SOUTH SUBURBAN SPECIAL RECREATION ASSOCIATION. January 26, 2017 Board of Directors Meeting. Minutes

Transcription

1 SOUTH SUBURBAN SPECIAL RECREATION ASSOCIATION January 26, 2017 Board of Directors Meeting Minutes I. Call to Order/Roll Call Sandy Chevalier called the South Suburban Special Recreation Association s Board of Directors meeting for January 26, 2017 to order at 9:02 a.m. Members present: Jim Randall, Frankfort Square Park District Joseph Bertrand, Hazel Crest Park District Stephanie Simpson, Homewood-Flossmoor Park District Oralethea Davenport, Lan-Oak Park District Lisa Hill, Matteson Recreational Division (in at 9:07) Cindy Grannan, Oak Forest Park District Denise Will, Olympia Fields Park District Sandy Chevalier, Tinley Park-Park District Members absent: Others Present : Dwone Ross, Sr., Country Club Hills Park District Anna Soloff, Park Forest Recreation & Parks Department Geneen Robinson, Richton Park Parks & Recreation Department Janet Porter, SSSRA Executive Director Lisa Drzewiecki, SSSRA Superintendent Regina Ross Ellison, SSSRA Finance & Office Manager II. Approval of Agenda Chevalier stated that after the regular Board meeting the Board would like to go into Executive Session. Chevalier called for a Motion. Mr. Randall mentioned that the Board doesn t have to go into Executive Session for his purpose. Mr. Randall stated that he would rather have a public meeting and that there are no personnel issues related. Chevalier mentioned that yes, there is a need to go into Executive Session. Randall mentioned that it s not necessary for that Executive Session meeting and there is nothing that he is going to discuss during the meeting that is not all policy. Randall stated that he is not going to talk about individuals. Chevalier stated that his letter is directed toward one individual. Porter stated that she would like to talk about her performance and work in Executive Session. Randall mentioned that if the Board would like to go into Executive Session for the Executive Director s purpose that s fine, however it s not necessary. Randall stated that he d rather address the letter in a public meeting and have the letter be a part of a public record; rather than go into Executive Session and not have it available. Chevalier stated that she is asking for an Executive Session. Chevalier called for a Motion to approve the Agenda. Cindy Grannan made the Motion to approve the Agenda. Joseph Bertrand seconded the Motion and the Agenda was approved unanimously. III. Approval of Minutes A. October 27, 2016 Joseph Bertrand made the Motion to approve the Minutes for October. Cindy Grannan seconded the Motion and the Minutes were approved unanimously.

2 Page 2 IV. Correspondence A. Letter from Mr. Paul Hedberg, The Peder Hedberg Foundation B. Letter to Mr. & Mrs. Hedberg, The Peder Hedberg Foundation Porter shared with the Board that the first two correspondence are related to another contribution from the Peder Hedberg Foundation. The Peder Hedberg Foundation presented the agency with a check for $10,000 which will go toward our early childhood and youth programs. SSSRA thanked The Peder Hedberg Foundation for their continued support. Porter mentioned that the Peder Hedberg Foundation will be closing at the end of spring. SSSRA will honor the Hedberg s at the Family Banquet. C. Letter from Mr. Dane Mall, Park District Risk Management Agency Porter reviewed the letter from Mr. Dane Mall, Risk Management Services Manager for PDRMA. SSSRA s loss prevention efforts are being acknowledged with a $1,500 cash award. Porter mentioned to the Board that the agency scored 100% on their Loss Control Review two years ago. Porter reminded the Board that the accreditation cash award goes back to our participants and families in the agency s scholarship fund. D. Letter to Mrs. Walsh, Operation T.A.L.K., INC. Porter shared with the Board that Operation T.A.L.K. is a group in Tinley Park that serves Veterans. Lisa Drzewiecki has been working with this group as a liaison for SSSRA. This is the second year that Operation T.A.L.K. has made a generous contribution towards the HMHB program. Porter mentioned that Drzewiecki has also supported their organization by participating in their fundraiser. Thank you to Operation T.A.L.K. for the financial contribution in the amount of $4,000 for the HMHB program. E. Letter to Marian Council Knights of Columbus Porter thanked the Knights of Columbus for their generous contribution of $150. Porter mentioned the Knights of Columbus will be sponsoring our Bunny Breakfast in spring at Wiley s Grill in Flossmoor. Porter mentioned that Mr. Randall s letter was not added under IV. Correspondence, due to the fact that the Board considered the correspondence to be related to personnel issues. Denise Will mentioned that polices are not listed on the Agenda and therefore shouldn t be discussed in open session either. V. Public Comment None VI. Community Announcements SSSRA: Drzewiecki announced that Ricky s Ride will be held on September 17, Drzewiecki also mentioned that SSSRA ordered a Community Service Award for Oak Forest Bowl and would like to present the award to Keith Tadevich and Chuck Cahill at one of SSSRA s Board meetings.

