev. Hipwood presented reflections.

INTRODUCTION OF GUESTS AND PUBLIC COMMENT

Dale introduced auditor Curt Reppuhn to the Board.

COMMUNICATION

None

COMMITTEE REPORTS

Head Start Policy Council – Jami Demasi

The Policy Council met on April 25, 2003 . At the meeting, Linda updated them on program plans for the year as well as options for father involvement.

Regional Council on Aging – Rev. Bill Hipwood

Rev. Hipwood indicated that the items presented to the council for approval were acted on at the last Board of Directors meeting. The Regional Council ratified those items at their last meeting.

NEMAH Board – Marcia Hopcroft

NEMAH is getting ready to build their first homes. Al West, Executive Director, recently attended training in Lansing to receive his certification in counseling and lead based paint. Al feels that NEMAH can put bids in on five pieces of property and then start building houses on them.

VOLUNTEER SERVICES ADVISORY COUNCILS:

Senior Companion Program – Rev. Knight

The program received a 2% increase in federal funding but it did not offset the State funding cuts. Senior issues and team building have been the focus of recent volunteer in-services. The upcoming recognition banquet will be held at Garland in Lewiston . The State Conference will be held in Frankenmuth and several volunteers will be attending from the program. The agency Privacy Policy was distributed to the volunteers and training on it will be forthcoming.

Foster Grandparent Program – Jean Kroll

The program received a 2% increase in federal funding but it did not offset the State funding cuts. Senior issues and team building have been the focus of recent volunteer in-services. The upcoming recognition banquet will be held at Garland in Lewiston . The State Conference will be held in Frankenmuth and several volunteers will be attending from the program. The agency Privacy Policy was distributed to the volunteers and training on it will be forthcoming.

Client Services Advisory Council – Boyden Olson

No report.

Program Planning and Evaluation Committee – Rev. Bill Hipwood

A summary of the Community Service Block Grant (CSBG) funds was mailed prior to the meeting with the board packet. A sheet indicating funding allocations by program was distributed prior to meeting. The committee presented the information to the Board for approval.

Motion by Clyde Soucie to approve the CSBG modification request for submission. Support Dianna Schafer. All ayes, motion carried.

Personnel Committee – Clyde Soucie

No report.

Membership Committee – Jim Bricker

The committee met for a short meeting prior to the board meeting. Frank Cowger was elected as the new committee chairperson.

INFORMATION ITEMS

Directors Report

Agencywide Audit Report – Jim Robarge introduced Curt Reppuhn from Keskine, Cook, Miller, Smith and Alexander, LLP to present the agency audit report. Karen Kelsey , agency Accounting Director was also introduced. Copies of the audit report were distributed to the board members for review prior the meeting. Members who wish to have a copy of the audit can request one to be mailed. Curt thoroughly reviewed the recently completed audit and answered many questions.

Motion by Frank Cowger to receive and file the financial report as presented. Support by Daniel Marcrum. All ayes, Motion carried.

Dale thanked Linda McGillis and her staff for allowing the meeting to be held at the Sterling Head Start Center. The staff did a wonderful job at setting up the room and the performance by the children was terrific. Linda indicated that she would pass along the recognition to the staff responsible.

Dale talked about the recent Michigan Community Action Agency Association (MCAAA) Quarterly meeting he attended in Lansing . Dale also attended the Big Rapids Head Start recognition program along with several other Head Start open houses.

Motion by Rev. Bill Hipwood to adjourn the meeting at 2:15 p.m. Support by Joe Pellens. All ayes, Motion carried.

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Northeast Michigan Community Service Agency, Inc.

