area community services employment & training council ......area community services employment...

Area Community Services Employment & Training Council (ACSET)

SERVICES • JOBS • TALENT

COMMUNITY ACTION AGENCY (CAA) GOVERNING BOARD MEETING Monday ▪ April 24, 2017 ▪ 8:30 AM

Westside Service Center ▪ 215 Straight Avenue NW, Grand Rapids, MI 49504

AGENDA

West Michigan Works! and Community Action of Kent County are divisions of ACSET. ACSET is an Equal Opportunity Employer/Program.

Auxiliary aids and services are available upon request to individuals with disabilities. TTY 711

1550 Leonard NE

Grand Rapids, MI 49505

ph: (616) 336-4100 | fax: (616) 336-4118

online: westmiworks.org | communityactionkent.org

1. Call to Order, Chairperson Senita Lenear

2. Public Comment – Agenda Items

3. Approval of the February 27, 2017 Minutes Action Required

4. Report on Financial Activities: Brenda Isenhart, ACSET Chief Financial Officer

a. ACSET Financial Report- Notes to March 2017 Board Financials Information Item

5. LIHEAP Funding for Weatherization Information Item Susan Cervantes, ACSET CAA Associate Director

6. CAA Advisory Governing Board Member Nomination Action Required Susan Cervantes

7. Report on Administrative Activities- ACSET CAA Operations Staffing Information Item Laura Krist, ACSET Human Resource Director

8. CAA Reorganization Discussion Item Jacob Maas, ACSET Chief Executive Officer

9. Other Business

10. Public Comment

11. Adjournment

Next Scheduled ACSET CAA Governing Board Meeting: May 22, 2017

ACSET is an Equal Opportunity Employer/Program. Auxiliary aids and services are available upon request to individuals with disabilities. TTY 711

ACSET COMMUNITY ACTION AGENCY (CAA) GOVERNING BOARD MEETING

Monday ▪ February 27, 2017 ▪ immediately following ACSET Governing Board Westside Service Center ▪ 215 Straight Avenue NW, Grand Rapids, MI 49504

MINUTES

CAA Members Present: Commissioners Lenear, Mast, Allen, Stek

CAA Members Absent: Commissioner Womack

ACSET Staff Present: Jacob Maas, Susan Cervantes, Brenda Isenhart, Laura Krist, Janette Monroe, Melanie White, Nancy Wiest Guests Present: Ionia County Commissioner Larry Tiejema (ACSET Governing Board Chairperson) 1. Call to Order, Chairperson Senita Lenear at 10:17 a.m.

2. Public Comment – Agenda Items- None

3. Approval of the January 23, 2017 Minutes Action Required

Motion- Com. Mast Supported- Com. Allen Item approved by vote- Motion carried

4. Report on Financial Activities

a. Proposed FYE 2017 Budget Modification Action Required Brenda Isenhart, ACSET Chief Financial Officer, stated that the proposed budget modification reflects an increase in the commodities expense and corresponding revenue. The proposed increase reflects more closely the value of commodities expected to be disbursed. A budget increase for the categories of Transportation and Outside Services is also being requested. Brenda noted that vehicle insurance has increased for the transport vehicles and that outside services is expected to be higher due to services involved in the Metrics Reporting, Community Needs Assessment, ENTF coordination and CSI energy report. Brenda requested ACSET CAA Governing Board’s approval of the proposed budget modification.

Motion- Com. Mast Supported- Com. Allen Item approved by vote- Motion carried

b. ACSET Financial Report- Notes to January 2017 Board Financials Information Item Brenda Isenhart reviewed ACSET CAA Board Financials for the seven months ending January 31, 2017. Brenda answered board members’ questions.

