Illinois Afterschool Network

Illinois AfterSchool Network

Board Minutes

June 5th, 2014 – Bloomington, IL

10:20 a.m. – 3:55 p.m.

Board Members in Attendance:

Chris Bzdon, Stacie Ealey, Terri Eppinger, Alice Kirby, Gail Meisner. Tara Willi, Tony Stahl, Curtis Peace, Executive Director, Joy Nelson, Program Coordinator and Linda Flesch., Office Manager. A quorum was present.

Proxies:

Tony Stahl for Carole Frank, Deb Jaye and Dale Hanson; Stacie Ealey for Sheila Henson and Deb Merdinger; Gail Meisner for Jaime Singer. Camille Harmon was not in attendance, no proxy was noted.

Call to Order:

The Illinois AfterSchool Network Board of Directors regularly scheduled board meeting was called to order by board president, Chris Bzdon, at 10:20 a.m. There were numerous proxies for this meeting. A reminder was made that the proxy form needs to be sent out to the board members to utilize in addition to emails.

I. Minutes of the February 20, 2014 Board Meeting:

Terri Eppinger made a motion to approve the minutes which was seconded by Alice Kirby.

Discussion: Chris Bzdon suggested purchasing a good recorder to tape the minutes. They can connect to your computer to have digitalized and printed out. The board would like a 24 hour turnaround time after getting the minutes typed and sent to the Executive Director, then the board president and then to the secretary for approval.

Curtis Peace asked the question of how long we need to keep old authorization forms. Gail Meisner suggested that the board may be able to vote on when IAN can destroy them. Alice Kirby suggested having the forms scanned to a disk and then destroying the hard copies. Curtis Peace will ask Cindy Wall how long IAN is required to keep them. Alice stated that a record retention policy needs to be added to IAN’s Policy and Procedures, and Chris reminded the that the policy would also need to be put in the finance manual.

II. Approval of Agenda:

Stacie Ealey asked to move the fiscal year board dates and nominations down to new business. The agenda was approved on a motion by Alice Kirby and seconded by Stacie Ealey. The motion carried.

Discussion: Gail Meisner talked about visioning. Does the board of directors want the grant proposal to look the same every year or make changes? Chris Bzdon suggested incorporating that discussion into the Board retreat. How soon must the grant proposal be submitted? Curtis Peace said the Office of Contract Administration agreements are sent.

Tony Stahl said IAN will submit a budget, and then DHS respond to revise it. The IAN board of directors needs to know the total of dollars on the contract. The budget is due the third week in July. Cindy Wall previously said that IAN does not need to keep doing the contract the same the way is has been. Curtis suggested having the Professional Development Committee look into that, including, perhaps, bigger trainings.

Chris Bzdon wants to have the discussion before the retreat. Chris would like the board to work with Scenario budgeting; i.e., budgeting for the best and budgeting for the worst scenarios.

III. Financials:

Tony Stahl, treasurer sent the March financials in the board packet. The April financials were brought to the meeting with copies put on the table. The finance committee has not reviewed the April financials because the DHS QCV contract and approval was late. At the June finance meeting the committee will review financial status for 2014 and then approve both March and April financials. Tony reported that IAN has a positive cash balance of $82,000 and IAN can be very successful if the board manages our cash balance well. Tony will answer more at the retreat after FY14 is closed.

Discussion: Gail Meisner asked if the cash balance is the same as last year at this time. Curtis believes it is about the same as last year. Chris Bzdon said that most balance sheets will show years compared side by side and suggested inserting another column to show the comparison. Alice Kirby asked if we have done a better transition away from use of DHS money. Chris responded that if you take the bottom number, deduct the advance from DHS and then you will know that we had $36,559.96 in Network income, not DHS money. Just add a column to see and compare what we did last year.

Tony Stahl said the Teen Reach income is not shown because it has not yet been paid to IAN. He can answer more questions at the retreat after FY14 is closed.

Gail Meisner moved to file the March and April finances. The motion was seconded by Alice Kirby.

