Wyoming Community Development Authority BOARD OF DIRECTORS PROCEDURES

Transcription

1 Wyoming Community Development Authority BOARD OF DIRECTORS S FINAL July 2015

2 Table of Contents BOARD MEETINGS Introduction Packet preparation PDF Electronic Preparation of Packet Running the laptop/presentation for board meetings Website login Conference Call GoToWebinar Meeting Attendance Regular Board Meeting and Work Session Setup Annual Meeting Preparation Budget and Planning Meeting (Annual) Preparation Human Resources Committee Meetings Finance Committee Meetings Nominating Committee Meetings Catering/Food Preparation for Meetings Minutes of Meetings Recordings of Meetings BOARD MEMBERS Introduction Name Plates, Name Tags and Contact Info Board Orientation Committee Assignments Monthly Meeting Compensation Conference attendance/registration Departing Chairman Gift RECORDS Board Minutes Board Packets Public Notices of Meetings Resolutions Signature Certification -- Annually Board Mailing List Professional Associate Mailing List TRAVEL Sanctioned Events Expense Voucher process Travel Procedures

3 SUBJECT: REFERENCE NUMBER: 114 SECTION: Board Meetings DATE APPROVED: 05/06/2015 LAST REVIEW DATE: 12/31/2016 The State Senate, Governor of the State of Wyoming, and Executive Director are responsible for maintaining compliance with this procedure. The WCDA Board of Directors is comprised of nine voting members, appointed by the Governor of the State of Wyoming and approved by the State Senate. The WCDA Executive Director is an ex-officio member. The State of Wyoming Governor and Treasurer serve by virtue of their office and are included as two of the nine voting members. This procedure is not related to other Policies or Procedures.

4 SUBJECT: REFERENCE NUMBER: 115 SECTION: Board Meetings DATE APPROVED: 05/06/2015 LAST REVIEW DATE: 12/31/2016 The Administrative Officer/Board Liaison is responsible for maintaining compliance with this procedure. Board packets are to be ed to the board the Friday prior to the meeting. Public notices are to be placed in the Casper Star Tribune Legal Ads section 10 days prior to the meeting. See Section 3020 Public Notices, below. Assemble one (1) hard copy for the filing cabinet in the basement. The Executive Director will establish the agenda by the 1 st of each month. Request reports from senior management prior to Friday mailing, ed in the original version to Administrative Officer/Board Liaison (PDF format) Create numbering pages (1a, 1b, 1c, 2a, 2b, 3, etc ) for the packet, placed in proper order with attachments. For those items with no attachment, make a blank page. EX. Fund Analysis for inclusion behind numbered page. After all reports have been received via , print for paper copy, file in basement board cabinets. Name electronic documents in order with numbering system (1a Financials, 1b Operating Budget, 1c Fund Analysis) to easily place into the PDF format in correct order. Place ALL electronic documents in the Users/HR/BOARD/Board Packets/[date of mtg ]. final packet PDF to: ALL Board of Directors, Professional Associates who attend meetings, and WCDA managers. Send to the CO/PR Department for placement on the website. This must go out prior to 5:00 pm 10 days prior to the meeting. This procedure is related to Board Procedures Section #1011 below.

5 SUBJECT: REFERENCE NUMBER: 116 SECTION: Board Meetings The range of this procedure is to define and establish guidelines to prepare Board packets for upload to website or to . The Administrative Officer/Board Liaison is responsible for maintaining compliance with this procedure. Document preparation: All original documents need to be PDF format to ensure the smallest document size. If original document is NOT in pdf format they need to be SAVED or PRINTED to PDF. Save the pdf documents into a single file folder Board Packets/[date of meeting ] Assemble complete document: 1) Save the Cover Page and number pages as a PDF 2) Open that document and begin inserting PDF reports into the appropriate section 3) Select from the pull down menu TOOLS on the upper right side of screen 4) Insert pages as appropriate after each numbered page (1b Financials ) 5) Navigate to the folder containing all the documents you wish to insert 6) Ensure the reports are inserted after the lettered page by choosing AFTER 7) Upon completion of the packet, insert a Header in the upper right corner of the page Page 1 of # **SAVE entire document periodically to ensure it is protected** After the electronic PDF packet is complete, to all board members, professional associates and WCDA management team. Request the Business Development and Marketing Services Manager place the Board packet on the website. THE DAY BEFORE OR DAY OF the Board meeting, the Business Development and Marketing Services Manager will update the interest rates and available funds on the website. Insert the new interest rates into the packet and copy to a removable zip drive. This step will allow the most current information to be projected during the meeting. This procedure is related to Board Procedures Section #1010 above.