5. 2017 Walk for Warmth Information Item Susan Cervantes, ACSET Associate Director, reported that the 2017 Walk for Warmth took place on February 11, 2017. Grand Rapids Mayor Rosalynn Bliss welcomed and Commissioner Carol Hennessey attended the event and provided the resolution. Susan stated that approximately $20,000 has been raised through the United Way Campaign, the Battle of the Bowls contest, and ACSET payroll deductions. Susan reported that Godwin High School became a new partner this year, and CAA is looking at options to increase community connections in other CAA-related activities.

6. Report on Administrative Activities- ACSET CAA Operations Staffing Information Item Laura Krist, ACSET Human Resource Director, reported that ACSET CAA currently has 22 positions of 32 filled

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and 10 vacancies. Laura indicated that ACSET CAA is currently looking to fill the driver positions, weatherization specialist positions and 1 temporary opening for the Community Services Specialist position.

7. Community Action Agency (CAA) Reorganization Update Discussion Item Jacob Maas, ACSET Chief Executive Officer, reviewed the process of the reorganization of ACSET CAA and the Kent County Community Development Department. A chart was provided to the Governing Board for further discussion regarding ACSET CAA staff benefits should the reorganization of ACSET CAA be approved by the County and City Commissions. Brenda Isenhart reviewed the document and the various options of leave time payouts staff could receive. Board members discussed various ways to neutralize the impact of transition on CAA employees. Suggestions were made as to handling seniority dates, sick time, and administrative time.

8. ACSET Governing Board Orientations Information Item Susan and Jacob reported that the ACSET CAA Governing Board Orientations took place on Tuesday, February 21, 2017. Commissioners Mast, Womack and Stek were all in attendance.

9. Other Business- Cancellation of March 27, 2017 ACSET CAA Governing Board meeting.

10. Public Comment- None

11. Adjournment at 11:28 a.m. by Chairperson Senita Lenear

Recorded by: ________________________________ Received by: ________________________________

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Area Community Services Employment & Training Council (ACSET) SERVICES • JOBS • TALENT

West Michigan Works! and Community Action of Kent County are divisions of ACSET. ACSET is an Equal Opportunity Employer/Program. Auxiliary aids and services are available upon request to individuals with disabilities. TTY 711

1550 Leonard NE Grand Rapids, MI 49505 ph: (616) 336-4100 | fax: (616) 336-4118 online: westmiworks.org | communityactionkent.org

ACSET Memorandum

TO: ACSET CAA Governing Board

FROM: Brenda Isenhart, ACSET Chief Financial Officer

DATE: April 17, 2017

RE: Notes to March 2017, Board Financials _____________________________________________________________________________

Revenue Year to date earned revenues total $3,886,614 for the nine months ending March 31, 2017. This amount is 13.8 % below the budgeted revenues. The Community Action programs continue to operate quite consistently experiencing only a 3.25% variation overall compared to the prior year.

Expense Operating expenses of $1,783,440 represent 45.9% of the total expenses through March 2017 and are 13.5% under budget. All Operating expense categories are within the approved budget. The largest increases over prior year in the operating expenses are in the categories of Outside Services (consulting services related to metrics study) and Equipment purchases (Purchase of transport vans).

Subcontractors, direct client expenses, and commodities expenses all directly benefit our clients and represent 54.1% of total expenses. All three of these categories are currently underspent.

Administrative expenses total 8.7% of operating expenses and only 5.2% of all expenses (excluding the non-cash commodities expense).

Balance Sheet A combined balance sheet is presented for your review. The higher cash balance reflects ACSET’s cash draws in preparation of processing payroll checks and generating our weekly check runs. The increase in Property & Equipment reflects the purchases made this fiscal year net of depreciation. Unearned Revenue reflects grant funding received but not yet expended.

