cac governing board minutes january 2009 board minutes€¦ · chairman faye williamson called the...

CAC Governing Board Minutes January 2009

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BOARD MINUTES DATE: January 14, 2009 MEMBERS: AFFILIATION • CHRIS ADAMS E Ministerial Association • TONY ANDERSON P Fayette County Commissioner • JOHN BONNER P Fayette Co. Commission on Aging • WILLIAM DENT P NAACP • TIM FOGT P Washington City Council • MIKE GIBBONS-CAMP P Southern Ohio Legal Services • CONNIE MATTHEWS P Washington School Board (designee) • GORDON McCARTY A Miami Trace School Board • LISA JOHNSON E Haven House Domestic Violence Shelter • CHERYL ROYSTER P Fayette Memorial Hospital Social Worker • ADELINA SCHUTT P Head Start Parents • NANCY STEGBAUER E Fayette County Health Department • ROBERT WHITE E Fayette Inn Resident Council • FAYE WILLIAMSON P Fayette County Commissioners (designee) Vacancies: Greene County representation OTHERS PRESENT: Jack Hagerty, CAC Executive Director; Bambi Baughn, Deputy Director; Patty Griffiths, Housing Director; Jenny Hollar-Young, Fiscal Officer; Angela Siler, Administrative Assistant; Jodie Baker, Head Start Administrative Team QUORUM PRESENT: YES 1. CALL TO ORDER Chairman Faye Williamson called the meeting to order at 12:00 PM 2 APPROVAL OF MINUTES OF PREVIOUS MEETING: John Bonner moved and William Dent seconded that the minutes of the previous meeting be approved as mailed. Motion passed unanimously. 3. PROGRAM PROGRESS REPORTS/BALANCES OF ACCOUNTS The attached program progress reports and balances of accounts were distributed for review and discussion. 4. Actions Requiring Board Approval A. Resolution to purchase lot in Rolling Meadows The resolution was e-mailed to the members prior to the meeting. Patty described the lot CAC wants to buy in the Rolling Meadows Subdivision in Chillicothe. Tony Anderson moved and John Bonner seconded to pass the Resolution. Motion passed unanimously.


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B. Head Start – approval of Family Partnership Services Plan The plan was e-mailed to the members prior to the meeting. Jodie Baker told the board the plan was reviewed by a committee on November 24. Changes were to reduce the caseload for the family partners from 1:60 to 1:50 and to change the name of the Green Thumb program to Mature Works. William Dent moved and Cheryl Royster seconded to approve the Family Partnership Services Plan. Motion passed unanimously. C. Approval to submit application for Specialized Transportation

Program (equipment and Mobility Management) Bambi explained that CAC was applying for GPS technology and funding for a mobility manager. These activities will coordinate with Commission on Aging and Fayette Industries, who are both applying for new vehicles. Tony Anderson moved and Cheryl Royster seconded to pass the Resolution to submit the application. Motion passed unanimously. D. Resolutions for Ardmore Crossing – to approve the $550,000 HDAP loan from OHFA and to become a 75% partner in the for-profit entity that will own the project. Michael Gibbons-Camp moved and William Dent seconded to pass the Resolutions. Motion passed unanimously.

5. Old Business A. Status of Grant Applications 1. Project LIFESAVER approved Contract received and returned with invoice for $15,000. 2. Letter of Intent submitted for OHFA Housing Investment Fund Proposed $400,000 homeownership project for households between 81 – 110% AMI, using USDA 502 guaranteed loans. 3. Youthbuild Grant submitted 1/14/09 4. 5310 application due 1/16/09 5. Eyman Fund approved Transportation, homemaker, home delivered meals, shelter, visitation Center, Head Start and Salvation Army funded at 10% reduction from request. 6. 202 in New Holland approved by HUD $1,303,800 capital; $129,300 3-year rental subsidy. 12 units B. Head Start i. Director’s Report Jodie Baker reported for Head Start. All components are fully enrolled. The federal application was approved with the slot reduction. We plan to serve those 17 slots with the State Early Learning Initiative. Family & Children First will help fund the Parent Retreat again this year. Jodie is also working on the Point-In-Time count for homeless, and said that the volunteers would like to have blankets and tarps to give to people if necessary.


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ii. Facilities Update Application for waiver from property taxes filed with auditor. The roof repair is complete.

C. Federal and State Funding Updates Weatherization ramp-up budget request was given to the Office of Community Services. ODOT requested a “wish list” of capital items in expectation of federal stimulus funding. 6. New Business

A. Agency-wide audit dated 3/1/07 – 2/29/08 Jenny and the finance committee have gone over the audit. A copy was e-mailed to the board members. There were no findings. 7. Other Business We are scheduled for a Department of Development audit the last week of February. The Legion is no longer serving lunch, so we will have to have the board meetings at another location. Cheryl will check on the availability of the meeting room at the Medical Arts Building. E-mails sent to Board Members: 12/12/2008 Summary of Eyman Fund requests funded 12/22/2008 Quarterly review of Self-Help Housing Program by NCALL 12/23/2008 CAP-FACTS 12/30/2008 Weatherization Administrative Monitoring Report 8. Adjournment Motion to adjourn made by Connie Matthews and seconded by Tony Anderson Motion passed unanimously and the meeting adjourned at 12:50 PM. ___________________________ Secretary

February Board Minutes

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BOARD MINUTES DATE: February 11, 2009 MEMBERS: AFFILIATION • CHRIS ADAMS E Ministerial Association • TONY ANDERSON E Fayette County Commissioner • JOHN BONNER P Fayette Co. Commission on Aging • WILLIAM DENT P NAACP • TIM FOGT P Washington City Council • MIKE GIBBONS-CAMP P Southern Ohio Legal Services • CONNIE MATTHEWS P Washington School Board (designee) • GORDON McCARTY E Miami Trace School Board • LISA JOHNSON P Haven House Domestic Violence Shelter • CHERYL ROYSTER P Fayette Memorial Hospital Social Worker • ADELINA SCHUTT P Head Start Parents • NANCY STEGBAUER E Fayette County Health Department • ROBERT WHITE P Fayette Inn Resident Council • FAYE WILLIAMSON E Fayette County Commissioners (designee) Vacancies: Greene County residents OTHERS PRESENT: Jack Hagerty, CAC Executive Director; Debbie Miller, Senior Services Coordinator; Patty Griffiths, Housing Director; Angela Siler, Administrative Assistant; Tina Dahmer, Self-Help Housing Marketing Specialist QUORUM PRESENT: YES: _X___ NO: ____ 1. CALL TO ORDER Vice Chairman Cheryl called the meeting to order at 12:00 2 APPROVAL OF MINUTES OF PREVIOUS MEETING: William Dent moved and John Bonner seconded that the minutes of the previous meeting be approved as mailed. Motion passed unanimously. 3. PROGRAM PROGRESS REPORTS/BALANCES OF ACCOUNTS The attached program progress reports and balances of accounts were distributed for review and discussion. 4. Actions Requiring Board Approval A. Amendment to 2008 HWAP Management Plan The agency was approved for $83,353 in ramp-up funds for the period to be expended by 3/31/09. These funds are to hire and train additional staff and purchase major equipment in preparation for increased production requirements for weatherization. Lisa Johnson moved and Connie Matthews seconded to approve the revised HWAP management plan. Motion passed unanimously.


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B. Authorizing Resolution for capital purchases for transportation. Resolution is needed to authorize the agency to purchase equipment through the stimulus package, if funds are available. Items requested for purchase include 2 new Light Transit vehicles, computers, scheduling software, cell phones for drivers, 2 new base stations for transit managers. There is no local share required for this project. Bob White moved and John Bonner seconded to adopt the resolution. Motion passed unanimously.

C. Authorizing Resolution to participate in Tax Credit Project – Heritage Greene II

CACFC will work with the Woda Group to submit an application through the tax credit program for a second phase of Heritage Greene apartments – housing for persons age 55+; up to 50 units. CAC developer fee of $1000 per unit plus the supportive services contract. John Bonner moved and William Dent seconded to adopt the resolution. Motion passed unanimously.

D. Authorizing Resolution to participate in Tax Credit Project – Washington Apartments.

CACFC will work with the Wallick Company for a tax credit project to rehab the family apartments in Washington Court Apartments. CAC developer fee of $1,000 per unit. Connie Matthews moved and William Dent seconded to adopt the resolution. Motion passed unanimously.

E. Authorizing Resolution to purchase house from USDA Rural Development

Patty presented the resolution to the board. John Bonner moved and Lisa Johnson seconded to adopt the resolution. Motion passed unanimously.

5. Old Business A. Status of Grant Applications Funds have been received for Project Lifesaver. We will be participating in applications with both the Fayette County Commissioners and the Clinton County Commissioners for funding for the Visitation Center through the Safe Havens grant program. We received the commitment letter from HUD for the New Holland 202 project. We have decided to call the project Kearney Court. B. Head Start i. Director’s Report All programs are fully enrolled. ii. Facilities Update Miami Trace will be in the buildings an additional six months.


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C. Federal and State Funding Updates

Federal funding is uncertain due to the status of the stimulus package. Weatherization is getting more funding for certain, but the amount is uncertain.

• State budget: ELI will be funded for 8,000 children at $10,483 per child. While there will be no reduction in funding per child, this is a significant reduction in slots. Considering the state of the economy and state revenues, this news could have been much worse.

