1 P age Allegany County Community Opportunities and Rural Development, Inc. Board of Directors Meeting Minutes Annual Board Meeting Monday, April 23, 2018 @ 4:30 P.M. Administrative Office Building 84 Schuyler Street Belmont, New York Our Mission: As a Community Action Agency, we believe in the strength, dignity, and potential of all people. We offer access to opportunities, resources, and services to strengthen individuals, families and communities. We are committed to improving the community s response to rural poverty and giving a voice to the unheard. Board Members Present: Carrie Whitwood, President Debra Miller, Director Vicki Grant, Director Reita Sobeck-Lynch, Director Crystal Sallazzo, Secretary/Treasurer Joseph Damiano, Director Board Members Absent: Joanne LaForge, Director Shannon Green, Director Guests Present: Lesley Gooch-Christman, Executive Director (ACCORD) Tim Mahoney, Comptroller (ACCORD) Ashley Elias, Data & QI Manager (ACCORD) Lynn Langworthy, Head Start Director (ACCORD) Trina LaFleur, Meeting Minutes (ACCORD) Bernie Riley, Vice President A. COMMENCEMENT OF MEETING -Board Training-Community Action Plan/Strategic Planning (see sign-in sheets and Power Point slides) A1. Call to Order / Roll Call / Quorum The monthly meeting of the ACCORD Board of Directors was called to order at 4:35 P.M. by President Whitwood. With six (6) currently seated Directors present, the meeting was quorate. A2. Approval of the Agenda President Whitwood presented the meeting agenda and, upon MOTION [Miller], SECOND [Grant], there being no further discussion and motion unanimously carried, the same was approved without amendment. MOTION: Grant A3. Conflict of Interest Disclosures There were no existing or potential conflicts of interest disclosed. A4. Resolution No. 23-2018: Appointment of Clerk of the Board
2 P age Lesley Gooch Christman, Executive Director proposed that she named Clerk of the Board in the interim until the new Executive Operations Manager is in place. RESOLVED, that the Board of Directors of ACCORD will hereby accept Executive Director, Lesley Gooch- Christman s appointment as Interim Clerk of the Board. MOTION: Lynch B. REPORTS B1. Finance Reports (March 2018) Tim Mahoney, Comptroller a) ACCORD Financial Reports Comptroller Mahoney reported that the Corporation s current ratio remains below one at point ninety eight (0.98), noting that the Corporation s income for the month of March 2018 was below average, which impacted said ratio. Comptroller Mahoney also reported that the Corporation s reserve fund balance is decreasing due to delayed time of receivables coming in for our Housing Programs which impacts the line of credit interest payments. Comptroller Mahoney further reported that we are currently waiting for over $200,000in receivables; $140,000 of which is for our Housing Programs. Comptroller Mahoney relayed outgoing expenses versus incoming payments. Housing completes larger projects and money coming in is taking longer than normal due to volume. Ideally money coming in equates to money going out. Executive Director, Christman discussed staffing situation that delayed projects and funding. Now that we have consistent staffing and are continuing to bill for receipt of funding we will be in a better position. President Whitwood inquired about our strategy to increase our reserve funds and lessen the impact to Indirect. Comptroller Mahoney outlined the reduction to Administrative hours and assured the Board that this is a positive step toward alleviating the stressed indirect budget. Comptroller Mahoney continued to provide a thorough overview of the detailed Finance Report. b) Genesee Valley Improvement Corporation Financial Report Comptroller Mahoney thoroughly reviewed the detailed Finance Report for GVIC, noting no concerns. c) Major Programs Financial Reports Comptroller Mahoney reviewed the Major Programs Finance Report, noting that final entries have been made for the Head Start program closeout. d) Employee Accrued Leave Time Balance Report Comptroller Mahoney reported that there has been conservative leave usage over the first month of the fiscal year. e) Credit Card Statements and Summaries Comptroller Mahoney thoroughly reviewed the corporate credit statements, noting that the majority of the charges related to FBI background clearances for new Head Start program staff, a Housing Choice Voucher Specialist certification for the new Housing Counselor, and a software application Ralph Wilson Grant supplies. f) Line of Credit Activity Report Comptroller Mahoney gave a thorough report on the agency Line of Credit balance (See financial reports located in Board Packet). g) Resolution No. 22--2018: Authorization to Enter Into Lease Agreement with Chrysler Capitol
3 P age RESOLVED, that the ACCORD Board of Directors does hereby approve and adopt Resolution No. 22-2018 Authorization to Enter into Lease Agreement with Chrysler Capitol. MOTION: Grant h) Resolution No. 24-2018: Authorization to Execute the Engagement Letter and Audit Contract Executive Director Christman formally invited the Board to engage in the ACCORD Audit Entrance Conference scheduled for 5/7/2018. 