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Area Community Services Employment and Training CouncilCommunity Action Agency Programs

Unaudited

YTD Thru YTD Thru YTD 2016/2017

Mar 2017 Actual Mar 2016 Actual Budget Budget VarianceBudget

Variance %

Total Revenue $ 3,886,614 $ 3,764,321 $ 4,509,000 $ (622,386) -13.80%

ExpensesOperating Expenses Wages 877,388$ 831,585$ 943,500$ 66,112$ 7.01% Fringe Benefits 341,698 333,187 377,250 35,552 9.42% Consumable supplies 64,926 67,671 92,250 27,324 29.62% Transportation 64,677 59,235 72,000 7,323 10.17% Outside services 151,310 107,127 174,750 23,440 13.41% Space and communications 151,320 167,328 184,500 33,180 17.98% Equipment rent and mainten 7,544 7,960 15,000 7,456 49.71% Equipment purchases 86,710 67,579 137,250 50,540 36.82% Other expense 37,867 43,453 64,500 26,633 41.29%

Total operating expense 1,783,440$ 1,685,125$ 2,061,000$ 277,560$ 13.47%

Subcontractors 344,415$ 429,415$ 450,750$ 106,335$ 23.59%

Direct Client Expenses 607,333$ 704,938$ 684,750$ 77,417$ 11.31%

Commodities 1,151,426$ 944,843$ 1,312,500$ 161,074$ 12.27%2,103,174$ 2,079,196$ 2,448,000$ 344,826$ 14.09%

Total Expenses 3,886,614$ 3,764,321$ 4,509,000$ 622,386$ 13.80%

Excess of Revenue over Expense -$ -$ -$ -$ 0.00%

Statement of Revenue & ExpensesFor the Nine Months Ending March 31, 2017

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Area Community Services Employment TrainingCommunity Action Agency Programs

UNAUDITED

Administration Expenses

Program Expenses

Total YTD March 2017 Expenses

ExpensesSalaries and wages 90,592$ 786,796$ 877,388$

Fringe Benefits 35,213 306,485 341,698

Consumables 2,045 62,881 64,926

Transportation 646 64,031 64,677

Outside services 4,014 147,296 151,310

Space and communications 2,321 148,999 151,320

Equipment rent and maintenance 134 7,410 7,544

Equipment purchases 163 86,547 86,710

Other expense 7,061 30,806 37,867

Total operating expense 142,189$ 1,641,251$ 1,783,440$

Actual expenses by cost categoryFor the Nine Months Ending March 31, 2017

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Michigan Works! Community Action Combined

REVENUES 15,505,804$ 3,886,614$ 19,392,418$

EXPENDITURES

Operating Expenses:Wages 4,581,013$ 877,388$ 5,458,401$ Fringe 1,861,279 341,698 2,202,977 Consumables 377,442 64,926 442,368 Transportation 140,470 64,677 205,147 Outside Services 232,422 151,310 383,732 Space & Communications 869,041 151,320 1,020,361 Equipment Rent & Maintenance 28,329 7,544 35,873 Equipment Purchases 32,765 86,710 119,475 Other Expenses 252,224 37,867 290,091

Total Operating Expenses 8,374,985 1,783,440 10,158,425

Subcontracotrs 2,409,756 344,415 2,754,171 Training 3,543,806 - 3,543,806 Direct client expenditures 1,177,257 607,333 1,784,590 Commodities - 1,151,426 1,151,426

Total Expenses 15,505,804$ 3,886,614$ 19,392,418$

Net Change in Fund Balance -$ -$ -$

Area Community Services Employment and Training CouncilCombined Statement of Revenue & Expenses By Department

For the Nine Months Ending March 31, 2017

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Date: 4/17/2017, 1:55 PM Page: 1

Unaudited Audited Audited3/31/17 6/30/16 6/30/15

Assets Current Assets Cash & Cash Equivalents $1,304,379 $617,357 $971,425 Accounts Receivable 1,232,327 2,923,954 2,045,944 Inventory (at Cost) 621,849 415,323 157,488 Prepaid Expenses 241,966 265,690 100,909 Total Current Assets 3,400,521 4,222,324 3,275,767 Long-term Assets Property & Equipment 726,589 490,048 403,833 Total Assets $4,127,110 $4,712,372 $3,679,600