• Medicaid eligibility and services will extend to children up to 300% of

the federal poverty level.

• Eligibility for all early care and education programs will stay at 200% FPL.

6. New Business

A. Converter boxes The Central Ohio Area Agency on Aging gave us 50 TV converter boxes to distribute to low-income seniors who do not have cable or HD-ready televisions.

B. Feed the Children An agency called “Feed the Children” saw the story about DHL on 60 Minutes on January 26, and is donating food to the food banks in both Clinton and Fayette Counties. We are working with the Community Food Pantry at the Presbyterian Church as the recipient agency.

C. Scholarships Bambi Baughn and Kathy Mickey both have received full scholarships from the Ohio Housing Finance Agency to attend the National Development Council Housing Development Finance Professional Certification Training. This will be held in 4 sessions over the next 6 months, with classes held in Columbus. 7. Other Business Tina is attending Leadership Fayette. She distributed Benefit Bank tax fliers. 8. Adjournment Motion to adjourn made by Michael Gibbons-Camp and seconded by Bob White. Motion passed unanimously and the meeting adjourned at 12:15 PM. _________________________________________ Secretary

BOARD MINUTES DATE: March 11, 2009 MEMBERS: AFFILIATION • CHRIS ADAMS P Ministerial Association • TONY ANDERSON P Fayette County Commissioner • JOHN BONNER P Fayette Co. Commission on Aging • WILLIAM DENT P NAACP • TIM FOGT E Washington City Council • MIKE GIBBONS-CAMP P Southern Ohio Legal Services • CONNIE MATTHEWS A Washington School Board (designee) • GORDON McCARTY P Miami Trace School Board • LISA JOHNSON E Haven House Domestic Violence Shelter • CHERYL ROYSTER P Fayette Memorial Hospital Social Worker • ADELINA SCHUTT P Head Start Parents • NANCY STEGBAUER P Fayette County Health Department • ROBERT WHITE E Fayette Inn Resident Council • FAYE WILLIAMSON P Fayette County Commissioners (designee) Vacancies: Greene County residents OTHERS PRESENT: Jack Hagerty, CAC Executive Director; Jenny Hollar-Young, Fiscal Officer; Patty Griffiths, Housing Director; Yvonne Broughton, Head Start Director; Christina Blair, Continuum of Care Coordinator QUORUM PRESENT: YES 1. CALL TO ORDER Chairman Faye Williamson called the meeting to order at 11:59 AM 2 APPROVAL OF MINUTES OF PREVIOUS MEETING: Gordon McCarty moved and William Dent seconded that the minutes of the previous meeting be approved as mailed. Motion passed unanimously. 3. POINT IN TIME REPORT – CHRISTINA BLAIR Christina Blair did a presentation on the 2009 Winter Point-In-Time Count for homeless persons. The data collection took place this year on January 30, 2008 across the state. The count was accomplished through the assistance of volunteers and social service agencies in the community. The street count took place from 12 midnight to 11:59 PM. Incentives used included motel vouchers (non-advertised), food, blankets, gloves and hat, tarps, and blankets. The count was divided into geographic locations. The committee identified the areas in which people are most likely to be found. These included truck stops, Moore Acres, Millers Lake, WalMart, Kroger, Library, nearby motels, the Waffle House, the hospital, bars and McDonalds and other 24 hour locations. Businesses were contacted that day were sent letters by the CoC Coordinator informing them of the intent of the count and to ensure that our volunteers were welcome to scout from their locations. All churches that place families in motels were contacted, as well at the motels, to determine how many families were living in the motel with a paid voucher.

All individuals counted had to be staying in shelters, transitional housing, public- paid hotel rooms, and/or living on the streets, in cars, or any other place not meant for habitation. This data was then reported to the Department of Housing and Urban Development and the Coalition on Housing and Homelessness in Ohio (COHHIO). COHHIO is tabulating the counts from all over Ohio, as we approach spring. Then the data will be extrapolated to estimate the scope of homelessness in the entire country. This year there were 89 homeless individuals counted, out of which 29 were unsheltered. This data also includes 6 families with children. While homelessness is down from the last point in time count, with 117 individuals reported in 2007, it is still up from the 32 counted in 2006. This number does not include individuals who are “couch surfing” or doubled-up, as those situations aren’t defined as homeless by the Department of Housing and Urban Development. Another point-in-time count will take place this summer. 4. PROGRAM PROGRESS REPORTS/BALANCES OF ACCOUNTS The attached program progress reports and balances of accounts were distributed for review and discussion. 5. ACTIONS REQUIRING BOARD APPROVAL

A. Head Start – Governance Service Plan Nancy Stegbauer moved and Cheryl Royster seconded to approve the Plan. Motion passed unanimously.

B. Head Start – Human Resources Management Plan Changes included requiring the Disabilities Coordinator to have an Associates or Bachelor’s Degree. Michael Gibbons-Camp moved and Tony Anderson seconded to approve the Plan. Motion passed unanimously.

C. Head Start – Management Systems and Procedures Tony Anderson moved and William Dent seconded to approve the Plan. Motion passed unanimously.

D. Approval of CSBG application for Benefit Bank We are applying for $30,000 to continue our Benefit Bank program. The funds would be used to supplement the salaries of 3 staff members who are certified counselors. Michael Gibbons-Camp asked if the Benefit Bank was only to do tax returns and was told no, counselors can assist with applications for Food Stamps, Child Health Insurance, School Lunches, HEAP, and Student Loans. Michael Gibbons-Camp moved and Cheryl Royster seconded to approve the application. Motion passed unanimously.

E. Approval of application for Job Access/Reverse Commute We will reapply for this program for 2010, requesting JARC funds to match TANF funds in the Employment Transportation contract. Gordon McCarty moved and John Bonner seconded to approve the application. Motion passed unanimously.

6. OLD BUSINESS A. Status of Grant Applications

1. Transitional Housing – HUD: approved for $64,914 2. Housing Investment Fund Letter of Intent: not selected for

further application 3. Applications submitted: 2 Safe Havens grants for Visitation

Center One was through the Fayette County Commissioners for the Visitation Center; the other was through the Clinton County Commissioners to open a satellite center in Wilmington.

4. Applications due: Tax Credit applications for Heritage Greene and Washington Apartments; RHISCO Implementation Grant; Benefit Bank; JARC

B. Head Start i. Director’s Report Head Start has started recruiting for next year. We should have a federal review this fall. Head Start’s COLA this year is 4.9%. There may be some quality improvement funding available. We received a donation from Washington City Schools of science, social studies and art supplies. Yvonne is attending training on Early Head Start. The Administration wants to increase enrollment in Early Head Start. ii. Facilities Update No update.

C. Federal and State Funding Updates i. Weatherization units for PY 2009

“Regular” 2009 program that begins April 1: 31 units (less than this year because cost per unit has increased to $6500. Under stimulus funding, between 57 and 72 units must be completed. These units must be done before the 31 units since that funding can be carried over and stimulus funds must be spent in 2 years. 3 new weatherization staff has been hired and are scheduled for training at the Ohio Weatherization Training Center.

ii. Transportation projects selected for stimulus funding Projects selected are 2 new Light Transit vehicles, 2 new computers, fax machine, base radios for managers and new scheduling/dispatching software. We will also be able to capitalize maintenance.

iii. Other stimulus information CSBG funding level is still not known. Stimulus funds must be used for employment, housing, nutrition and/or health. Homelessness Prevention funds will be available through HUD. Discussion.

7. NEW BUSINESS Report on Department of Development audit – Jenny Hollar-Young

The DOD audit lasted 1 ½ days (instead of 3). There was one incident in a weatherization grant where materials where charged to the wrong category that was resolved. The only disallowed costs were for audit charges to the DOD grants because the audit was late two years in a row. In the first case, the original audit firm did not complete the audit and did not return the many calls made by Jenny. In the second case, Jenny was hospitalized during the audit. Jenny may challenge the audit finding.

8. OTHER BUSINESS Jack Hagerty reviewed BWC statistics. There were 179 days lost in 2007. In 2008 there were 4 only 4 minor accidents. Congratulations to program operators.

9. ANNOUNCEMENTS

10. ADJOURNMENT Motion to adjourn made by Gordon McCarty and seconded by Nancy Stegbauer. Motion passed unanimously and the meeting adjourned at 12:47PM. ______________________________________ Secretary Date

April Governing Board Minutes

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BOARD MINUTES DATE: April 8, 2009 MEMBERS: AFFILIATION • CHRIS ADAMS P Ministerial Association • TONY ANDERSON P Fayette County Commissioner • JOHN BONNER P Fayette Co. Commission on Aging • WILLIAM DENT A NAACP • TIM FOGT P Washington City Council • MIKE GIBBONS-CAMP E Southern Ohio Legal Services • CONNIE MATTHEWS A Washington School Board (designee) • GORDON McCARTY P Miami Trace School Board • LISA JOHNSON E Haven House Domestic Violence Shelter • CHERYL ROYSTER P Fayette Memorial Hospital Social Worker • ADELINA SCHUTT P Head Start Parents • NANCY STEGBAUER P Fayette County Health Department • ROBERT WHITE – Herb Thompson Fayette Inn Resident Council • FAYE WILLIAMSON - P Fayette County Commissioners (designee) Vacancies: Greene County consumer rep OTHERS PRESENT: Jack Hagerty, CAC Executive Director; Tina Dahmer and Kathy Mickey, Self-Help Housing; Christina Blair, HPP Coordinator; Angela Siler, Administrative Assistant QUORUM PRESENT: YES 1. CALL TO ORDER Chairman Faye Williamson called the meeting to order at 12:01PM 2 APPROVAL OF MINUTES OF PREVIOUS MEETING: Cheryl Royster moved and John Bonner seconded that the minutes of the previous meeting be approved as mailed. Motion passed unanimously. 3. PROGRAM PROGRESS REPORTS/BALANCES OF ACCOUNTS The attached program progress reports were distributed for review and discussion.