IV. Executive Director Report:

Curtis Peace, Executive Director, provided both a written and a verbal report to the Board. IAN received a DHS monitoring visit by Cindy Wall at our annual conference. There were no findings and Cindy Wall was pleased with what she observed that Friday. Linda will send everyone a copy of the monitoring report.

Discussion: We need to break everything down between IAN and DHS money now. Curtis worked on budget revisions for DHS and all were approved. Alice Kirby asked if we have a template for hours worked for the DHS grant work vs. hours worked for IAN work. A time study is needed for use of grant money. Gail Meisner says that it is a requirement to record your time worked for corporate money and time worked for DHS money. It should be recorded on employee’s time sheets, along with the tasks being done. Gail Meisner said her work on state time was always done in quarters (2 hours being a quarter).

Stacie Ealey told the board that we have done a time study before and Alice suggests doing it each month. Tony said DHS doesn’t pay for all of Curtis Peace’s time at the conference, the vendor fees pays for some of his time. Chris Bzdon reminded the board that we are coming off of being 100% funded by DHS.

Curtis Peace thinks the board believes that the Executive Director is the buffer between the Network and DHS. Chris Bzdon said historically the funder works with the board of directors. Cindy Wall had e-mailed Chris and Tony to answer a question because Curtis was on vacation. Curtis inquired as to who is the point person when he isn’t available Curtis has to take off from vacation to answer Cindy’s questions. Chris was uncomfortable responding to DHS without the executive director’s input. It was decided in non-emergencies, a response can be sent to DHS indication IAN was in receipt of the DHS’ inquiry and upon return of the Executive Director would be taken care of. Gail Meisner suggested making a chain of command policy to protect the Executive Directors time off.

Financial Matters:

·  Bank account $61, 246.10 (as of 5/30/14)

Office Matters/Others:

·  Quarterly newsletter will be mailed out to the field by the end of this month.

Membership Numbers (as of 5/30/14)

Organizational - 149

Comprehensive - 107

Total -256

Partnerships/Collaborations:

·  National AfterSchool Association Update

State of After School Quality Report- collaboration with NAA and Collaborative Communications

·  INCCRRA/I-SAY Committee Update:

Meeting on Wednesday, May 28 in Bloomington to discuss with partners the use of the monies

to support the SAYD credential.

Next meeting date is Tuesday, August 26th at INCCRRA in Bloomington.

Discussion: Stacie Ealey brought up that a person don’t have to be a level 1 credential to have a level 2.5 credential.

Terri Eppinger asked why IAN could not provide credential training at the annual conference. Curtis responded that INCCRRA administers the credential. Chris thinks there is some confusion and a qualified trainer can do the training. Alice Kirby thinks we could propose training as a sub-contract. Gail Meisner suggested formulating questions for Chris to ask INNCCRA, regarding the training materials and registry (and then we would need to purchase the materials and go through the registry). Curtis believes that DHS will question duplication with what INCCRRA is doing.

Chris Bzdon suggested making this topic a part of the Board Retreat for clarification.

Break for lunch at 12:30 – 1:30

·  IDHS Advisory Council Meeting

Quarterly meeting on Wednesday, March 12th was cancelled due to the bad weather.

The Group met on Thursday, April 17th, at IAFC (Illinois Action for Children) to continue our work with ExceleRate Illinois to make them afterschool (or School Age), compatible.

·  ACT Now Coalition/Voices for Illinois Children

A proposal has been submitted to the Mott Foundation for continued funding.

Reflections on being in attendance at the Annual Mott Conference in Washington DC (May 19th – 22nd)

There was a professional development sub-committee meeting on Thursday, May 29th at ICOY to discuss Ambassador’s Program.

An update on the Youth Development Council indicated no movement.

Discussion: Curtis handed out the fellowship letter. Stacie Ealey said we took public policy out to concentrate on professional development. Terri Eppinger asked how we do something with public policy. Gail Meisner suggested we could get free training for someone. We could use the expertise of someone to do our grant writing. Kelly and Samantha only want to submit one name for this opportunity, and it might not be appropriate to send Joy as her contract ends at the end of June.

