COUNCIL OF THE SOUTHERN MOUNTAINS
BOARD OF DIRECTORS MEETING MINUTES
COUNCIL OF THE SOUTHERN MOUNTAINS
BOARD OF DIRECTORS MEETING
Meeting Type: Regular Meeting Date: 2/21/2017
Place: Conference Call Time: 6:30pm-7:15pm
Board Members Present: Board Members Absent:
Regina Church Carmella Frederick Brian Harrison Bettina Premo
Thomas Morsi Shirley Duncan Kenneth Gentry April Mounts
Claudia Via Lionel Beasley, Jr. Reba Honaker
Marie Scales Ellen Valentine
Main Motions (except such as were withdrawn) Points of Order and Appeals. Members 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
Claudia Via called the meeting to order and opened with a short prayer.
Claudia Via held roll call and a quorum was established.
Approval of Minutes
Claudia Via asked for a motion to approve minutes of the 01./17/2017 meeting.
Carmella Frederick made the motion to approve the minutes as mailed and Shirley Duncan seconded the motion.
Randal addressed the new members concerning the CSM Orientation Manual, agency Policy Manual, Articles of Incorporation, By-Laws, Board Mentoring policies and procedures, Conflict of Interest policy, and Code of Conduct. Further information will be forwarded to the new Board Members.
Consumer Satisfaction Survey Results
Randal referred to the Satisfaction Survey results in the Board packets. He related our clients complete satisfaction survey forms as a tool for CSM to determine if there are issues which need addressed. It also helps spot issues quickly. Our NEMT program has had excellent results with surveys. FGP also received good results. Our VITA program submitted 44 surveys and after tabulation there were no disagreements and everyone was highly satisfied.
The Executive Director related we have received the draft of the audit. We have requested changes as far as labeling sources of funding received from OEO. Our Weatherization program’s figures were combined but must be separated on the final document. As far as the required Financial Statement submission to the WV Health Care Authority, Randal said if we can get the audit in quickly we will meet the deadline of March 1st.
Executive Director’s Report
CSM has applied to be a provider for the Health Homes program through WV Dept. of Health & Human Resources. Health Home services include comprehensive care management, care coordination, health promotion and community and social support services. West Virginia’s program focuses on individuals who have bipolar disorder and individuals with a high risk of having Hepatitis B or C. 2 grant applications were rejected this period but we will continue to seek additional funding.
We did receive a $50.00 donation from Pioneer Community Bank for the Head of the Dragon Motorcycle Run.
As of today, we have completed over 400 tax returns through our VITA Program.
We are reconciling some items in the NEMT program, trying to determine the viability of the program. We will keep the Board informed.
As far as state budget concerns, currently our primary funding is coming from the Federal level. However, that does not mean we may face issues down the road.
We had a Brickstreet Audit today. Brickstreet is our Workers’ Compensation insurance carrier. The auditor said everything looked good. Brenda will explain further in her report.
The Fitness Center is lagging behind. We were hoping that enrollment would increase, but it seems to be staying the same. The program is barely breaking even. Fitness is not currently paying their share of space costs.
Finance Director’s report
Brenda Winfrey, Director of Finance, stated that as you can see by the financials provided, CSBG has spent all available 2016 funding and beginning to spend the 2017 funding. Our Family Day Care Program has a deficit; however the Coordinator’s salary will be partly charged to CSBG and the deficit will zero out. As far as the Weatherization Program, we are using our DHHR funding at this time. The State Weatherization program is working with DHHR to start a program designated as the No Heat Emergency Program. The referrals will come from DHHR so it is hard to determine how much to request in a budget. We asked for $55,000.00, but as of yet have not received a response. Retired and Senior Volunteer Program and Foster Grandparents Program are spending on target. The Title XIX Waiver program has made up part of their deficit from last month. They generated a surplus of $5,490.13 for the month. The Fitness Center only lost $15.05 for the month. As far as the Brickstreet Audit, we had to separate all employees by their job classification and reconcile to the 941 quarterly reports and the quarterly unemployment report. The auditor will compile the figures and Brickstreet will calculate our premium. We are hoping it will be reduced. Randal let the Board know that our Quality Control Inspector for Weatherization resigned. This has put us in a difficult situation. We have posted the job internally and started other recruitment procedures. Possibly the State can help until we get someone certified.
Program Director’s Report
Randal proceeded to report on various programs operated by the agency. The CSBG’s food pantry served 128 families this period. Our Family Day Care Program has 22 providers. Thirty three participants are enrolled in the Credit Union. The Buyer’s Club had 11 participants. The FGP Program had 57 volunteers that served 7,168 hours for the month. Currently we have 3 volunteers in Monroe County, 3 in Summers County, 3 in Raleigh County, 18 in Mercer County, and 30 in McDowell County. Our RSVP program has 523 volunteers over 55 and 329 under 55. The RSVP volunteer recognition luncheon dates are set and will begin on May 6th and finish on June 7th.
Ms. Via wanted to thank Ms. Valentine and Ms. Scales for accepting positions on the Board. Ms. Scales thanked everyone for accepting her as a volunteer. Ms. Valentine was also grateful. Randal said the staff were grateful for the new members and the entire Board. He stated, “Thank you from the Bottom of our Hearts because we could not operate without dedicated Board members.” Ms. Via requested that at the end of the minutes a line added to the Minutes that reads, “Prepared By. We agreed to do so. Carmella thanked Randal for all his efforts in keeping the programs operating along with the entire staff.
Claudia Via asked for a motion to adjourn.
Ms. Scales made the motion to adjourn and Tom Morsi seconded the motion.