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4. ACTIONS REQUIRING BOARD APPROVAL

A. Approval of 2009 Home Weatherization Assistance Program Management Plan (previously e-mailed)

This management plan is for the regular 2009 Weatherization Program. 31 units are planned for this grant, due to the increased expenditures per unit. Another management plan will be done for the Stimulus Weatherization funds. Tony Anderson moved and Gordon McCarty seconded to approve the Management Plan. Motion passed unanimously.

B. Approval of Resolution to execute purchase documents for house purchased at auction. (previously e-mailed)

A resolution was presented to execute all necessary documents to negotiate and purchase the vacant home at 743 Riverbirch Rd., Arbor Village Subdivision in the City of Washington Court House from the owners through the listing real estate agency of Prudential to rehab and resale using the Finance Fund LANDLOC program previously approved by the Board. This resolution authorizes a purchase price of up to $96,000. Motion was tabled until Patty can come to the meeting.

C. Approval of Resolution to purchase lot on Washington-Waterloo Road (previously e-mailed) CAC is requesting a resolution to negotiate a contract for the purchase of the residential building lot #3 on Washington-Waterloo Rd. (D.B. 112, Pg. 350) for a cost of up to $19,900.00 to be used for the construction of a single family house to be resold to an LMI family with USDA, RD 502 mortgage financing and Fayette County CHIP funds. Funds for the purchase of this lot with come from the SHOP revolving account. Funds for the construction of the home will come from the agency’s construction line of credit. These funds will be replaced upon sale of the home. Chris Adams moved and Adelina Schutt seconded to approve adopting the Resolution. Motion passed 7 - 2.


i. Emergency Food and Shelter Local Board Program – funds distributed

Fayette County received $25,679 in Emergency Food and Shelter Funds to be distributed to provider agencies. Applications were received from several groups, requesting over $70,000. Distribution was made as follows:

• My Sister’s House $1,000 for food • Community Food Pantry $3,665 for food • Commission on Aging $5,000 for food for meals • Heritage Church $1,000 for food pantry


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• Jeffersonville UMC $3,000 for food pantry and emergency shelter • Children’s Services $2,500 for emergency food and shelter services • Community Action $6,000 – Homeless Shelter – per diem

$3,000 – motel vouchers for homeless individuals $ 514 - Administration

ii. Grants submitted: T&TA for Benefit Bank, RHISCO

Implementation Grant, HWAP An application was submitted to Ohio Department of Development for $30,000 for funding for staff for the Benefit Bank. The RHISCO implementation application for $50,000 was submitted last week.

iii. Grants Due: April 15 – Job Access/Reverse Commute (Ohio Department of Development) April 27 – Justice Assistance Grant (Federal Stimulus Funds) May 1 – CHDO Operating Grant (Ohio Housing Finance Agency); Justice Assistance Grant and Violence Against Women Act Recovery Funds (Office of Criminal Justice Services, Ohio’s formula funds from Stimulus package) May 8 – United Way applications for Shelter, Transportation, meals, homemaker

iv. Site visits for Tax Credit Applications The Ohio Housing Finance Agency made a site visit to Washington Court Apartments last week, meeting with Phil Brown from Wallick and Bambi from Community Action. B. Head Start i. Director’s Report No report – no one from Head Start at the meeting. ii. Facilities Update No new information

C. Federal and State Funding Updates i. Stimulus Funds update

Head Start:

The President, on February 17, 2009, signed P.L. 111-5, the American Recovery and Reinvestment Act (ARRA). Included in this Act is a funding increase of $2.1 billion for Head Start; $1.1 billion of which is for Early Head Start expansion and $1 billion of which is to be allocated in accordance with the statutorily mandated allocation requirements found in Section 640 of the Head Start Act. In addition, as part of the FY 2009 appropriations process, Congress has provided a $234.8 million funding increase for Head Start.

The $1.1 billion for Early Head Start expansion will be announced in separate communication. The remaining $1.235 billion will, consistent with the requirements of the Head Start Act, be used for the following purposes:


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1. Cost-of-living increase $ 325,577,000 2. Quality improvement funding $353,779,000*

3. Head Start expansion

$219,612,000

4. Early Head Start expansion $ 199,612,000

5. Increased T/TA funding

$30,820,000

6. State Advisory Councils

$100,000,000

7. Increased program support

$3,410,000

8. Centers of Excellence

$2,000,000

The total funding available for Early Head Start expansion will include both those funds dedicated to Early Head Start expansion in ARRA (i.e. $1.1 billion) and the $199.6 million noted above.

Cost-of-living Adjustment (COLA): Each grantee can apply for a cost-of-living increase of 4.9%. COLA increases are to be used to pay for higher operating costs and to increase staff salaries and fringe benefits. All staff in Head Start programs will, in FY 2009, receive a cost-of-living increase of at least 4.9 percent in their hourly rate of pay. Grantees are to use part of their COLA increase made available through the increase in Head Start’s FY 2009 appropriation (approximately 3.1 percent) in a manner that permanently increases their agency's Head Start pay scale, rather than only increasing the salaries of current employees.

Quality Improvement: All grantees will include in their funding requests to the regional office a plan for using the allocated quality improvement funds. Any proposed use of quality improvement funding must be consistent with the provisions of Section 640(a)(5) of the Head Start Act.

Not less than 50 percent of the [quality improvement funding] shall be used to improve the compensation (including benefits) of educational personnel, family service workers, and child counselors to:

i. ensure that compensation is adequate to attract and retain qualified staff for the programs involved in order to enhance program quality;

ii. improve staff qualifications and assist with the implementation of career development programs for staff that support ongoing improvement of their skills and expertise; and


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iii. provide education and professional development to enable teachers to be fully competent to meet the professional standards established under section 648A(a)

(B) Any remaining funds from the reserved amount described in subparagraph (A) shall be used to carry out any of the following activities:

i. Supporting staff training, child counseling, and other services, necessary to address the challenges of children from immigrant, refugee, and asylee families, homeless children, children in foster care, limited English proficient children, children of migrant or seasonal farmworker families, children from families in crisis, children referred to Head Start programs (including Early Head Start programs) by child welfare agencies, and children who are exposed to chronic violence or substance abuse.

ii. Ensuring that the physical environments of Head Start programs are conducive to providing effective program services to children and families, and are accessible to children with disabilities and other individuals with disabilities.

iii. Employing additional qualified classroom staff to reduce the child-to-teacher ratio in the classroom and additional qualified family service workers to reduce the family-to-staff ratio for those workers.

iv. Ensuring that Head Start programs have qualified staff that promote the language skills and literacy growth of children and that provide children with a variety of skills that have been identified, through scientifically based reading research, as predictive of later reading achievement.

v. Increasing hours of program operation, including—

I. conversion of part-day programs to full-working day programs; and

II. increasing the number of weeks of operation in a calendar year.

vi. Improving communitywide strategic planning and needs assessments for Head Start programs and collaboration efforts for such programs, including outreach to children described in clause (i).

vii. Transporting children in Head Start programs safely, except that not more than 10 percent of funds made available to carry out this paragraph may be used for such purposes.

viii. Improving the compensation and benefits of staff of Head Start agencies, in order to improve the quality of Head Start programs.

The COLA and quality increases are subject to the non-federal share (match) requirements of the Head Start Act. However, Congress, in its Conference Report accompanying ARRA, reminds the Secretary of his/her authority, as


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discussed in the Head Start Act, to temporarily waive the non-federal share requirements.

