November 19, 2013
Meeting Minutes
Present:
Thomas BurnsTy CaseJayson CrouchValerie Watson
Connie Hughes Michelle Mirabella (Teleconference)
Guest:
Terry Cipolla
Lisa Barchi (DAG, filling in for Mary Page Bailey)
Paul Beane
Mark Hollinger, Goodwill CFO
Jane Schuler, Easter Seals
Debbie Talley, Service Source
Zach Zebley, (Speaker), Service Source
Absent:
Dianne Bingham, Andy Kloepfer, Dean Stotler
Mr. Burns called the meeting to order.
- Approval of Minutes
Mr. Burns asked if everyone had a chance to review the minutes of the previous meeting. Ms. Hughes stated that Ava Patrick sent minutes, but it was uncertain if those minutes included Ms. Hughes suggested changes. After reviewing the minutes in today’s meeting, it was agreed by everyone that the minutes sent by Ms. Patrick did not include Ms. Hughes suggested changes. For that reason, Ms. Hughes asked Ms. Cipolla to read aloud the revisions to the October 15, 2013 meeting minutes. These revisions are being made because they do not reflect what occurred at the October 15, 2013 meeting. It was suggested and agreed that Ms. Cipolla will email Kathie Oberholtzer the changes. Ms. Oberholtzer will make the changes and send the corrected minutes to the members.
Ms. Watson said she also sent changes to Ms. Patrick inquiring why the DAG was listed as a “Guest”. Ms. Hughes’ stated she does not feel that the DAG should be listed as “Guest” because the DAG provides advice to the Commission. As a side note, Ms. Hughes stated that she is the designated representative from DELarf, and that Paul Beane and Terry Cipolla are “Guests”.
Ms. Watson then read aloud the suggested changes she sent to Ms. Patrick.
Mr. Burns asked Ms. Mirabella, who was participating via conference call, if she had any changes to the October 15, 2013 meeting minutes. Ms. Mirabella stated she did not have any changes.
Mr. Burns asked for a motion to approve the changes read during today’s meeting. Mr. Crouch made a motion to approve the changes to the October 15, 2013 minutes; Ms. Watson seconded the motion. All were in favor that the minutes be approved as corrected.
Ms. Cipolla said she has changes to minutes that Ms. Patrick has sent out from past meetings. Ms. Cipolla asked how this should be handled – send the changes to Ms. Oberholtzer or read the changes aloud at today’s meeting? Mr. Burns asked if those 4 sets of minutes have been approved. They have not.
At this point, Mr. Lloyd Schmitz called in. Mr. Madrid explained to Mr. Schmitz that the Avaya phone system has been having problems all day, and apologized if the call becomes disconnected.
Ms. Patrick asked members if she could make the changes to the minutes and have them ready for the next meeting. Ms. Hughes said the minutes have to be approved before the Sunset Committee Review. Ms. Mirabella stated that the March minutes were changed with the suggested changes, but then noticed at today’s meeting that they read incorrectly. Ms. Mirabella said she will re-send those changes to Ms. Patrick.
Mr. Madrid said there are four outstanding sets of minutes that need to be revised and posted to the public calendar. Ms. Patrick stated that she noticed today that the public calendar now has a section for draft minutes.
Ms. Hughes explained that the Sunset Committee is requesting the minutes from the past three calendar years. Ms. Hughes then asked Ms. Barchi, DAG, if the Commission can make the changes today, send the minutes out via email, and obtain everyone’s approval. Ms. Barchi stated under normal circumstances a Quorum is needed to vote on the approval of the minutes. She asked that the meeting move on to the next subject while she checks with Mary Page Bailey.
Paul Bean asked if there were significant changes that need to be made. Ms. Cipolla said there are and that time constraints will not allow for the changes and approval to the past four sets of minutes to take place in time before the Sunset Committee meets. Conversation ensued on the subject of how to resolve this matter. Ms. Watson suggested that the changes to the four sets of meeting minutes take place today with an approval by the commission. Everyone was in agreement. Mr. Burns then went on to Old Business stating the review of the previous sets of minutes will take place as the last item on the agenda.
- Old Business
Mr. Burns asked if there was Old Business to discuss. Mr. Crouch asked if anyone knew the specifics to the January 14, 2014 Public Hearing of the Sunset Committee, specifically the time and location. None of the committee members knew the details, but Mr. Beane did say the questionnaire is due December 6, 2013. Mr. Beane also stated he is expecting Sara Wooten, who is working with Senator Poore on the Committee, will let Mr. Beane know what the next steps are.
Mr. Crouch mentioned the statement in the October 15, 2013 minutes, under New Business, that Mary Page Bailey would look into whether the other commissions that are up for review, have similar interests as this commission? Mr. Beane stated he does not believe so and Ms. Watson agreed.
Mr. Burns said he has not had a chance to look over the Sunset Committee Questionnaire, stating that he was under the impression that Mr. Levy was taking care of that. Ms. Watson, Mr. Crouch and Ms. Mirabella all stated they have not seen the questions. Mr. Madrid then passed out a copy of the questionnaire to members. Mr. Madrid said for those conferencing-in today, that he will email a copy to them when the meeting ends. Mr. Madrid stated this is a standard questionnaire that every organization gets when they go through the sunset process. Mr. Madrid said he worked on the questionnaire and stated DELarf was kind enough to submit a lot of information based on previous annual reports. He received a good bit of information from Ms. Bailey based on the history and legislation that impacts the Committee.