BOARD OF DIRECTORS

Sterling Head Start Center, Sterling

Friday, May 2, 2003

AGENDA

1. CALL TO ORDER

2. ROLL CALL

3. MINUTES OF LAST MEETING

4. PLEDGE OF ALLEGIANCE AND REFLECTIONS

5. INTRODUCTION OF GUESTS AND PUBLIC COMMENT

6. COMMUNICATION(S)

7. COMMITTEE REPORTS

a. Advisory Committees

1. Head Start Policy Council - Jami Demasi

2. Regional Council on Aging – Rev. Bill Hipwood

3. Volunteer Programs

a. Foster Grandparent Program – Jean Kroll

b. Senior Companion Program - Rev. Bob Knight

4. NEMAH Board - Marcia Hopcroft

5. Policy Advisory Council – Boyden Olson

b. Program Planning & Evaluation Committee – Rev. Bill Hipwood

1. Approval to submit Early Head Start Re-competition Application

2. Approval of Recommendations for remaining Tobacco Settlement Funds

8. INFORMATION ITEMS:

a. Director’s Report

1. Financial Report – Jim Robarge

2. Early Head Start Program Overview - Jeanne Chisena

9. NEW BUSINESS

10. ADJOURNMENT

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TO: NEMCSA Board Members

FROM: John Briggs, Chief Operating Officer

DATE: May 2, 2003

RE: Meeting Information - May 2003

Enclosed is the meeting notice for our Friday, May 2, 2003 Board of Directors’ meeting to be held at the Sterling Head Start Center, 410 Saginaw Street, Sterling. Please refer to the enclosed directions and map. In addition to the tentative agenda and the minutes of the April 11^th meeting,your packet contains an updated Board membership and Board committee roster, the specifics on our one action item and other program information.

Our only action item requests approval to submit the Community Service Block Grant (CSBG) Modification Request. Our final formula allocation of $581,255 plus $192,730 of carry in funds and $3,749 for Training/Technical Assistance brings our total CSBG allocation to $777,734. Please see the enclosed summary for further background information.

Our Director’s Report this month will feature a presentation on the Agency Audit of Financial Statements for the year ending September 30, 2002 . Daniel Smith and Curt Reppuhn of Keskine, Cook, Miller, Smith and Alexander LLP of Gaylord will make the presentation. Once again, they have done an excellent job in their review of the agency and the programs we administer. $37,787,870 in expenditures and 73 separate program accounts plus all the compliance testing are quite an undertaking. There were no findings in the financial statements audit. The program compliance audit identified only the two findings that were originally brought to our attention during the Head Start Peer Review and are now in full compliance. Many thanks to the Program and Fiscal staff for being such good stewards of the resources provided to NEMCSA.

Our only news article is a notice placed in the Alpena News that recognizes the volunteers and organizations that provide invaluable assistance to our Commodity Supplemental Food Program. Way to go Boyden Olsen! Since April is the month that we honor volunteers and recognize their contributions to making our world a better place, it is appropriate that we say thanks to all you. As volunteer Board members your contributions of time and talent to the Board, the various policy and advisory councils and your local communities are greatly appreciated. Thanks!

The last item in your packet is the May issue of Board and Administrator. As usual, if you have any questions or require additional information about any of the items in this packet, please contact John Swise, Karen Godi, specific program staff or me. See you at the Sterling Head Start Center where once again we anticipate another sterling turnout! Please remember to bring your Board packet, nametag and include the odometer readings for your mileage reimbursement. The Board stipend form with space for claiming mileage reimbursement is included in your packet.

Important Dates to Remember

Tuesday, May 6 Foster Grandparent Recognition at Garland Resort, Lewiston

Friday, June 6 Board Meeting at Coyles Restaurant, West Branch

Wednesday, June 18 Senior Companion Recognition at Garland Resort, Lewiston

July No Board Meeting Scheduled.

Friday, August 1 Board Meeting at Waters Edge Restaurant, Rogers City

If you are planning to bring your spouse or any other guest with you, please notify

Karen Godi, Executive Assistant, in advance so that we can arrange for adequate seating and meals. Thanks!

NOTE: We need to have odometer reading on mileage reimbursement forms to satisfy our audit requirements! Please check your readings before leaving and arrival at the meeting, and then double that for the estimate of the return trip. Thank you very much for your cooperation.

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