SOUTHERN IOWA ECONOMIC DEVELOPMENT ASSOCIATION

BOARD OF DIRECTORS MEETING

Monday, October 27, 2008

M I N U T E S

SIEDA BOARD MEMBERS PRESENT: Appanoose: Steve Kerber, Nancy Sayres; Davis: Steve Evans; Jefferson: Mike Pech; Keokuk: Richard Denny, Ernie DuBuis; Mahaska: Van Buren: Colleen Duke, Gary Adam, Sandy McLain; Wapello: Charlie Terrell, Sarra Elisabeth Abbott, Jerry Parker; Wayne:

SIEDA STAFF PRESENT: Phyllis Runnells, Executive Director; Robert Jay, Fiscal Officer; Kathy Chamra, Child Development Director; Terry LaRue, Housing Stabilization Director.

CALL TO ORDER: Chair Sandy McLain called the meeting to order at 6:00 p.m.

ADDITIONS TO AND/OR DELETIONS FROM AGENDA:

There were three additions to the agenda as follows:

Additions

1. Purchase of vehicle for Weatherization program
2. Authorization of Employee Emergency Fund
3. Approval of CSBG Annual Report

A motion to approve the agenda with the above additions was made by Mike Pech and seconded by Steve Kerber; motion carried.

Sandy McLain presented the September 29, 2008 SIEDA Board of Directors’ Minutes for approval.

A motion to approve the September 29, 2008 SIEDA Board of Directors’ Minutes as presented was made by Mike Pech and seconded by Richard Denny; motion carried.

Richard Denny presented the financial reports for board approval.

After reviewing and discussing the financial reports, a motion to approve the reports was presented was made by Richard Denny and seconded by Charlie Terrell; motion carried.

Susan Voss from Theobald, Donahue & Thompson presented the FY08 audit report for Board Approval.

Susan commended the Fiscal staff and reported there were no significant findings with the audit.

Susan reported more specific attention was given to compliance with LiHEAP, DOE and CSBG programs this year as they are considered major programs for the agency.

Terry LaRue addressed questions from Jerry Parker regarding the bidding process for the Weatherization contractors.

SIEDA Staff voluntarily left the meeting to give the board opportunity to discuss the audit with Susan Voss.

A motion to accept the audit report as presented was made by Sarah Abbott and seconded by Mike Pech; motion carried.

Susan Voss presented IRS form #990 for board approval.

A motion to approve IRS Form #990 as presented was made by Steve Kerber and seconded by Mike Pech; motion carried.

Gary Adam presented the personnel report for board approval.

A motion to approve the personnel report as presented was made by Gary Adam and seconded by Charlie Terrell; motion carried.

Head Start Liaison Karen Tedrow was absent.

Kathy Chamra reported the Governing Board Policy Council Training went well and distributed leftover copies of the training books to board members wanting them. Kathy reported the training went well and was attended by several SIEDA board members. Kathy stressed to the board the importance of their continued involvement with the Head Start program.

Kathy reported they would be sending four parents to the Head Start Leadership Conference in Des Moines in November.

The Executive Director requested the board approve the Employee Emergency Fund which has been established. This fund provides grants or loans to employees in need of assistance.

A motion to approve the Employee Emergency Fund as requested was made by Ernie DuBuis and seconded by Nancy Sayres; motion carried.

The Executive Director presented the FY08 CSBG Annual Report for board approval.

After reviewing and discussing the report a motion to approve the FY08 CSBG Annual Report as presented was made by Richard Denny and seconded by Charlie Terrell; motion carried.

The Executive Director distributed copies of the quarterly payroll tax forms for board information.

The board acknowledged receipt of the quarterly payroll tax forms.

Family Development Director Judy Songer was not present at the meeting.

The Executive Director requested the board approve two remodeling projects in the Substance Abuse Services area in the central office.

The first project is dividing one of their larger offices into two smaller offices and extending a hallway to accommodate two additional staff. Zlogar Construction is the company the landlord uses for remodeling and they have submitted a bid of $6,978 which includes carpet, paint and construction.

We also have a bid of $285 to install shelves in an existing closet.

Substance Abuse Services has received incentive money which will be used to pay for both projects.

A motion to approve both remodeling projects for the Substance Abuse Services area in the central office as requested was made by Nancy Sayres and seconded by Mike Pech; motion carried.

Terry LaRue presented bids and requested authorization to purchase a new vehicle for the Weatherization program. Terry requested approval to purchase a 2009 Chevrolet HHR Panel LS. This will replace one of the current Weatherization vans which will be used as a trade-in on the new vehicle. Terry reported the HHR will get 32 mpg on the highway as opposed to 12 mpg for the current Weatherization vans.

The bids are as follow:

Fesler Auto Mall: 17,293

Pete Harkness 17,411

Vaughn Automotive 17,818

Clemons, Inc. 17,940

Mikels, Inc. 17,900

A motion to approved purchasing a 2009 Chevrolet HRR Panel LS from Fesler Auto Mall in the amount of $17,293 was made by Charlie Terrell and seconded by Nancy Sayres; motion carried.

Kathy Chamra reported due to an error in the original bid from Vaughn motors, the purchase of the Head Start vehicle approved at the September meeting had been re-bid. The original bid from Vaughn motors was for a 5 passenger vehicle instead of a 7 passenger as originally stated.

New bid letters were sent out for a 09 Dodge Journey SXT Front Wheel Drive 7 passenger van.

Only two dealerships submitted bids this time as follows:

Pella Motors $20,295 (plus title & license)

Vaughn Motors $20,264 (plus title & license)

Kathy recommended going with Vaughn Motors in Ottumwa as they were the lower of the two bids

Vaughn Motors is also a local company and more convenient for service work, repairs, etc.

A motion to approve the bid from Vaughn Motors to purchase a new Dodge Journey for the Head Start program was made by Gary Adam and seconded by Nancy Sayres; motion carried.

Kathy Chamra distributed copies of the monthly Head Start enrollment report for board information.

The board acknowledged receipt of the Head Start enrollment report.

Kathy reported due to the fact the Head Start review had no findings, there is a possibility a full review will not be necessary in three years. Instead of the full review, they may be able to have a concentrated review.

Chair Sandy McLain asked for three volunteers for a by-law committee to meet by teleconference. Charlie Terrell, Sarah Abbott and Nancy Sayres volunteered for the committee.

A motion to adjourn was made by Steve Kerber and seconded by Mike Pech; motion carried.

The next scheduled Board meeting will be Monday, January 26, 2008 at 6:00 p.m.

/s/ Nancy Sayres, Secretary

SIEDA Board of Directors

NS/lc