Mr. Burns asked if all voting members must respond to the survey. Mr. Madrid said that he thinks not everyone will need to submit commentary, but that he thinks the questionnaire will have to be approved by the Commission before submission to the Sunset Committee. He also stated if anyone would like to add additional feedback, or if anything is missing, to contact Mr. Madrid. Mr. Burns asked that everyone take a look at the questionnaire and at least send in a reply to Mr. Madrid.
Mr. Crouch stated if it is the Commission’s response to a formal request, thenthe Commission members should vote on what is submitted. He stated he does not understand how there can be a Commission with responsibility, and when something like this comes up, one person whether it is the chair or someone else, will officially respond for the Commission without the Commission even seeing it or having a vote. Mr. Crouch stated if it is the Commission’s response to their request, then the members should vote on it.
Mr. Madrid asked if that would be feasible by December 6th when the questionnaire is due. Mr. Crouch suggested a conference call and offered to set it up. Mr. Burns agreed with Mr. Crouch, but stated he is not sure this can be accomplished by December 6th. Discussion ensured. It was agreed a conference call will take place on November 25, 2013 at 3 p.m. to discuss and approve the Sunset Committee Questionnaire. Mr. Madrid asked that track changes be used, if there are changes at all. Mr. Crouch will send members the information regarding the conference call.
- New Business
Ms. Cipolla distributed a Proposal for a new Set-Aside location for janitorial services. It is an Army National Guard site called the Duncan Readiness Center located at 41 Corporate Circle in New Castle. They are requesting bathroom only services. Ms. Cipolla said it is very hard to determine pricing because it is such a specific request; therefore, DELarf used the official ISSACleaning Times which is used by the industry as a standard to look at the price as a comparison to the ones that were submitted to DELarf by their providers.
Number of bathrooms to be cleaned: 3
1 Women’s bathroom with 3 toilets, 3 sinks
1 Men’s Bathroom with 4 toilets, 4 sinks, and 1 urinal
1 Men’s Bathroom with 4 toilets, 4 sinks, 3 urinals
1 large Men’s shower with 4 fixtures
According to the Standard Cleaning Times, the pricing is determined by the amount of fixtures to be cleaned. There are certain standards; for example, three minutes for each fixture and that is how DELarf determines the price comparison to the site and to the 3 providers who bid on this. Connections won the bid and the annual cost is $4,500.00 to the Army National Guard. The number of participants to be employed is one, with one supervisor. Services to be provided are 3 days/week, 2 hours/day. The Army National Guard is requesting a starting date of December 1, 2013. Currently they are cleaning the site themselves.
Ms. Hughes said using these standards DELarf independently comes up with a price based on the standards, thenthe members submit bids and DELarf evaluates those bids in the context of now knowing what the price should be. Other factors are considered if they are very close in price, but that is the process that is used.
Mr. Madrid asked if the original Facilities Management contract states that these are the standards used for this area. Mr. Madrid asked whatthe terms of the DELarf contract are. Ms. Hughes said the standards are outlined in the Facilities Management contract. Mr. Madrid asked if those standards are the same as the ISSA standards. Ms. Hughes said they are comparable in terms of what you are supposed to do. Mr. Beane offered to send the formula to the Commission members. Mr. Crouch asked what ISSS stands for? Ms. Cipolla said ISSS stands for World- wide Cleaning Industry Association. Mr. Beane said it is the organization that conducts the green cleaning certification. Ms. Cipolla said it is also used in the business community as well.
Mr. Burns asked if there were any other questions pertaining to this subject. Mr. Crouch asked if that was enough money for two people to clean three bathrooms. He stated that is 156 visits/year; $28.84/day; $14.42/hr for two people. Ms. Mirabella stated those figures are for one person; the supervisor is not there every day. The supervisor will float and come in occasionally, more than likely once a week.
No other questions were asked or comments made regarding this subject. Mr. Burns asked for a motion to approve the first request of the Set Aside Janitorial Services – Delaware Army National Guard. Ms. Watson made a motion for approval. Mr. Crouch seconded. Unanimously approved.
Mr. Crouch asked if the Set Aside is an expansion or new. Ms. Hughes said it is new and requires two votes. Ms. Mirabella said that Connections will start the services December 1st before the second vote, that they can start the services, just not set-aside yet.