·  Illinois Children’s Mental Health Partnership

Project is underway with the work transitioning over to John Roope and the consultants.

Next committee meeting date is scheduled for Tuesday, June 10th

They will probably use IAN as consultants again. Terri Eppinger said this group had a great presentation at the spring conference.

·  Illinois Parks and Recreational Association/Illinois Camping Association

The meeting on Tuesday, May 27t , with Debbie Trueblood and Gordie Kaplan with the Illinois Camping Association was canceled and has not as yet been rescheduled.

·  Resource Development

Report on separate page.

·  Professional Development:

Reflections -Spring AfterSchool Conference – May 2-3, 2014 in Springfield.

Spring Leadership Institute – June 5th in Bloomington.

·  2015 Spring Conference:

Contract has been signed (and countersigned) for the 29th Annual Spring Conference to be held at the Sheraton Hotel in Lisle, Illinois.

V. DHS Update

Tony Stahl moved to remove item V, the DHS update, from the agenda since Cindy Wall wasn’t at the meeting. Terri Eppinger seconded the motion.

VI. Old Business

A. Executive Committee

Committee Goals – 3rd Quarter Update

Executive Meeting Update

FY15 Retreat – July 24, 2014

FY15 Board Meeting Dates

FY15 Executive Committee Nominations

Discussion: The retreat agenda is based on the last retreat. The one day retreat will be facilitated by Jean Hardy Robinson from 11-4. There will be a social hour from 10-11 to welcome new board members and bring everyone up to date prior to the start of the retreat. During the board retreat, members will be building off the business plan, making projections, and reviewing the areas for differences in what was projected and what was achieved. We will develop FY 15 and FY 15 with it. Gail Meisner will change the executive minutes to reflect the location for the retreat at Eastland Suites.

Stacie Ealey questions the money being spent on a consultant. Board members could get upset about spending 2000 – 2,500 for a facilitator. Some may feel that IAN should take bids first instead of just asking someone to take a set amount of money. Chris Bzdon argued that Jean isn’t charging her full amount since we are a non-profit. Toni Stahl thinks that Jean just needs the figures, and that there won’t be much prep work for her to facilitate, she will keep us on target. He suggested offering her $1,500 since we are doing a big part of the work. Chris Bzdon will follow up with Jean and put it out for a full board vote. Gail Meisner thinks that for two hours of preparation and facilitating, IAN can offer her $1,500 plus expenses for our business plan. Tony Stahl voiced concern that absent board members didn’t get the opportunity to vote on this. Stacie Ealey said when you give your proxy, you give your vote.

Stacie Ealey made the motion to hire Jean Hardy Robinson as facilitator in the targeted amount of $1,500 and travel expenses. Tony Stahl seconded the motion. Motion passed. Chris Bzdon suggests sending everyone the IAN business plan. Curtis Peace will send it out before the retreat with the subject line of “Bring this to the Retreat!”

B. Governance Committee

Committee Goals – 3rd Quarter Update - Carole Franke is absent

Elections Update

Bylaws Update/Approval

The following slate of officers is to serve a two-year term on the Board of Directors commencing 7-1-14.

Region 1

·  Royce Campbell, Chicago

·  Debra Jaye, South Holland

·  Gwyndolyn Siebert, Chicago

Region 2

·  Carole Franke, Kankakee

·  Tony Stahl, Sycamore

Region 3

·  Stacie Ealey, Tremont

Region 4

·  Queen Drake, Springfield

·  Cheryl Esselman Williams, Quincy

Discussion: Stacie Ealey said we have 18 board members and our maximum is 20. Chris Bzdon understands if a region has full representation, IAN can put someone new in another region. Carole Franke has been talking to Helen Figaro about being on the board. Dennis Williams has resigned from the board, and Julie Dakers have fulfilled her term. Chris will be sending thank you follow-ups to retiring board members. Terri Eppinger said Latosha White has asked about being on the board too. Stacie Ealey would like for a new board list to be sent out, along with one of just the new board members.