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September 2003

Northeast Michigan Community Service Agency, Inc.

BOARD OF DIRECTORS

Grayling Holiday Inn, Grayling, Michigan

Friday, September 5, 2003

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

ROLL CALL

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

Excused: Jim Bricker, Jim Charboneau, Marcia Hopcroft, Melissa McCallum, and Bob Spencer

Absent: Terry Beardslee

Quorum present.

Staff Members Present: Lisa Bolen, John Briggs, Laura Budreau, Kathy Goddard, Karen Godi, Linda McGillis, Diane Price, Jim Robarge, Sue Schuler, Lisa Slupecki, Carol Shafto, John Swise, Debbie Wilds, Beth Storms, Dixie McMillan, and Dawn Jacobs

MINUTES OF LAST MEETING

Motion by Clyde Soucie to approve minutes of the August meeting. Support by Bob Cudney. All ayes, Motion carried.

Jack Mahank led the Board in the Pledge of Allegiance. Rev. Hipwood presented reflections.

INTRODUCTION OF GUESTS AND PUBLIC COMMENT

Jami Damasi introduced her husband. Rev. Knight, Rev. Hipwood, Boyden Olson, Frank Cowger, and Gerald Wall each introduced their spouse. Tehea Minke introduced her Grandmother. Dan Doezema from OSA was also present.

COMMUNICATION

None.

COMMITTEE REPORTS

Head Start Policy Council - Terry Nimtz

The Policy Council last met on August 8th. At that time the program was nearly at full enrollment. The council received an update on the Head Start reauthorization and a report on the research project dealing with the effectiveness of the Head Start program.

Regional Council on Aging - Rev. Hipwood

The council met on the 25th of August. They reviewed the recommendations for the Area Agency on Aging service contracts and learned that Jan Osborn the Region IX, Area Agency on Aging Long Term Care Ombudsman will be retiring.

VOLUNTEER SERVICES ADVISORY COUNCILS

Senior Companion Program – Rev. Bob Knight

No meeting.

Foster Grandparent Program – Jean Kroll

No meeting.

CLIENT SERVICES ADVISORY COUNCIL - Boyden Olsen

Kathy Goddard and her staff will provide a report during the program presentation.

PERSONNEL COMMITTEE - Clyde Soucie

The committee met prior to the board meeting to continue discussions regarding the CEO contract. The committee recommended that the CEO contract be renewed for a three year period and allow for salary increases as follows: a 1.5% increase and a $5,000 salary adjustment for the first year, a $5,000 salary adjustment in addition to COLA and Merit, if available, for the second year and COLA and Merit, if available, for the third year. This information will be provided in writing to the full board with their October board meeting packet and will be voted on by the full Board in October.

MEMBERSHIP COMMITTEE - Frank Cowger

The committee met prior to the meeting and discussed the election officers. The committee submitted nominations for all existing officers: Dale Huggler for President, Mike Davis for Vice President, and Rev. Bill Hipwood for Treasurer. Jami Demasi submitted a letter expressing interest in running for Treasurer. Frank asked Jami to introduce herself to the board.

Frank Cowger asked three times for any additional nominations for President from the floor.

Motion by Gerald Wall to close nominations for President. Support by Daniel Marcrum. All ayes, Motion carried.

Frank Cowger asked three times for any additional nominations for Vice President from the floor.

Motion by Gerald Wall to close nominations for Vice President. Support by Daniel Marcrum All ayes, Motion carried.

Frank Cowger asked for any additional nominations for Treasurer from the floor. Tehea Minke nominated Jami Demasi for Treasurer. Frank Cowger asked three more times for any additional nominations for Treasurer from the floor.

Nominations from the floor were closed by the Membership Committee Chairperson, Frank Cowger.

Ballots were distributed for members to vote.

After the votes were tallied by Membership Committee members, Chairperson, Frank Cowger reported that the Board Officers remained the same: Dale Huggler, President, Mike Davis, Vice President and Rev. Hipwood Treasurer.

Program Planning and Evaluation Committee - Rev. Bill Hipwood

The committee met prior to the board meeting and reviewed the proposed signature authorization resolution that was mailed with the meeting packet. The committee recommended adoption of the resolution.

Motion by Rev. Bill Hipwood to adopt the resolution for signature authorization as presented. Support by Clyde Soucie. All ayes, Motion carried.

The committee reviewed the recommendations for Area Agency on Aging Service Contracts that were mailed with the meeting packet. The committee recommended approval.

Motion by Rev. Bob Knight to approve the Area Agency on Aging Service Contract as presented. Support by Larry Sabin. All ayes, Motion carried.

DIRECTORS REPORT

Financial Report – Jim Robarge

Jim presented information on the financial status of the following programs: Michigan State Housing Development Authority (MSHDA) Homeless Emergency Shelter Grant, Michigan Public Service Commission (MPSC)/Family Independence Agency (FIA), NEMCSA Walk for Warmth, Low Income Home Energy Assistance Program (LIHEAP) Crisis Assistance, The Emergency Food Assistance Program (TEFAP), and Commodity Supplemental Food Program (CSFP).

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

Client Services – Kathy Goddard

Kathy Goddard introduced program staff to present information on the various programs provided under the Client Services Division. A packet of information about Client Services programs was distributed to all board members prior to the meeting. Kathy reviewed the information regarding the Weatherization program, Beth Storms reviewed the Homeless Prevention Program information, the Heat and Utility Assistance Program, the DTE Energy THAW Program and the Migrant & Seasonal Farm Workers Program. NEMCSA subcontracts with Telamon to conduct intake and distribute vouchers for the Migrant program. Beth explained that all counties are made aware of these programs through advertising.

