Centralina where the region works together

Transcription

1 Centralina where the region works together ANSON COUNTY Lilesville Morven CABARRUS COUNTY Concord Harrisburg Kannapolis Midland Mount Pleasant GASTON COUNTY Belmont Bessemer City Cherryville Cramerton Dallas Gastonia High Shoals Lowell McAdenville Mount Holly Ranlo Spencer Mountain Stanley IREDELL COUNTY Harmony Mooresville Statesville Troutman LINCOLN COUNTY Lincolnton MECKLENBURG COUNTY Charlotte Cornelius Davidson Huntersville Matthews Mint Hill Pineville ROWAN COUNTY China Grove Cleveland East Spencer Faith Granite Quarry Landis Rockwell Salisbury Spencer STANLY COUNTY Albemarle Badin Locust New London Norwood Oakboro Richfield Stanfield UNION COUNTY Hemby Bridge Indian Trail Lake Park Marshville Marvin Mineral Springs Monroe Stallings Unionville Waxhaw Weddington Wesley Chapel Wingate TO: FROM: Executive Committee Sue Archer, Interim Executive Director DATE: February 1, 2002 RE: Centralina Council of Governments Charlotte, North Carolina Executive Committee Meeting Chairperson Marshall has called the meeting of the Centralina Executive Committee for Wednesday, February 13, 2002 at 7 p.m. The meeting will be held in Centralina s Conference Room, 1300 Baxter Street, Suite 450, Charlotte (see map below). Please respond by February 11 by: RETURN the enclosed card at hthreatt@centralina.org CALL Midtown Plaza Building 1300 Baxter Street, Suite 450 PO Box 35008, Charlotte, North Carolina Phone: Fax:

2 Executive Committee Agenda February 13, Approval of Minutes of the December 12, 2001 Meeting The minutes of these meetings have been mailed to all members of the Executive Committee. They should be approved if correct. 2. Aging Allocation The Region F Aging Advisory Committee requests that Executive Committee recommend the Board of Delegates approve the process (See Attachment #6) for accepting Older Americans Act and State funds into the region. COG is requested to accept these funds, approve execution of contracts and include these funds in the project budget ordinance. 3. Appointing the Audit firm for the Fiscal Year Ending June 30, 2002 This Board invited Dixon, Odom PLLC to submit a proposal a three-year letter of intent to audit the Council and its affiliates and to prepare tax returns except for the payroll tax forms for three fiscal years 2001 through The firm performed the 2001 audits for a fee of $34,000 as previously agreed. The invitation was partly because the firm has experience with the Council, its affiliates and the belief that this experience would be beneficial during the Executive Director s transitional period. The three-year letter of intent is a recommendation of the Local Government Commission (LGC) a recommendation designed to help local governments have fairly priced audit fees and an expectation of dependability and consistency in audit services. The LGC also controls audit contracts and allows contracts for only one year s service. The original letter of intent did not anticipate the audit of the Lake Norman Marine Commission but did anticipate the audit of the Catawba River Foundation. For fiscal year 2002, the Lake Norman is affiliated with Centralina but the Catawba River Foundation is not. This is a request for the Executive Committee to recommend the full Board enter into an agreement for Dixon, Odom PLLC to audit the Council and its affiliates in accordance with the three-year letter of intent. 4. Amended Budget for Fiscal Year 2002 Attachment #1 is the amended annual general operating funding budget message and ordinance fiscal year , and Attachment #2 is the budget document with the detailed numbers used for the ordinance. 5. Proposed Budget for Fiscal Year 2003 Attachment #3 is the proposed annual general operating funding budget message and ordinance fiscal year and Attachment #4 is the budget document with the detailed numbers used for the ordinance. The budget uses 19 cents per capita rate with a minimum of $750. The Interim Executive Director needs the Executive Committee to recommend the Board of Delegates approve this proposed budget.

3 Executive Committee Agenda February 13, 2002 Page 2 6. Member Dues for Fiscal Year 2003 Attachment #5 is the members' dues schedule for fiscal year with a rate of 19 cents per capita and a minimum of $750 for members with smaller populations. The proposed fiscal year 2003 rate will generate $504,059 in total dues by using the 2000 Census Population. COG dues provide matching funds for grants that bring over five million grant dollars into the Centralina region for the aging program alone. The budget document, another attachment in this agenda package, gives a detailed plan for the use of dues. The Interim Executive Director needs the Executive Committee to recommend the Board of Delegates approve this schedule. 7. Authorization of Applications The staff request the Executive Committee's permission to consider authorization to prepare and submit applications to the following State agencies to be included in the General Fund Budget, and recommend to the Board of Delegates execution of the contracts that will result from these grants. The estimated amounts are listed in the budget. a) The NC Division of Aging for planning and administration of the Older Americans Act and state aging programs (Home and Community Care Block Grant). b) The NC Division of Aging for administration of the Older Americans Act Title V (employment) program. c) The NC Division of Aging for services provided by Centralina's Ombudsman Program (Ombudsman and Elder Abuse funds). d) The NC Division of Aging for services to be provided by counties with Home and Community Care Block Grant funds beginning July 1, e) The NC Division of Aging for services to be provided by counties with Title V Senior Employment funds beginning July 1, f) The NC Division of Aging for services through the Older Americas Act Legal Services and Disease Prevention/Health Promotion services and state funded Senior Center Outreach and Senior Center general purpose activities. g) The NC Division of Aging for planning and administration of caregiver services of the Older Americans Act beginning July 1, h) The NC Division of Aging for caregiver services provided by counties with Family Caregiver Support Program funds beginning July 1, i) The Division of Employment and Training, NC Department of Commerce for the Consortium for planning and administration of the Workforce Investment Act.

