Council of the Southern Mountains

COUNCIL OF THE SOUTHERN MOUNTAINSBOARD OF DIRECTORS MINUTES
Meeting Type: Regular  Special  COMMITTEE:______ Date:2/17/2021_Place: Conference Call__Time:6:30 PM-7:10 PM__Page Number:_1___      (Underline One)       (Start time to adjournment)Board Members Present:Board Members Absent:Thomas MorsiLarry HairstonMichael Crouse(List as Excused or Unexcused)Kenneth GentryKyler WilsonShirley DuncanEllen ValentineAlice WalkerClaudia ViaMarie ScalesBrian Harrison

The minutes of the previous Board of Directors meeting held on 2/4/21 were read and approved by a 9-0 yea vote of the quorum present this date.                                                                                                        Topic                DiscussionMain  Motions (except such as were withdrawn) Points of Order and Appeals.  Member’s name making the motion is recorded but not required of the secondVote Results Entered as the Number Votes on Each Side When Yea or Nay VotingAdditional CommentsCall To OrderMs. Via called the meeting to order.Opening PrayerPrayer was led by Larry Hairston.Roll CallMs. Via called the roll.Quorum met.Nine presentApproval of MinutesMs. Via asked for a motion to approve the minutes of the February 4, 2021 meeting.Motion to accept made by Shirley Duncan.  Seconded by Marie Scales.Motion passed unanimously, 9-0.Annual Audit


Randal reported an extension has been filed with the HealthCare Authority and IRS.  The agency expects to have the audit finalized in March.Executive Director Report




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Randal explained the financial status of the agency to the Board.  The inflow of monies have improved and the agency is expected to make the February 26th payroll for Waiver.  As of now, Randal has loaned the agency $79,800, which will be repaid to him once the agency financial status improves.  Budgets have been released for all but 3 clients and billing is ongoing.  The agency has also applied for the Payroll Protection Program funds and has not received word on approval or denial of funding.  Donna Turner, Clinical Director for Waiver, explained that AMAP training starts on February 17th, which will reduce nursing salaries.  This training will allow direct care workers to administer medications to clients. Donna also informed the Board that Electronic Monitoring training will be started for Waiver workers but will have no cost to the agency.  She also reported the Title XIX Waiver Program is also in need of LPNs and RNs.Financial Report










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Page 4  The 2020 CSBG Grant is expected to expend funds in February.  Once monies are spent, the agency will begin to utilize the 2021 CSBG Grant funds. The fiscal year for CSBG is January 1 through December 31.The CSBG CARES Act funding addresses COVID concerns.  The program is funded through September 2022 and multiple services are available.The 2020 CSBG T&TA grant ends March 31, 2021.  The program has a balance of $12,441.30.The Family Day Care Program  continues to make a profit.  The budget will be reviewed as CSBG continues to support the program.The ERRP Grant for the year 2020-21 has been approved.  The contractor is expected to begin working on homes soon. Money must be spent by September 31, 2021.The Foster Grandparent Program has been given permission to continue to provide stipends to volunteers.  Volunteers are still not permitted in schools. Work is finished on submitting the application for grant renewal.The RSVP Program is in its last program year quarter.  Spending is on target as the year ends March 31, 2021. The RSVP grant was renewed for three years.  The Title XIX Waiver Program has a projected loss.  The revenue is projected and will be updated once the actual activity is received. Randal explained the accrual accounting system measures that are taken. The Fitness Center, Bill Pay, and MoneyGram reported profits for the month. Program Reports






























Page 5Marcia Mullins, FGP Director related that the Foster Grandparent Program has 58 volunteers. The Federal government has extended the stipend allowance through March 31, 2021.  Marcia asked the Senior Corp Portfolio Manager about giving volunteers a meal stipend, as travel monies are not being spent.  The program has been given approval to do that but requires a policy change.  Ms. Via excused herself from the meeting due to conflict of interest.  Mr. Gentry, Vice President, presided over this section of the meeting for policy amendment approval, which will become effective February 1st. The policy addition is, “Due to the COVID-19 and to meet the critical financial needs for volunteers to purchase food at higher costs, CSM/FGP will disseminate $75.00 per month to each volunteer.  Funds will be transferred from the travel budget line item.  Meals reimbursement will be on each volunteer time sheet as funds allow.” Mr. Gentry asked for a motion to accept the amendment.  After the vote, Ms. Via returned to chair the meeting. Ms. Mullins reported that additional funding to the program resulted in 58 tablets being purchased which will be used by volunteers to communicate with special needs children and other programmatic purposes.  Custom Computers of Princeton is preparing tablets for use and will provide training to program volunteers.  The program is also currently working on the new grant application, which begins July 1st.
Randal gave the RSVP report in the absence of the Director.  RSVP has 301 volunteers age 55 and older and 48 other community volunteers, under the age of 55.  Barbara is accepting donations that will be delivered to the Veterans’ Hospital in April.  Telephone reassurance calls are ongoing.  A new Memorandum of Understanding has been signed with the McDowell County Sheriff’s Office.
The CSBG Program has begun the VITA Program.  Three staff have completed certification to prepare returns.Motion to accept the FGP amendment made by Marie Scales.  Seconded by Larry Hairston.Motion passed unanimously, 8-0.Satisfaction Surveys
Page 6There have been no Satisfaction Surveys completed this month due to Covid.  Surveys are being distributed through the VITA and other programs this month.  Special precautions are made for VITA due to Covid for staff and client protection. Board Training




