MIDDLE GEORGIA COMMUNITY ACTION AGENCY, INC

MIDDLE GEORGIA COMMUNITY ACTION AGENCY, INC.
BOARD OF DIRECTORS
MEETING MINUTES
March 19, 2015
The Middle Georgia Community Action Agency, Inc. Board of Directors met at 121
Prince Street, Warner Robins, Georgia on Thursday, March 19, 2015 at 6:00 p.m.
Mr. Sonny Watson, Chairman, called the meeting to order. Mr. Willie Shannon offered
the invocation. Mr. Watson asked for Board Member updates.
On motion by Mr. Tom McMichael, second by Mr. Jesse Hall, the minutes of the
January 15, 2015 board meeting were approved as submitted.
Mr. Willie Shannon, Personnel Committee Chairman, asked Executive Director Nancy
Smith to review proposed personnel policy revisions. A copy of the proposed revisions
was provided to each member and is made a part of these minutes.
On motion by Mr. Willie Shannon, second by Mr. Rodney Stewart, the proposed
revisions to Personnel Policies and Procedures, to include revisions to the Section 8.2
Compensation, Section 20 Substance Abuse and the addition of Section 15.5
Succession Plan for Executive Director, were approved.
No report from Planning or Human Rights Committees.
Finance Committee Chairman Hansel Morris reported that the finance committee had
met prior to the full board meeting to review the proposed revisions to the Fiscal
Management Procedures, the 2013 audit of the agency’s 403(b) Retirement Plan and
the retirement audit proposal for 2014. It was explained that the majority of the Fiscal
policy revisions were due to the new federal Uniform Administrative Regulations.
On recommendation by the Finance Committee, motion by Mr. Hansel Morris and
second by Mr. Tom McMichael, the Fiscal Management Procedures were approved as
submitted.
On recommendation by the Finance Committee, motion by Mr. Hansel Morris and
second by Mr. Tom McMichael, the 2013 audit of the Agency’s 403(b) Plan was
accepted as presented.
On recommendation by the Finance Committee, motion by Mr. Hansel Morris and
second by Mr. Tom McMichael, it was approved for Lisa Frick Szuhy, CPA, to perform
the independent audit of the agency’s 403(b) Plan for 2014.
Finance Committee Chairman Morris then asked Mr. Larry Southerland, Director of
Financial Operations, to review the financial narrative, income statement and balance
sheet for the period ending February 28, 2015 which are made a part of these minutes.
Mrs. Nancy Smith, Executive Director, using a Power Point presentation, gave a report
on the status of specific agency programs and the impact of funding decisions on
programs. Mrs. Smith provided the Board with a written report and a handout of the
Power Point presentation which are made a part of these minutes.
Mrs. Smith provided information on Weatherization and CSBG Contracts, the current
status of the 2014-15 Energy Assistance program and the Emergency Food and Shelter
program which has not yet opened.
Mrs. Smith gave the final report on the Weatherization Combustion Safety Corrective
Action Plan. She reported that 304 houses had been revisited by agency maintenance
employees that are certified in HVAC. These houses were tested for gas leaks, draft
efficiency and carbon monoxide levels. Any houses found deficient for Combustion
Safety were remediated. One hundred forty-seven (147) homes refused entry or were
unreachable. The cost of this testing and remediation process was much lower than
expected.
Mrs. Smith provided information on the CSBG Information Memorandum 138, the
Homeless Prevention Application, Senior Nutrition program, and the Head Start SelfAssessment. All of these documents were provided to the board for review and are
made apart of these minutes.
Mrs. Smith asked Allison Thompson, Head Start Project Coordinator, to provide
information on the Head Start Fall and Winter Child Outcomes for each center. She
reviewed the process and the graphs. A copy of this report was provided for each
board member’s review.
Mrs. Smith presented two Head Start job descriptions and the Agency Community
Needs Assessment for board approval. These documents were provided to the board
for review.
Mrs. Smith provided a handout on HHS Final Rule of the Eligibility, Recruitment,
Selection, Enrollment and Attendance (ERSEA) system. The rule was revised in order
to provide agencies guidelines and to clarify regulations, definitions, and interpretations,
to build consistency and continuity throughout the program, particularly in eligibility and
selection. It also increases each agency’s understanding of the interdependence of
recruitment, selection, and enrollment processes and provides strategies to assist
agencies in obtaining full enrollment of Head Start centers thirty (30) days prior to the
first day of operation.
Mrs. Smith stressed that grantees have not received training on ERSEA but expect to
receive more information and training within the next few months.
Mrs. Smith reported that the Georgia Department of Human Services had approved an
amendment to the 2014-2015 CSBG Budget. They have approved the carryover of
funds from the 2013-2014 contract.
On motion by Mr. Joe Collins, second by Mrs. Shirley Rouse, the Financial and
Director’s reports were accepted as information.
OLD BUSINESS:
None
NEW BUSINESS:
On motion by Mr. Hansel Morris, second by Mrs. Shirley Rouse the following new
business was accepted as presented:
Head Start Self-Assessment
Head Start Fall/Winter Outcomes
Head Start Job Descriptions
Community Needs Assessment
Homeless Prevention Application
CSBG Amendment
TRAINING:
Head Start Coordinator Aretha Neal presented training to the board on Transition from
Head Start to Kindergarten. She provided the board with handouts of her PowerPoint
presentation.
ADJOURNMENT: On motion by Mr. Jesse Hall, second by Mr. Tom McMichael there
being no further business, the meeting was adjourned at 7:15 p.m.
____________________________
Hansel Morris, Secretary
Present:
Sonny Watson
Willie Shannon
Joe Collins
Tom McMichael
Sammie Nelson
Shirley Rouse
Joanna Banks
Jesse Hall
Rodney Stewart
David Crenshaw
Hansel Morris
Donald Floyd
Ellestene Stephens
Staff:
Nancy Smith
Robin Doster
Larry Southerland
Tammy Sosebee
Allison Thompson
Aretha Neal