4 Executive Committee Agenda February 13, 2002 Page 3 8. Recommendation on Contracts The Executive Committee should consider recommending to the Board of Delegates execution of the following contracts contained in the General Fund Budget. a) A contract with the Lake Norman Marine Commission under which COG provides administrative services to the Commission. b) A contract with the Lake Wylie Marine Commission under which COG provides administrative services to the Commission. c) A contract with the Mountain Island Marine Commission under which COG provides administrative services to the Commission. d) A contract with the Centralina Development Corporation to provide staff services. e) A legal services retainer with William H. McNair of Shumaker, Loop and Kendrick, LLP. f) It is also recommended that we continue the equipment maintenance agreements and insurance policies listed in Schedule 5 of the General Fund Budget. 9. Finance Report John Marshall, Sue Archer and Charles Phillips will report on the financial status of Centralina. 10. Executive Director Position Update Chairman Marshall will update the Committee on the status of the Executive Director position. 11. Other Business 12. Comments from the Interim Executive Director 13. Adjournment Centralina Council of Governments will comply with the Americans with Disabilities Act (ADA), which prohibits discrimination on the basis of disability. Centralina Council of Governments will make reasonable accommodations in all programs/services to enable participation by an individual with a disability who meets essential eligibility requirements. Centralina Council of Governments programs will be available in the most integrated setting for each individual. If any accommodations are necessary for participation, please contact the Assistant to the Executive Director, 1300 Baxter Street, Suite 450, Charlotte, NC, Phone (704) Please allow 72 hours advance notice for preparation.

5 Centralina where the region works together ANSON COUNTY Lilesville Morven CABARRUS COUNTY Concord Harrisburg Kannapolis Midland Mount Pleasant GASTON COUNTY Belmont Bessemer City Cherryville Cramerton Dallas Gastonia High Shoals Lowell McAdenville Mount Holly Ranlo Spencer Mountain Stanley IREDELL COUNTY Harmony Mooresville Statesville Troutman LINCOLN COUNTY Lincolnton MECKLENBURG COUNTY Charlotte Cornelius Davidson Huntersville Matthews Mint Hill Pineville ROWAN COUNTY China Grove Cleveland East Spencer Faith Granite Quarry Landis Rockwell Salisbury Spencer STANLY COUNTY Albemarle Badin Locust New London Norwood Oakboro Richfield Stanfield UNION COUNTY Hemby Bridge Indian Trail Lake Park Marshville Marvin Mineral Springs Monroe Stallings Unionville Waxhaw Weddington Wesley Chapel Wingate M E M O R A N D U M Attachment #6 TO: FROM: RE: Centralina COG Executive Committee Gayla S. Woody Aging Allocations DATE: February 13, 2002 Centralina Council of Governments Charlotte, North Carolina Centralina's Area Agency on Aging receives an allocation of federal and state grant funds to provide services to older adults in the nine counties. Typically, the Area Agency on Aging receives allocation information from the NC Division of Aging in late January or early February for: Home and Community Care Block Grant Services Family Caregiver Support Services Disease Prevention/Health Promotion Senior Center Outreach Senior Community Service Employment Program These funds come primarily from the budget package signed by Congress for the Older Americans Act and the budget package signed by the NC General Assembly. This year the federal budget which is an October 1 September 30 budget year was not signed by the President until January 10, Unofficially, the information from the NC Division of Aging is that we don t know when we will get information about allocations for the state budget year beginning July 1. Because of the situation with the State funds, there may in fact be two separate allocations: one for federal funds and one for state funds. Because of these uncertainties, the Area Agency on Aging is unable to provide allocations to present to the COG Executive Committee and COG Board at the February and March meetings. There is, however, a process that is followed each year and is consistent regardless of the actual allocations. 1) North Carolina Division of Aging is required to allocate federal dollars based on a formula that must be approved by the US Administration on Aging. This formula is in place and is the same formula that has been used since the early 1990 s. 2) Once the regional allocation is received, the funds are allocated to each county based on a regional formula. The current regional formula has been in place since the early 1990 s and was approved by the NC Division of Aging. Midtown Plaza Building 1300 Baxter Street, Suite 450 PO Box 35008, Charlotte, North Carolina Phone: Fax:

6 3) The formula is: Base Amount = $42,930 Remaining Funds o 50% 60+ population o 30% Poverty o 10% Minority o 10% Rural 4) A county percentage is derived for each county and this percentage is applied to the regional allocations for Home and Community Care Block Grant Services, Family Caregiver Support Services, Senior Center Outreach, and Disease Prevention Health Promotion. There are two exceptions: The Home and Community Care Block Grant includes Title III Older Americans Act funds for Support Services and Nutrition Services. Since Lincoln County does not provide Nutrition Services, the NC Division of Aging allows 30% of Lincoln s share of the Nutrition funds to be retained by Lincoln and the remainder is allocated to the rest of the region based on the formula. This adjustment is calculated and the Division of Aging must approve the recalculation of the regional formula. The Older Americans Act mandates that Legal Services must be funded in the region. Since this is required and there is only one provider in the region, funds for this service are subtracted from the total amount before the county formula is applied to the regional allocation. It is the recommendation that this service be funded for FY 03 at the current FY 02 level. 5) The allocation for the Senior Community Service Employment Program is calculated at the NC Division of Aging and county allocations based on Equitable Distribution calculations provided by the Division of Aging. 6) The Area Agency on Aging is responsible for notifying the Region F Aging Advisory Committee of allocations by county once they are received. 7) The Home and Community Care Block Grant county allocations must go to a County Advisory Committee to determine how the funds will be divided among services. This funding plan must be approved by each county s Board of Commissioners and submitted to the Area Agency on Aging. 8) Funds are allocated by county for Family Caregiver Support Services, Senior Center Outreach, Disease Prevention Health Promotion and Senior Community Service Employment Program. However, county agencies must submit a proposal to the Area Agency on Aging for final approval. When more than one agency from a county submits a proposal for the same fund source, the representatives from that county who serve on the Region F Aging Advisory Committee make recommendations to the COG Executive Committee and Board of Delegates on which agency will receive the funds. If a county does not have a proposal submitted, the allocations are recalculated on the formula among the remaining counties. The Area Agency on Aging staff makes the following recommendations: 1) The Centralina COG Executive Committee and Board of Delegates approve the process as outlined above 2) Since the actual county allocations are based on approved formulas applied to the regional allocations received from the NC Division of Aging, and the Centralina COG Executive Committee and Board of Delegates has authorized the process, the Centralina Area Agency on Aging staff be allowed to implement the process and report actual funding amounts at the earliest meeting after allocations are known. 3) The COG Executive Committee and COG Board accept these funds for allocation as explained in this memorandum. 4) The COG Executive Committee and COG Board permit execution of contracts and include these funds in the project budget ordinance. GSW

7 Minutes Meeting of the Executive Committee February 13, 2002 Centralina s Conference Room Charlotte, NC Delegates Present Bill Thacker Bud Norris Coy Privette Mike Brown Tom Keigher Charles Lowery Karen Ray David Choate Carroll Heavner Dumont Clarke David Martin Joe White Leda Belk Dennis Brown Pattie Huneycutt Deloris Chambers Al Black Others Present Sue Archer Hilda Threatt Charles Phillips Rebecca Yarbrough Gayla Woody Bob Henderson David Hollars Bill Duston Bill McNair Mike Huneycutt Mary Norris 1. Approval of Minutes of the December 12, 2001 Meeting Coy Privette made a motion to approve the minutes of the December 12, 2001 meeting as mailed. David Choate seconded the motion. Passed. 2. Aging Allocation Dumont Clarke made a motion to recommend the Board of Delegates approve the process (Attachment #6 to the agenda) for accepting Older Americans Act and State funds into the region, to accept these funds, approve execution of contracts and include these funds in the project budget ordinance. Tom Keigher seconded the motion. Passed. 3. Appointing the Audit firm for the Fiscal Year Ending June 30, 2002 Mike Brown made a motion to recommend the Board of Delegates authorize a contract with Dixon Odom PLLC for 2002 to audit and prepare annual tax returns for the Council and its affiliates for a fee of $39,800. Bud Norris seconded the motion. Passed. 4. Amended Budget for Fiscal Year 2002 Tom Keigher made a motion to recommend the Board of Delegates approve the amended annual general operating funding budget message and ordinance fiscal year (Attachment #1 to the agenda), and the budget document with the detailed numbers used for the ordinance (Attachment #2 to the agenda). David Martin seconded the motion. Passed.