6 SUBJECT: Running the Laptop/Presentation for Board Meetings REFERENCE NUMBER: 117 SECTION: Board Meetings The Director of IT is responsible for maintaining compliance with this procedure. WCDA Board Room or Training Room Document setup: see Electronic Board Packet Preparation Load copy of Board packet in pdf onto the laptop which will be used for the presentation. Save a copy of the presentation onto the desktop to ensure there can be no network/external media interruptions. Laptop/PC setup: GoToMeeting will be used to host the presentation Option 1 Click on GoToMeeting Icon on desktop Option 2 Open web browser and input: Username: jhoward@wyomingcda.com Password: wcda2016! Select webinar Wireless Projector setup (Board Room) Using remote control turn on projector Press the LiteShow icon found on the desktop of the laptop Off Site Location GotoMeeting can be accessed anywhere there is an internet connection if a webinar is to be hosted. If a hosted webinar is not necessary (if all Board members are present) the pdf board document can be projected in the normal fashion. This procedure is related to IT Procedures Section #4050.

7 SUBJECT: Website Board of Directors Login REFERENCE NUMBER: 118 SECTION: Board Meetings The Administrative Officer/Board Liaison, Business Development and Marketing Services Manager, and Director of IT are responsible for maintaining compliance with this procedure. Board members receive packets and documents via when required. There are also online versions, including approved minutes and forms on the WCDA Website. Access for board members to this secure location is as follows: 1) Go to WCDA Website at 2) Click on About Us tab at the top 3) Click on LEFT tool bar, Board of Directors Login 4) Login: board (lower case b ) Password: WCDA2016 (uppercase) a. NOTE: This login changes periodically 5) The Board packets, minutes, forms, etc. will be listed This login will be changed by IT each time new board members arrive to begin their tenure. This procedure is not related to any other policies or procedures.

8 SUBJECT: Conference Call GoToWebinar Meeting REFERENCE NUMBER: 119 SECTION: Board Meetings The Administrative Officer/Board Liaison is responsible for maintaining compliance with this procedure. To attend a Board of Directors Conference Call or GoToWebinar meeting, the following information will be added to the top of the agenda prior to mailing the PDF packet to the Board attendees: This procedure is not related to any other policies or procedures.

9 SUBJECT: Regular Board Meeting/Work Session Setup REFERENCE NUMBER: 120 SECTION: Board Meetings The Administrative Officer/Board Liaison is responsible for maintaining compliance with this procedure. PRIOR TO THE BOARD MEETINGS: make hotel reservations for all those Board members and associates requiring a hotel room. WCDA utilizes the Hilton Garden Inn for reservations. Unless otherwise requested, all Board members are offered a king size bed, non-smoking room. WCDA will pay State of Wyoming rates on the corporate WCDA account. Professional Associates will pay on their own. Send a questionnaire to all Board members and professional associates to identify the following: 1) Will you attend the Work Session? 2) Will you attend the Board Meeting? 3) Will you require a hotel room dates? 4) Will you attend dinner? 5) Will you bring a guest to dinner? 6) Will you attend lunch the day of the Work Session? After receipt of the above information, make the hotel reservations with the Hilton Garden Inn Sales and Catering Office. Send, via , confirmation numbers to respective Board members and associates. Collaborate with the Executive Director on his/her choice for dinner reservations. The dinner is usually held the night before the Board Meeting (same day as the Work Session.) Make reservations with the preferred restaurant (IN A PRIVATE ROOM) for the number attending. Dinner is usually at 6:00 pm. WORK SESSION SETUP 1:00 pm the day before the Board meeting Work Sessions are held the day before the Board meeting in the Downstairs Training room. The Director of IT will set up the electronics for the meeting projector and laptop to present the Board packet electronically. The tables are to be set in a U-shape, facing the projector screen. Additional chairs will be set behind the U-shape for extra attendees. Place name plates around the table for those attending and written name plates for those managers presenting.

10 SUBJECT: Regular Board Meeting/Work Session Setup REFERENCE NUMBER: 120 SECTION: Board Meetings Lunch will be served at 12:00 noon this will be a catered meal. Place paper copies of agenda s on all places for convenience of attendees. BOARD MEETING SETUP 8:30 am: Board meetings are held in the second floor Board Room. The Director of IT will set up the electronics for the meeting projector, laptop, supply the Board packet electronically. He/she will manage the laptop the day of the meeting. Place the name plates around the Board table for those attending, including the Chairman s gavel. The Chairman of the Board is seated at the west end of the table To his/her left is the Vice Chairman, Secretary/Treasurer, and past year Chairman of the Board Other directors are seated in vacant chairs The east end of the table is for presenters only leave seat empty To the right of the Chairman of the Board is Executive Management, in order of Executive Director, Deputy Executive Director, and Director of Finance and Administration. Place the recorder next to the Director of Finance and Administration. Start the recorder once the meeting begins. Place in the stand, turn on, locate Folder 1, press record. It is advisable to test the recording before the actual meeting commences. After the minutes have been approved, delete the last recording. Prior to the meeting, ensure the recorder is charged and ready to record. Continental breakfast will be served at 8:00 am Administrative Officer/Board Liaison will purchase and provide a continental breakfast the morning of the Board meeting. Place paper copies of agenda s on all places for convenience of attendees. This procedure is not related to any other policies or procedures.

