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June 2003

Northeast Michigan Community Service Agency, Inc.

BOARD OF DIRECTORS

Coyles Restaurant, West Branch, Michigan

Friday, June 6, 2003

The meeting was called to order by President Dale Huggler at 12:47 p.m.

ROLL CALL

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

Excused: Jim Charboneau, Sheila Phillips, and Melissa McCallum

Absent: Terry Beardslee, and Pauline Hall

Quorum present.

Staff Members Present: Barb Dault, Kathy Goddard, Sue Schuler, Lisa Slupecki , Laurie Sauer , Linda McGillis, Lisa Bolen, John Briggs , John Swise and Karen Godi

MINUTES OF LAST MEETING

Motion by Joseph Pellens to approve minutes of the May 2003 meeting. Support by Bob Spencer. All ayes, Motion carried.

Pledge of Allegiance was said.

Motion by Rev. Bill Hipwood to amend the agenda and bring forward the first item of business at this time. Support by Mike Davis. All ayes, Motion carried.

Rev. Bill Hipwood introduced First Lieutenant Charles Allen as the trainer of Workplace Violence Prevention for the staff and volunteers of NEMCSA. Rev. Hipwood stated that the board had received a resolution addressing the accomplishments of Lt. Allen in the packets mailed prior to the meeting.

Motion by Rev. Bill Hipwood to adopt the resolution of appreciation as presented. Support by Rev. R.C. Knight. All ayes, Motion carried.

Laurie Sauer provided background on the training completed by First Lieutenant Allen and then presented him with a gift of appreciation. Lt. Allen expressed his thanks and talked about his experience on the topic and while providing the trainings to NEMCSA staff and volunteers.

Reflections were given by Rev. Bill Hipwood.

INTRODUCTION OF GUESTS AND PUBLIC COMMENT

Mrs. Bricker, Mrs. Knight, Mrs. Hipwood , Mrs. Donald-Briggs, and Ms. Thompson were all introduced as guests. Linda McGillis introduced the new Head Start Policy Council Chairperson Terry Nimtz who is a new Board member.

COMMUNICATION

President Huggler read two letters, one from Northeast Michigan Consortium and one from Region 7B Consortium. Both letters indicated that NEMCSA had been awarded the Workforce Investment Act and Welfare-to-Work contracts.

Jean Kroll reminded board members that used cell phones are still needed and can be given to her or dropped of at the NEMCSA main office.

Laurie Sauer stated that the Home and Community Based Waiver program has been opened to new enrollments. Starting in May, the program can enroll 10 new clients per month.

Laurie also indicated that the Oscoda Office was recently transferred to a new location in West Branch to join the West Branch staff in their new office location.

COMMITTEE REPORTS

Head Start Policy Council

No report.

Regional Council on Aging

The Multi-Year Implementation Plan Summary was discussed. The Council recommended it for presentation to the NEMCSA Board for approval to submit.

NEMAH – Marcia Hopcroft

The NEMAH Board discussed at its last meeting the need to continue reporting to the NEMCSA Board and decided it was no longer necessary as NEMAH is now operating as a separate entity. In order to be taken off the NEMCSA monthly meeting agenda, a motion will need to be passed by the Board of Directors.

Motion by Jack Mahank to discontinue the requirement for NEMAH to report activity to the NEMCSA Board and completely dissolve any connection between the two entities. Support by Rev. Bill Hipwood. All ayes, Motion carried.

VOLUNTEER SERVICES ADVISORY COUNCILS

Senior Companion Program – Rev. Bob Knight

No meeting. The SCP recognition is scheduled for June 18th at Garland and there is still time to RSVP if planning to attend.

Foster Grandparent Program – Jean Kroll

No meeting. The FGP recognition was held in May at Garland . Everyone present had a wonderful time. Several volunteers attended the State Conference in Frankenmuth last month and a good time was had by all.

CLIENT SERVICES ADVISORY COUNCIL

The last meeting was held on May 12th in Alpena. The council was brought up to date on the activity of all Client Services Programs. The Migrant Services program will receive $12,000 to operate for 2 years. Services will be subcontracted through Telemon Corporation. The next meeting is scheduled for August 25th.

Program Planning and Evaluation Committee

The committee reviewed information on the 21st Century Learning Centers grant with the Onaway Area Community Schools and recommended approval by the Board.

Motion by Leonard Zolnierek to approve NEMCSA to be a participating agency in a 21st Century Learning Centers grant with the Onaway Area Community Schools. Support by Rev. R.C. Knight. All Ayes, Motion carried.

The committee reviewed information on the State Foster Grandparent, Senior Companion and Retired Senior Volunteer Programs Multi-Year Project Plans and Funding Requests and recommended approval to submit all three requests.

Motion by Daniel Marcrum to approve submission of the State Foster Grandparent, Senior Companion and Retired Senior Volunteer Programs Multi-Year Project Plans and Funding Requests. Support by Diana Schafer. All ayes, Motion Carried.

