Board Meeting Minutes

      

 

Board of Directors Meeting Minutes

July 14, 2014

 

In Attendance,

            Members

            Steve Shea, Chairperson

            Richard Baxter III, Vice-Chairperson

            Kathy Gilbert

                       

Staff & Guests

                                                Judy Owens, Director

                                                Mary Seppie, Accountant

                                                Gary Bailiff, Sweetwater County Commissioner

                                                                                               

 

            Introductions

Mr. Shea called the meeting to order at 5:00 with introductions.

 

Election of Officers for Fiscal Year 2014-2015, Welcome back Richard

Richard Baxter, III was re-appointed to the STAR Board by the Sweetwater County Commissioners.  The Board welcomed Richard back to the Board. 

 

Kathy Gilbert nominated Steve Shea as Chairperson.  Mr. Baxter seconded the motion.  All voted in favor and the motion carried.  Ms. Gilbert nominated Mr. Baxter as Vice-Chairperson.  Mr. Shea seconded the motion.  All voted in favor and the motion carried.  Ms. Gilbert nominated Ms. Knezovich as Secretary-Treasurer.  Mr. Baxter seconded the motion.  All voted in favor and the motion carried. 

 

Approval of July Agenda and June Minutes

Ms. Gilbert made a motion to approve the July agenda. Mr. Baxter seconded the motion. All voted in favor and the motion carried.  Mr. Baxter made a motion to approve the June minutes.  Ms. Gilbert seconded the motion.  All voted in favor and the motion carried. 

 

Financial Report

A motion was made by Mr. Baxter to accept Payroll and A/P checks 10987-11021 with void 11019.    Ms. Gilbert seconded the motion.  All voted in favor and the motion carried. 

 

 

 

 

Old Business

Review of 2013-2014 Budget

Ms. Owens asked if the Board had any questions on the 2014-2015 budget.  The Board did not have any specific questions.  Ms. Seppie said that she will provide a final 2014-2015 actual vs. budget at the August Board meeting after she has made the end of the year entries.

 

Child Developmental Center Contract for FY2014-2015

Ms. Owens informed the Board that she and Ms. Seppie met with Shelley Wall, Director of the Child Development Center (CDC), and Lynne Chadey, Human Resource Director of the CDC. 

The CDC has purchased three vans to use for transportation services in Green River and will not be using STAR for the 2014-2015 Green River CDC service.  They would like STAR to provide four buses in Rock Springs for the 2014-2015 year for transportation services.  After the

2014-2015 year they would like to add a vehicle to their fleet every year and gradually phase STAR’s service out and provide all of the transportation services themselves.  Ms. Owens told the Board that the only part of the contract that was changed for the 2014-2015 year was that all four buses will be providing transportation in Rock Springs instead of two in Rock Springs and two in Green River as it was previously written.  The total amount of the contract did not change.  She told the Board that Ms. Wall and Ms. Chadey said they will take the revised contract to their Board for approval and signatures at one of the next meetings. 

 

New Business

Lease on Office Space expires 6/30/2015

Ms. Owens reminded the Board that the lease on STAR’s office space will expire on

June 30, 2015.    Ms. Owens said she will contact the current owner to see if the rent will remain the same or increase for the next lease period and she will also explore other possible places where STAR could rent office space.  She asked the Board to be thinking about any other places where STAR could rent office space and let her know if they have any ideas.

 

Letter of Engagement from McGee, Hearne & Paiz, LLP for 2013-2014 Audit Services

Ms. Owens told the Board that she received the letter of engagement for the 2013-2014 audit.  Mr. Shea, Ms. Seppie, and Ms. Owens all need to sign the letter.  Ms. Seppie and Ms. Owens signed the letter.  Ms. Gilbert made a motion to approve Mr. Shea’s signature on the letter of engagement for the audit.  Mr. Baxter seconded the motion.  All voted in favor and the motion carried.  Mr. Shea signed the engagement letter.

 

State Land and Investment Board (SLIB) Grant Application

Ms. Owens told the Board that she received notification that SLIB would be accepting grant applications for the purchase of vehicles again in the 2014-2015 year.  Ms. Owens said that she is planning on obtaining a grant application from SLIB for the purchase of 2 replacement buses.

 

Board Comments

There were no Board comments.

 

 

 

Executive Session

There was no executive session held.

 

Adjournment

Mr. Shea adjourned the meeting at 5:45 p.m.

 

Steve Shea, Chairperson                                  __________________________________

Sandy Knezovich, Secretary/Treasurer            __________________________________

Mary Seppie, Recording Secretary                  __________________________________

           Board of Directors Meeting Minutes

August 11, 2014

 

In Attendance,

            Members

            Steve Shea, Chairperson

            Richard Baxter III, Vice-Chairperson

            Sandy Knezovich, Secretary/Treasurer

            Kathy Gilbert

                       

Staff & Guests

                                                Judy Owens, Director  

                                                Mary Seppie, Accountant

                                                Gary Bailiff, SweetwaterCountyCommissioner

                                                                                               

 

            Introductions

Mr. Shea called the meeting to order at 5:00with introductions.