11 SUBJECT: Annual Meeting Preparation/Setup REFERENCE NUMBER: 121 SECTION: Board Meetings The Administrative Officer/Board Liaison is responsible for maintaining compliance with this procedure. The WCDA Annual Meeting takes place each September/October. The location will be determined by the Board of Directors. The times will follow normal Board meeting and work session schedules. However, the work session day is usually extended with professional associates making presentations to the Board. The Executive Director will author the agenda and provide to the Administrative Officer/Board Liaison for packet preparation. Items to consider in planning for the Annual Meeting: Gifts for the Board and professional associates attending (in the past this has been jackets, blankets, branding irons, etc.) all branded WCDA materials. Inclusion in the gift baskets has also been the new WCDA Annual Report, as well. Dinner the night before the Board meeting will need to be scheduled. Collaborate with the Executive Director on the location. Depending upon the venue, entertainment may be scheduled. Collaborate with the Executive Director on his/her preference. Hotel rooms will need to be reserved for those attending Board, professional associates, and if out of town, WCDA staff. At times, the Annual Meeting will have a theme for a more enjoyable event. Examples from the past include, Halloween, Bowling Tournament, 50s dance and games, etc. Collaborate with the Executive Director on his/her preference. Packet preparation will follow the above procedures in Section BOD Annual Meeting Setup: If the meeting is held at the WCDA offices, setup will follow the Board work session and meeting procedures above.

12 SUBJECT: Annual Meeting Preparation/Setup REFERENCE NUMBER: 121 SECTION: Board Meetings If the Annual meeting is out of town, the setup will be as follows: 1) Schedule with the hotel and caterer for breakfast, lunch and snacks. Coffee, water and tea service is required in the meeting rooms at all times. 2) Reserve hotel rooms for all attending under WCDA corporate account/main invoice. 3) Schedule a dinner for all attendees the evening before the Board meeting. Collaborate with the Executive Director on the location. 4) Reserve projector, screen, electric service, wireless internet access, and other technology required with the hotel Sales and Catering office. 5) Tables should be set in a U-Shape facing the projector screen. 6) Podium should be placed at the front of the room, not blocking the screen. 7) The Executive Director or the Director of IT will bring a laptop for presentations. 8) Set name plates, recorder and any other materials at each seat around the table. 9) Place gift bags on each seat at the table. 10) Create a map for directions from the hotel to dinner, place at each seat for convenience. This procedure is related to Board Procedures Section BOD

13 SUBJECT: Budget and Planning Meeting (Annual) REFERENCE NUMBER: 122 SECTION: Board Meetings The Administrative Officer/Board Liaison is responsible for maintaining compliance with this procedure. The WCDA Annual Budget and Planning Meeting takes place each summer location to be determined by the Executive Director and Board Site Committee. At times, it is held in Cheyenne in an effort to accommodate the Governor, State of Wyoming to attend and for photo opportunities. The times will follow normal Board meeting and work session schedules. The Executive Director will author the agenda and provide to the Administrative Officer/Board Liaison for packet preparation. This includes ALL departmental program plans and budgets for the Board packets. Additionally, all Authority policies are reviewed by the Board of Directors annually during the Budget and Planning Meeting. Items to consider in planning for the Budget and Planning Meeting: Dinner the night before the Board meeting will need to be scheduled. Collaborate with the Executive Director on the location. Depending upon the venue, entertainment may be scheduled. Collaborate with the Executive Director on his/her preference. Hotel rooms will need to be reserved for those attending Board, professional associates, and if out of town, WCDA staff. During the Budget and Planning Meeting, the Business Development and Marketing Services Manager will schedule a photo opportunity for all Board members, including the Governor for inclusion in marketing materials as required. Packet preparation will follow the above procedures in Section BOD Budget and Planning Meeting Setup: If the meeting is held at the WCDA offices, setup will follow the Board work session and meeting procedures above.

14 SUBJECT: Budget and Planning Meeting (Annual) REFERENCE NUMBER: 122 SECTION: Board Meetings If the Budget and Planning meeting is out of town, the setup will be as follows: 1) Schedule with the hotel and caterer for breakfast, lunch and snacks. Coffee, water and tea service is required in the meeting rooms at all times. 2) Reserve hotel rooms for all attending under WCDA corporate account/main invoice. 3) Schedule a dinner for all attendees the evening before the Board meeting. Collaborate with the Executive Director on the location. 4) Reserve projector, screen, electric service, wireless internet access, and other technology required with the hotel Sales and Catering office. 5) Tables should be set in a U-Shape facing the projector screen. 6) Podium should be placed at the front of the room, not blocking the screen. 7) The Executive Director or the Director of IT will bring a laptop for presentations. 8) Set name plates, recorder and any other materials at each seat around the table. 9) Create a map for directions from the hotel to dinner, place at each seat for convenience. This procedure is not related to any other policies or procedures.