Jack Mahank recognized that there are only three counties providing RSVP services and asked if it would be appropriate for the Board to direct the President and CEO to write letters to the Federal and State Legislators seeking additional funding for NEMCSA to expand the RSVP program.

Motion by Jack Mahank to direct the President and CEO to write letters to the Federal and State Legislators seeking additional funding for NEMCSA to expand the RSVP program. Support by Frank Cowger. All ayes, Motion carried.

The committee reviewed a resolution to accept funding for the Homeless Prevention Program and recommended adoption by the Board.

Motion by Bob Cudney to adopt the Homeless Prevention Program Resolution to accept funding. Support by Clyde Soucie. Roll Call vote:

Stuart Bartlett, yes, Jim Bricker, yes, Frank Cowger, yes, Bob Cudney, yes, Mike Davis, yes, Jami Demasi, yes, Ann Denis, yes, Donna Dietz, yes, William Ellingboe, yes, Bob Harden, yes, Rev. Bill Hipwood, yes, Marcia Hopcroft, yes, Dale Huggler, yes, Rev. R.C. Knight, yes, Jean Kroll, yes, Jack Mahank, yes, Daniel Marcrum, yes, Tehea Minke, yes, Terry Nimtz, yes, Boyden Olson, yes, Joseph Pellens, yes, Larry Sabin, yes, Dianna Schafer, yes, Clyde Soucie, yes, Bob Spencer, yes, Gerald Wall, yes, Rose Walsh, yes, Gary Wozniak, yes, and Leonard Zolnierek, yes. All yes, Motion carried.

Rev. Bill Hipwood indicated that the Directors Report would address the background on the final action item. The item will be presented for approval following the presentation.

PERSONNEL COMMITTEE

No meeting. No report.

MEMBERSHIP COMMITTEE

No meeting. No report.

DIRECTORS REPORT

Financial Report – John Briggs

John reviewed the financial report which included AAA Administration, IIIB Services, and IIIC Nutrition.

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

Region IX Area Agency on Aging Multi-Year Implementation Plan for Fiscal Years 2004-2006 – Sue Schuler

Sue indicated that a Triad Conference will be hosted by the AAA in the fall and Rev. Hipwood will be asked to be the facilitator. Sue discussed the process of the Multi Year Implementation Plan, which is Region IX’s written strategy to operate Aging programs for the next three years. A copy was mailed with the board packets prior to the meeting. Sue discussed what was written into the plan and distributed a copy of the plan instructions provided by the State which indicates what must be addressed in the plan. Sue explained the few changes that were made based on the comments from the public hearing sessions that were required to be held. Dan Doe8878yzema reviewed the plan and found no concerns with it, but indicated a few areas that should be strengthened.

Dan Doezema talked about changes in the plan format as it requires more information and input was received by the Area Agencies. Dan indicated that the Region IX plan was good overall. Sue indicated that Dawn Jacobs reviewed the plan with the Regional Advisory Council and they recommended it be forwarded to the NEMCSA Board for approval. Sue stated that the AAA is required to send a copy for presentation to each of the County Board of Commissions who will then be given an opportunity to respond in writing with any concerns they may have.

Motion by Clyde Soucie to approve the submission of the Region IX Area Agency on Aging Multi-Year Implementation Plan for Fiscal Years 2004 – 2006. Support by Larry Sabin. All ayes, Motion carried.

Dan Doezema indicated he was in attendance at the FGP recognition and was pleased with the Board member attendance at the event. Sharon Gire, was appointed as the new Director at OSA. She is a former director of the Michigan Board of Education.

NEW BUSINESS

Dale Huggler commended the Board members for their regular attendance at the monthly meetings. No meeting will be held in July. The August meeting will be held at the Waters Edge Restaurant in Rogers City.

Diana Schafer discussed the survey being put together to address the need for Adult Day Care Services in West Branch. The Health Department received funding from the Region IX AAA to focus on this issue. The project will consist of sending approximately 900 surveys out to the public.

John Briggs distributed the NEMCSA Annual Report for FY 2002 and briefly reviewed its contents. More copies are available if needed. John also discussed the conflict of interest statement that was included in the board packet. The form was updated to include adult foster care homes, homes for the aged and nursing homes. This form needs to be completed annually by all board members.

Motion by Boyden Olson to adjourn the meeting at 1:57 p.m. Supported by Larry Sabin. All ayes, Motion carried.

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Northeast Michigan Community Service Agency, Inc.

