Community Enrichment Corporation

Michigan City Community Enrichment Corporation Mayor's Conference Room — Michigan City, City Hall Regular Meeting Minutes June 13, 2018 Call to Order: The meeting was called to order by President Ron Miller at 5:05 p.m. Roll Call: Present — President Ron Miller, Secretary/Treasurer Steve Janus, Jack Van Etten, George Kazmierczak, Jo Ann Engquist, Chris Carter and Sue Webster. David McCray was absent. Attorney Jennifer Koethe was also present. A quorum was reached. Jessica O’Brien of the Salvation Army appeared before the Board to discuss three invoices that were submitted in the March 2018 Quarterly Report for the Men’s Shelter Program. The items totaled $8,694.61 and were not items that were listed in their Grant Application. The Board asked questions regarding the invoices submitted and Jessica discussed why she felt they should be included as submitted. The March Quartlerly Report has been opened for her to submit other invoices that are included in their application request. Ms. O’Brien then left the Board Meeting. Approval of Minutes: At the May 9th Board Meeting Jo Ann Engquist abstained on approving the Minutes for the April 11, 2018 meeting since she did not attend the meeting and there were not enough votes to approve the Minutes. George Kazmierczak moved the April Minutes be approved as read, seconded by Jack Van Etten. All in favor, with the exception of Jo Ann Engquist who again abstained. Motion carries. George Kazmierczak moved to approve the May Minutes, Jo Ann Enquist seconded the motion and Steve Janus abstained, as he was not present at the meeting. Motion carries. Minutes approved. Financial Statement: Secretary/Treasurer Steve Janus presented the May Financial Statement. Previous beginning balance was $24,539.00 Disbursements totaled $70.00 for Administrative Expences Current balance is $24,492.92. George Kazmierczak moved to approve the Financial Statement. Sue Webster and Jack Van Etten seconded. All in favor. Motion carries. Steve Janus received a check for $224.00 from Barker Middle School for their “Microscoe Mania” project. They were awarded $5,000.00 for the project and only spent $4776.00. Steve Janus presented the Board Members with a Fee Review prepared by the Harbour Trust & Investment Management Company on June 12, 2018. Two representatives from Harbour Trust will appear at our July 11th Board Meeting to discuss the services provided to our Board. Claims: Steve Janus presented Administrative Assistant Susan Webster's claim for $150.00. Steve Janus moved to pay the claim. George Kazmierczak seconded. All in favor. Motion carries. The claim for Susan Webster, Administrative Assistant presented at the May 9th Board Meeting for $60.00 had been approved but only one officer was present at the meeting so it was not paid. It will be paid along with the June Invoice. It was also mentioned that the Washington Park Zoo will receive their check of $100,000.00 at the August Board Meeting. Attorney Update: Attorney Koethe advised the Board that she had responded to Harbour Trust’s inquiry that the Board did not need assistance in preparing the annual LDA Report, as it had already been submitted. New Business: Ron Miller read the email that former Board Vice President Jack Elia submitted to Mayor Ron Meer. As of May 30, 2018 he resigned from the Board and has been transferred to another property owned by Boyd Gaming. Attorney Koethe called for the election for the new Vice President to replace Jack Elia. Sue Webser nominated George Kazmierczak, Jo Ann Engquist seconded. All in favor, motion carries. George accepted the position. The next Election of Officers for the MCCEC Board will be at the April 2019 Board Meeting. Sue Webster will prepare an Officer’s Resolution for Ron Miller to sign in front of a Notary and deliver to Harbour Trust. The Board requested that Attorney Koethe prepare a thank you letter to Jack Elia for his service on the MCCEC Board. She will prepare the letter and email it to Jack, Mayor Ron Meer, the Blue Chip and the City Council. Youth Services Bureau contacted the MCCEC Board that their organization name will change from Youth Services Bureau Big Brothers Big Sisters of LaPorte County to Youth Services Bureau of LaPorte County effective June 1, 2018. All existing programs will remain the same. Old Business: The Director of Dunebrook, Inc. emailed the Board and copies were distributed to the Board Members. They had discussed this matter with the Board President Ron Miller, Administrative Assistant Sue Webster and the Board Attorney Jennifer Koethe previously. Dunebrook is changing the program Dunebrook Nurturing Parenting which had received a Grant Award of $20,000.00 for the current grant cycle. That program has evolved into the Community Partners for Child Safety Program. They are requesting the Board to let them use the funds awarded for the Nurturing Parenting program. George Kazmierczak moved to allow this request, seconded by Jack Van Etten. All in favor. Quarterly Reports Update: The Board discussed how to proceed regarding the Salvation Army’s request for the Men’s Shelter invoices when Jessica O’Brien presented her case to the Board. Jo Ann Engquist moved that they remove the three invoices submitted in the March 2018 Quarterly Report. Seconded by Jack Van Etten. Ms. O’Brien will be able to submit invoices not already submitted for the program to use the funds as long as they follow the guidelines of the grant application for the same grant cycle. The report is already unlocked so that she may submit the new report. Nine Quarterly Reports have been submitted for the June 2018 Quarter. One needs to be unlocked for a new organization who submitted documents that were not in their grant application. Sue will unlock their report and email them with directions on filing correct Quarterly Reports. Sue will contact Catalyst Marketing regarding changes that are needed in the grant reporting forms. George Kazmierczak moved that Sue could request the updates made if the cost would be under $50.00. If the costs would be more than that she will bring the quote to the next Board Meeting. Jack Van Etten seconded, all in favor, Motion passes. In March when the Quarterly Reports were being submitted for the end of the grant cycle some were rejected saying there were issues with the submission. When Sue spoke to Catalyst Marketing about the problems it was discovered that there was not enough memory in our system. Kim Wills deleted some unnecessary items and thinks that will temporarily provide enough space for the reports to be filed. All the Quarterly Reports were received as needed after Kim made the corrections. The Board discussed that we would want to keep these reports for ten years. Attorney Koethe will review their contract regarding storage for our necessary documents. Sue will check with Catalyst Marketing to see what options for storage we might have. Board Comments: George Kazmierczak thanked Ron for all he does in promoting our Board to the Community. Next Board Meeting: Wednesday, July 11, 2018 at 5:00 p.m. Meeting will be held in the EOC Room. The IT department will have a computer set up so we can reveiw any Quarterly Reports needed. Adjournment: Meeting adjourned at 6:20 p.m.