Transportation Rural systems were asked to list capital purchases they would make if matching funds were not an issue. Fayette County will receive approximately $294,000 in stimulus money to buy vehicles, equipment and renovate the new facility. Weatherization We expect to receive $581,230 in stimulus funding for weatherization, with a goal of 57 units. There is debate going on now as to whether we will have to pay employees prevailing wage under the Stimulus Bill Community Services Block Grant We don’t have much information on CSBG yet. The State has a meeting planned for April 22 for CSBG grantees. Title III Stimulus funds for Title III are only for nutrition programs, so we will not be affected. McKinney-Vento (Homeless Programs) Stimulus funds have been allocated for Homelessness Prevention and Rapid Rehousing. Funds were distributed by formula to entitlement areas. The Department of Development will administer funds for the Balance of State. At this time the state will propose regions to allocate funds to, with those regions deciding how to distribute funds. The proposed region for Fayette County includes Pickaway, Clinton, Highland, Ross and Vinton Counties. Justice (Visitation Center) The Justice Assistance Grant program has stimulus funds available federally and through the state’s formula allocation. Violence Against Women funds were distributed to the states through formula. All applications for these funds, whether through the Ohio Office of Criminal Justice Services or the federal Department of Justice, are competitive. All applications must focus on job creation and/or job retention. 6. NEW BUSINESS None 7. OTHER BUSINESS Chris Adams asked about the closing of the Fayette County Food Pantry. This occurred in July 2008. Other food pantries in the county are serving more people. Cheryl Royster reminded everyone about the Health Fair on Saturday, April 25, at the Grace Community Church. She would like a Benefit Bank Counselor available at the Fair. She is also looking for blood donors. 8. ADJOURNMENT Motion to adjourn made by Tim Fogt and seconded by Gordon McCarty. Motion passed unanimously and the meeting adjourned at 1:02 PM. __________________________________ Secretary

Governing Board Minutes May 13 2009

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BOARD MINUTES DATE: May 13, 2009 MEMBERS: AFFILIATION • CHRIS ADAMS P Ministerial Association • TONY ANDERSON P Fayette County Commissioner • JOHN BONNER P Fayette Co. Commission on Aging • WILLIAM DENT P NAACP • TIM FOGT E Washington City Council • MIKE GIBBONS-CAMP P Southern Ohio Legal Services • CONNIE MATTHEWS A Washington School Board (designee) • GORDON McCARTY P Miami Trace School Board • LISA JOHNSON P Haven House Domestic Violence Shelter • CHERYL ROYSTER P Fayette Memorial Hospital Social Worker • ADELINA SCHUTT P Head Start Parents • NANCY STEGBAUER E Fayette County Health Department • ROBERT WHITE A Fayette Inn Resident Council • FAYE WILLIAMSON P Fayette County Commissioners (designee) Vacancies: Greene County OTHERS PRESENT: Jack Hagerty, CAC Executive Director; Bambi Baughn, Deputy Director; Jenny Hollar-Young, Fiscal Officer; Patty Griffiths, Housing Director; Yvonne Broughton, Head Start Director; Angela Siler, Administrative Assistant; Barry Accountius and Sylvia Ray, Ohio Housing Finance Agency QUORUM PRESENT: YES 1. CALL TO ORDER Chairman Faye Williamson called the meeting to order at 11:45AM 2. GUEST SPEAKER Barry Accountius from Ohio Housing Finance Agency spoke to the board about Community Housing Development Organizations (CHDO), their relationship to the Ohio Housing Finance Agency, CHDO purpose and what OHFA expected from them in return for receiving operating money. Fayette County CAC is the highest producing CHDO in the state. Barry emphasized the importance of CHDOs being able to earn money in order to stay in operation and carry out their missions. He distributed books on CHDO operation to the board members. 3. APPROVAL OF MINUTES OF PREVIOUS MEETING: Gordon McCarty moved and Chris Adams seconded that the minutes of the previous meeting be approved as mailed. Motion passed unanimously. 4. PROGRAM PROGRESS REPORTS/BALANCES OF ACCOUNTS The attached program progress reports and balances of accounts were distributed for review and discussion.


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5. ACTIONS REQUIRING BOARD APPROVAL A. Approval of 4-Year Capital & Operating plan for Transportation Bambi Baughn explained that the availability of new vehicles through the ARRA funds will change the vehicle replacement schedule and capital plan from prior years. We will put on the plan to replace two vehicles in the 3rd and 4th years but nothing for the first 2 years. Maintenance can now be capitalized so it will be included in the plan for the first time. Capitalized maintenance can include personnel costs for maintenance staff. Chris Adams moved and Lisa Johnson seconded to approve the 4 year capital and operating plan for transportation. Motion passed unanimously. B. Head Start – Transportation Service Plan The Service Plan was e-mailed to board members prior to the meeting. Yvonne informed the board that the committee that reviewed the plan did not make any changes from last year. Mike Gibbons-Camp moved and William Dent seconded to approve the Transportation Service Plan for Head Start. Motion passed unanimously. C. Head Start – COLA and Quality Improvement applications The applications were e-mailed to board members prior to the meetings. Yvonne Broughton reviewed the applications briefly, explaining that we had applied for 4.9% COLA permanently (3.06 COLA and 1.84 ARRA). She attached a salary survey justifying the new salary levels. 50% of Quality Improvement Funds had to go toward salaries and fringe. The rest is budgeted for family service worker training, new mulch for the Washington Court House site, new refrigerator and flooring for the cafeteria. We need a new bus, but only 10% of the QI funds could be used for transportation; not enough for a bus. There may be additional Quality Improvement funds available. Cheryl Royster moved and Gordon McCarty seconded to approve the COLA and QI applications. Motion passed unanimously. D. Housing Resolution from last month Patty Griffiths resubmitted her resolution from last month. She has discussed concerns with some board members since the last meeting. The resolution is to allow Patty to negotiate and purchase the vacant home at 743 Riverbirch Rd., Arbor Village Subdivision in the City of Washington Court House from the owners through the listing real estate agency of Prudential, to rehab and resale using the Finance Fund LANDLOC program previously approved by the Board. This resolution authorizes a purchase price of up to $96,000. Following discussion, Lisa Johnson moved and Cheryl Royster moved to pass the resolution. Motion passed unanimously. E. Possible lot switch for CHIP Housing Last board meeting, the board approved the purchase of a lot on Washington-Waterloo Road for CACFC to purchase to use with county CHIP funds. Since the last meeting, we have done a title search that showed that lot is not desirable for this project.


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Patty is requesting permission to purchase a different lot on Staunton-Sugar Grove Road. The title search is done, this lot is $3,000 less than the other lot, and the approved buyer likes it better. Chris Adams moved and John Bonner seconded to pass the attached resolution to purchase the Staunton- Sugar Grove lot instead. The resolution negates the one passed last month. Motion passed unanimously.

F. 2 year extension of contract with Hemphill & Associates for agency-wide audit

Jenny Hollar-Young informed the board that we are in the 3rd year of our contract with Jesse Hemphill & Associates for our agency-wide audit. She is requesting the board to approve a two year extension with that firm. The Hemphill firm has worked very hard with us to assure that our balance sheets accurately reflect all assets and liabilities. The extension is within the parameters of our procurement policies. Gordon McCarty moved and Lisa Johnson seconded to approve the 2-year extension of the audit contract with Hemphill & Associates. Motion passed unanimously.

6. Old Business A. Status of Grant Applications i. Ohio Benefit Bank application approved We will receive $30,000 for parts of the salaries for 3 staff who are trained counselors; for costs related to the annual tax clinic; and for internet access for the program laptops. ii. Applications submitted – CHDO, United Way, JAG and VAWA

iii. Pending – Continuum of Care renewal for Transitional Housing, Shelter & Care (through the Housing Authority), Rural Housing and Economic Development, Permanent Supportive Housing

B. Head Start May 1 was the last day for classes for 165 Head Start kids, 39 ELI kids and 39 PPS kids. We need to re-apply for the Early Learning Initiative program for next fall. We will be requesting funding for 20 full-day slots. Yvonne explained the rationale for the full-day slots vs. part day that we have now. The data verification review from the Ohio Department of Education went well. We have received a One Star Rating (Step 1) of the Ohio Step Up to Quality rating system, through the Department of Job & Family Services. Yvonne also shared our ELI summary report from Action for Children. The Self-Assessment will be on June 2, beginning at 8:30 AM. Board members are encouraged to participate.

C. Federal and State Funding Updates i. CSBG funding - $167,000 for two years from Recovery funds

ii. Update on transportation Recovery projects

Here is a dated synopsis of the ARRA process, from an e-mail received from the Ohio Department of Transportation: February 17, 2009: ARRA enacted by President Obama. March 5, 2009: The Rural Transit ARRA apportionment was received from the Federal Government. This started the clock ticking for obligating the first 50% of the 5311 funds apportioned to Ohio.


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March 26, 2009: Governor Strickland announced the list of transportation projects to be funded with ARRA including the Rural Transit list of projects. April 2009: Projects go through ODOT public involvement process so they can be added to the State Transportation Improvement Plan (STIP), a requirement for all ARRA projects. Grant making process with FTA begins. Last week of April: ODOT will begin having telephone conference calls with small groups of Rural Transit Systems to discuss the ARRA process at ODOT. The Manager/Director of each Rural Transit System will be contacted to set up your teleconference date and time. May and June, 2009: ODOT adds ARRA Rural program to the STIP and to required ARRA certifications; At least 1/2 of the funds are executed in grants with the FTA. Contracts between ODOT and Subrecipients (Rural Transit Systems) can now be executed. June-August, 2009: ODOT estimates a June-August timeframe for issuing contracts to the grantees for execution. September 1, 2009: This is 180 days after the Rural ARRA apportionment was received by ODOT. ODOT must have 1/2 of the funds obligated by this date or Ohio loses the funding not obligated. Obligated means having Ohio's apportioned Rural Transit ARRA funds in an executed FTA grant. (see above) March 10, 2010: This is the date when the remaining FTA funds must be obligated in an executed FTA Grant. Funding that is not in an FTA executed grant will be withdrawn and redistributed to the other States where no funding has been removed. 7. New Business No new business 8. Other Business Lisa submitted a letter of resignation, due to family obligations. Lisa has been a wonderful board member and we will miss her very much. Faye thanked her for the time she served on the board. 9. Announcements Patty Griffiths announced that the Homeownership Work Day will be on June 24th. 4 teams from USDA offices will participate in a siding competition. Lunch and recognitions will take place at 11:30. Chris Adams announced that the Relay for Life is the weekend of June 12/13th. He asked if there would be a summer Point-in-Time count for the homeless. Bambi said yes, but didn’t know if a date had been chosen yet. 10. Adjournment Motion to adjourn made by Gordon McCarty and seconded by Lisa Johnson Motion passed unanimously and the meeting adjourned at 12:55 PM. ___________________________________ Secretary Date