24-2018. Authorization to Execute the Engagement Letter and Audit Contract B2. Head Start Policy Council Report Shannon Green, Head Start Policy Council Liaison L. Langworthy provided the report in S. Green s absence. a) Enrollment Report/Summary (see section 3, pages 34-36 in BOD packet) L. Langworthy reported that there has been a decrease in enrollment at the Wellsville Center. L. Langworthy further reported that a conference call is scheduled with the Office of Head Start on 4/25/2018 to discuss enrollment concerns. L. Langworthy will report the outcome of the conversation as well as any action steps at the next Board Meeting. b) ERSEA L. Langworthy reported that staff is implementing concerted and creative outreach activities to promote the Head Start Program and to increase enrollment (see report in BOD packet, section 3, pages 37-40). c) In-Kind Report Head Start Program Early Head Start Program: L. Langworthy gave a thorough report of Head Start In-Kind and overviewed the data/reports found in BOD packets (section 3, page 41). d) Attendance Report L. Langworthy reported on attendance. She reported that each Board Member had completed the survey for the Head Start Self-Assessment. Attendance has been indicated as an area for improvement and the program is utilizing various strategies to address this area. (see section 3, pg. 42 of Board Packet for further documentation) e) Secretary of Health and Human Services/Office of Head Start Updates and Memorandum i. Key Staff (Director) Lynn Langworthy has officially been approved as the Head Start Director f) Resolution No. 25-2018 Approval of School Readiness Reports: Fall/Winter Checkpoint Analysis Head Start Director provided a detailed report and analysis of child school readiness (see section 3, pg. 49 in BOD packet). She reported that 90% of children will meet/exceed in each domain with the exception of language. This information is based on comparative data (compares children to other children in the same age range). Lynn shared graphs/visuals to guide discussion. She hypothesizes that there may be a variance in results as the assessment will move from physical observation to computerized analysis. Child outcome data was reviewed, CLASS results and Environmental results will be utilized to develop focus areas and provide additional information to the Board.
4 P age 25-2018 Approval of School Readiness Reports. g) Resolution No. 26-2018 Approval and Adoption of Head Start Policy Council By Laws Amendments Head Start Director Langworthy reported there are no fundamental changes to the bi-laws. The change proposed will allow both Early Head Start parents to engage in Policy Council by blending services. There would be no change to the number of representatives; the change would not separate out Head Start from Early Head Start. 25-2018 Approval of School Readiness Reports. MOTION: Sallazo h) Resolution No. 27-2018 Approval to Engage in Partnership with the University of Buffalo Smiles Program Head Start Director Langworthy would like to contract with UB Smiles to incorporate a more comprehensive approach to dental services for Head Start Children. This program will allow more extensive dental interventions which will complement our existing services. (See section 3, pg60/proposal: section 3. Pages 61-61) 26-Approval to Engage in Partnership with the University of Buffalo Smiles Program. MOTION: Salazzo i) Resolution No. 28-2018 Approval of Corrective Action Plan to Address Monitoring Area of Non-Compliance (See section 3, pg. 63) Head Start Director Langworthy reported on the finding as a result of our Head Start Federal Review. She provided Board members with a Plan of Corrective Action that will include additional Board Training. 29-2018 Approval of Corrective Action Plan to Address Monitoring Area of Non-Compliance. j) Resolution No. 29-2018 Approval to Change Head Start Data Management System Director Langworthy proposed that due to systems issues with CAP60 Head Start revert to Child Plus to run reports, compile data and report outcomes. Director Langworthy reported that CAP60 would still be utilized as an agency and that due to the specific requirements of Head Start having HS/EHS programs move to Child Plus will streamline efficiency in data analysis.
5 P age 29-Approval to Change Head Start Data Management System. B3. Executive Director s Report Lesley Gooch-Christman, Executive Director Community Services Block Grant Fiscal Monitoring Review Finding Executive Director Christman reported that ACCORD received a CSBG review finding in regards to checks and balance for bank statement reconciliations. Executive Christman assured the Board that with additional staffing support in Human Resources and a new Accounts manager this issue has been resolved and no further findings will ensue. Compensation Structure Analysis Update (see section 4 pages 65-66 in BOD packets) Executive Director Christman reported that we are continue to analyze and discuss various strategy to address upcoming changes to minimum wage and minimum base salary requirements Technology Executive Director Christman reported on agency technology. Legal Update/Risk Management We are working on a policy to have cameras in classrooms for safety purposes. Our agency attorney will review draft policy and provide recommendations prior to bringing to the Board for approval. B4. Genesee Valley Improvement Corporation Report No discussion held. B5. Agency Committees, Programs and Services Reports The Directors noted that they had reviewed the Agency Committees and Programs and Services Reports. No concerns were noted by the Directors. a) Customer Satisfaction Report to the Board-Human Resources Benefit Fair Survey Information reviewed by Directors and found in Board packet section 4, pages 67-72). b) Annual Resolution No. 10-2018: Approval of Child Care Resource and Referral Program B6. Human Resources Committee Report-Carrie Whitwood, Acting Committee Chairperson a) Board Member and Officers Job Descriptions (section 5, page 92) Committee met on 4/3/2018 to review BOD Job Description and information is outlined in the BOD packet. b) Individual Board Member Self-Evaluation Format/Process/Timeline (see section 5, pages 89-91) Board discussed the completion of self-assessments and agreed that they should be completed at the end of a member s term.