3 Page 3 VI. Community Announcements (continued) SSSRA: Porter announced that Special Olympics is offering SSSRA a shared opportunity for fundraising through the Share The Gold raffle. Raffle tickets are $5 each and can be purchased at the SSSRA office. Porter mentioned that the association will receive 50% of the proceeds that SSSRA sells. Mr. Randall raised a question asking how does correspondence make it on the agenda? Porter explained that the Board did not put Randall s letter under IV. Correspondence, due to the fact that the Board felt the letter was related to personnel. Porter also mentioned that on January 20, Randall ed Chevalier requesting an Executive Session. Randall stated that he wrote a letter from December 6 that didn t make it on the agenda. Porter explained that SSSRA doesn t put every letter that the agency receives on the agenda. Porter also mentioned that if it s something the Board needs to be aware of, then the agency will put the correspondence on the agenda. Randall stated that there was an issue where the association had potential litigation and he d assumed that this information would have risen to the level of going before the Board. Porter explained that checking with PDRMA there was no potential litigation and the association followed the correct process. Oak Forest: Grannan announced that the Oak Forest Fleadh will be held on March 4, 2017 at Cicero Avenue Corridor. Tinley Park: Chevalier announced that Executive Director, John Curran, will be retiring at the end of June. VII. Unfinished Business None VIII. New Business A. Resolution Establishing a Travel Reimbursement Policy Enclosure Porter reminded the Board that at the October Board meeting, the Board passed the policy related to the resolution, along with a number of other policy updates from Ancel Glink. Porter gave the Board an eighteen page memo from the association s legal counsel which was reviewed at the October Board meeting. In November, the association didn t have a quorum and as a result, there was not an official Board meeting, and in December the Board doesn t meet. Porter mentioned that the Resolution Establishing a Travel Reimbursement Policy is on the agenda for January. Porter circulated a summary of expenses from the IAPD/IPRA State Conference to the Board. There was a training provided to the staff on January 11 about the policy. Porter mentioned that all of the staff expense reimbursements, tracking forms and receipts have been completed and are ready for the Board s review and approval. The Executive Director mentioned that the association will need a Motion and a roll call vote for the Resolution and the same for the Expense Report. Chevalier asked for a Motion to approve Resolution Joseph Bertrand made the Motion to approve the Resolution , a Resolution Establishing a Travel Reimbursement Policy in according with the local Government Travel Expense Control Act & Public Act # Denise Will seconded the Motion. Chevalier asked if there was any discussion.

4 Page 4 VIII. New Business A. Resolution Establishing a Travel Reimbursement Policy - Enclosure (continued) Mr. Randall mentioned that his concern was that the policy wasn t adopted in advance on January 1, Randall stated that SSSRA was not incompliance when the association went to state conference. Randall stated that the association didn t schedule a special meeting to approve the resolution and didn t do anything other than not meet in November or December. Chevalier stated that the law became effective January 1, Randall mentioned that as of January 1 the policy was effective and the association did not comply. Chevalier stated that the Board is approving the expenditures effective January 26, Porter mentioned that the expenses other than the hotel and registration were not allotted in advance. The staff will be reimbursed once approved by the Board. Randall stated that it doesn t matter, the Board has to approve this in advance of the expenditures. Randall stated if you have to retroact the payments, then it doesn t work. Cindy Grannan stated that at this point in time, the Executive Director has all of the receipts and as long as the Board approves the expenses let s move forward. With a Motion and second, Chevalier asked if there were any further questions and a roll call vote was taken: Country Club Hills absent Lan-Oak Yes Park Forest absent Frankfort Square Yes Matteson Yes Richton Park absent Hazel Crest Yes Oak Forest Yes Tinley Park Yes Homewood-Flossmoor Yes Olympia Fields Yes The Motion was approved unanimously by those present. Chevalier asked for a Motion to approve the expenses from the IAPD/IPRA State Conference in January. Joseph Bertrand made the Motion to approve the expenses. Oralethea Davenport seconded the Motion and a roll call vote was taken: Country Club Hills absent Lan-Oak Yes Park Forest absent Frankfort Square Yes Matteson Yes Richton Park absent Hazel Crest Yes Oak Forest Yes Tinley Park Yes Homewood-Flossmoor Yes Olympia Fields Yes The Motion was approved unanimously by those present. IX. Staff Report A. Program 1. Outreach Report November and December, 2016 Drzewiecki reviewed the Outreach Report and highlighted that SSSRA provided information regarding SSSRA services at the Park Forest Civil Leadership Academy on November 18, in Park Forest.

