EMAA BOARD OF DIRECTORS MEETING HELD NOV. 16

East Missouri Action Agency (EMAA) is a non-profit community action agency, recognized under Missouri law to provide a variety of services addressing the needs of low-income citizens living in the eight counties it serves. Those counties are Bollinger, Cape Girardeau, Iron, Madison, Perry, St. Francois, Ste. Genevieve and Washington. EMAA is required by State law to have a board composed of elected officials, representatives of low-income people and private sector groups. EMAA's services include Head Start, Housing programs, Family Planning programs, Employment & Training programs and community service.

The Nov. 16 meeting of the EMAA Board of Directors was held at Rosener's Restaurant in Park Hills. The following are highlights of actions taken by the Board during this meeting:

Approvals Granted:

1. Consideration of Agenda and Minutes. The revised Nov. 16th Board meeting agenda, Oct. 19th Board meeting Minutes and Oct. 19th Executive Session Minutes were approved as presented.

2. Revision of Section VII of EMAA Personnel Policies. The Board approved changes in Section VII of EMAA's Personnel Policies to clarify policies on accrual of Earned Time Off (ETO) by part-time and part-year employees. The Board also approved "freezing" ETO balances of part-time and part-year Head Start employees as they existed on EMAA's record as of Oct. 1, 1998, rather than reducing those balances to correct administrative errors.

3. Approval of 1999 Out-of-Area Travel Budget. The Board approved the 1999 out-of-are travel budget in the amount of $29,500, the same amount as for 1998.

4. Approval of Liability Insurance Contract. The Board directed the Executive Director to review the bid process and to ensure that no unfair advantage was given to any bidder. The Board also directed the Executive Director to consult with EMAA's attorney regarding this matter, and authorized him to award the insurance contract at the conclusion of his review.

5. Approval of New Method of Determining Administrative Cost Allocation to EMAA. The Board approved a simplified method for allocating administrative costs to the various programs EMAA administers.

6. Approval of Position Title: Employment Consultant, Employment & Training Department. The Board approved changing the position title from Adult/Youth Case Manager to Employment Consultant.

7. Approval of Community Services Block Grant (CSBG) Supplemental Funding. The Board approved acceptance of supplemental CSBG funding in the amount of approximately $172,000, making total CSBG funding for the year about $509,000.

8. Development of Plans for EMAA Central Office and St. Francois County Service Center Facilities. The Board authorized the Executive Director to submit a letter to the City of Park Hills to register formally EMAA's interest in the site proposed by the City. The Board further authorized the Executive Director to pursue a contract with Taylor Engineering to develop a set of plans for construction of a building for EMAA.

9. Approval of Board Liaison Representative to Head Start Policy Council. The Board ratified the appointment of June Farmer as the Board's Liaison Representative to the Head Start Policy Council.

10. Approval of Response to Peer Review Report. The Board made some additions and revisions to the draft response to the report of the August 1998 outside peer review of EMAA. After modification, the Board authorized the response to be submitted to the Missouri Division of Family Services.

11. Reports. The board received written reports as follows:

a) Travel Report for September 1998;

b) Financial Report for September 1998;

c) Personnel Activity Report for October 1998; and

d) Activity Reports from EMAA's program departments;

e) Report on 1998 Buy-Back of Earned Time Off (ETO). Board members were informed that 59 employees responded to the recent opportunity to sell back ETO; they sold back 1,982 hours, at a total cost to the agency of $19,661. The Executive Director informed the Board that the policy on buy-back of ETO worked well this year and he recommended that no changes be made in the policy at this time;

f) Review of Head Start Policy Council Bylaws. Board members reviewed the Head Start Policy Council Bylaws and recommended no changes, additions or deletions to same. Board members expressed the view that issues raised earlier were dealt with appropriately and that the final Bylaws are sound;

g) Proposed Policy Allowing Employees to Donate Leave to Other Employees. Board members were informed that the Human Resources Coordinator is currently gathering information on this matter and recommendations will be presented to the Board at the January 1999 meeting;

h) Initiation of Work on 1997-1998 Audit by Hillin & Clark Auditing Firm. Board members were informed that work on the audit has began and of the penalty provisions have been added to the contract with the Hillin & Clark auditing firm. These penalties will apply if there is late submission of the completed audit for the 1997-1998 fiscal year.

12. Next Board Meting. The next Board of Directors' meeting will be held in Perryville on January 25, 1999. The exact location in Perryville will be determined in the near future.