8 Executive Committee Minutes February 13, 2002 Page 2 5. Proposed Budget for Fiscal Year 2003 Tom Keigher made a motion to recommend the Board of Delegates approve the proposed annual general operating funding budget message and ordinance fiscal year (Attachment #3 to the agenda) and the budget document with the detailed numbers used for the ordinance (Attachment #4 to the agenda) using a 19 cents per capita rate with a minimum of $750. Mike Brown seconded the motion. Passed. 6. Member Dues for Fiscal Year 2003 Mike Brown made a motion to recommend the Board of Delegates approve the members' dues schedule for fiscal year with a rate of 19 cents per capita and a minimum of $750 for members with smaller populations (Attachment #5 to the agenda). Karen Ray seconded the motion. Passed. 7. Authorization of Applications Mike Brown made a motion to recommend the Board of Delegates authorize staff to prepare and submit applications to State agencies included in the General Fund Budget, and recommend the execution of the contracts that will result from these grants. Tom Keigher seconded the motion. Passed. 8. Recommendation on Contracts Mike Brown made a motion to recommend the Board of Delegates execute the contracts contained in the General Fund Budget. Tom Keigher seconded the motion. Passed. 9. Finance Report Sue Archer and Charles Phillips reported the financial status of Centralina. 11. Executive Director Position Update Bud Norris made a motion to adjourn into an Executive Session. Mike Brown seconded the motion. Passed. Mr. White reopened the Executive Committee meeting. A motion was made by Mike Brown and seconded by Al Black to accept the recommendation of the Search Committee and to offer the position of Executive Director to Mr. Al Sharp. The motion was approved. John Marshall will make the offer to Mr. Sharp and finalize negotiations. During the January reductions in expenses and staff, Centralina laid off Larry Parks who then informed Centralina staff that he had enough years in the Local Government Retirement system to retire. Because of Mr. Parks years of service to Centralina, a motion was made by Carroll Heavner and seconded by Karen Ray for Centralina to pay insurance premiums for Larry Parks as provided for in the personnel policy for all retired employees. Passed.

9 Executive Committee Minutes February 13, 2002 Page Other Business Rebecca Yarbrough and Bill Duston presented a concept statement for a regional planning alliance. Although planners in the region meet informally to network, there is no formal information-sharing mechanism for data, plans, local "visioning documents," etc. The creation of a regional planning alliance, using current regional funding sources, would provide a more formal means of information sharing, development of regional legislative goals, coordination of transportation and land use planning among jurisdictions, and development of other cooperative efforts. It would also help to fulfill the Board's mission of addressing growth and quality of life issues from a regional approach, as well as taking action on at least two of the top three areas for action identified by the Board in their January 2001 survey: transportation and growth issues. Rebecca and Bill asked for authorization to move forward with planning for the alliance. It was suggested that a subcommittee of the Executive Committee work with them; David Martin of Davidson volunteered to serve. The Executive Committee was informed of the chartering ceremony for the Lake Norman Rural Planning Organization for transportation to be held Wednesday, February 20, 2002 at the Mooresville Citizens Center. 12. Comments from the Interim Executive Director None. 13. Adjournment Being no further business, the meeting was adjourned. Secretary

10 Minutes Executive Session Centralina Council of Governments Executive Committee February 13, 2002 Recommendation of New Executive Director In the absence of Mr. John Marshall, Chairman of the Board, Mr. Joe White serving as Vice- Chair of the Board and as a member of the Search Committee presented the recommendation of the Search Committee for a new Executive Director. The Search committee interviewed three candidates. The final vote was a tie between the top two candidates. Subsequent to the meeting of the Search Committee, one of the two candidates withdrew his name from consideration. At that point, Mr. Marshall started negotiations with the remaining candidate. The Search Committee recommended to the Executive Committee that Mr. Al Sharp be offered the position as the next Executive Director of Centralina. Six items were then discussed which were being negotiated with Mr. Sharp. Sue Archer presented preliminary information from the firm performing a background check on Mr. Sharp. On his acceptance of the offer, the background check will be finalized with a report to Centralina. The consensus of the Executive Committee members was for Mr. Marshall to offer the position and finalize negotiations with Mr. Sharp. Information on Staff Layoff Versus Retirement Sue Archer, serving as Interim Executive Director, presented information to the Executive Committee on personnel lay offs. During the January reductions in expenses and staff, Centralina laid off Larry Parks. He was eligible for Local Government Employees retirement benefits, which he elected to receive effective immediately after the lay off. Centralina s legal counsel had advised staff that since Mr. Parks had been laid off, he was not eligible for Centralina s retirement benefit (health insurance). This was presented to the Executive Committee for information purposes. Discussion followed that disclosed that miscommunications had occurred during these proceedings. The consensus was that due to miscommunications and his years of service to Centralina, that Mr. Parks should be entitled to health insurance benefits just as any other Centralina retiree. Secretary