East Bluff Neighborhood Housing Services, Inc. Board of Directors’ Meeting Thursday, January 20, 2011 - 6:30 p.m.
MINUTES Call to Order & Attendance Meeting called to order at 6:30 p.m. by President, Pastor Holly.
Director’s Name Present Absent Comments Roy Bockler X Wayne Cannon X Vice Pres Lisa Fisher X David Gill X Pastor Simon Holly X President Pastor Martin Johnson X Treasurer Steve Katlack X Kent Reynolds X Wendy Richey X Rev. Tom Stone X Patrice “Beau” Walker X
Also Present: Peggy Shadid, EBNHS Executive Director, was also present. Guests included: Joe Richey and Todd Davis of Davis Insurance Agency.
Thursday, December 16, 2010 Minutes Pastor Holly asked Board to review board minutes from December 16, 2010 Board meeting. David Gill made Motion to pass minutes and seconded by Wendy Richey. Motion passed 10-0. (Wayne Cannon not present at meeting yet.)
Treasurer’s Report Pastor Johnson presented the Treasurer’s Report and also budget report which was given to City of Peoria for EBNHS’ Fourth Quarter 2010 reports which EBNHS provides to the City on a quarterly basis.
Roy Bockler suggested that a balance sheet be provided also which would show EBNHS assets, value of liability, etc. It was asked of Roy to provide us guidance as to what his thoughts are. Peggy will provide Roy a copy of EBNHS 2009 Audit.
Roy made Motion that the Treasurer’s Report hold for approval to lay-over for report and audit. Steve Katlack seconded Motion. Motion passed 10-0 (Wayne Cannon not present at meeting yet.)
EBNHS Board Meeting Minutes – 01/20/2011 Page 1 of 5 New Business:
Insurance Policies Review by Davis Agency Insurance: Todd Davis of Davis Agency Insurance presented to the EBNHS Board a detail document listing all insurance policies Davis Agency Insurance holds at present time for EBNHS. Todd gave much detail and explanation. Todd also gave recommendations to the Board.
* Any tenant of any EBNHS properties, should have their own insurance and be required to provide EBNHS with proof of that insurance. The tenant should also name EBNHS as an additional insured.
* Volunteer Accident Policy: At present time, this is not in action. If a person were to volunteer on any EBNHS properties, they are not covered. There is a cost of $200.00 per year for this type of policy.
There was much discussion and questions.
Roy Bockler suggested that all EBNHS insurance policies that we hold with Davis Agency Insurance have a common expiration date.
* Board does understand this may take awhile (few years) to get all this coordinated since the plan would be when a particular insurance policy expires, Davis Agency Insurance cancels it and then reinstates it so that the expiration date is as of December 31st since EBNHS is on a calendar year.
* EBNHS Board would then like to have an annual review of all of our policies and review with Davis Agency Insurance as well.
* Todd Davis did state that there would be no penalty for doing this or additional cost. The Board does understand this would cause Davis Agency Insurance additional work in doing this and thanked Todd in advance.
Motion: Roy Bockler made Motion that EBNHS immediately have Davis Agency Insurance add the following policies:
1. Hired and Non-Owned Auto Coverage 2. Worker’s Compensation Coverage 3. Volunteer Accident Policy
This Motion also states the following: * All insurance policies that EBNHS has with Davis Agency Insurance to eventually have a common expiration date.
Steve Katlack seconded Motion. Motion passed: 11-0
Boys & Girls Clubs Ski Field Trip (Lisa Fisher): Lisa Fisher presented photos of the Boys & Girls Clubs ski trip to Snowstar Winter Sports Park near Quad Cities held this month. EBNHS Board approved at December 16, 2010 Board Meeting to be a sponsor of this winter activity. Peggy also provided copies of a thank you letter to each Board member.
EBNHS Board Meeting Minutes – 01/20/2011 Page 2 of 5 Additions to Agenda:
Signatures on checks written on EBNHS bank accounts: During Todd Davis’ insurance review, it was pointed out that there has been only one signature on EBNHS checks written. Jenny Hale (previous Executive Director) had been signing EBNHS checks with no other Board member signature. That practice was continued with Peggy coming on as Executive Director.