5 Page 5 IX. Staff Report A. Program 1. Outreach Report November and December, 2016 (continued) SSSRA contacted 489 families utilizing the Dial My Calls automated phone service about the winter registration deadline. Drzewiecki mentioned that SSSRA contacted our communities receiving priority for outreach: Frankfort Square, Lansing, Park Forest and Tinley Park. Also, the association targeted the teen population and mailed 73 flyers promoting programs and special events. 2. Homewood-Flossmoor High School Event On December 8, SSSRA provided a special event for students in the Life Skills program at Homewood- Flossmoor High School in Flossmoor. Thirty-eight students and 10 teachers went to Winter WonderFest at Navy Pier. Participants enjoyed ice skating, carnival rides, and giant slides. Drzewiecki mentioned that 26 of those students were from the Homewood-Flossmoor area. 3. Rich East High School Arts and Crafts Event On December 14, SSSRA provided service for students at Rich East High School. The students painted 3 small canvases and made an edible holiday tree snack made of waffle cones and frosting. The group had a good time and was very appreciative of our staff. There were a total of 17 students who attended the event. 4. CTF Holiday Celebration On December 15, SSSRA provided 79 participants at CTF in Tinley Park with a Holiday Celebration. Drzewiecki mentioned that Southwest Community Services is now called CTF. Drzewiecki also mentioned that the resident numbers went down from last year. SSSRA is trying to identify where the participants are going to work in the area, such as St. Coletta s workshop in Tinley Park. Last year, the number of residents served at CTF was 101, versus 35 this year.. Porter added that due to the state budget, there are a lot of organizations merging together. This happened with New Hope and SouthStar which are organizations that provide workshops and group homes. 5. LARC Holiday Celebration On December 16, SSSRA hosted a holiday special event for the participants at LARC in Lansing. SSSRA provided a DJ, cookies, punch, and crafts for everyone to enjoy. There were 73 participants who attended the event.

6 Page 6 IX. Staff Report A. Program (continued) 6. Drama Show Fall, Enclosure There were 16 participants who performed in the Drama Show entitled Snow White and the Seven Dwarves on December 12, at Freedom Hall in Park Forest. There were 99 guests that attended the event. Mr. Randall stated that SSSRA summarized all those numbers and over half of those numbers go toward serving non-residents. Porter explained that in the case of the Drama Club, a lot of SSSRA s actors have a lot of nice support from fellow students, teachers and grandparents. Randall mentioned that out of all those events, Frankfort Square had 1 participant. Porter mentioned that the events listed prior to the Drama Show are outreach efforts in that community to find certain member community residents. The Board is well aware that in doing our outreach efforts SSSRA is going to pick up non-residents. For example, SSSRA did an after school program in Lansing a couple of years ago and found eighteen Lansing students. As a result of doing the program in the school, Lynwood students were also served. In an effort to find people with disabilities, they re often mixed with non-residents within the classrooms and work settings. Randall asked does SSSRA have a number of non-residents that are served on an annual basis and what the cost is to do that? Porter mentioned that yes, SSSRA does keep records of how many nonresidents are served on an annual basis. Last year there were 668 non-resident registrations. Porter also mentioned that the fee for non-residents is 4x s higher. Randall asked what was the total fee paid by those non-residents? Porter mentioned that in looking at the total program fees that the association collects annually, 15-18% was from non-resident fees. Randall stated that the operation of programs are dramatically more expensive than the fee paid. Porter stated the fee for each program is based on direct expenses for staff, transportation, food, tickets and other direct expenses. The agency charges 50 65% of the direct cost for residents. Non-residents pay 4x s higher. The non- resident fee covers all of the direct cost. Randall stated that the fee doesn t cover the indirect cost of the operations, agency and staffing that is related to that activity. Porter stated that s the purpose of the 4x s higher fee, to cover some of the agency s operating expenses. Last year, the Board looked at all the non-resident fees and there was an intense study. Porter gave the Board an outline of our school districts and all the non-residents served. Randall mentioned that if SSSRA is doing that well with serving non-residents, then why aren t Frankfort Square s numbers better? Randall stated that as a result of doing this, less attention is being made to member agencies because SSSRA has more programming for non-residents. Porter stated that SSSRA is not intentionally serving non-residents, they re coming to activities that SSSRA is planning for residents. Randall mentioned that SSSRA is very successful with serving non-residents and there must be a reason behind that. Porter mentioned that she provided a summary of outreach efforts in the Executive Director s end of the year report last May. Randall mentioned that he d rather see numbers of participants. Porter stated that participant numbers are reviewed every July at the Board meeting. Last year, Frankfort Square Park District had a 30% increase in registrations and a 35% increase in individuals served from the year prior.

