QUAPAW TRIBE OF OKLAHOMA Ao. 80x 765 (918) 542-1853 "'lIrIOPOW. Oklahoma 74363 Quapaw Tribal Business Committee FAX (918) 542-4694 Regular Meeting, 9:30 a.m. January 9, 1993 ATTENDING: Lloyd Buffalo, Chairman Leonard Smith, Vice Chairman Jeralyn Brittle, Sec./Treas. Mike McKibben, Member Frances Hawk, Member (arrived at 10:10) ABSENT: George Romick, Member (excused) Linda Morgan, Member (excused) OTHERS ATTENDING: Nettie Detherage, Cindy Weiss, John Todd Wes Valliere, Raymond Griffin Chairman Buffalo called the meeting to order at 9:30 a.m. Lenoard smith gave the invocation. Secretary carried out the roll call and announced a quorum to do business, Chairman Buffalo declared a quorum to do business. Nettie advised the Business Committee that Barbara Kyser, Tribal Administrator was ill and would not be at the meeting . Minutes of 12/12/92, 12/17/92, 12/18/92, 12/29/92 were • presented for corrections and approval. Mike stated that his name was left off of the 12/17/92 minutes, Secretary so noted and corrected. Leonard moved to accept the minutes of 12/12/92, 12/17/92 with correction, 12/18/92 and 12/29/92. Mike second. Call for the question. Vote: 4 yes, 0 no, 0 abstain, 3 absent. Treasurer report was given. Discussion was held on the CD at Cimmarron Federal. Secretary suggested that the $2000 that was to be given to the Convenience Store be taken out of the Concession Account and when the CD matures on Febuary 22, 1993, reimburse the Concession Account so as not to have a penalty. Leonard moved to pay the $2000 out of the Concession Account to the Convenience Store. Mike second. Call for the question. Vote: 4 yes, 0 no, 0 abstain, and 3 absent. Cindy was directed to take the CD off her financial. Treasurer Report approved as submitted. Presentation of bills: Praetorian $27.00 QEC NE Elec. Corp $44.24 QEC Being no discussion on bills, Chairman Buffalo, with the concensus of the Business Committee directs the Secretary to pay the bills. Discussion was held on the percentage of tax at the • convenience store, how much is to be designated for 2 education. Need to look at General Council meeting minutes of 1990. With Business Committee approval, the Convenience Store • report was placed before the Program Reports. Convenience Store: Cindy handed out financial statements. Loss this month was $3,551.94 and $166.70 was paid to the Tribe on taxes. Cindy discussed the tax on cigarettes and the swapping out of her inventory with the new inventory with the Tribal Tax stamp on it. Said it was taking a little longer than anticipated but sales were up since the change started. Also since we were good customers we have the advantage of ordering and paying for the cigarettes by check all others have to pay cash (c.o.d.). Discussion was held if there had been approval of changing the name of store to O-Gah-Pah Smokeshop. Cindy stated that there was not a change in name, just used "smokeshop" to get people used to it. It was suggested by Jeralyn that it might be better to say "smokeshop prices" to avoid confusion. Mike and Cindy discussed gas prices and the possibility of the tanks being above ground by the year of 1995 . Our profit on National Brand cigarettes is about 8% and we • are the only Indian Store that is legitimate. Cindy is working with Miami News Record on advertising, and has been trying to get a hold of the Tri-State Tribune, but they have not shown up. Seeing no more questions or discussions, Cindy was excused and Nettie started Program Reports. Program Reports: CHR Program has reimbursed the Committee another $500 on the bus, and the program is doing well. Social Worker resigned, will need to readvertise. Law & Order monies, approximately $3,400 needs to be expended within 2 weeks or the money will have to be returned. Have received money on child care assistance, $33,330 FY92 and the FY93 money will be coming soon, need to do something quiCk. Could use to help with Social Worker Salary and we can certify child care persons. This can be modified and • could be used for a day care center. 