Community Enrichment Corporation

Michigan City Community Enrichment Corporation EOC, Lower Level City Hall Regular Meeting Minutes: July 12, 2017, 6:00 p.m. Call to Order: The meeting was called to order by Vice President Jack Elia at 6:02 p.m. Roll Call: Present – Vice President Jack Elia, Secretary/Treasurer Steve Janus, George Kazmierczak, Jo Ann Engquist, David McCray, Jack Van Etten, Chris Carter and Sue Webster. Board President Ron Miller was absent. Attorney Jennifer Koethe was also present. Quorum was met. Approval of June 14, 2017 Regular Meeting Minutes: Jo Ann Engquist moved the Minutes be approved as read, Chris Carter seconded. All in favor. Motion passes. Claims: Three claims were submitted. Steve Janus read the claims: Jennifer Koethe, Legal Services Provided for Second Quarter, 2017 totaling $866.66, Blue Chip Casino, Hotel and Spa, $4,037.04 for the March 22, 2017 Banquet and Sue Webster, $220.00 for administrative duties dated July 12, 2017. George Kazmierczak moved to pay all three claims, seconded by Jack Van Etten. All in favor. Motion passes. Financial Statement: Steve Janus presented the Financial Statement for June 1, 2017 thru June 30, 2017. Starting balance was $33,222.49. Ending balance was $29,228.44. George Kazmierczak moved to accept the Financial Statements as read, Jack Van Etten seconded. All in favor. Motion passes. Steve Janus received a check for $1,000.00 from the Footlight Players, Inc. It was returned to the MCCEC for a grant award for the 2017/2018 Grant Cycle for a Youth Workshop they had planned to present this summer but will not be able to present the workshop. Attorney Update: Attorney Koethe reported that she contacted two organizations regarding outstanding Quarterly Reports for the 2016/2017 Grant Cycle. The NW Paddling Association had received $2,000.00 in the last grant cycle and had not submitted the December or March Quarterly Reports. Dan Plath apologized and said there was a misunderstanding as to who would be filing the report and no one did. The March Quarterly Report was filed with copies of payroll for the $2,000.00. The St. Stanislaus Kostka School had an outstanding amount of $1,150.00 in Expenses not listed on the March Quarterly Report. They had presented payroll for the outstanding amount however had to also input the Expenses on the report. This was completed. Attorney Koethe also mentioned to the Board that she was told while at the Courthouse earlier in the week that the Michiana Resources is no longer sponsoring the Guardianship Program. They have an outstanding balance on this year’s grant award. George Kazmierczak moved that the Board contact Director Bill Trowbridge of Michiana Resources for the status of the Guardianship program. Seconded by David McCray. Sue Webster will contact Mr. Trowbridge and keep Board President Ron Miller apprised of the status. New Business: None Old Business: Site Visits were discussed by the Board . Jo Ann Engquist said she did not think Site Visits to the Summer Camp programs would work for this Board. Three people had volunteered for at least two to attend each Site Visit. Jo Ann felt that unless every Board member went it wouldn’t work. Sue Webster suggested we try to go on Site Visits to some other organizations later in the year. Attorney Koethe reminded the Board that the entire Board cannot go on Site Visits together. Different ideas were discussed by Board Members to perform Site Visits. Since the Summer Camp programs had been discussed by the Board several times and those Site Visits did not happen, Sue Webster presented the Narratives from the Quarterly Reports to the Board Members for a better understanding of the programs that the organizations provide with our grant awards. Narratives were presented from the Boys and Girls Club, Imagination Station Child Development Center, the North Central Community Action Agencies, Inc, and the Salvation Army. No narratives were received from the Ivy Tech Summer Camp Program or the Barker Woods Enrichment Center Summer Camp program. The Quarterly Report Forms were discussed by the Boards Members. Five agencies have not submitted their June Quarterly Reports. They are Festival Players Guild, Porter Starke Services Foundation, Ivy Tech Community College, Parent’s Council for Children, Early Childhood Education Grant and Junior Achievement. The two Quarterly Reports from NCCAA for the Vision and Wheelchair Ramp program could not be submitted on line because the Grant Applications were submitted by the Catholic Charities. The same Individual who submitted the grant applications for the Catholic Charities now works at NCCAA. At Mr. Szawara’s request, the grants would like to get new emails and passwords changing access from the Catholic Charities to the NCCAA. Catalyst Marketing was contacted and copies of the emails were presented to the Board. This cannot be done with the present program that we have and the program will need to be upgraded. George Kazmierczak moved to invite Scott and Kim Wills of Catalyst Marketing come to our August Board Meeting to explain the process in greater detail to the Board. Seconded by Steve Janus. All in favor, motion passes. Mr. Szawara gave Sue Webster paper copies of their June Quarterly Reports and will submit them on line when possible. The Quarterly Report was opened for the Barker Woods Summer Camp program because of the statement that Expenses for May and June will be submitted in the next Quarterly Report. The Board was ok with this. The SSAA Quarterly Reports for March and June were reopened because the same receipt from Hobby Lobby was submitted on both reports. There were also some other issues the Board discussed regarding the narrative for the March report. Jack Van Etten moved that Attorney Koethe contact Matt Kubik, former Board President of the SSAA regarding the receipt for $375.60. Seconded by David McCray. All in favor, Motion passes. The Board approved the June report filed by Anneke Dekker. George Kazmierczak moved that Sue send her an email telling her the Board approved the spreadsheet she submitted. Second by Steve Janus. Anneke will need to send a check of the remaining $1,124.40 unspent from the Grant Award for this grant cycle. The Gift of Warmth Quarterly Report for Salvation Army was discussed. Included in their Quarterly Report was $2,311.95 for their Office Manager which had been earned in the first three months of 2017. Sue Webster will unlock their report so that this expense can be removed from their expenses for this grant cycle. The Open Door Community Alliance Medication Assistance Program Quarterly Report was opened for the Board to review. There was an expense for $577.14 that was dated including payments from Oct. 7, 2015 thru March 16, 2017 included in their report. The Board discussed that this list of expenses were too old to include in our current grant cycle report. Sue Webster will unlock their report and contact them to remove this item from their report. BOARD COMMENTS: The Washington Park Zoo was going to attend our August 9th meeting to present their annual report to our Board for the $100,000.00 Grant Award they receive from us. Since Catalyst Marketing will be attending our meeting we will postpone the Zoo representative until the September Board Meeting however Steve Janus will still present them with their check in August. Next Regular Meeting: August 9th 2017 at 6:00 pm in the Mayor’s Conference Room. Adjournment: Jack Van Etten moved to adjourn, seconded by Chris Carter. All in favor. Meeting adjourned at 8:10 pm. Minutes recorded by: Sue Webster