BOARD MINUTES DATE: June 10, 2009 MEMBERS: AFFILIATION • CHRIS ADAMS P Ministerial Association • TONY ANDERSON Jack DeWeese, alternate Fayette County Commissioner • JOHN BONNER P Fayette Co. Commission on Aging • WILLIAM DENT P NAACP • TIM FOGT P Washington City Council • MIKE GIBBONS-CAMP P Southern Ohio Legal Services • CONNIE MATTHEWS A Washington School Board (designee) • GORDON McCARTY P Miami Trace School Board • CHERYL ROYSTER P Fayette Memorial Hospital Social Worker • ADELINA SCHUTT P Head Start Parents • NANCY STEGBAUER P Fayette County Health Department • ROBERT WHITE A Fayette Inn Resident Council • FAYE WILLIAMSON P Fayette County Commissioners (designee) Vacancies: Pickaway and Greene Counties OTHERS PRESENT: Bambi Baughn, CAC Deputy Director; Jenny Hollar-Young, Fiscal Officer, Angela Siler, Administrative Assistant, Teresa Stritenberger, Head Start Health Coordinator; Patty Griffiths, Housing Director QUORUM PRESENT: YES 1. CALL TO ORDER Chairman Faye Williamson called the meeting to order at 11:59AM. 2. APPROVAL OF MINUTES OF PREVIOUS MEETING: John Bonner moved and Gordon McCarty seconded that the minutes of the previous meeting be approved as mailed. Motion passed unanimously. 3. PROGRAM PROGRESS REPORTS/BALANCES OF ACCOUNTS The attached program progress reports and balances of accounts were distributed for review and discussion. Bambi said that there would be less assistance this year with the school clothes due to no TANF funds. 4. ACTIONS REQUIRING BOARD APPROVAL A. Approval of application for federal expansion funds – Head Start We are requesting an additional 22 slots. This will allow 3 classrooms at Wash. Ct. House and 2 classrooms at Jeffersonville to be full at 17 children per session. This will help to recover the 17 slots that we were reduced in Federal Head Start and the 19 slots lost to ELI cuts. We can't ask for additional children because we do not have the space to serve them. Due June 23. Chris Adams moved and William Dent seconded to approve the submission of the Head Start expansion application. Motion passed unanimously.

B. Approval of application for Early Head Start grant We are planning on requesting 72 slots for pregnant women and children from birth to three. We plan on partnering with Help Me Grow to serve these children because they are at great risk of losing additional funding. Due July 9th. John Bonner moved and Nancy Stegbauer seconded to approve the submission of the Early Head Start application. Motion passed unanimously. Bambi added that Highland County CAO has approached us about a possible two-county submission if it is unable to resolve an issue in its county with HMG. Chris Adams moved and Nancy Stegbauer seconded to approve a joint Early Head Start application with Highland County CAO if need be. Motion passed unanimously. C. Approval of Head Start one-time funding Head Start One Time Funding in addressing health & safety issues and/or improving quality that would not be possible without this supplemental funding. Due July 10. We plan on asking for funding for- -2 buses -Tile for cafeteria area -Refrigerator for Wash. Ct. House center -Security systems for Wash. Ct. House and Jeffersonville -Adding to existing bike path at Wash. Ct. House -Training and technical assistance for all staff regarding-handling challenging behaviors and professionalism. Chris Adams moved and William Dent seconded to approve the submission of the Head Start One-Time Funding application. Motion passed unanimously. D. Approval of Weatherization Stimulus Funds workplan (6/5/09) The budget was e-mailed to the Board last night. It was due June 5. The start date has already been changed to July 1 instead of June 1. Mike Gibbons-Camp moved and Cheryl Royster seconded to approve the submission of the HWAP ARRA Management Plan. Motion passed unanimously. E. Approval of CSBG Stimulus Funds workplan We plan to apply for a marketing person for the Washington Supply business, hire a planner and supplement the Visitation Center, assuming the ARRA applications we submitted are not funded. Due June 15. Chris Adams moved and Nancy Stegbauer seconded to approve the submission of the CSBG ARRA Workplan application. Motion passed unanimously. F. Approval of Application for Foster Youth Mentoring Program There are ARRA funds available through the Department of Justice for Mentoring for Foster Care Youth, which would be run through the Visitation Center. The grant was due June 8. Adelina Schutt moved and John Bonner seconded to approve the submission of the Mentoring Foster Youth application.

G. Approval of Housing Trust Fund application: Shelter, Transitional Housing, Direct Housing & Permanent Supportive Housing

We will be applying for funding for shelter operations, transitional housing, direct housing and the Fayette Inn. Due July 14. Gordon McCarty moved and William Dent seconded to approve the submission of the Homeless Assistance application. Motion passed unanimously.

Gordon McCarty said that the Village of Jeffersonville now owns the former elementary school building and is discussing whether it could be a homeless shelter. Contact person is Dave Krupla – 426-8881. Bambi will inform Christina.

H. Approval of Homeless Prevention/Rapid Rehousing workplan for

Region 7 We will be administering $994,800 for 3 years for 5 counties. The plan is due to DoD on July 14. Each county has been asked to name a local administering agency, submit a budget for their share of the funds and a workplan. Chris Adams moved and John Bonner seconded to approve the submission of the HPRP administration plan. Motion passed unanimously.

I. Approval of Title III application for Senior Services We will be re-applying for homemaker aide services and home repair & maintenance. Due July 14. John Bonner moved and Cheryl Royster seconded to approve the submission of the Title III application. Due July 14. Motion passed unanimously.

I. Approval to purchase house through Landloc program The first house was purchased March and resold on May 28th. Patty wants to purchase another house on Riverbirch Road. Chris Adams moved and Nancy Stegbauer seconded to approve the purchase of that house through the Landloc Program. Motion passed unanimously. There was discussion as to whether the board needed to approve every house purchased through the LANDLOC loan. Chris Adams moved and Gordon McCarty seconded that the Executive Committee would be contacted to approve all future LANDLOC transactions, with a report to the board. Motion passed unanimously.


i. ELI Application was submitted on time. Requested 20 slots to be served in a full day classroom.

ii. FY2009 Funding Increase COLA and Quality Improvement-Submitted on

time. Program Officer Karen Claxton called Friday to say she would not approve the tile in the cafeteria area or the refrigerator. Yvonne needed to redo the grant rebudgeting $6,179. It was put in additional funding for college tuition for Teachers, Assistant Teachers, Center Assistants, Family Partners, and Family/Community/Disability Coordinator. B. Head Start i. Director’s Report We have received notification from Step Up to Quality that both centers have been awarded a 1 start rating. Wash. Ct. House will receive $10,000 and Jeffersonville will receive $4000. Self Assessment was held on June 2nd. We had many representatives from the community attend. We followed a new format for the assessment and everyone seemed to enjoy it. Many good comments were made about our program. Yvonne will present the final report in August.

Bus Inspections by the State Highway patrol are June 10. We would like to thank DJFS for providing WEP workers. Teresa told the board that extra storage space was found when the stairs were being repaired. New sandboxes have been built and other improvements to the playground. Also thanks to community service workers for helping at Jeffersonville. ii. Facilities Update Transportation will move as soon as renovations are made to its building. The rest of the agency will move as soon as Miami Trace moves to its new office. 6. NEW BUSINESS We will be participating in an AmeriCorps program with weatherization through WSOS Community Action. Our agency may also be included in COHHIO’s VISTA application for the Youth Empowerment Program. Our agency was selected as the lead agency for one of the regions in the Department of Development’s application for Neighborhood Stabilization Program II application. 7. OTHER BUSINESS Gordon McCarty moved and Adelina Schutt seconded that there not be a board meeting in July. Motion passed unanimously. 8. ANNOUNCEMENTS YMCA is having a family celebration July 3 before the fireworks. Elected officials will be participating in a “dunk tank”. The Relay for Life is next weekend. The Commission on Aging is having a pancake breakfast fundraiser. 9. ADJOURNMENT Motion to adjourn made by Chris Adams and seconded by William Dent. Motion passed unanimously and the meeting adjourned at 1:00 PM _______________________________________________________ Secretary Date

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BOARD MINUTES DATE: August 12, 2009 MEMBERS: AFFILIATION • CHRIS ADAMS P Ministerial Association • TONY ANDERSON – alternate Jack Deweese Fayette County Commissioner • JOHN BONNER P Fayette Co. Commission on Aging • WILLIAM DENT P NAACP • TIM FOGT P Washington City Council • MIKE GIBBONS-CAMP P Southern Ohio Legal Services • CONNIE MATTHEWS P Washington School Board (designee) • GORDON McCARTY P Miami Trace School Board • CHERYL ROYSTER P Fayette Memorial Hospital Social Worker • ADELINA SCHUTT E Head Start Parents • NANCY STEGBAUER P Fayette County Health Department • ROBERT WHITE A Fayette Inn Resident Council • FAYE WILLIAMSON P Fayette County Commissioners (designee) Vacancies: 2 OTHERS PRESENT: Bambi Baughn, CAC Deputy Director; Angela Siler, Administrative Assistant; Patty Griffiths, Housing Director QUORUM PRESENT: YES: 1. CALL TO ORDER President Faye Williamson called the meeting to order at 11:55AM 2 APPROVAL OF MINUTES OF PREVIOUS MEETING: Cheryl Royster moved and Gordon McCarty seconded that the minutes of the previous meeting be approved as mailed. Motion passed unanimously. 3. PROGRAM PROGRESS REPORTS/BALANCES OF ACCOUNTS The attached program progress reports and balances of accounts were distributed for review and discussion. Over 400 applications received for school clothes. We were able to provide assistance to about 220 kids. 5 children went to Salvation Army camp in July. We are assisting the Soil & Conservation office with eligibility determination for a program they have to help families improve their septic systems.