15 SUBJECT: Human Resources Board Committee REFERENCE NUMBER: 123 SECTION: Board Meetings The Executive Director and Chairman of the Board are responsible for maintaining compliance with this procedure. Annually, the Chairman of the Board and Executive Director establish separate Human Resource, Finance and Nominating Committees comprised of Board members. If additional committees are required, this will be decided upon annually. Once the committees are established, the Executive Director sends a memo listing each committee listing to all Board members. The Human Resources and Finance Committees meet during face-to-face Board meeting months and during the budget and planning process. The agenda will be established by the Executive Director with the Director of Human Resources/Board Liaison and Director of Finance and Administration presenting where appropriate. The Human Resources Committee reviews human resource policies and recommends same to the full Board for adoption. In addition, this committee works with staff to understand Human Resource operation manuals including compensation structures, job descriptions, performance evaluations, personal development planning, reporting hierarchies, and benefits. The Nominating Committee meets annually near the time of expiring Board positions. The Chairman of the Board and Nominating Committee Chair will schedule these meetings. Recommendations from the Human Resources, Finance and Nominating Committee will be added to the Board meeting agenda and voted on at the next designated Board Meeting as instructed by the Board Chairman. This procedure is not related to any other policies or procedures.

16 SUBJECT: Finance Board Committee REFERENCE NUMBER: 124 SECTION: Board Meetings The Executive Director and Chairman of the Board are responsible for maintaining compliance with this procedure. Annually, the Chairman of the Board and Executive Director establish separate Human Resource, Finance and Nominating Committees comprised of board members. If additional committees are required, this will be decided upon annually. Once the committees are established, the Executive Director sends a memo listing each committee listing to all Board members. The Human Resources and Finance Committees meet during face-to-face Board meeting months and during the budget and planning process. The agenda will be established by the Executive Director with the Director of Human Resources/Board Liaison and Director of Finance and Administration presenting where appropriate. The Finance Committee reviews regular financial performance including balance sheets, income statements, sources and uses of funds, bond cash flows, managerial cash flows, quarterly budgets, and preparation of the annual budget. They recommend budgets to the full Board for acceptance. Likely quarterly meetings will occur during the month following the quarter end and in early summer in preparation for the annual planning and budgeting meeting. The Nominating Committee meets annually near the time of expiring Board positions. The Chairman of the Board and Nominating Committee Chair will schedule these meetings. Recommendations from the Human Resources, Finance and Nominating Committee will be added to the Board meeting agenda and voted on at the next designated Board Meeting as instructed by the Board Chairman. This procedure is not related to any other policies or procedures.

17 SUBJECT: Nominating Board Committee REFERENCE NUMBER: 125 SECTION: Board Meetings The Executive Director and Chairman of the Board are responsible for maintaining compliance with this procedure. Annually, the Chairman of the Board and Executive Director establish separate Human Resource, Finance and Nominating Committees comprised of Board members. If additional committees are required, this will be decided upon annually. Once the committees are established, the Executive Director sends a memo listing each committee listing to all Board members. The Human Resources and Finance Committees meet during face-to-face Board meeting months and during the budget and planning process. The agenda will be established by the Executive Director with the Administrative Officer/Board Liaison and Director of Finance and Administration presenting where appropriate. The Nominating Committee meets annually near the time of expiring Board positions and to establish officer positions (Chairman, Vice Chairman, Secretary/Treasurer.) The Chairman of the Board and Nominating Committee Chair will schedule these meetings. Recommendations from the Human Resources, Finance and Nominating Committee will be added to the Board meeting agenda and voted on at the next designated Board Meeting as instructed by the Board Chairman. The Nominating Committee shall prepare a slate of officers for the Board of Directors prior to each annual meeting which normally occurs in either September or October of each year. This procedure is not related to any other policies or procedures.

18 SUBJECT: Catering and Food Preparation for Meetings REFERENCE NUMBER: 126 SECTION: Board Meetings The Administrative Officer/Board Liaison is responsible for maintaining compliance with this procedure. Frequently, during Board work sessions, retreats, and/or meetings, WCDA hires caterers or prepares meals for the Board. Continental breakfast will be served at 8:00 am the Administrative Officer/Board Liaison will purchase and provide a continental breakfast for the morning of the Board meeting. Lunch will be served at 12:00 noon this is a catered event. Catering companies are the choice of the individual organizing the meeting. However, keep in mind the price per person when ordering meals. Snacks and candy will be placed around the tables during meetings. The Administrative Officer/Board Liaison will provide the items. Coffee and water service will be available for all meetings. The Administrative Officer/Board Liaison will provide the beverage service. This procedure is not related to any other policies or procedures.

19 SUBJECT: Minutes of Meetings REFERENCE NUMBER: 127 SECTION: Board Meetings The Administrative Officer/Board Liaison is responsible for maintaining compliance with this procedure. Minutes of meetings are prepared by the Administrative Officer/Board Liaison. Notes are taken during Board meetings. Recordings of meetings are digitally stored until the minutes of the meeting have been approved and signed. Per legal counsel recommendation, minutes are not to be detailed, but may acknowledge those in attendance, motions, voting, and outcomes. Digital minutes are kept until the minutes have been approved. Draft minutes are stored on the website until approval. Approved and signed digital copies are placed in the Board Login portion of the website. Original approved/signed minutes are scanned and placed within the Ghost/Users/BOARD OF DIRECTORS/Minutes directory. Original approved/signed minutes are placed in the downstairs filing room in the Board of Directors file cabinet Board Minutes 2013 [year, etc.] Closed meeting minutes are sealed, but no voting or action may take place during closed meetings. Sealed minutes are sent to Murane and Bostwick for storage. This procedure is not related to any other policies or procedures.