7 Page 7 IX. Staff Report A. Program 6. Drama Show Fall, Enclosure (continued) Porter stated that the total number of registrations for Frankfort Square in was 125 and 96 registrations the year prior. Randall asked were those program related or special events? Porter mentioned that they were both. Randall reiterated that he would rather see what the program numbers are. Randall also stated that the 125 participants, at a cost of $1,000 per participant, Frankfort Square is paying for every activity whether they hold a one day event or a seven day class. Chevalier stated that this is an unrealistic way to view this discussion. Randall said that the participation in Crete is higher than the participation in Frankfort Square and he thinks Frankfort Square s numbers are larger than the community of Crete. Randall asked where the focus of the district is and are Frankfort Square s issues being addressed? Porter mentioned that the association is in the eight month of the fiscal year and not once did the representative from Frankfort Square bring any outreach concerns to the Board. Randall stated that he addressed many concerns in his letter and correspondence and if the Executive Director would like to say it s not a concern, then we can move on. Porter stated that she would like to act upon it, however, the Executive Director would like for the facts and figures to be acknowledged. Porter mentioned that the information has been given and it has been openly available in Board packets. Denise Will mentioned that Mr. Randall has his concerns and maybe it would be a better approach to contact Porter to go over all Frankfort Square s numbers and outreach on an individual basis. Randall stated that last year, Frankfort Square had many Inclusions that were not successful and asked as a part of SSSRA s outreach, were those people recontacted? Porter replied that yes, those individuals were recontacted. 7. Fall, 2016 Inclusion Summary During the fall of 2016, SSSRA supported a total of 11 individuals through the Inclusion process. Drzewiecki mentioned that the Inclusion Manager spent 80 hours on-site and direct service hours for part-time staff was hours. 16 Inclusion Summary 8. Winter and Spring Program Locations - Enclosure Drzewiecki shared with the Board that all facility locations have been confirmed. If there is a specific program that the member districts would like to see in their community, please inform the agency. 9. Special Olympics Athletes vs. Police Officers Game - Enclosure On February 28, SSSRA Special Olympics Basketball Athletes will compete against the Torch Run Officers in a basketball game. The basketball game will be at the Matteson Community Center.

8 Page 8 IX. Staff Report (continued) B. Administrative 1. Staff Professional Involvement, Activities and Training November & December, 2016 Porter reviewed staff activities, highlighting that SSSRA Secretary/Registrars attended the RecTrac Users Meeting on November 1, in Carol Stream. 2. Change in IT Support Company Porter shared with the Board that back in mid-october SSSRA was left in a bad situation with our IT person. The association s IT person virtually disappeared and he was not available by text, or phone call. This went on for a couple of weeks and SSSRA began to become very concerned. Porter mentioned that the agency was left in a vulnerable position. Porter made phone calls to several Board members to see who handled their IT Support. SSSRA conducted an interview process with three potential companies and did a cost comparison. The Executive Director made a decision to move forward with a company that was highly recommended by the Tinley Park-Park District and the Oak Forest Park District. Frankfort Square has expressed concerns about this company and this was one of the concerns highlighted in Mr. Randall s correspondence. Randall called the agency on January 19 while the Executive Director was at the state conference and shared with the Finance and Office Manager that Frankfort Square had a bad experience with this company. Porter stated that her intentions were to call Chevalier and Grannan again about the company that was highly recommended and then call Randall to hear his concerns. Randall stated that the concern he had was the association had this problem back in October and nowhere in the packet was there any communication with the Board about a change in IT provider. Randall mentioned that he has a ton of questions. First question: You ve got two references and I m assuming they re verbal? Porter stated that she has two references from member districts that the association greatly respects. Second question: Do you have a contract with your IT provider? Porter explained that at this time, the association purposely didn t enter into a contract. The agency made an operational decision that the Executive Director felt was best and safest for the agency. Porter mentioned that the agency doesn t want to be in a contract at this time. The agency is proceeding with caution and making sure this is a good fit. If there is a contract being considered, the Executive Director would of course bring this information to the Board. If there was a big expense being agreed upon on a continual basis, or that exceeded the Executive Director s abilities to approve, the Board would be informed. None of that is the case at this time. Additional questions: Randall mentioned that in SSSRA s policy manual there are five pages related to internet and security. What has SSSRA done to make sure this is a secure operation? Does SSSRA have a certificate of insurance or cyber liability? Has SSSRA done background checks on this company, how many full-time employees does this company have?