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4. ACTIONS REQUIRING BOARD APPROVAL 1. Head Start – Disabilities Plan The Disabilities Plan was sent to board members via e-mail. It was reviewed and updated by both School Districts LEA, Special Education supervisors, Adelina, and Teresa Borden. Changes are in red. Michael Gibbons-Camp moved and Connie Matthews seconded to approve the Disabilities Plan. Motion passed unanimously. 2. Transportation – 2010 Resolution to submit application The Resolution was e-mailed to board members before the meeting. In 2010 we will budget primarily for operating. The only capital expenditure will be maintenance. William Dent moved and John Bonner seconded to approve the Resolution. Motion passed unanimously. 3. Bylaws Update The bylaws were e-mailed to the board members before the meeting. Michael Gibbons-Camp moved and Connie Matthews seconded to approve the Bylaws. Motion passed unanimously. 4. Other Policies The Title VI and Title VII policies, the 504 policy, the Code of Ethics and Affirmative Action Plan were e-mailed to board members before the meeting. John Bonner moved and Michael Gibbons-Camp seconded to approve the Policies. Motion passed unanimously. 5. HEAP Management Plan for 2009-2010 The HEAP Management Plan was e-mailed to the board members before the meeting. Connie Matthews moved and William Dent seconded to approve the HEAP Management Plan for 2009-2010. Motion passed unanimously. 6. Resolution for Transportation Stimulus Funds The Resolution for the Transportation Stimulus Funds was e-mailed to the board members before the meeting. Michael Gibbons-Camp moved and John Bonner seconded to approve the Resolution. Motion passed unanimously.

5. OLD BUSINESS A. Status of Grant Applications 1. Submitted: Homeless Assistance Grant, Homeless Prevention/Rapid Rehousing, Family Homeless Prevention Pilot, CSBG ARRA workplan, Weatherization ARRA workplan, Title III application, Continuation for the Alzheimer Homemaker Program, Mentoring for Foster Care Youth 2. Approved: United Way approved funds for Transportation ($5,000), the Homeless Shelter ($5,000) and the Home Delivered Meals Program ($3,000). The Youthbuild application was approved. We will receive $650,000 for the first year, with the balance to be funded in the second year. This is a joint project with Pickaway County Community Action. The Transportation Mobility Management application was approved for $50,000. We have not received a contract yet. We received approval and the contract for the next phase of implementation funding for the Rural Homelessness in Southern & Central Ohio project, from the Osteopathic Heritage Foundation. Total grant is for $50,000.

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We received ARRA funding for the Visitation Center through the Justice Assistance Grant for $75,498.05 B. Head Start Head Start staff are participating in their annual Risk Management conference call with the Regional Office and the T&TA provided. Connie Matthews reported that the public preschool was funded for $70,000.

C. Federal and State Funding Updates i. State Budget cuts – impact on programs:

Title XX Transportation, TANF funds for school clothes and Summer Youth Employment, and Early Learning Initiative all were eliminated in the state budget.

ii. Federal – Stimulus funds CAC is receiving ARRA funds for transportation, weatherization, Community Services Block Grant, Emergency Food & Shelter Program, Homeless Prevention and Rapid Rehousing, and Justice Assistance Grant so far. 6. NEW BUSINESS

A. Head Start proposal for private preschool program. The budget and e-mail cover were sent to board members before the meeting. There was lengthy discussion and some questions. Connie Matthews answered as many as she could, but some questions needed to be answered by Head Start staff. Connie felt we should have a survey of the families currently participating in ELI to see if they would be interested in this option.

B. Agency audit complete – report to be given in September. Faye Williamson talked about the exit conference with the auditor for the latest agency-wide audit. Jenny Hollar-Young will discuss the audit next month at the meeting. 7. OTHER BUSINESS None 8. ANNOUNCEMENTS Nancy Stegbauer said the Health Department will be having flu vaccine clinics soon and recommends everyone get the shot this year. 9. ADJOURNMENT Motion to adjourn made by Cheryl Royster and seconded by William Dent. Motion passed unanimously and the meeting adjourned at 1:00pm. _______________________________ Secretary

September Governing Board Minutes

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BOARD MINUTES DATE: 9/9/09 MEMBERS: AFFILIATION • CHRIS ADAMS P Ministerial Association • TONY ANDERSON A Fayette County Commissioner • JOHN BONNER P Fayette Co. Commission on Aging • WILLIAM DENT P NAACP • TIM FOGT E Washington City Council • MIKE GIBBONS-CAMP P Southern Ohio Legal Services • CONNIE MATTHEWS A Washington School Board (designee) • GORDON McCARTY P Miami Trace School Board • CHERYL ROYSTER P Fayette Memorial Hospital Social Worker • ADELINA SCHUTT P Head Start Parents • NANCY STEGBAUER P Fayette County Health Department • ROBERT WHITE A Fayette Inn Resident Council • FAYE WILLIAMSON P Fayette County Commissioners (designee) Vacancies: 2 OTHERS PRESENT: Bambi Baughn, CAC Deputy Director; Jenny Hollar-Young, Fiscal Officer; Yvonne Broughton, Head Start Director; Patty Griffiths, Housing Director; Roger Thompson, Transportation Manager; Angela Siler, Administrative Assistant QUORUM PRESENT: YES 1. CALL TO ORDER Chairman Faye Williamson called the meeting to order at 11:55 AM 2 APPROVAL OF MINUTES OF PREVIOUS MEETING: Gordon Davis moved and John Bonner seconded that the minutes of the previous meeting be approved with the following change – the amount of funding available for public preschool is $120,000. Motion passed unanimously. 3. PROGRAM PROGRESS REPORTS/BALANCES OF ACCOUNTS The attached program progress reports and balances of accounts were distributed for review and discussion. 4. REPORTS FROM MAJOR PROGRAMS/ACTIONS REQUIRING BOARD APPROVAL

A. Early Childhood Programs - Head Start, Public Preschool i. Director’s Report We are fully enrolled with 148 children in Head Start and 40 in the public preschool. 70 children are on the waiting list. There were no action steps resulting from the risk management phone call last month.


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We will receive $111,000 in program improvement funds, and will be able to purchase 2 new buses. We have had follow-up phone calls about the Early Head Start application, which is a good sign. Yvonne distributed several documents that she discussed in her report. (attached in board records) ii. Actions Needing Board Approval

a. Early Childhood Health Services Plan The plan was e-mailed, with the changes in red. The changes are to correct typos. Chris Adams moved and William Dent seconded to approve the Early Childhood Health Services Plan. Motion passed unanimously.

b. Daily Attendance Plan

The plan was e-mailed prior to the meeting. There are no changes since last year. Chris Adams moved and Cheryl Royster seconded to approve the Daily Attendance Plan. Motion passed unanimously.

c. ERSEA Plan

Chris Adams moved and Michael Gibbons-Camp seconded to approve the ERSEA Plan. Motion passed unanimously.

d. Priority Checklist

The committee made changes in the points in the families’ applications to give priority to children who are 4 years old. John Bonner moved and Cheryl Royster seconded to approve the Priority Checklist. Motion passed unanimously. B. Housing Programs – Self-Help, Development, Housing Counseling, Youthbuild

i. Director’s Report Patty had made a spreadsheet showing the status of all lots and houses that have been bought and sold. Several board members commented that this document answered questions/addressed concerns from other meetings and complimented Patty on the report. Patty also reported that the $8,000 tax credit for first time homebuyers contributed to the number of persons interested in participating in the program. ii. Actions Needing Board Approval

a. Resolution to Accept CHDO Contract – Bambi We were approved for $45,000, which can be renewed for 2 subsequent years, so long as the agency meets the requirements of the grant. Gordon McCarty moved and Chris Adams seconded to approve the Resolution. Motion passed unanimously.

b. Resolution for Lot in Rolling Meadows subdivision –

John Bonner moved and Gordon McCarty seconded to approve the Resolution. Motion passed unanimously.

c.


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d. Signatory authorization for New Holland 202 project – Chris Adams moved and William Dent seconded to authorize Bambi Baughn to sign on behalf of the board for the New Holland housing project. Motion passed unanimously. C. Transportation – Public Transit; JARC, Medical, Mobility Management i. Director’s Report Roger Thompson reported that a new bus was delivered last week. We have submitted the RFPs for software and construction to ODOT for review and approval before they can be released to the public for bid. ii. Actions Needing Board Approval None this month

D. Homeless Program - Shelter, Transitional, Prevention, CoC i. Director’s Report No report ii. Actions Needing Board Approval None this month E. Other Actions Needing Board Approval i. Review and acceptance of agency-wide audit Jenny Hollar Young presented the agency-wide audit for the period 3/1/08 – 2/28/09. Faye Williamson had attended the exit interview with the staff and the auditor.

i. Application to Finance Fund for Accounts Receivable Line of Credit

Chris Adams moved and William Dent seconded to authorize submission of an application for the Accounts Receivable Line of Credit from the Finance Fund. Motion passed unanimously.