20 SUBJECT: Recordings of Meetings REFERENCE NUMBER: 128 SECTION: Board Meetings The Administrative Officer/Board Liaison is responsible for maintaining compliance with this procedure. Record Board meetings utilizing the small digital recorder located in the Administrative Officer s office desk drawer. Once the minutes have been approved, the previous recorded minutes may be deleted. This procedure is not related to any other policies or procedures.

21 SUBJECT: Board Members Introduction REFERENCE NUMBER: 129 SECTION: Board Members The State Senate, Governor of the State of Wyoming, and Executive Director are responsible for maintaining compliance with this procedure. The WCDA Board of Directors is comprised of nine voting members, appointed by the Governor of the State of Wyoming and approved by the State Senate. The WCDA Executive Director is an ex-officio member. The State of Wyoming Governor and Treasurer serve by virtue of their office and are included as two of the nine voting members. As offices expire, the nominated individuals are appointed by the Governor. WCDA Executive Management hosts a Farewell party for exciting board members, including a framed print, gift, and Authority-wide party including entertainment. As new board members join the board, there are several items such as name plates and tags, a new Board Orientation is scheduled, committee assignments are made, and photo opportunities are complete. The following procedures will detail the steps for each. This procedure is not related to other Policies or Procedures.

22 SUBJECT: Name Plates, Tags, Photos, Contact Information REFERENCE NUMBER: 130 SECTION: Board Members The Administrative Officer/Board Liaison and Business Development and Marketing Services Manager are responsible for maintaining compliance with this procedure. As new Board members join the Board, the Administrative Officer/Board Liaison requests the following from the Business Development and Marketing Services Manager: Name tag and name plate ordered from Merback Awards for each prospective Board member Send New Board Member questionnaire to obtain required contact information The Business Development and Marketing Services Manager will revise the Board List (in the Communications Closet or in the Board file of the Administrative Officer s computer) to all Board members, professional associates, and staff once complete The Business Development and Marketing Services Manager will update the website Board of Directors section with appropriate information The Business Development and Marketing Services Manager will gather professional photos from the new Board members for inclusion on the Board list, website, and other marketing materials as required. During the Annual Budget and Planning Meeting during the summer, the Business Development and Marketing Services Manager will schedule an all-board, including the Governor, photo opportunity for marketing materials. This procedure is not related to other Policies or Procedures.

23 SUBJECT: Orientation-New Board Members REFERENCE NUMBER: 131 SECTION: Board Members The Administrative Officer/Board Liaison and Business Development and Marketing Services Manager are responsible for maintaining compliance with this procedure. As new Board members join the Board, the Administrative Officer/Board Liaison and Business Development and Marketing Services Manager schedules a new Board Orientation in conjunction with the Executive Director. The Executive Director and Executive Management will conduct the Orientation session. The Business Development and Marketing Services Manager is responsible for generating the New Board Orientation Handbook materials may be found in the Communications Closet/Board of Directors file. The Deputy Executive Director will review contents prior to printing. Below is a list of items included subject to changes: Table of Contents WCDA Board Orientation March 28, Glossary of Terms and Acronyms 2. Bond WCDA Organization A. Overview B. State Statute C. Bylaws D. Bonding Authority E. Bond Financing 1. House America Bond for State Housing Finance Agencies 2. Housing Bond Basics for Board Members 3. WCDA Bond Basics F. Mission/Vision/Values/Core Message G. Program Plan 1. Program Plan Program Plan 1 st Draft Board of Directors

24 SUBJECT: Orientation-New Board Members REFERENCE NUMBER: 131 SECTION: Board Members A. WCDA Organization Chart B. Board Term Limits C. Current Board D. Past Board Members E. Board Committees F. Policies 1. Board Policy 2. Employment Policies Handbook 3. Investment Policy 4. SWAP Policy G. Harassment Free Workplace H. Board Events 1. GoToMeeting Instructions I. Boardmanship Overview 5. WCDA Programs & Services A. Single Family B. Federal Programs C. Home Buyer/Financial Education D. WCDA Website E. Annual Report F. Housing Database Partnership G. Communications Database H. Lender/Realtor Outreach 6. WCDA Staff A. Organizational Chart B. Departments C. Current Team D. Staff Newsletter E. The Link (Employee Intranet) 7. Human Resources A. Employee Satisfaction 1. Survey 2. Results B. Forms and Process Creation C. Job Re-Grade Analysis D. Job Families E. Procedures 1. Employment Procedures Manual 2. Emergency Preparedness/Business Continuity Draft 3. New Authority-wide Procedures Plan F. Professional Development Plan(aka Succession Planning)

25 SUBJECT: Orientation-New Board Members REFERENCE NUMBER: 131 SECTION: Board Members 8. National Partners - Washington DC A. Federal Delegation B. National Council of State Housing Agencies (NCSHA) 9. Computer Systems 10. Financial Information A. Professional Associations/Partners B. WCDA Budget [current year] C. 6-month financial statement [current year] D. [current year] audit E. Board Member Expense Report F. W-9 This procedure is not related to other Policies or Procedures.

