Meeting Date

2018-05-29

Attendees

Special Executive Board Meeting

Board Members Present: Felix Ramirez, Stuart Wilson, Gizella Guba, Robin Revis Pyke
Staff Present: Patricia Kry

Reports

A special meeting was called by Board President to discuss Center concerns including payroll, staff conflicts, and staff roles.

Felix shared concerns about the recent AHCA Form 5000-3503 / Home Health Services Coverage form submitted by the Executive Director for his signature. The form was completed and stated the work hours for the Executive Director were 8-5, Monday – Friday. A discussion followed with Felix asking the work hours to be modified to represent the part-time flexible work schedule of the Executive Director to ensure the form is accurate. It was agreed work hours will not be entered on the form. A supplemental letter to Medicaid Services will be provided by the Board President explaining the flexible work hours of the Executive Director.

The Executive Board is aware of the possible need for a full-time staff member. Stuart reminded the Executive Board the importance of right-sizing the organization.

Patricia Kry was asked if she would like to consider going from a part time to full time Executive Director. She declined.

Patricia had been tasked with creating a job description for a full time Center Manager. Robin agreed to create a full-time job description for the Executive Board’s review. The recommendation is to move the current Center Coordinator into a full-time role to manage the Center. Previously, Patricia had recommended the current Operations Manager be relegated to a maintenance/janitorial position and the Center Coordinator promoted to fulltime.

Patricia reported Patrick, Operations Manager, changed his mind and is no longer interested in a maintenance/janitorial position. Patricia and Stuart expressed concern as to Patrick’s ability to fulfill his job role at the Center.

A review of the weekly time sheets brought forth concerns and a need for an improved time tracking report. Robin noted inaccuracies with the weekly time sheets. The staff had been tasked with keeping a log or diary of their time and projects to assist with right-sizing the organization. Gizella will review the current completed weekly time sheets submitted as of the meeting date.

Center Relationships and partnerships were discussed. Robin shared her concern with Anointed Community Services International using the Centers location address as their location. Gizella explained the concern with the Center’s status a nonprofit and the ramifications and liability for the Center when a business or organization uses the Center’s address as their physical site. Patricia will speak to Linda with Anointed and ask her to remove the Center’s address from her website.

A policy will be created for the social service partners to communicate expectations and guidelines for the partnerships.

Concern was expressed with regard to increased staff workloads and the recent request for the Center Coordinator to find housing for a new client. The Executive Board agreed housing referrals can be shared with clients. Staff is not required to locate housing for clients.

It was announced United Way will not be using the Center. The Executive Board was not made aware of the decision from United Way. Stuart offered to call United Way to follow up and inquire further.

The Center Coordinator will be invited to future Executive Board meetings and full Board meetings to offer an update/report to the Executive Board and full Board.

Felix addressed a concern over a recent situation where a board member attempted to coerce a paid staff into volunteering their overtime with the postal drive hours. One of the two staff members was very uncomfortable with the situation. The board member approached Gizella at which time she explained to the board member that as per labor laws, if a staff member is required to be at the Center for work purposes such as the postal drive, the staff must be paid for their time. A discussion followed regarding boundaries for all board members as well as HR/Payroll guidelines. The board president shared he does not want any staff member to be made to feel uncomfortable or stressed. Board members should take any concerns to the board president and not address the concerns with the staff.

Concern was also expressed regarding a recent request from a board member to a staff member instructing the staff member to follow up on a situation that had occurred during the May 2018 postal drive at the Groveland Post Office. After a review of the request, a discussion followed. It was determined by the executive board the board president had handled the situation along with the Executive Director and the third party the day of the postal drive. The consensus by the executive board is to remind the board members of the protocol for Center issues and concerns. All issues and concerns must be presented to the board president.

Stuart recommended the board president Felix speak to the board member regarding the matter.

Felix inquired as to the recent issue with the food pickups and Second Harvest. The Center was notified by Second Harvest that a pick up from Lucky’s had not been completed. A suggestion was made to create a pick-up schedule with a signature line for staff and volunteers to sign off / confirm daily pickups.

Stuart noted the importance of taking care of stakeholders and the impact our actions and habits make on the partnerships. The grocery alliance is very good to the Center and we want to ensure the longevity of the partnership.

Felix inquired about the food drop on Friday, May 25th. Patricia shared there was miscommunication with Second Harvest. She (Patricia) inadvertently typed a 5 instead of an 8 for the date (25 as opposed to 28). Second Harvest did not schedule a food drop. The church volunteers were frustrated. It was suggested a call be made to Second Harvest the day before the drop to confirm the drop. It was suggested a volunteer assist with the task.

Patricia gave an update on the summer feed program. 116 kids – 1—from the Second Harvest grant and 16 from the Center. The start date is June 11th. The end date is TBA.

Felix asked if there were any other business. Robin asked for a signature for the Akers Media proposal for the golf tournament. Akers Media agreed to a full page thank you ad and a Social Scene section totaling $2,650. Akers Media will serve as the in-kind media sponsor.

Adjournment

Felix adjourned the special meeting of the Executive Board at 2:35 pm.

Respectfully Submitted,
Robin Revis Pyke, PhD

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