It was noted that this should change to conform with our By-Laws and also it is a better, professional business practice.
Steve Katlack made Motion that from this point on, all EBNHS checks written on EBNHS bank accounts shall have two signatures as follows:
Executive Director signature AND one of the following signatures: EBNHS Board President primary signature EBNHS Board Vice President 1st alternative (if President is not available) EBNHS Board Treasurer 2nd alternative
Kent Reynolds seconded Motion. Motion passed: 11-0
Money Smart Week – April, 2011: Wayne Cannon stated that Money Smart Week will be a week in April. He will get exact dates later. Wayne would like to have an event at EBNHS House during this Money Smart Week. This is to promote financial literacy.
Wayne is also representing Tri-County Urban League in regards to this. No cost to EBNHS except perhaps some refreshments. This will be open to the public.
The Board asked that Wayne come back to the February EBNHS Board Meeting with a plan of what will happen during this event.
Credit Reporting – KCB Info Services: Larry C. Nelson of KCB Info Services made presentation of his services at the EBNHS Loan Committee meeting on Thursday, January 13, 2011.
The Loan Committee informed Larry that EBNHS would need credit reporting / background checks for the following purposes:
1. New loan applicants – credit checks 2. Tenants on EBNHS properties – credit checks 3. EBNHS Board Applicants – background checks
The following was recommended for EBNHS needs:
1. Name Search to Illinois State Police = $20.00 per individual 2. Credit check through Experian = $3.00 to $6.00 per individual
A fingerprint scan costs $35.00 but it was thought that EBNHS may not need this type of service.
EBNHS Board Meeting Minutes – 01/20/2011 Page 3 of 5 Credit Scores – Are they needed? Larry Nelson recommended that we would not need to obtain credit scores. For what we need to know, a credit score is not going to do us any good. Larry’s big point was that if you don’t know what to do with the credit scores, why pay the money to obtain them. There is an additional charge to obtain credit scores.
EBNHS could sign a service agreement with KCB Info Services but Larry did not think this was needed at this time due to EBNHS’ low volume of credit reporting needs.
Larry recommended that EBNHS just do the individual name search checks at $20.00 each and a credit check (if needed) and just pay for each time we use this service.
Larry offered that KCB Info Services can show EBNHS (Peggy as Executive Director) how to run these reports and also obtain documents and register on KCB Info Services’ web site.
CDA Closing: Creditors’ Discount & Audit Co. (CDA) is closing. CDA has been handling Collections on three EBNHS loans. Discussion followed with decision tabled at this time as to what to do with the three loans.
Committees: By-Laws: Pastor Holly (Chairman) Communications & Web Site: Pastor Johnson (Chairman) Community Relations: Wayne Cannon & Lisa Fisher Executive Committee: Pastor Holly, Wayne Cannon, Pastor Johnson Finance Committee: vacant Loan Committee: David Gill (Chairman), Roy Bockler, Lisa Fisher, Pastor Martin Johnson, Kent Reynolds, Wendy Richey, Beau Walker
Nominating Committee: Pastor Holly, Lisa Fisher, Pastor Johnson, Nancy Long, Rev. Stone Property Committee: Kent Reynolds (Chairman), David Gill, Steve Katlack, Wendy Richey
Nominating Committee: EBNHS Board now has two open board positions: one Resident board position and one At-Large board position.
Board was encouraged to solicit for board applicants.
Property Committee: Kent Reynolds gave a report in regards to 719 E. Illinois Avenue. Much discussion on property and work being done.
OLD BUSINESS: None
EBNHS Board Meeting Minutes – 01/20/2011 Page 4 of 5 Guest Comments: None
Adjournment: Steve Katlack made motion to adjourn and Wendy Richey seconded. Meeting adjourned.
Next EBNHS Board Meeting: Thursday, February 17, 2011 at 6:30 p.m.
Respectfully submitted, Peggy Shadid, EBNHS Executive Director
EBNHS Board Meeting Minutes – 01/20/2011 Page 5 of 5