26 SUBJECT: Committee Assignments REFERENCE NUMBER: 132 SECTION: Board Members The Executive Director and Chairman of the Board are responsible for maintaining compliance with this procedure. Annually, the Chairman of the Board and Executive Director establish separate Human Resource, Finance and Nominating Committees comprised of Board members. The assignments are based upon interest by prospective members and the opinion of the Executive Director and Chairman of the Board. If additional committees are required, this will be decided upon annually. Once the committees are established, the Executive Director sends a memo listing each committee listing to all Board members. The Human Resources and Finance Committees meet during face-to-face Board meeting months and during the budget and planning process. The agenda will be established by the Executive Director with the Director of HR and Director of Finance and Administration presenting where appropriate. The Human resource Committee reviews human resource policy and recommends same to the full Board for adoption. In addition, this committee works with staff to understand HR operations manuals including compensation structures, job descriptions, performance evaluations, personal development planning, reporting hierarchies, and benefits. The Human Resources Committee also takes the lead in evaluating the performance of the Executive Director and recommending compensation changes. The Nominating Committee meets annually near the time of expiring board positions and to establish officer positions (Chairman, Vice Chairman, and Secretary/Treasurer.) The Chairman of the Board and Nominating Committee Chair will schedule these meetings. This procedure is related to Sections 1070, 1080, and 1090 of the Board Procedures Manual. See above.

27 SUBJECT: Monthly Meeting Compensation REFERENCE NUMBER: 133 SECTION: Board Members The Director of Finance, Executive Director, and Chairman of the Board are responsible for maintaining compliance with this procedure. The Directors of the Authority are compensated at the same rate as the legislature while traveling or working for the Authority. Currently, that rate of compensation is $150 per day or parts thereof in which they are engaged in the performance of their official duties. Directors other than the Executive Director, the Governor and the State Treasurer shall receive this compensation. Directors will complete an expense report (Section BOD-4010) following meetings, travel, etc., submitting it to the Director of Finance and Administration for payment. This procedure is related to Policy Compensation Section BOD-2000 and Procedure Travel Section BOD-4010.

28 SUBJECT: Conference Attendance/Registration REFERENCE NUMBER: 134 SECTION: Board Members The Administrative Officer/Board Liaison is responsible for maintaining compliance with this procedure. The Directors of the Authority are authorized to attend local, state and national conferences. As meetings arise, the Administrative Officer/Board Liaison will forward materials and the Executive Director will discuss appropriate agendas for attendance. Upon confirmation of request to attend, the Administrative Officer/Board Liaison will register all Board members and guests. If the specific conference or meeting is a sanctioned event, the Administrative Officer/Board Liaison will track and report to the Director of Finance for expense report detailing. The Administrative Officer/Board Liaison will collaborate with the Executive Director for out of town dinner reservations and entertainment as required. Travel procedures are to following in Section 4000 below. Directors will complete an expense report (Section BOD-4010) following meetings, travel, etc., submitting it to the Director of Finance and Administration for payment. This procedure is related to Policy Compensation Section BOD-2000 and Procedure Travel Section BOD-4000.

29 SUBJECT: Departing Chairman Gift REFERENCE NUMBER: 135 SECTION: Board Members The Administrative Officer/Board Liaison is responsible for maintaining compliance with this procedure. Approximately, every two years the Board of Directors will elect a new Chairman of the Board in collaboration with the Nominating Committee recommendations. At that time, the Administrative Officer/Board Liaison in collaboration with the Executive Director chooses a gift for the departing Chairman. Examples in the past have been an engraved clock, pen set, or other elegant item. Presentation of the gift may be at the exiting Board Farewell party OR during a Board meeting. This procedure is not related to other Policies or Procedures.

30 SUBJECT: Board Minutes REFERENCE NUMBER: 136 SECTION: Board Records DATE APPROVED: 05/06/2015 LAST REVIEW DATE: 12/23/2016 The Administrative Officer/Board Liaison is responsible for maintaining compliance with this procedure. See above procedure This procedure is related to Procedure 1110 above.

31 SUBJECT: Board Packets REFERENCE NUMBER: 137 SECTION: Board Records DATE APPROVED: 05/06/2015 LAST REVIEW DATE: 12/23/2016 The Administrative Officer/Board Liaison is responsible for maintaining compliance with this procedure. See above procedures Section Board Packets and PDF Creation. Complete digital packets are stored on D Drive under Users/Board of Directors/Board Packets/[date of the meeting] Original paper packets are filed in the downstairs Board filing cabinet. Place each packet in a plastic file folder, seal and file in cabinet by date. Meetings are recorded and once approved and signed, the digital recording is recorded over with the next meeting. This procedure is related to Procedures Section above.