Liabilities Short-term Liabilities Accounts Payable $1,140,893 $1,914,424 $1,345,252 Unearned Revenue 1,097,713 912,308 976,760 C/P Compensated Absences 475,000 475,000 147,926 Total Short Term Liabilities 2,713,606 3,301,732 2,469,938 LT Compensated Absences 221,062 184,131 284,966 Total Liabilities 2,934,668 3,485,863 2,754,904

Net Assets Total Net Assets 1,192,442 1,226,509 922,696

Total Liabilities and Net Assets $4,127,110 $4,712,372 $3,677,600

Area Community Services Employment and Training CouncilBalance Sheet

Governmental Activities

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1550 Leonard NE Grand Rapids, MI 49505 ph: (616) 336-4100 | fax: (616) 336-4118 online: westmiworks.org|communityactionkent.org

ACSET Memorandum


FROM: ACSET Staff


RE: LIHEAP Funding for Weatherization

______________________________________________________________________________

The Bureau of Community Action and Economic Opportunity of the Michigan Department of Health and Human Services has notified ACSET Community Action that an additional funding of $43,444 will be added to the existing funding of $217,213 for a total of $260,656 for the Program Year 2017. This funding will allow ACSET to weatherize approximately 34 homes.

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1550 Leonard NE Grand Rapids, MI 49505 ph: (616) 336-4100 | fax: (616) 336-4118 online: westmiworks.org|communityactionkent.org

ACSET Memorandum


FROM: ACSET Staff


RE: CAA Advisory Governing Board Member Renewal

______________________________________________________________________________

Since 1968, local community action agencies have been required to have tripartite governing boards to gain and retain designation as eligible entities and to receive CSBG funding. Effective tripartite boards reflect and promote the unique anti-poverty leadership, action, and mobilization responsibilities assigned by law to community action agencies. Boards are responsible for assuring that agencies continue to assess and respond to the causes and conditions of poverty in their community, achieve anticipated family and community outcomes, and remain administratively and fiscally sound. Sections 676B of the Community Services Block Grant Reauthorization Act of 1998 requires that, as a condition of designation, private nonprofit entities and public organizations administer their CSBG program through tripartite boards that "fully participate in the development, planning, implementation, and evaluation of the program to serve low-income communities."

In review of the Advisory Governing Board by-laws, specifically Section 3 of Membership, it states that, “At the end of their two (2) year term, members will be given the opportunity to reapply and will be selected via the established selection process.” Mr. Tom Oosterbaan has reapplied to the Advisory Governing Board as a Private Sector representative which by definition is a member that is chosen from business, industry, labor, religious, law enforcement, education, or other major groups and interests in the community served. Mr. Oosterbaan represents Senior Neighbors and is highly qualified to serve on the Advisory Board with his education, experience and current position. In March 2017, Mr. Oosterbaan completed his two year term. He has been very active on the board and currently is the Advisory Governing Board Chairperson.

On March 16, 2017, the CAA Advisory Governing Board reviewed and voted to present his application for approval by the Governing Board.

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April 17, 2017 ACSET Operations Staffing Community Action Agency

Current – April 2017

CLASSIFICATION

Approved Filled

(Permanent)

Filled (Other)

Vacant

Administrative Services Assistant 1 0 0 1

Associate Director 1 1 0 0

Chief Executive Officer 1 1 0 0

Clerk II 4 4 0 0

Community Services Assistant II 8 6 0 2

Community Services Specialist 2 1 0 1

Cook 2 2 0 0

Driver 4 2 0 2

Program Manager 1 1 0 0

Project Supervisor 4 3 0 1

Warehouse Coordinator 1 0 0 1

Weatherization Specialist 2 0 0 2

Weatherization Specialist II 1 1 0 0

TOTALS 32 22 0 10

CLASSIFICATION Filled Participant/Temporary 1

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area community services employment & training council ......area community services employment...

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