 

Approval of August Agenda and July Minutes

Ms. Seppie asked that the August agenda item under the Financial Report be amended to include transfer GW7314.  Mr. Baxter made a motion to approve the August agenda with the amendment.  Ms. Gilbert seconded the motion.  All voted in favor and the motion carried.  Ms. Gilbert made a motion to approve the July minutes.  Mr. Baxter seconded the motion.  All voted in favor and the motion carried.

 

Financial Report

Ms. Seppie told the Board that in the past only the A/P checks have been listed on the agendas even though the Board sees all of the transactions for the prior month on the check register that they all sign.  She and Ms. Owens have now included all of the checks and transfers under the Financial Report so that they match the check register the Board members sign.  In order to keep the wording less cumbersome, from now on it will list the payroll check numbers, the A/P check numbers, and reference the transfers as listed on the check register.

 

Ms. Gilbert made motion to approve payroll checks 3302-3333, and A/P checks 11022-11062 voiding 11059-11061 and transfers EFTPS 7314, EFTPS71814, GW7314, and GW71814.  Mr. Baxter seconded the motion.  All voted in favor and the motion carried.

 

 

 

Old Business

Child Developmental Center Contract for FY2014-2015

Ms. Owens told the Board that the CDC has still not signed the 2014-2015 contract.  Ms. Owens informed the Board that Ms Chadey contacted her regarding the contract.  Ms. Chadey wanted to know what the $2,700 in July was for and  Ms. Owens explained that is the cost to provide the summer transportation.  She explained that in prior years it had been listed as June, July and August but she thought it would be easier for the CDC to just write one check instead of three.  She said that if they prefer to make three payments the payments would be $900 each for June, July and August.  Ms. Chadey then said that the contract states that the cost for the summer transportation would be for two buses in Rock Springs.  She wanted to know if there could be one bus in Rock Springsand one bus in Green River.  Ms. Owens told her that the buses would only be provided in Rock Springsbecause the CDC has told STAR that it does not wish to have STAR provide the transportation in Green Riveras it will have its own buses in place by then. Ms. Chadey then asked what would happen if they decided not to use STAR at all for the summer transportation to which Ms. Owens responded that she would reduce the contract by $2,700 for the summer amount.

 

Ms. Owens is concerned that it is already August 11thand that the contract still has not been signed.  She does not feel that STAR should provide any transportation until there is a signed agreement.  The Board agreed with Ms. Owens and told her that STAR should not provide transportation for CDC unless STAR has a signed contract by the September 1, 2014.  Mr. Baxter suggested that Ms. Owens attend the next CDC meeting so that she can bring up the point that the contract has still not been signed and that STAR cannot provide any transportation without one.  The Board asked when the next CDC meeting would be and Ms. Owens told them that it is the 3rdTuesday of the month at 7:00but the venue changes frequently.  Mr. Shea asked Ms. Owens to confirm the date, time and place of the August CDC meeting and said he will also attend.

 

Funding from SweetwaterCounty, Contract with the City of Green Riverand the City of Rock Springs

Ms. Owens told the Board that STAR received all of the money it requested from SweetwaterCountyand the City of Green River.  STAR requested $45,170 from the City of Rock Springsbut only received $42,911.50.  Ms. Gilbert made a motion to approve Mr. Shea’s signature on the contracts for the City of Rock Spring and the City of Green River.  Mr. Baxter seconded the motion.  All voted in favor and the motion carried.

 

New Business

Approval from the Board to allow employees to donate hours, sick, vacation, or personal time to an injured employee

Ms. Owens sent out an e-mail on July 18th, 2014to all of the Board members asking if they saw any problem with STAR employees donating either their worked time, vacation time, sick time, or personal time to an employee who was injured and  had to be off work.  Ms. Seppie checked with the auditors first and they said they did not see an issue as long as there is a reconciliation done to show the hours donated and the hours received by the employee.  All but Mr. Love responded yes to the e-mail.  In order to formally approve the donation of the time and hours Ms. Gilbert made a motion to allow employees to donate their time, vacation hours, sick hours, or personal hours to an injured or ill employees.  Ms. Knezovich seconded the motion.  All voted in favor and the motion carried.  Ms. Owens said that the personnel policy manual will need to be updated soon and this might be an item to include.

 

 

Board Comments

There were no Board comments.

 

Executive Session

There was no executive session held.

 

Adjournment

Mr. Shea adjourned the meeting at 5:23 p.m.

 

Steve Shea, Chairperson                                  __________________________________

Sandy Knezovich, Secretary/Treasurer            __________________________________

Mary Seppie, Recording Secretary                  __________________________________