32 SUBJECT: Public Meeting Notices REFERENCE NUMBER: 138 SECTION: Board Records These procedures are related to the Public Meeting Notice process for Authority. The Administrative Officer/Board Liaison is responsible for maintaining compliance with this procedure. 1. Pursuant to the Open Meetings Act, Section was amended to add the following: No meeting shall be conducted by electronic means or any other form of communication that does not permit the public to hear, read, or otherwise discern meeting discussion contemporaneously. Communications outside a meeting, including, but not limited to, sequential communications among member of an agency shall not be used to circumvent the purposes of this Act. 2. To comply with the State of Wyoming Open Meetings Act, the WCDA Administrative Officer/Board Liaison will place an ad 10 days prior to the meeting in the Casper Star Tribune for ALL Board of Director Meetings, Work Sessions, Conference Calls, Committee Meetings, etc. WHEN A QUORUM of five (5) or more voting board members are present. The Executive Director is a non-voting member. This will be completed via to the current Legal Advertising contact. 3. The notice will read as follows: LEGAL NOTICE The Board of Directors of the Wyoming Community Development Authority (the "Authority") will hold a board meeting at the WCDA Offices, 155 North Beech, Casper, Wyoming, starting at [appropriate time], [current day], [current month] [current date], [current year]. The purpose of this meeting is to discuss general business of the Authority. An agenda is available at the offices of the WCDA at 155 North Beech Street, Casper, WY Place of copy of the Casper Star Tribune tear sheet into each board packet upon receipt from the Casper Star Tribune. 5. Send the same notice to the Communications Manager who will send to all media outlets by the direction of the Governor of Wyoming. 6. Upon receipt of the invoice, approve and send to Finance & Administration for payment, noting Board Expense line item. This procedure is not related to other Policies or Procedures.

33 SUBJECT: Resolutions REFERENCE NUMBER: 139 SECTION: Board Records The Administrative Officer/Board Liaison is responsible for maintaining compliance with this procedure. Resolutions are frequently required by for the Authority. Bond counsel (Kutak Rock) or Legal counsel (Murane & Bostwick) will write the resolutions. The date is changed dependent upon the year and number of the resolution ( , , , etc.) Digital copies of resolutions are stored on the D drive/users/board of Directors/BOD Resolutions [year]. Digital copies of the signed original will be stored in DocStar at a later date. Original signed resolutions are stored in the downstairs filing cabinet with minutes and packets under Resolutions year. A copy of all resolutions are stored in the Administrative Officer s office file Resolutions for easy access. This procedure is not related to other Policies or Procedures.

34 SUBJECT: Signature Certifications annually obtained REFERENCE NUMBER: 140 SECTION: Board Records The Administrative Officer/Board Liaison is responsible for maintaining compliance with this procedure. Each February 1, the Administrative Officer s calendar will site a notification to obtain the Signature Certifications for the Wyoming Secretary of State s office. All Board members, include the Executive Director will need to sign the document. Instructions and the form are located in the Administrative Officer s computer files Board of Directors/BOD Members/Signature Certifications.pdfs The original is not available (at this time) on the state website. An original for copies is in the Administrative Officer s file titled BOD Members: Signature Certifications. Make 10 copies, complete the form for each Board member and obtain signatures at the March [year] Board meeting. After signatures are obtained file copies in the same file, shred for new each year. Send the originals to the Wyoming Secretary of State Business Office for filing. Kutak Rock, WCDA Bond Counsel, will also remind the Authority from time to time. This procedure is not related to other Policies or Procedures.

35 SUBJECT: Board Mailing List REFERENCE NUMBER: 141 SECTION: Board Records The Administrative Officer/Board Liaison is responsible for maintaining compliance with this procedure. As new Board members are appointed, the following updates to the Board list are required: Send New Board Member questionnaire to obtain required contact information in JHoward/Board Members/, Board List [most recent date] The Administrative Officer will revise the Board List (in the Communications Closet or in the Board file of the Administrative Officer s computer) to all Board members, professional associates, and staff once complete The Business Development and Marketing Services Manager will update the website Board of Directors section with appropriate information The Business Development and Marketing Services Manager will gather professional photos from the new Board members for inclusion on the Board list, website, and other marketing materials as required. During the Annual Budget and Planning Meeting in Cheyenne during the month of June, the Business Development and Marketing Services Manager will schedule an all-board, including the Governor, photo opportunity for marketing materials. This procedure is not related to other Policies or Procedures.

36 SUBJECT: Professional Associates Mailing List REFERENCE NUMBER: 142 SECTION: Board Records The Director of Administrative Officer/Board Liaison is responsible for maintaining compliance with this procedure. As new Professional Associates are added to changes are made to contact information, the following updates to the Professional Associates list are required: The Business Development and Marketing Services Manager will professional associate asking to confirm information The Business Development and Marketing Services Manager will revise the Professional Associates list (in the Board of Directors file of the Administrative Officer s computer) to all Board members, professional associates, and staff once complete The Business Development and Marketing Services Manager will update the website Board of Directors/Professional Associates section with appropriate information This procedure is not related to other Policies or Procedures.