5. OLD BUSINESS

A. Status of Grant Applications We received contracts for the Family Homelessness Prevention Pilot continuation and for the regional Homelessness Prevention and Rapid Rehousing funds. We also received the contract for the Alzheimer Respite Homemaker Aide program. The COAAA recommended we receive $11,759 in Title III funds for Home Repair and $11,517 for Homemaker Aide in 2010. This is about $1,000 less per program than 2009.


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B. Federal and State Funding Updates

We lost TANF funding for employment related transportation and the visitation center.

C. Private preschool proposal

Yvonne said that only 6 families surveyed were interested in private preschool, so nothing further will be done. 6. NEW BUSINESS A. Board vacancies – need to be filled; suggestions for membership There was general discussion of persons who could serve on the board. There was no response from OHFA about residents from counties where we have housing, so we will proceed to recruit persons based on local affiliations and skills. Adelina Schutt’s term as Head Start parent representative will expire this month, as she no longer has a child in Head Start. After discussion, William Dent moved and Nancy Stegbauer moved that Adelina remain on the board in the private sector, representing the Hispanic community. Motion passed unanimously. Another name suggested was Nicky Glispie with Victim Witness. Faye will contact her. Head Start will select a new parent representative. 7. OTHER BUSINESS Mindy Eckle will represent the Department of Job & Family Services on the Head Start Policy Council. 8. ANNOUNCEMENTS 9. ADJOURNMENT Motion to adjourn made by John Bonner and seconded by Gordon McCarty. Motion passed unanimously and the meeting adjourned at 1:00 PM. ______________________________________________ Secretary

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BOARD MINUTES DATE: October 14, 2009 MEMBERS: AFFILIATION

• TONY ANDERSON FAYETTE COUNTY COMMISSIONERS Present

• CHRIS ADAMS MINISTERIAL ASSOCIATION Present

• JOHN BONNER FAYETTE COMMISSION ON AGING Present

• WILLIAM DENT NAACP Present

• TIM FOGT WASHINGTON CITY COUNCIL Present

• MIKE GIBBONS-CAMP SOUTHERN OHIO LEGAL SERVICES Present

• CONNIE MATHEWS WASHINGTON CITY SCHOOL BOARD Absent

• GORDON McCARTY MIAMI TRACE SCHOOL BOARD Present

• CHERYL ROYSTER FAYETTE MEMORIAL HOSPITAL SOCIAL WORKER Present

• NANCY STEGBAUER FAYETTE COUNTY HEALTH COMMISSIONER Absent

• TAMMY WESTCAMP DOMESTIC VIOLENCE REPRESENTATIVE Present

• TAVIA WILKERSON HEAD START PARENTS Present

• ROBERT WHITE FAYETTE INN RESIDENT COUNCIL Present

• FAYE WILLIAMSON FAYETTE COUNTY COMMISSIONERS DESIGNEE Present

• ADELINA SCHUTT HISPANIC COMMUNITY Excused Vacancies: none OTHERS PRESENT: Jenny Hollar-Young, Fiscal Officer; Yvonne Broughton, Early Learning Center Director; Christina Blair, Continuum of Care Coordinator; Lindsay Minzler, Assistant. QUORUM PRESENT: YES: 1. CALL TO ORDER President Faye Williamson called the meeting to order at 11:55AM 2 APPROVAL OF MINUTES OF PREVIOUS MEETING: Chris Adams moved and William Dent seconded that the minutes of the previous meeting be approved as mailed. Motion passed unanimously. 3. PROGRAM PROGRESS REPORTS/BALANCES OF ACCOUNTS Supervised Visitation & Exchange – Faye Williamson reported that JFS will contract with the Visitation Center beginning November 1 for $20,000 to continue to provide services. Head Start – Yvonne Broughton reported that they have received the Step-Up to Quality Awards. Washington Court House Head Start received $10,000. $2,500 for classroom supports, $1,000 for administrative supports, and $6,500 for the playground. Jeffersonville received $4,000. $2,800 is for critical repairs and $1,200 for classroom support. Head Start also received the

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American Alliance Playground Fund Grant in the amount of $5,000 to pay for landscaping and playground materials. Head Start also received a one-time program improvement grant from the Office of Head Start for flooring, a security system, 3 buses, and safety restraints in the amount of $156,131. Yvonne submitted an application for Early Head Start. While official notification was not given, it is likely that Fayette County will receive $391,157 for the first year, beginning in February and an allocation of $586,735 in the second year. Early Head Start will work in conjunction with Help Me Grow. All of the Early Learning Center administrative staff are getting prepared for Early Head Start. Jackie, Yvonne, and Jenny will attend the Region V Conference in Chicago from October 26-29th. This will help us prepare for the upcoming review and kick-off training for Early Head Start. The review team will visit by the last week of November. Monitoring Protocol will provide program guidance on what questions may be asked at the visit. Barbara Haxton, Executive Director of Ohio Head Start Association Incorporated will be providing training at the next Board meeting. Homeless/Homeless Prevention Programs – CACFC is assisting the Housing Authority in the development of 10 Shelter Plus Care units of scattered site permanent supportive housing for single, homeless, disabled individuals. Community Action is applying for 8 units of Permanent Supportive Housing for single, homeless, disabled individuals. This grant request totals $306,650 over a 3 year period. The program, if funded, will lease the property at 780 Gregg Street. One full time manager and one full time case manager will be hired to support the project, if funded. Together these programs will provide 18 units for single, homeless individuals and will meet our goal for permanent supportive housing outlined in the 10-Year Plan to End Homelessness. This month’s Continuum of Care will feature its first annual Chili Challenge. The Continuum of Care has increased the variety of members by adding a representative from Family & Children First, the Ministerial Association, the Miami Trace Homeless Liaison, and 3 Veteran representatives. However, core membership has declined since the summer months. The shelter has doubled the number of individuals served since last year. At this time last year 33 households had accessed the shelter. 57 families have been in shelter thus far this year. It is hard to tell if this is due to a lack of homeless prevention funding or the increasing unemployment rate. HPRP will allow us to move single individuals out of the shelter quickly. HPRP Region 7 met on September 30th for case management and uniform assessment training. Reports will be due to CAC on the 2nd a quickly turned around to the state by the 5th. The Pilot has wrapped up with 132 families receiving assistance over a two year period. Fayette and Pickaway County served 70 and 62 families, respectively. 4. ACTIONS REQUIRING BOARD APPROVAL 1. Continuum of Care – 2010 Resolution to submit application Community Action is applying for 8 units of Permanent Supportive Housing for single, homeless, disabled individuals. This grant request totals $306,650 over a 3 year period. The program, if funded, will lease the property at 780 Gregg Street. One full time manager and one full time case manager will be hired to support the project, if funded. The grant was submitted in May and received approval from COHHIO to be submitted with the Balance of State’s application. The determination of funding on the federal level will be determined by the strength of the Ohio Balance of State’s overall application. Michael Gibbons-Camp moved and John Bonner seconded to approve the application submission. Motion passed unanimously.

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2. Board Resolution for Consent to Sign Board Resolution granting Jack Hagerty and Bambi Baughn to sign bank drafts, notes, contracts, deeds, mortgages, and loan agreement on the behalf of the board. Chris Adams made a motion and Cheryl Royster seconded the motion. There was some discussion on the resolution not including the language “Board approved.” There was discussion surrounding the fact that the bank may not allow Bambi to sign on Jack’s behalf in his absence and there may be some pressing business that may need to be attended to before next month. Chris modified his motion to pass the motion as a working resolution to be reevaluated at the next board meeting. Mike Gibbons-Camp suggested that they just adopt the resolution by adding “board approved” to the resolution. Chris Adams withdrew his motion. Mike Gibbons-Camp made a motion to adopt the amended resolution with “board approved” prior to those notes and documents. Cheryl Royster seconded the motion. The motion passed unanimously. Mike Gibbons-Camp made a motion and William Dent seconded the motion for adoption. Faye Williamson adopted the motion with the words “board approved.” 8. ANNOUNCEMENTS Gordon McCarty announced that Miami Trace plans to vacate the Central Office building the week prior to Thanksgiving. Tony Anderson recognized Bambi and Patty for their hard work and dedication, even if he gives them a hard time. 9. REQUEST FOR EXECUTIVE SESSION Faye Williamson requested to go into Executive Session. Mike Gibbons-Camp made the motion. Tony Anderson seconded the motion. The motion passed unanimously and the meeting adjourned at 1:00pm. _______________________________ Secretary