BOARD OF DIRECTORS

Coyles Restaurant, West Branch, Michigan

Friday, June 6, 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. NEMAH Board – Marcia Hopcroft

4. Volunteer Program Advisory Councils

a. Senior Companion Program – Rev. R.C. Knight

b. Foster Grandparent Program – Jean Kroll

5. Client Services Advisory Council – Boyden Olson

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

1. Adoption of resolution of appreciation to First Lieutenant Charles R. Allen for training staff and volunteers in Workplace Violence

2. Approval to be a participating agency in a 21st Century Learning Centers grant with the Onaway Area Community Schools

3. Approval to submit State Foster Grandparent Multi-Year Project Plan and Funding Request

4. Approval to submit State Senior Companion Multi-Year Project Plan and Funding Request

5. Approval to submit Retired Senior Volunteer Program Multi-Year Project Plan and Funding Request

6. Adoption of Homeless Prevention Program Resolution to accept funding

7. Approval to submit Region IX Area Agency on Aging Multi-Year Implementation Plan for Fiscal Years 2004-2006

c. Personnel Committee – Clyde Soucie

d. Membership Committee – Frank Cowger

8. INFORMATION ITEMS:

a. Director’s Report

1. Financial Report – Jim Robarge

2. Region IX Area Agency on Aging Multi-Year Implementation Plan for Fiscal Years 2004-2006 – Sue Schuler

9. NEW BUSINESS

10. ADJOURNMENT

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TO: NEMCSA Board Members

FROM: John Briggs, Chief Operating Officer

DATE: May 30, 2003

RE: Meeting Information-June 2003

Enclosed is the meeting notice for our Friday, June 6, 2003 Board of Directors’ meeting to be held at Coyles Restaurant, 3444 West M-55 about a mile west of Downtown West Branch. Please refer to the enclosed directions and map. In addition to the tentative agenda and the minutes of the May 2nd meeting, your packet contains the specifics on our seven action items and other program information.

As a follow up to my April Meeting Information memo, I am pleased to report that our proposals were accepted by both the Northeast Michigan Consortium and Region 7B Consortium to continue to deliver Workforce Investment Act and Welfare-to-Work services. We will receive one year contracts effective July 1st with the option for a second year depending on performance. Congratulations to Program Directors Laura Budreau and Lisa Bolen and their management staff for their excellent work. Thanks also go out to Susan Bowen and Carol Shafto for their assistance on these proposals. We have yet to hear on our Early Head Start Recompetion Grant Application. Finally we have received county resolutions supporting the Head Start Program and the Community Service Block Grant from six of our eleven counties. Thanks for the response and we will be following up with the counties we haven’t heard from yet.

Our first action item requests adoption of the enclosed resolution of appreciation to First Lieutenant Charles R. Allan for training staff and volunteers in Workplace Violence Prevention. A well deserved recognition! Chuck even got John Swise and yours truly to step outside our usual nice guy personas and take on the task of being menacing figures in role playing. It was a stretch, but we did it. Well, maybe not that much of a stretch.

Our second action items requests approval to be a participating agency in a 21st Century Learning Centers grant application with the Onaway Area Community Schools. The Cheboygan, Otsego, Presque Isle Educational Service District (COP) will serve as the participating local education agency. If funded, the proposed Triple A After-School Program (Aiming, Acting and Achieving) would provide after school and summer programming to raise student academics by offering help, motivation and experiences. The district is requesting $205,000. If the project is funded, the number of School Success Workers employed by NEMCSA in the Onaway Schools will increase from one to three at no additional cost to NEMCSA. This is a long shot, but when your school poverty rates are above 60%, your MEAP scores need improvement, and other resources are limited; you need to make the effort. Onaway’s situation is not unlike many other schools districts, but they are trying to change that. The Alpena Public Schools are currently administering a 21st Century Grant for a very similar program.

Our third, fourth and fifth action items request approval to submit Multi-Year Project Plan and Funding Requests for the State Foster Grandparent, Senior Companion and Retired Senior Volunteer Programs respectively. As you can see from the enclosed Project Overviews, these funds are reduced from their initial grant award levels and there is every possibility of future reductions. That said, these funds do play an important role in funding Senior Volunteer Programs and we must reapply every three years. See the enclosed site/volunteer listing as of March 31st.

The sixth action item is the adoption of a resolution to accept funding in the amount of $81,800 for the Homeless Prevention Program to provide services in Alcona, Alpena, Iosco, Montmorency and Presque Isle Counties . This is a continuation of our efforts over a number of years. Again this year, we are hopeful that the Michigan State Housing Development Authority (MSHDA) will get the appropriate documents to us prior to our meeting.

Our seventh action item requests approval to submit the Region IX Area Agency on Aging Multi-Year Implementation Plan for Fiscal Years 2004-2006. The Director’s Report this month will feature a presentation on this plan by Sue Schuler, Director of the Area Agency on Aging. Public Hearings were held April 14th in Alpena and April 15th in Gaylord and the comments received will be incorporated into this plan. A summary of the plan is included in your meeting packet. Please give it your careful consideration and be prepared to ask questions as the need arises. There appears to be limited resources for new initiatives, but there is always opportunity.

Next in your packet is information and updates for the Client Services Division Programs. Boyden Olsen will cover some of this in his committee report. Following are news articles featuring our own Carol Shafto being honored as a distinguished alumni of Alpena Community College for the 1960’s and information on her presentation to the League of Women Voters. Finally we have our Head Start staff and kids making the paper in Alpena and Sandusky respectively.

The last item in your packet is the June 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 Coyles Restaurant in West Branch where the buffet is fabulous! Take my word on it. Love those onion rings! 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

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

Friday, September 5 Board Meeting at Grayling Holiday Inn, Grayling

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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