Deb Wilds reviewed the TEFAP and CSFP programs. TEFAP food products are no longer based on funding availability. Once in a while an extra item or bonus item is shipped for distribution and the agency receives no extra money for distributing the extra item. Kathy explained that the program does not refuse bonus items even though they receive no reimbursement, because staff want the clients to receive all the items they can. The CSFP program predicts that over 60,000 boxes of food will be packed and distributed by year end. Michigan has the lead for program participation and carries the largest caseload slots. All counties, except 2 or 3 within the State of Michigan are served by CSFP. NEMCSA has operated the program for 9 years and carries a caseload of 5,288 slots. Pudding cups will be a CSFP bonus item in the fall. Michigan Department of Education is now allowing the programs to order their own products in an attempt to keep a better handle on inventory at the local level. Cheese will become reduced fat cheese for next year.

Kathy introduced Dixie McMillan as the assistant for the Weatherization program.

NEW BUSINESS:

Dan Doezema stated that the State Long Term Care Ombudsman program will now be run through Office of Service to the Aging (OSA) until it can be decided what direction the program should take. A news release explaining this change will be out in the newspapers soon.

John Briggs explained the Community Action Expo Event that is scheduled to take place in conjunction with the October Board of Directors meeting. Invites and RSVP cards were distributed to board members prior to the meeting. John asked that members complete the RSVP card to confirm their attendance.

Sue Schuler provided explanation of a booklet that she distributed to the Board members. The magazine includes articles about services for the elderly. The magazine is a new venture and will be published for distribution on a quarterly basis.

Motion by Joseph Pellens to adjourn the meeting at 1:56 p.m. Supported by Boyden Olson. All ayes, Motion carried.

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Northeast Michigan Community Service Agency, Inc.

BOARD OF DIRECTORS

Grayling Holiday Inn, Grayling, Michigan

Friday, September 5, 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 – Terry Nimtz

2. Regional Council on Aging – Rev. Bill Hipwood

3. Volunteer Program Advisory Councils

a. Senior Companion Program – Rev. Bob Knight

b. Foster Grandparent Program – Jean Kroll

4. Client Services Advisory Council – Boyden Olsen

b. Personnel Committee - Clyde Soucie

c. Membership Committee – Frank Cowger

1. Election of Officers

d. Program Planning and Evaluation Committee - Rev. Bill Hipwood

1. Adoption of Signature Authorization Resolution

2. Approval of recommendations for Area Agency on Aging Service Contracts

8. INFORMATION ITEMS:

a. Director’s Report

1. Financial Report – Jim Robarge

2. Client Services - Kathy Goddard

9. NEW BUSINESS

10. ADJOURNMENT

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TO: NEMCSA Board Members

FROM: John Briggs, Chief Operating Officer

DATE: August 27, 2003

RE: Meeting Information - September 2003

Enclosed is the meeting notice for our Friday, September 5, 2003 Board of Directors’ meeting to be held at the Grayling Holiday Inn, 2650 S. Business Loop I-75 just south of Downtown Grayling. Please refer to the enclosed directions and map. In addition to the tentative agenda and the minutes of the August 1st meeting, your packet contains the specifics on our two action items and other program information.

As a part of the usual advisory committee and Board committee reports, there is one activity that we do at this time of year that is most important. The Board Membership Committee will be conducting the annual election of officers. Please give this matter your serious consideration.

Our first action item requests adoption of a Signature Authorization Resolution. This is done on an annual basis and enables us to conduct the necessary and routine business as an agency. A copy of the proposed resolution is included in your packet.

Our second action item requests approval of recommendations for Area Agency on Aging Service Contracts. The proposals, received as the result of the Request for Proposals (RFP) process, were reviewed by a committee of the Regional Council on Aging with staff assistance. Their recommendations were sent to the Regional Council for their support. On Monday, August 25th, the Regional Council endorsed the review committee’s report and forwarded these contract recommendations to the NEMCSA Board for approval. These recommendations are included in your meeting packet. The total funding involved is in excess of $2.7 million annually, so give them your full attention. Thanks!

Our Director’s Report this month will feature Kathy Goddard, Client Services Director. She will give a brief update on the status of the programs under her area of responsibility. Program staff will then provide more in-depth reports on several of the specific programs. Client Services encompasses weatherization, commodities, heating assistance, homeless prevention and migrant services. A great opportunity to get your questions answered.

Since we are in Grayling, it is appropriate that next in your packet is a news article featuring our Frederic Head Start kids enjoying their last field trip of the year to B.C. Pizza. Yummy! They also did a picnic at Hartwick Pines. Sounds like a fun group!

Next is an ad for Mercy Hospital Grayling with one of our adorable Head Start kids. Cole was in our Home Base program last year and is enrolled in our Grayling Center program this year. Immediately following is a copy of a brochure for the upcoming September 17th Seniors: Safe, Sound and Secure Conference that is being presented by the Region 9 Area Agency on Aging with support from the Michigan Sheriff’s Association and Michigan TRIAD. This program is excellent!

The last item in your packet is the September issue of Board and Administrator which asks how do your board meetings “measure up?”. 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 Grayling Holiday Inn! 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, September 17 Seniors: Safe, Sound & Secure Conference, West Branch

Friday, October 3 Board Meeting at Thunder Bay Recreation Center, Alpena in conjunction with our Community Action Expo

Friday, November 7 Board Meeting at Tawas Bay Holiday Inn, East Tawas

Friday, December 5 Board Meeting at Alpena Holiday Inn, Alpena

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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