6 P age c) Resolution No. 30-2018 Committee Appointments (See section 5, pg. 92) Joanne L. elected as BOD official. Town of Wellsville isn t recommending her for the ACCORD Board. Lesley attempted to contact the Town Supervisor to have a meeting to explain our BOD process. Lesley had not heard back and today Joanne contacted Lesley to state that she was not selected to be on the Board. It is up to the ACCORD Board whether to accept the denial or move to have another organization appoint her. Director Damiano thinks that we should get another elected official to appoint Joanne. Committee moved to have Kurt Crandall/another official to appoint Joanne LaForge to the BOD as an elected official representative. BOD agreed that we need to discuss this matter with the Village Wellsville Board to gather more information and to make an informed decision as to how to move forward/proceed. Lesley will send information to BOD. Tabled, that ACCORD Board of Directors does hereby table and revisit Resolution No. 30-2018 Committee Appointments. d) Divisional Staffing Structures Division Structures were reviewed and are updated (see section 5, pages 93) e) Recommendations of Changes to ACCORD Service Award Eligibility Criteria and Nominating Process Board discussed the Service Award process. To date we have received one nomination. The Board HR Committee will discuss ideas and present ideas to the Board for future Service Award distribution (process, nominations and selection) f) Recommendation for Changes to the Content of Board Meeting Materials Board of Directors reviewed information. A conversation regarding Board materials and opportunities to streamline our systems ensued. The BOD stated that the information provided to them is quite lengthy (105 pages this month). Suggestions were made as to streamlining data, having Directors only submit reports that go to other funding sources, possibility of Directors submitting data analysis reports only or providing quarterly updates, and identifying what is truly essential in Board Packets. The Board discussed focusing on significant issues and outcomes. Executive Director Christman indicated that the ROMA Committee has also been looking at ways to streamline data and information that is submitted in reports. The Board moved to make recommendations for change at the next monthly BOD Meeting in May (5/21/2018). B7. Approval and Acceptance of Reports Upon MOTION [LAFORGE], SECOND [GRANT], there being no further discussion and motion unanimously carried, all reports were approved and accepted by the board. MOTION: Grant ABSENT/EXCUSED: LaForge, Greene, Riley C. NEW BUSINESS C1. Resolution No. 31-2018 Acceptance of Resignation of Director Green The Board discussed recruitment and selection to replace Director Green in June. Head Start Director has leads as to prospective candidates.
7 P age 31-2018 Acceptance of Resignation of Director Green. MOTION: Lynch C2. Planning Committee Executive Director Christman will send out dates to convene the Planning Committee to engage in additional steps toward Strategic Planning. D. Old Business D1. Annual Resolution No. 06-2018 Approval and Adoption of Accounting and Finance Policies Board agreed to table this until the next BOD Meeting 5/21/2018. TABLED, t ACCORD Board of Directors does hereby table Resolution No. 06-2018 Approval and Adoption of Accounting and Finance Policies. MOTION: Lynch D2. Resolution No. 08-2018 Approval to Reduce and Convert Funded Head Start Enrollment Slots Head Start is no longer reducing/converting enrollment slots. Board of Directors agrees to remove this from Board review. REMOVED: ACCORD Board of Directors does hereby table Resolution No. 06-2018 Approval and Adoption of Accounting and Finance Policies. MOTION: Lynch E. Resource Development E1. Proposed/Submitted Funding Applications No new funding applications submitted E2. Successful/Awarded Funding Applications None noted E3. Unsuccessful Funding Applications None noted
8 P age E4. Funding Contracts Renewal ACCORD was not selected for the next round of funding for RESTORE. We will continue to spend out our current contract. F. CORRESPONDENCE/PUBLIC RELATIONS a) Staff Kudos to the Business and Community Development Division s Entrepreneurial Assistant Program s award for Outstanding Service and Commitment. Your hard work and commitment is a testament to the mission/vision/values of ACCORD b) Head Start reverting to Child Plus The board was in consensus that it was in the best interest of the program and agency to move toward a more effective data system for Head Start reporting. F2. Upcoming Agency Events The board reviewed upcoming agency events. F. GOOD OF THE ORDER No discussion held. G. ADJOURNMENT G1. Next Meeting Date: Monday, May 21, 2018 @ 4:30 p.m. *Action Only Meeting* H2. Adjournment There being no further business to come before this board and, upon MOTION [Miller], SECOND [Lynch], there being no further discussion and motion unanimously carried, this meeting was adjourned at 6:15 p.m. A Strategic Planning session was held following the adjournment of the Board of Directors Meeting. The Board began the SWOT analysis process and identified strengths, weakness, opportunities, and threats to the agency. The HR Planning Committee will meet in May to further discuss strategic planning. Respectfully Submitted, Lesley Gooch-Christman Clerk of the Board