BOARD MINUTES DATE: November 18, 2009 MEMBERS: AFFILIATION • CHRIS ADAMS P Ministerial Association • TONY ANDERSON P Fayette County Commissioner • JOHN BONNER P Fayette Co. Commission on Aging • WILLIAM DENT P NAACP • TIM FOGT P Washington City Council • MIKE GIBBONS-CAMP P Southern Ohio Legal Services • CONNIE MATTHEWS P Washington School Board (designee) • GORDON McCARTY P Miami Trace School Board • CHERYL ROYSTER P Fayette Memorial Hospital Social Worker • ADELINA SCHUTT P Hispanic Community • NANCY STEGBAUER E Fayette County Health Department • ROBERT WHITE A Fayette Inn Resident Council • FAYE WILLIAMSON P Fayette County Commissioners (designee) • TAVIA WILKERSON P Head Start Parents OTHERS PRESENT: Bambi Baughn, Deputy Director; Jenny Hollar-Young, Fiscal Officer, Christina Blair, CoC Coordinator; Yvonne Broughton, Head Start Director; Angela Siler, Administrative Assistant; Barb Haxton, Executive Director of Ohio Head Start Association QUORUM PRESENT: YES 1. CALL TO ORDER Chairman Faye Williamson called the meeting to order at 11:55 AM Chris Adams called for a moment of silence in memory of Jack Hagerty, who passed away November 2. Bambi Baughn discussed the possibility of starting a scholarship fund in honor of Mr. Hagerty with some of the developer fees earned from Ardmore Crossing. Jenny described some notes she found in Mr. Hagerty’s desk, planning his retirement and thanking the board and staff. 2 APPROVAL OF MINUTES OF PREVIOUS MEETING: Gordon McCarty moved and William Dent seconded that the minutes of the previous meeting be approved as mailed. Motion passed unanimously. 3. PROGRAM PROGRESS REPORTS/BALANCES OF ACCOUNTS The attached program progress reports and balances of accounts were distributed for review and discussion. 4. Actions Needing Board Approval A. Approval of 2010-2011 Community Services Block Grant application The application is not due now until December, so the board will approve it at the next meeting.

B. Approval to accept Mobility Management contract from Ohio Department of Transportation

The agency received a $50,000 Mobility Management grant from the Ohio Department of Transportation. Chris Adams moved and Michael Gibbons-Camp seconded to accept the grant and direct Bambi Baughn to execute all documents relevant to it. Motion passed unanimously.

C. Approval of PY 45 Head Start federal application Yvonne had e-mailed the budget and narrative to the board before the meeting. John Bonner moved and Adelina Schutt seconded to approve the submission of the Head Start application. Motion passed unanimously.

5. Old Business A. Status of Grant Applications

B. Federal and State Funding Updates The Head Start expansion grant was not approved. Revised Title III budgets have been submitted to COAAA. We received a contract from the Ohio Partners for Affordable Energy for a DP&L utility weatherization program for $50,000. We received the HUD grant for the Transitional Housing renewal 6. New Business

A. Appointment of Nominating Committee for new officers Faye appointed Tony Anderson, Cheryl Royster and Michael Gibbons-Camp as the nominating committee for new officers.

B. Board training – Barb Haxton, Ohio Head Start Association Barb Haxton conducted governance training to prepare the board members for the Head Start review that begins on November 30. The meeting adjourned at 1:20 PM. ________________________________________________ Secretary

CAC Governing Board Minutes December 2009

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BOARD MINUTES DATE: December 9, 2009 MEMBERS: AFFILIATION ATTENDANCE • CHRIS ADAMS Ministerial Association Present • TONY ANDERSON Fayette County Commissioner Absent • JOHN BONNER Fayette Co. Commission on Aging Present • WILLIAM DENT NAACP Present • TIM FOGT Washington City Council Present • MIKE GIBBONS-CAMP Southern Ohio Legal Services Excused • CONNIE MATTHEWS Washington School Board (designee) Present • GORDON McCARTY Miami Trace School Board Present • CHERYL ROYSTER, LISW Fayette Memorial Hospital Present • ADELINA SCHUTT Hispanic Community Present • NANCY STEGBAUER Fayette County Health Department Present • TAMMY WESTCAMP Transitional Housing/DV Present • ROBERT WHITE Fayette Inn Resident Council Present • TAVIA WILKERSON Head Start Parents Present • FAYE WILLIAMSON Fayette County Commissioners (designee)Present OTHERS PRESENT: Bambi Baughn, Acting Director; Jenny Hollar-Young, Fiscal Officer; Christina Blair, Homeless Prevention Director; Roger Thompson, Transportation Director; Yvonne Broughton, Head Start Director; Angela Siler, Administrative Assistant QUORUM PRESENT: YES In honor of the holidays, the meeting was held at Dakota’s Restaurant. 1. CALL TO ORDER Chairman Faye Williamson called the meeting to order at 11:55 AM. Secretary Chris Adams called role and determined a quorum was present. 2 APPROVAL OF MINUTES OF PREVIOUS MEETING: Adelina moved and Connie Matthews seconded that the minutes of the previous meeting be approved with the following corrections: Adelina is not longer the Head Start parent representative; she represents the Hispanic community. Tavia Wilkerson represents the Head Start parents and she was present at the last meeting. Motion passed unanimously. 3. PROGRAM PROGRESS REPORTS/BALANCES OF ACCOUNTS The attached program progress reports and balances of accounts were distributed for review and discussion. 4. REPORTS FROM MAJOR PROGRAMS/ACTIONS REQUIRING BOARD APPROVAL A. Early Childhood Programs - Head Start, Public Preschool i. Director’s Report Yvonne provided a graph for income status of enrolled and wait-listed children. Waitlisted children were also graphed by age and disability.


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a. On-Site Review The on-site review took place November 30 – December 3. The reviewers are “fact finders” who report to the Head Start Bureau, that issues the report. Faye thanked Connie and Adelina for their participation on the Governing Board interview part of the review. b. Early Head Start Program We received the official phone call from the Head Start office that we were approved for Early Head Start. The program will start in February and will be a home-based model. ii. Actions Needing Board Approval None this month.

B. Housing Programs – Self-Help, Development, Housing Counseling, Youthbuild i. Director’s Report

Patty, Kathy and Tina are in Washington DC this week at a Neighbor Works training. A request was made to the Executive Committee to use the LANDLOC funds to purchase a house at 1333 Grace Street which suffered severe fire damage earlier this year. The homeowners had no insurance (they had inherited the house) and were not able to get any help from the county to rehab it. The county felt it was too far gone. Franco would not use their NSP funds because it isn’t located in their target area. Meanwhile, the family is renting and has received approval from USDA to purchase a new house in our subdivision. However, they MUST dispose of the old one first. We want to buy it from them for $3,000 and then have it torn down at a cost of $4,000. This is agreeable to the family. We will either try to sell the lot or build a house on it at a later date. This will solve the problem of a vacant house in the area. The other house is finished and ready to be purchased by the family now. Bambi and Patty made a presentation to the Ohio Housing Finance Agency to apply for Housing Development Gap Financing funding for the 202 in New Holland. We have a development gap of approximately $422,000. Two OHFA staff members met with Bambi and Bill Davis this morning to look at the site and the engineer’s drawings.

ii. Actions Needing Board Approval None this month. The Executive Committee approved the lot purchase.

C. Transportation – Public Transit; JARC, Medical, Mobility Management

i. Director’s Report Roger reported that we have received the contracts for the 2010 Rural Transit program and the Job Access/Reverse Commute program. We are still waiting for permission from ODOT to provide with the ARRA construction project.

ii. Actions Needing Board Approval

None this month D. Homeless Programs -Shelter, Transitional, HPRP, CoC

i. Director’s Report


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Christina reported that the Homeless Assistance grant was approved by ODOD (with budget revisions). She has completed site visits to each of the other 4 counties involved in our HPRP grant. ODOD has a site visit to our office on December 18. Christina has prepared and submitted a waiver request to HUD so that we can use HPRP funds to provide financial assistance to projects where CAC is involved as an owner.

ii. Actions Needing Board Approval None this month. E. Other Actions Needing Board Approval i. CSBG Application for 2010-2011 2-year application for $261,450. $123,700 is budgeted for administration and $137,750 is budgeted for operating. The funds will be used to support ongoing agency programming. The Head Start Needs Assessment was used for the application, as it included survey information about all programs operated by CAC. John Bonner moved and Gordon McCarty seconded to approve the 2010-2011 CSBG application as presented. Motion passed unanimously. Bambi informed the board that we will need to revise the CSBG ARRA budget. We will need less money for Visitation Center staff and sales staff for Washington Supply. We will add the Job Access/Reverse Commute program and use CSBG for some of the required match, since we no longer have the TANF transportation program. ii. Decision on Executive Director position After discussion, Gordon McCarty moved and Adelina Schutt seconded to approve the hiring of Bambi Baughn as Executive Director. Roll Call vote was unanimous.

5. OLD BUSINESS

A. Status of Grant Applications

B. Federal and State Funding Updates

No updates beyond what was reported by the programs.

C. Report from nominating committee Before the report, Faye thanked Chris Adams and Tim Fogt for their service to the board, both as members and as officers. Both Chris and Tim will be leaving the board this month. Cheryl Royster, chairman of the nominating committee, presented the following slate of officers: Chairman, Faye Williamson; Vice-Chairman, Cheryl Royster; Secretary, Michael Gibbons-Camp; and Treasurer, Connie Matthews. Nominations from the floor were requested. Hearing none, Chris Adams moved and Tim Fogt seconded that nominations be closed. The slate was accepted unanimously. The meeting adjourned at 1:00 PM ___________________________________________ Secretary

cac governing board minutes january 2009 board minutes€¦ · chairman faye williamson called the...

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