9 Page 9 IX. Staff Report B. Administrative 2. Change in IT Support Company (continued) Porter mentioned that Logical Technical Services (LTS) has three employees the agency can work with and this is a company that is qualified and was highly recommended by two other member districts. Porter stated that the association had a one man operation before and therefore is very comfortable working with a company with three employees. Randall asked where is SSSRA saving their data? Randall also said his concern was that LTS had servers in their basement with park district information. Porter mentioned that the association has their own server and now has entered into a system on Microsoft s data center and the association is the owner of the account. Randall asked is this internal? Porter mentioned that it is Microsoft s data center and not LTS data center and that the association s information is hosted by Microsoft through Microsoft 365 Exchange. Randall asked does LTS have cyber liability? Porter mentioned that the association has cyber liability through PDRMA, and that the association requested a certificate of insurance from LTS naming SSSRA as an additional insured. Randall expressed concern about LTS having password capability to everything SSSRA owns. Randall said that the association could have made the Board aware of the change in IT provider. Denise Will stated that the Executive Director is making the Board aware of the change in IT provider. Randall stated that if Frankfort Square would have been informed by that the association was looking for an IT provider this would have been prevented. However, SSSRA had already contracted with this company. Chevalier mentioned that SSSRA didn t contract with LTS. Randall said they re working here and have access to every piece of information that the district has. Porter mentioned that this is a safer decision then where the agency was. Randall stated that he would never bring in an IT person without a contract. Chevalier mentioned that Tinley Park-Park District doesn t have a contract with their IT person. Randall said if you talk to PDRMA, they would never want this person on-site without a contract. Porter stated that she disagrees and that PDRMA doesn t request a contract. Randall stated that he doesn t agree with this situation, he doesn t agree with this contractor and he thinks there s going to be problems related to the association s experience with LTS. Randall said maybe LTS will be wonderful and do a great job, however that wasn t Frankfort Square s experience. Porter mentioned that she is sorry that Frankfort Square had a bad experience and that the Executive Director respects Frankfort Square s opinion and will proceed with caution. Porter stated again that the Executive Director felt comfortable with Tinley Park-Park District and Oak Forest s references and respects their staff opinion as well. If the agency sees any red flags the association will go into a different direction, however the Executive Director feels she made the best operational decision under difficult and vulnerable circumstances. Randall said that LTS left at the point where Frankfort Square was looking at litigation. Randall said from his stand point, he would have talked to Ancel Glink, drawn up an agreement and talked to PDRMA to see what their insurance requirements are. Porter mentioned that she feels very confident that the Executive Director conducted a very thorough process. Porter reiterated that if the association sees any red flags the Executive Director will keep the Board posted and go in a different direction.