37 SUBJECT: Sanctioned Events REFERENCE NUMBER: 143 SECTION: Board Travel The Administrative Officer/Board Liaison is responsible for maintaining compliance with this procedure. This procedure discusses the Board Sanctioned Events Policy that establishes sanctioned events for the Board of Directors as the WCDA Budget and Planning Meeting in July, the WCDA Annual Meeting in September, and one NCSHA conference of each Board member s choosing annually. This policy and procedure will be in place until such time as the Board chooses to alter the sanctioned events by motion and vote. The Administrative Officer/Board Liaison is responsible for communicating with the Board on individual choices for conference/meeting sanctioned events, which includes travel fees, airfare, meals, registrations, and hotel costs associated with the conference. These items will be paid by the Authority for one guest accompanying the Board member to the event. The Administrative Officer/Board Liaison will track the annual chosen sanctioned events per Board member and report to the Director of Finance and Administration for expense voucher information. This procedure is related to Board Policy, Section 1010 Sanctioned Events.

38 SUBJECT: Expense Voucher Process REFERENCE NUMBER: 144 SECTION: Board Travel The Director of Finance and Administration is responsible for maintaining compliance with this procedure. The Administrative Officer/Board Liaison is responsible for distributing the expense report form to the Board as necessary. The Authority will provide expense vouchers to all Directors during the Board Orientation, as well as located on the website. Vouchers should be filled out at least quarterly, and submitted to the Director of Finance and Administration so that they can be processed for timely payment. Expenses on the voucher that are under twenty-five ($25.00) do not require receipts. When expenses are over twenty-five dollars ($25.00) receipts should be attached with a separate piece of paper, taping the receipt to the page. Care should be taken to have all receipts for expenses over twenty-five dollars ($25.00). The directors are required to sign and date the form for approval. Generally, on a yearly basis (or as deemed necessary), the form with which WCDA's Board of Directors submits their request for per diem and expense reimbursement will be updated with the current mileage and/or per diem rate. Updated forms will be verified for accuracy and ed to the Administrative Officer for disbursement to the current Board members. Each Board member is responsible for (electronically) filling out and submitting their individual expense forms with accompanying/matching receipts to WCDA for payment processing. Questions regarding filling out the expense form can be directed to the Finance and Administration department. The Director of Finance & Admin will verify and approve Board member's expense reimbursement requests and submit to Accounts Payable for processing. Deputy Executive Director or other authorized individual will sign checks (Director of Office Administration or Director of MIS may stamp checks in rare cases when no authorized individual is available.)

39 SUBJECT: Expense Voucher Process REFERENCE NUMBER: 144 SECTION: Board Travel Accounts Payable disburses checks via mail with copy of expense form to individual board members. A copy of the expense form along with a check stub is filed in the invoice files. This procedure is related to Board of Directors Expense Report in the Finance & Administration procedures, Section FA-2011.

40 SUBJECT: Travel Procedures REFERENCE NUMBER: 145 SECTION: Board Travel The Administrative Officer/Board Liaison is responsible for maintaining compliance with this procedure. Wyoming Community Development Authority requires its Directors to travel. The Authority will reimburse Board members for expenses incurred in connection with such travel in accordance of this section. COMMERCIAL AIR TRAVEL The Board of Directors of WCDA may make their own travel arrangements when traveling on behalf of WCDA. Directors may request to have the staff of WCDA assist them in securing their reservations and tickets. Directors will be reimbursed for travel expenses immediately upon submitting an expense report or quarterly. In securing commercial airline tickets, care should be used to secure the most direct flights to the destination. When situations exist that coach seats are not available and alternate flights may not open, first class accommodations may be used. Weekend travel may be necessary to obtain the most economical flights. Ensure all receipts are included with expense report. CHARTER FLIGHTS Charter flights may be required to meet the traveling requirements of the Board members when both time and distance do not dictate automobile travel. Charter flight arrangements will be made by the Staff at WCDA. The designated personnel will contact the appropriate charter service, log who is taking the flight, where they are going and the reason for travel. Discretion should be used when traveling by charter flight due to the expense involved. AUTOMOBILE TRAVEL Directors will be reimbursed at a rate as set forth by statute while driving their personal automobiles on Authority business. Directors will be reimbursed for travel expenses when submitting an expense voucher, setting forth the miles traveled and the dates of that travel. LODGING All lodging will be reserved by the Administrative Officer/Board Liaison, unless otherwise requested. The Administrative Officer/Board Liaison will reserve rooms with the Executive Director s corporate credit card and send the hotel required documentation to pay for all rooms and incidentals.

41 SUBJECT: Travel Procedures REFERENCE NUMBER: 145 SECTION: Board Travel MEALS AND OTHER INCIDENTALS All meals, entertainment and incidentals are covered by the Authority Board Policies, Sections BOD- 1000, 3000, This procedure is related to Board Policies, Section BOD 1000, 3000, and 4000.