3 Presented the Small Tribes Grant Application prepared by Carrol Jackson. This is for the enhancement of programs financial. Discussion was held. Chairman Buffalo stated that it seemed to be repetitious of Indirect and possibly • Community Service. That is one of the reasons for wanting job descriptions so that we don't have this. Nettie explained that this was not how she understood this but would set up a meeting with Carrol Jackson on Tuesday 1/12/93 and the Committee could discuss this with him. Committee agreed. ANA proposals coming up, Carrol can let the Committee know what can be asked for. Frances arrived, HIP priority list was discussed. Questioned Nettie why a job was completed and it was not on the list. Stated that she was not aware of this but would get with the HIP Coordinator. Discussion on the resignation of the social worker. Discussion was held on the job descriptions and flow chart and why the Committee has not received this, this has heen requested back in October. Chairman Buffalo stated we were told in Novemher that it wasn't done due to not having time hut we would have them before Thanksgiving, December meeting we were told that the Holidays were to blame, and this is • January and we still don't have them. Leonard requested a closed session. Closed session: 11:40 a.m. Open session: 2:00 p.m. Chairman stated that we were out of closed session. Jeralyn moved that the Tribal Administer have all the job descriptions requested to the Business Committee on 1/12/93. Leonard second. Vote: 5 yes, 0 no, 0 abstain, 2 absent. Leonard moved that employees or anyone pay a rate of $1.50 for meals on Title VI if you don't quality under the program and be placed in a Sr. citizen fund. Mike second. Call for the question. Vote: 5 yes, 0 no, 0 abstain, 2 absent. This is an endeavor to increase finances for Sr. Citizen activities and is to become effective on 1/13/93. Jera1yn moved that the Bingo matters be funneled thru the Business Committee, alievating this from the Tribal Administrator and they be a contact person only. Leonard second. Call for the question. Vote: 5 yes, o no, 0 • abstaining, 2 absent . 4 Concensus of the Committee that the Indian Child Welfare responsibility be included in the social worker job description when advertised. • Committee is taking pay raises under advisement until job descriptions are on hand as to job duties and responsibilities. Nettie was directed by Committee to have current rate of pay on each description. Can not justify raises at the Convenience store while it is still operating in the red. In an effort to bring the accounting under a centralized system Frances moved that check signatures revert back to the signatures of the Tribal Administrator and Comptroller, in the absence of either, signature of one Business Committee Officer on Federal Programs. Mike second. Call for the question. Vote: 5 yes, 0 no, 0 abstaining, 2 absent. To expedite accounting principles, Frances moved that Nettie be directed to write job description under Indirect Cost Program for an assistant to Comptroller and present to Committee by 1/12/93 to expedite hiring. Mike second. Call for the question. Vote: 5 yes, 0 no, 0 abstaining, 2 absent . It was the concensus of the Committee that Program Directors/and or similiar positions prepare a narrative • report monthly for the Business Committee. Discussion was held on budget line items. Sensitive items should require approval. This is the standard adopted policy. Sensitive items are defined as calculators, typewriters, computers, etc. Concern by the Committee that the property management policy has not been followed and that items from the Bingo hall have been placed elsewhere. Business Committee would like a complete inventory by item per program of all items by the next scheduled monthly meeting. This is to include typewriters, desks, calculators etc. Discussion held on the convenience store being broke into again. Discussion was held about 2 months ago about putting bars on the store, no decision was made, but thought it might invite trouble. It was brought to the Committee attention by Mike and Lloyd that there are bars or wire on the windows at the store now. It is the concensus of the Business Committee that no federal program or indirect staff be assigned to any duties of a tribal profit making enterprise. This is to get a true • cost of operations. 5 There was expressed concern by the Committee that fund raising activities was the responsibility of Tribal Operations. This does not fall under this real in accordance with the contract with the BIA. Could fall under • eHR and Title VI of fund raising and community services related to health and Sr. Citizens. Nettie stated that fund raisers are started for next years Xmas party. One is the employees are wanting to have a dance at the Community Building on the week-end before Valentines Day. Charge admission. have a band and serve non-alcoholic drinks. Selling balloon bouquets for Valentines Day. Discussion was held. Nettie was questioned about these fund raisers and who was the organizer. Concern from the Committee about the electric bill being paid out of federal programs for an employee fund raiser would be a legitimate cost.