Board Training topic was Financial Transparency.  Randal expressed the importance of communicating with the Board about any issues the agency may be having, especially the cash flow problem in Waiver.  Discussion also included information that can be released to the public.Remarks
Ms. Via asked if anyone had any additional remarks. There was none.Closing PrayerThomas Morsi led closing prayer.Adjournment
Ms. Via asked for a motion to adjourn.Motion made by Shirley Duncan. Seconded by Kenneth Gentry.Meeting adjourned, 9-0 approved.

 

COUNCIL OF THE SOUTHERN MOUNTAINS

BOARD OF DIRECTORS MINUTES

Meeting Type: Regular  Special  COMMITTEE:_____ Date:02/18/2020__Place:Conference Call Time:6:30 PM-7:50 PM__Page Number:__1____

      (Underline One)                                                                                                               (Start time to adjournment)

Board Members Present:                                                                                                                              Board Members Absent:

Tom Morsi                                         

Larry Hairston                   

Marie Scales                               (List as Excused or Unexcused)

Kyler Wilson                                      

Kenneth Gentry                             Diane Brown                             Shirley Duncan                              Alice Walker

Claudia Via                                         

Michael Crouse                                                                

                                                      Ellen Valentine  Brian Harrison

The minutes of the previous Board of Directors meeting held on__1-20-20___ were read and approved by a ___majority___vote of the quorum present this date.

                                                                                                        Topic                  Discussion         Main  Motions (except such as were withdrawn) Points of Order and Appeals.  Member’s name making the motion is recorded but not required of the second          Vote Results Entered as the Number Votes on Each Side When Yea or Nay Voting               Additional Comments

Call to Order      Ms. Via called the meeting to order.                                       

Opening Prayer Prayer was led by Kenneth Gentry                                          

Roll Call Ms. Via called the roll.                    Quorum Met-8 of 12      

Approval of Minutes       Ms. Via asked for approval of the minutes from the January 21, 2020 meeting.    Motion made by Marie Scales. Seconded by Kenneth Gentry.  Motion passed unanimously,8-0 yea.     

Board Presentation of the Agency Audit

Randal introduced Gabe Rushden, CPA Auditor from Blair & Associates to the Board to review the completed 2018-2019 audit.

Mr. Rushden thanked the Board for allowing their office to complete our audit and spoke on the audits reviewing the following sections:

1.            Letter to the Board of Directors

2.            Individual Auditor’s Report

3.            Statement of Financial Position

4.            Statement of Activities and Changes in Net Assets

5.            Statement of Cash Flows

6.            Notes to Financial Statements

7.            Schedule of Expenditures of Federal Awards

During the presentation, Mr. Rushden explained that due to changes in the Uniform Guidance, the report now shows information for current year and most recent past year. For the next audit, there will be changes as it pertains to revenue.  He detailed information about NHEP, In-kind, assets, leases, internal controls, and compliance.

Mr. Rushden made recommendations to the Board, which have been agreed to by management. 

The next steps are to complete the Clearinghouse submission and completion of the 990.                                             

Board Acceptance of the FY 2018&2019 Audit

                The Board members discussed the information received by the auditor.  Ms. Via asked for a motion to approve the audit.  Motion made by Kenneth Gentry. Seconded by Larry Hairston.               

Motion passed unanimously, 8-0 yea.

Satisfaction Surveys       

Randal informed the Board on the results of the Satisfaction Surveys.  All reports show that the agency is doing a good job in working with customers and providing services. All VITA recipients have been surveyed and the results are excellent.                                           

Motion to Adjourn

Ms. Via asked for a motion to adjourn.

Motion made by Larry Hairston. Seconded by Shirley Duncan.

Motion passed 8-0 yea. 

COUNCIL OF THE SOUTHERN MOUNTAINS

BOARD OF DIRECTORS MINUTES

Meeting Type: Regular  Special  COMMITTEE:______ Date:2/17/2021_Place: Conference Call__Time:6:30 PM-7:10 PM__Page Number:_1___

      (Underline One)                                                                                                       (Start time to adjournment) 

Board Members Present:                                                                                            Board Members Absent:

Thomas Morsi             Larry Hairston            Michael Crouse                                   (List as Excused or Unexcused)

Kenneth Gentry          Kyler Wilson               Shirley Duncan                                   Ellen Valentine                       Alice Walker

Claudia Via                 Marie Scales                Brian Harrison

The minutes of the previous Board of Directors meeting held on 2/4/21 were read and approved by a 9-0 yea vote of the quorum present this date.