Community Enrichment Corporation

Michigan City Community Enrichment Corporation EOC — Michigan City, City Hall Regular Meeting Minutes July 11, 2018 Call to Order: The meeting was called to order by Vice President George Kazmierczak at 5:03 p.m. Roll Call: Present — Vice President George Kazmierczak, Secretary/Treasurer Steve Janus, Jack Van Etten, Jo Ann Engquist, David McCray and Sue Webster. President Ron Miller and Chris Carter were absent. Attorney Jennifer Koethe was also present. A quorum was reached. Stephanie Oberlie and John Weithers of the Harbour Trust and InvestmentManagement Company appeared before the Board and presented those in attendance with a “Managing Your Wealth, Securing Your Future” Progam which included an Agenda, a Fixed Income Maturity Ladder, an Account Holdings with TaxLot dated July 11, 2018, and an Account Profile. A Fee Review dated June 12, 2018 had been presented to the Board at our June Board Meeting. A review of all documents were presented to the Board and various questions were asked and answered. After the presentation Ms. Oberlie and Mr. Weithers left the Board Meeting. Approval of Minutes: Minutes of the June 13th Board Meeting Minutes were emailed to the Board Members on July 8, 2018. When reviewing the Minutes Administrative Assistant Sue Webster made two changes regarding the Board Comments and Next Board Meeting statement and presented the Board with copies of those Minutes. The original Minutes emailed to the Board were the correct Minutes and Jo Ann Engquist moved to accept those Board Minutes, with the corrections from the minutes distributed by paper to the Board, seconded by Jack Van Etten. All in favor of the original Minutes. Motion passes. Financial Statement: Secretary/Treasurer Steve Janus presented the June Financial Statement. Previous beginning balance was $24,492.92. Disbursements totaled $50.00 for Administrative Expences and $210.00 for Susan Webster as Administrative Assistant. A Grant Award reimbursement check for $224.00 was depositited. Total Investment Income was $33.91. Current balance is $24,488.28. Jack Van Etten moved to approve the Financial Statement. Sue Webster seconded. All in favor. Motion carries. Claims: George Kazmierczak presented three invoices for payment. Administrative Assistant Susan Webster's July Invoice for $240.00. Steve Janus moved to pay the claim. Jo Ann Engquist and David McCray seconded. All in favor. Motion carries. Attorney Jennifer Koethe’s 2nd Quarter Invoice of $1866.66 was presented, Steve Janus moved to pay the claim, seconded by Jack Van Etten, Motion carries. Also presented was The Catalyst Marketing Invoice dated June 8, 2018 for $510.00. Jack Van Etten moved to pay the claim, seconded by Steve Janus, all in favor. Motiion carries. 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 reviewed the Catalyst Marketing contract with the MCCEC regarding storage of our Grant Application files and the Quarterly Reports program. There is a limit of 50 GB. The files we have in storage are already presenting a memory storage problem. The Board discussed separate storage options and Ms. Koethe will contact Catalyst Marketing on behalf of the Board to see whether grant applications and quarterly reports older than 1 year can be moved to backup storage of some kind. We need to store at least 7 years of files, but would preferably want to keep 10 years of files. Any files older than 10 years can be deleted. Ms. Koethe also read the thank you letter to Jack Elia for his service on the MCCEC Board. It was emailed to Jack Mayor Ron Meer, City Council President Don Przybylinski and the General Manager of the Blue Chip. New Business: MCCEC received Form 990PF from the IRS approving our Form 8868, Application for Extension of Time to File an Exemption Orgranization Return. Our new due date is November 15, 2018. A Funding Usage Request was received from HealthLinc, Inc. regarding their grant award received in March 2018. They purchased nebulizers and asthma medication for children for $2500.00 which was requested in their grant application. They requested being able to use the remaining $300.00 of their grant award for “spacers” which will slow down the medicine delivered from the inhaler. These spacers cost $8.31 each. Steve Janus moved to approve this change in the grant award, seconded by Jo Ann Engquist. All in favor. Sue Webster will email HealthLinc, Inc. regarding the approval. Old Business: At our June 2018 Board Meeting the Board gave approval to Dunebrook, Inc. to change the name of the program receiving our grant award of $20,000.00 for the current grant cycle. That program has evolved into the Community Partners for Child Safety Program. When Sue Webster contacted Catalyst Marketing to change the name in our grant award computer program we were told that with the current administrative system we cannot make any changes to a grant application. The Board discussed options and requested Attorney Koethe to contact Dunebrook, Inc. and have them sign a new Grant Award Contract with the new program name. The Quarterly Reports will need to be submitted with the previous program name, “ Dunebrook Nurturing Programming”. Quarterly Reports Update: Three organizations have not submitted their June 30, 2018 Quarterly Reports, Friends of Barker Civic Center, LaPorte County Symphony Orchestra and the Michiana Marines Toys for Tots. Five organizations had to have their grant reports re-opened for minor errors. Two organizations were opened for the Board to see specific items of note but were not re-opened. One Grant Report was discussed at our June Meeting, was re-opened by Sue Webster but we have not heard from them regarding the submitted documents as of yet. Three Grant Reports were opened for the Board to discuss issues with submitted documents. Salvation Army Grant #248, Gift of Warmth Program submitted two payroll expenses which were dated during the previous grant cycle. The Board discussed and one can be re-submitted for the dates of March 27, 2018 thru March 31st of the payroll cycle so they may enter a partial payment of the payroll for this grant cycle. Sue Webster will contact them to remove these two items. Salvation Army Grant #250 for the Food Pantry submitted two items in their expenses which were not included in their narrative for a total of $738.25. Sue Webster will contact them regarding the removal of these two expenses from the June Quarterly Report. Salvation Army Grant #172 for the Men’s Shelter Quarterly Report for March 31, 2018 was reopened for the 2nd time for corrections for unauthorized expenses. There are still 3 errors submitted incorrectly, one Liability Insurance statement and two Michigan City Water and Sanitation bills for July and August of 2017. The wages included will also need to be reviewed and Sue Webster will contact them regarding the discrepancies. On June 28th, 2018, Jessica O’Brien sent an email to the MCCEC Board regarding this matter. She stated that they had no further expenses to report for this grant award and has requested that the Divisional Headquarters for the Salvation Army issue a refund of $3,680.87 to the MCCEC for the unspent grant award. With these additional errors in the report they may need to request another refund check for this grant award. Board Comments: Board Member David McCray apologized to the Board for missing occasional meetings due to his work schedule. We discussed that we realize he has taken some vacation days to be able to attend Board Meetings and that he needs to continue attending as many as he can. Next Board Meeting: Wednesday, August 8, 2018 at 5:00 p.m. Meeting will be held in the Mayor’s Conference Room. The Washington Park Zoo will be represented to present their yearly program update and will receive their Grant Award of $100,000.00 at the meeting. Adjournment: Meeting adjourned at 6:50 p.m.