Community Enrichment Corporation

Michigan City Community Enrichment Corporation EOC, Lower Level City Hall Regular Meeting Minutes: May 11, 2016 at 6:00 P.M. Call to Order: The meeting was called to order by President Sue Webster at 6:05 P.M. Roll Call: Present – President Susan Webster, Vice President Ron Miller, Jack Elia, George Kazmierczak, Chris Carter, JoAnn Engquist, David McKay, Attorney Jennifer Koethe, and Administrative Assistant Jan Chamberlin. Excused (on vacation): Secretary/Treasurer Steve Janus and Jack VanEtten. Quorum was reached. Mayor Meer appointed the newest MCCEC Board meeting. David McCray was welcomed to the Board. Jan Chamberlin announced that she is resigning as Administrative Assistant effective May 31. She was presented with a plant and card in appreciation. A search will begin for a replacement. Sue Webster has someone in mind. The Board wants this potential candidate approached; the same salary that Jan was paid will be offered. Approval of April 13, 2016 Meeting Minutes: A change was made: “Board Members bringing a guest to the Annual Awards Banquet should make a reservation and pay for said guest.” George Kazmierczak motioned to include the 2015-16 Quarterly Reports as an appendage to the April minutes. Jack Elia seconded. All in favor. JoAnn Engquist motioned to approve the minutes as corrected. George Kazmierczak seconded. All in favor; motion carried. Jan Chamberlin will submit the final minutes to the City Clerk’s office for filing, and to Catalyst Marketing for online publication. Claims:  Jan Chamberlin: $230 for services in April. George Kazmierczak motioned to pay, Ron Miller seconded; all in favor. Financial Statement: Due to Steve Janus’ absence, George Kazmierczak reported on the statement of account from Harbour Trust. The past balance was $44,145.08. The current balance is $28,927.97. Safe Harbor sent 2 checks of the same amount. Sue Webster will check into this. George Kazmierczak motioned to accept receipt of data subject to clarification. Ron Miller seconded. All in favor; motion carried Attorney Update: Bylaws: Jennifer Koethe prepared two similar documents for a decision by the Board. The title is FIRST AMENDMENT TO THE BYLAWS OF THE MICHIGAN CITY COMMUNITY ENRICHMENT CORPORATION (AN INDIANA NOT-FOR-PROFIT FOUNDATIOIN) The document addressed several proposed changes. George Kazmierczak motioned to accept the amendment changes; in addition, change to April 1st as the date Board appointments are to be made. Ron Miller seconded. All in favor; motion carried. Jennifer also presented a copy of a letter that will be sent to Mayor Meer and the City Attorney. April 1st will be included as a change. Ron Miller motioned to approve and send the letter as amended, and to forward a copy to the Board of Works. Jack Elia seconded. All in favor; motion approved. All members present signed the document. Old Business:  Final Quarterly Reports – Jan Chamberlin reported that all reports are accounted for, only one check for excess funds from Barker School has not arrived. It was mailed out today. This report will be added as an appendage to last month’s minutes, per motion above.  Online Grant Reporting Forms: Jan emailed all 2016-2017 grantees to clarify the deadlines for this year’s online quarterly reporting. She also advised them that there will be no more reminders. One grantee needed assistance as he lost his password and couldn’t remember what email addresses he’d used. Two agencies have already completed their June quarterly reports with success, so we know it works.  On Line Grant Application change suggestions. Jan compiled a list of possible changes to next year’s online application from the grantee surveys and from her experience of issues during last year’s process. She passed out this list, a discussion followed. George Kazmierczak suggested we may want to have a “frequently asked questions” section or page. Sue Webster will contact Scott Wills from Catalyst Marketing to get a quote for these various changes. In June, the Board will make final decisions on any changes, if deemed affordable and/or necessary. Jan’s report is as follows:  Results of grantee survey: Out of 22 responders, 18 loved the process, 5 indicated it was “okay”, and 0 disliked it.  15 requested more space to answer the narrative questions. Several of these specifically mentioned possibly increasing the word amount rather than the characters. (the current is 650 characters) Note: one survey felt there was enough space for the narrative questions; stated it allowed her to gather her thoughts in a concise manner.  2 asked if they could receive an automatic response as they submit each application  5 indicated it would be easier if they could use one email and password for all their applications. Scott indicated last fall that this would be a major change (expensive for us). Maybe we could simply be clearer in the instructions, telling them upfront of this requirement to use different emails and passwords for each. I also recommend the instructions advise them to write these down somewhere so they don’t have difficulty with getting in for quarterly reports.  Can we allow them to view and print their submitted applications? This isn’t currently possible. This was asked 2 times in the survey, and twice by phone calls.   One comment that there was a “lack of knowledge” that the application was online.  One comment and one phone prior to the deadline asked to be allowed to download letters of support.  4 commented that it would be great if we have the quarterly reports online (solved )  One wanted the comment section to NOT be mandatory  Miscellaneous comment per Jan’s experiences: The “exemption in force” statement was confusing to at least 4 applicants who asked for clarification. Maybe we could use clearer instructions for all the docs? New Business: none Board Comments: none Next Regular Meeting – Wednesday, June 8, 2016 at 6:00 p.m. in the Mayor’s West Conference Room. Motion to Adjourn: Ron Miller motioned to adjourn, Jack Elia 2nd. All in favor. President Sue Webster adjourned the meeting at 8:05 P.M. Minutes recorded by: Jan Chamberlin