Mr. Beane passed out a Price Change Proposal. DELarf is asking the Commission to consider a price reduction for the one classification on a temporary employment services contract. Mr. Beane stated this classification services only one agency of the state, and in this case it is Delaware Transit Corporation. Mr. Beane said in speaking with Delaware Transit Corporation he found that hey budgeted based on last year’s and previous year’sspending, which was associated with the previous vendors pay rate and bill rate on the contract. As such, and to prevent any undue hardship on the Delaware Transit Corporation, Mr. Beane is proposing that the bill rate be adjusted down to the equivalent to the bill rate established within the previous contract by the other vendor that serviced the account. The bill rate that Kelly Services used last year was $13.65 per hour. DELarf is proposing a reduction from the $14.67/hr that the Commission approved in April, to the $13.65 bill rate per hour. That way it is more in line with what Delaware Transit Corporation had budgeted for the year. Ms. Mirabella asked if DELarf got a push back from them. Mr. Beane said no, that it is a simple request and the corresponding pay rate is still competitive. Mr. Beane stated arelationship with Delaware Transit Corporationis being established and the last thing we want to do is experience budgetary woes.
Mr. Burns asked if there were questions regarding the Price Change Proposal. There were none. Mr. Crouch made a motion for approval. Mr. Burns seconded. Unanimously approved.
Mr. Madrid asked if an amendment needs to go out. Ms. Hughes said yes and that Mr. Madrid is responsible for sending the amendment to Government Support Services. Ms. Hughes stated that anything the Commission approves, a letter must be sent to Government Support Services indicating what the Commission has approved. The amendment will be posted indicating what has been approved. There will be an amendment to the temporary staffing contract that states the new rates. Ms. Hughes indicated this information is on the website. Ms. Hughes said that Mr. Madrid will compose the letter, but it is signed by Tom Burns.
- DELarf Report
Mr. Beane asked if the DELarf Report can be pushed back for now.
- DIB Report
Ms. Oberholtzer presented the following in Mr. Kloepfer’s absence:
- DIB passed their ISO Certification Audit with zero findings.
- Engraving Orders have steadily picked up in the past two months.
- DIB picked up two new commercial customers this month, and are in the process of working to secure additional new commercial business.
- Military Neckerchiefs are shipping on target, no issues.
- Public Comments – There were none.
Mr. Burns announced Mr. Levy’s resignation and said that the Commission should do something about the vacancy before the next meeting. Mr. Crouch said this can wait as nominations take place at the December meeting for Chair and Vice Chair. Ms. Hughes said there are three vacancies on the Commission and asked what are the Governor's Office, Director of Boards and Commission, doing about replacing these vacancies? Mr. Burns stated he is somewhat confused about the process, that he was asked by Marty to be on the Commission, but wasn’t sure if he was ever approved. Mr. Burns said that recommendations from the people on this Commission would be very helpful to facilitate filling vacancies. Ms. Mirabella stated she knows of individuals who have applied, but have not heard back from the Governor's Office. Ms. Mirabella asked if the Commission can do business, and even vote with being down 3 people. She also asked if the Commission is able to move forward with the votes they have.
Ms. Watson said that when she was the Director of Regulatory Boards and Commissions, a monthly meeting was held with the Governor’s Office regarding Board vacancies. Ms. Watson also indicated that there are 500 boards and commissions across the state that Lydia Prigg is responsible for. Ms. Watson would sit down with Ms. Prigg and find out where she is with filling the vacancies. Ms. Watson asked if DHSS has a similar practice. Mr. Madrid said based on his last conversation with Ms. Prigg, that she is torn about whether to fill vacancies during the Sunset process. Ms. Watson asked if the Commission will be conducting business while they are being reviewed. Mr. Madrid stated he did not know and asked the DAG if the Commission can conduct business during the Sunset review.
Discussion took place about what is a quorum. Mr. Madrid asked whether the Commission can effectively approve things right now with being down 3 members; is that considered a Quorum. Ms. Barchi stated a Quorum is a majority of the members present. Everyone was in agreement.
Mr. Beane asked does the same hold true in terms of filling current vacancies; will current appointees whose terms expire be renewed or remain on the commission. Mr. Crouch, Ms. Mirabella and Mr. Case are scheduled for December termination. Mr. Burns said hopefully everyone will get re-appointed. Mr. Crouch asked who is officially going to make the inquiry to Lydia Prigg. Mr. Madrid said he will talk to Ms. Prigg and get back to the Commission with the outcome.
- DELARF REPORT
Ms. Hughes reported that she wanted to highlight what this Commission’s purpose is; stating the real purpose of why we are here is for people with disabilities to have jobs. She then introduced Mr. Zach Zebley. Mr. Zebley works in the Governor’s Office with Service Source.
Mr. Zebley told the members that he is a janitor and works from 9:00-4:30. He assists with cleaning the bathrooms from 2:00-4:30. During the day he is responsible for the first, second and third floor where he dusts, vacuums, and whatever else may be needed.
Debbie Tally, Service Source, said Zach felt this was important enough to take an hour vacation today to come and talk. Zach has been a really good speaker for Service Source and himself. Mr. Zebley said he sees the Governor and has actually gotten a picture taken with him, and has even gotten a hug from the Governor. Zach has been in the Governor’s Office for six months. Mr. Zebley is a recent school to work transition graduate. He recently won an achievement award at the Service Source Founders dinner. Zach started part time but after 3 months he was made full time. Mr. Crouch asked Mr. Zebley what his job has done for him in his personal life. Mr. Zebley said it has boosted his confidence with bringing new goals to the table and achieving those goals, supporting himself, and paying his way.