10 Page 10 IX. Staff Report B. Administrative 2. Change in IT Support Company (continued) Porter also mentioned that the Board has put the Executive Director in a position where if a problem in any area occurs, that the Board has the confidence in the Executive Director to make an operational decision. Randall stated that when issues come up of a negative nature they re as important as the positives you re expressing. Randall stated that he doesn t feel like this was a deliberate process it was a desperate process. Porter reiterated that the process was thorough. Randall stated that he knows problems related to LTS operations. Chevalier stated that Tinley Park hasn t had any problems. Porter stated she did a thorough process and she stands by her work. Randall stated then the Board will be comfortable with the decision and we can move on. Randall reiterated that he s not comfortable with this decision. Chevalier stated that Mr. Randall is a part of the Board. Randall stated that Frankfort Square is one member out of eleven and his expressing a very serious concern related to LTS. Randall stated that whether the Board wants to act on this or not, is up to the Board. Randall mentioned that the agency doesn t know half the information and if nothing else this would be on record, if there s a problem in the future. Randall mentioned that this was a terrible decision and when Frankfort Square made the decision to hire LTS it was identical to SSSRA s situation and Frankfort Square was desperate. Denise Will raised a question asking if this is a temporary IT person until SSSRA does the budget, then SSSRA contracts a person? Porter explained that the Executive Director and the Finance & Office Manager decided that the agency would not go into a contract until the agency evaluates the working relationship. SSSRA used Logical Technical Services to migrate the agency s s to the Microsoft data center and if any technical problems arise the agency will use this company. Porter mentioned that yes, the budget process is coming up and yes, SSSRA will get from the company their suggestions on what else may be needed, such as a new firewall. Porter mentioned that she would bring those expenses or thoughts of securing LTS longer term during the budget process. Denise Will asked if the agency was going to bid for an IT Company? Porter explained that it is up to the Board and if the Board would like the agency to go through a bid process, the Executive Director is happy to do so. Denise Will mentioned no, she was just asking to see what direction the agency was taking. Randall mentioned that LTS doesn t have a large staff and he s unavailable due to other employment. Porter stated that his been very responsive to SSSRA within the time frame he d mentioned during the interview process. Grannan stated that LTS has been working for Oak Forest Park District for over five years and they ve never had any problems. Randall stated that this is one of the worst experiences in his thirty five years and shared details about their negative experience.

11 Page 11 IX. Staff Report B. Administrative 2. Change in IT Support Company (continued) Joseph Bertrand raised a question asking were there proposals submitted? Porter explained that there were proposals submitted via and there was cost comparison done between the three companies. Randall stated that there was a deficiency in communication and all he wanted was to have the opportunity tell SSSRA about the problems before the agency selected LTS as our IT provider. Porter stated that the reason why she didn t call Frankfort Square was due to the fact, that she knew from Audrey Marcquenski that Frankfort Square had a relatively new IT person. Randall stated that the reason the association received a letter was because he felt this was an awful decision. Porter stated that the agency would proceed with caution with this contractor and reiterated that the agency did not want to enter into an agreement and now would not certainly enter into a contract. Randall suggested contacting PDRMA to find out what they would recommend for insurance on LTS and make sure that the company complies. 3. Recent Grants and Contributions Total $39,000 To date, the association has received $39,000 in grants and contributions. The grants and contributions go toward direct program services. Porter mentioned that grants are used for free and discounted programming for Early Childhood, Transportation Services and the HMHB program Important Dates Porter asked the Board to mark their calendars for the following important association event dates in Tuesday, February 28 7:00 p.m. Special Olympics Athletes vs. Police Officers Game Saturday, April 22 7:00 p.m. Palumbo Foundation Trivia Night Monday, May 1 7:00 p.m. Spring Arts Recital and Drama Show Monday, May 8 6:00 a.m. Family Banquet Friday, August, 18 11:30 a.m. Golf Outing Fundraiser Sunday, September, 17 11:00 a.m. Ricky s Ride Fundraiser 5. Budget Preparation Timeline Porter reviewed the Budget Preparation Timeline for the next fiscal year. The Budget Committee Members are Sandy Chevalier, Cindy Grannan, Audrey Marcquenski, Denise Will, Joseph Bertrand and Oralethea Davenport. The first Budget Committee meeting was tentatively scheduled for February 16, The Executive Director will be sure that Audrey Marcquenski can attend.

12 Page 12 X. Financial Report A. Claims List 1. Additional October, 2016 Cindy Grannan made the Motion to approve the Additional Claims List for October, Denise Will seconded the Motion. Chevalier asked if there was any discussion. A roll call vote was taken: Country Club Hills absent Lan-Oak Yes Park Forest absent Frankfort Square Yes Matteson Yes Richton Park absent Hazel Crest Yes Oak Forest Yes Tinley Park Yes Homewood-Flossmoor Yes Olympia Fields Yes The Motion was approved unanimously by those present. 2. November, 2016 Joseph Bertrand made the Motion to approve the Additional Claims List for November, Oralethea Davenport seconded the Motion. Chevalier asked if there was any discussion. A roll call vote was taken: Country Club Hills absent Lan-Oak Yes Park Forest absent Frankfort Square Yes Matteson Yes Richton Park absent Hazel Crest Yes Oak Forest Yes Tinley Park Yes Homewood-Flossmoor Yes Olympia Fields Yes The Motion was approved unanimously by those present 3. December, 2016 Cindy Grannan made the Motion to approve the Additional Claims List for December, Joseph Bertrand seconded the Motion. Chevalier asked if there was any discussion. A roll call vote was taken: Country Club Hills absent Lan-Oak Yes Park Forest absent Frankfort Square Yes Matteson Yes Richton Park absent Hazel Crest Yes Oak Forest Yes Tinley Park Yes Homewood-Flossmoor Yes Olympia Fields Yes The Motion was approved unanimously by those present

13 Page 13 X. Financial Report A. Claims List (continued) 4. January, 2017 Cindy Grannan made the Motion to approve the Claims List for January, Joseph Bertrand seconded the Motion. Chevalier asked if there was any discussion. A roll call vote was taken: Country Club Hills absent Lan-Oak Yes Park Forest absent Frankfort Square Yes Matteson Yes Richton Park absent Hazel Crest Yes Oak Forest Yes Tinley Park Yes Homewood-Flossmoor Yes Olympia Fields Yes The Motion was approved unanimously by those present. B. Financial Statement 1. October, 2016 Joseph Bertrand made the Motion to approve the October Financial Statement. Denise Will seconded the Motion and the Motion was approved unanimously. 2. November, 2016 Joseph Bertrand made the Motion to approve the November Financial Statement. Oralethea Davenport seconded the Motion and the Motion was approved unanimously. 3. December, 2016 Joseph Bertrand made the Motion to approve the December Financial Statement. Cindy Grannan seconded the Motion and the Motion was approved unanimously. C Audit Porter reviewed the audit for fiscal year The close of the association s May 31, 2016 fiscal year was the third year of experiencing a decline in tax dollars. Porter mentioned that the agency used $85,708 of the fund balance. The agency replaced the minivan and also used money for operating expenses. Porter mentioned that the agency has been using the agency s fund balance for the last two years and will be using the fund balance this year. The agency uses the fund balance to keep services for the families at the same level and to balance SSSRA s budget during difficult years. The Auditors recommended that the agency keep 50% of operating expenses on hand. SSSRA has restricted and assigned funds and this information can be found on page 26 in the audit. Chevalier asked if there were any questions or concerns. Randall stated that he disagrees and he would find another auditor. Randall stated that SSSRA is running a fund balance against districts who have decreasing dollars and suggested that SSSRA do a five year projection that should show cash flow. Porter reminded the Board that over the past five years, their property values have collectively declined 16%, 8%, 7%, 5% and 2%, respectively.

14 Page 14 X. Financial Report C Audit (continued) The association is receiving almost $500,000 less in tax dollars than five years ago and the association is operating a deficit budget every year. Porter mentioned that the association is fortunate to have a fund balance. Porter also mentioned that some SRA s are in very serious financial situations where they need to go back and ask their members for more money. Porter mentioned that the agency pays for 100% of Inclusion costs and SSSRA is the only SRA that pays 100% of Inclusion costs. Randall suggested that the agency bid on the auditor. Randall stated that he would like a review of the bid document itself by Ancel Glink to make sure that the audit is completed properly. Randall also mentioned to have Ancel Glink provide the provision within the RFP s so that the association makes sure the audit is in compliance. Chevalier called for a Motion to accept the Audit Report. A Motion was made by Denise Will and seconded by Joseph Bertrand to accept the Audit Report as presented. A roll call vote was taken: Country Club Hills absent Lan-Oak Yes Park Forest absent Frankfort Square abstained Matteson Yes Richton Park absent Hazel Crest Yes Oak Forest Yes Tinley Park Yes Homewood-Flossmoor Yes Olympia Fields Yes The Motion was approved unanimously by those present XI. Executive Session The regular Board meeting concluded at 10:42 a.m. Chevalier asked for a Motion to go into Executive Session for the reason of discussing personnel. Joseph Bertrand made the Motion to go into Executive Session. Oralethea Davenport seconded the Motion. Executive Session ended at 11:38 a.m. *Next Meeting: Thursday, February 23, 2017