SACRAMENTO MOUNTAINS
SENIOR SERVICES, INC

(SMSSI)
Cloudcroft, New Mexico  88317

  575-682-3022

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BOARD MEETING MINUTES

 

 

 

Board Meeting Minutes

January 18, 2016

Meeting was called to order by Carl Hauser at 5:10 pm. Members present were: Carl, Marty, Paula, Marcy, Elaine, Wendy and Jerrilyn. Hans and Mike were excused. A quorum was established. Visitors: Kay and Lou Woltering.

Minutes from November meeting were read. There were no corrections to the minutes. Jerrilyn motioned to approve, Marty seconded. Motion carried, minutes were approved.

Financials were presented by Elaine- Marcy motioned to approve, Marty seconded. Motion carried, financials approved.

Paula asked for help with items needing completion. Jerrilyn will continue to help with the patio cover, Joy Lewis will help with the flagpole project, Carl will secure the new bench so that it will not be stolen, and Marty will install a track for the door on the back office to make that office more secure.

New Business:

The Valentine Dinner will be Thursday, February 11tho Paula asked for suggestions as to what to serve since the steaks will cost almost $1000. Wendy suggested mock filets (bacon wrapped ground chuck). Wendy moved and Marty seconded a motion to allow Paula to sign user agreements with the county for the new vehicle and for the Mayhill center. The motion passed.

There was discussion about service animals in the center. More research is needed and an opinion from AAA.

Paula informed the board that there needs to be a policy on impassable roads and what vehicle to use on snow packed driveways. Paula will write the policy and present it to the board.

At 6:30 p.m. Marcy moved for adjournment. Wendy seconded the motion. The motion carried.

Board Meeting Minutes

July 20, 2015

Meeting was called to order by Carl Hauser at 5:10 pm. Members present were: Carl, Marty, Paula, Mike, Wendy, Marrianne, Marcy, and Elaine. Jerrilyn was excused. A quorum was established.

Minutes from June 2015 meeting were read. Marty motioned to approve, Mike seconded. Motion carried, minutes approved.

Financials were presented by Elaine- Marcy motioned to approve, Marty seconded. Motion carried, financials approved.

Old Business:

We met all our units for the year with the exception of Congregate (9 short) but were 140 over in Home Delivered Meals, so we met all of our nutritional units.

We are within $500 of our budget goal for the year.

All of our quarterly reports have been tiled and accepted.

New Business:

All of our new contracts are signed and returned.

The Cherry Festival brought in $1600, the catering brought in $400 and the garage sale brought in $900.

Marrianne reminded the board that the members are to go to Paula with items concerning the employees.

Marrianne is to resign as director effective July 31, 2015, and Paula Merrell is to become the new director effective August 1,2015.

At 5:55 p.m. Wendy moved for adjournment. Mike seconded the motion. The motion carried.

At 6:05 p.m. The board went into executive session.

Mike moved and Marcy seconded a motion accept Marrianne Young's resignation and to hire Paula Merrell as Executive Director at $15 per hour. She will have a 3 month probation period. The motion passed.

Mike moved and Wendy seconded a motion that SMSSI give Marrianne an extra paycheck for her hard work and devotion. The motion carried.

Wendy made a motion to adjourn. Marty seconded the motion. The motion carried so the meeting adjourned at 6:25 p.m.

Meeting was called to order by Carl Hauser at 5:10 pm. Members present were: Carl, Marty, Paula, Mike, Marrianne, Marcy, and Jerrilyn. Wendy and Hans were excused. A quorum was established.

This was an emergency called meeting.

Paula asked the board what suggestions they had concerning the patio cover. The bids were $13,000 and $14,000. Carl suggested that we check with the United Methodist Men to see if they could erect the cover if we supply the materials. Paula will check with Glenn Gillett.

At 5: IS p.m. the board went into executive session.

At 5:55 p.m. the board came out of executive session.

Mike moved and Marty seconded a motion to give the attorneys permission to settle the lawsuit. The motion passed.

Jerrilyn made a motion to adjourn. Marcy seconded the motion. The motion carried so the meeting adjourned at 6:01 p.m.

Board Meeting Minutes

June 15, 2015

Meeting was called to order by Carl Hauser at 5:00 pm. Members present were: Carl, Marty, Hans, Mike, Wendy, Jerri1yn and Elaine. A quorum was established.

Minutes from May 2015 meeting were read. Mike motioned to approve, Wendy seconded. Motion carried, minutes approved.

Financia1s were presented by E1aine- Marty motioned to approve, Hans seconded. Motion carried, financials approved.

Director explained that the Cherry Festival fundraising proceeds should put us over the $10,000 so that we can get the Anderson matching funds. We will begin the project of covering the cement pad after the beginning of the next fiscal year. The garage sale will be July 4th.

Director went over new contracts, we received the money for 1600 more home delivered units and an additional $2,000 in NSIP for food. Officers signed.

New Business: Marrianne resigned as director effective July 30,2015.

There was a motion to adjourn by Marty and seconded by Mike. The motion carried. The meeting adjourned at 5:50 p.m.

Respectfully submitted, 

Board Meeting Minutes

May 18,2015

Meeting was called to order by Carl Hauser at 1:10 pm. Members present were: Carl, Marty, Mike, Marcy, Paula, Jerrilyn and Elaine. A quorum was established.

Minutes from April 2015 meeting were read. Mike motioned to approve, Marty seconded. Motion carried, minutes approved.

Financials were presented by Elaine- Marty motioned to approve, Marcy seconded. Motion carried, financials approved.

New Business: The policy on political campaigning needs to be strengthened. Board discussed changes to the policy.

l060-Political Activity

SMSSI will provide equitable time to all candidates who request to address the seniors. The Executive

Director or their appointed designee (site manager) will be responsible for enforcement of the following

policies. This includes approval of political activity before the scheduled event.

All agency representatives to include employee, Board Members and advisory council members are

prohibited from engaging in political activity such as endorsing, supporting and/or promoting individual

candidates while addressing the senior citizens at the center.

1. Election presentations will be conducted in a forum setting only, not individually, and are not to exceed 2

hours, which includes questions and answers. This is to take place at least 14 days prior to the day of the

election.

2. On the day of board elections, there is to be no campaigning on SMSSI premises.

3. Non election oriented presentations including but not limited to fundraising and religious

3. Non election oriented presentations including but not limited to fundraising and religious presentations will

not exceed 30 minutes, which includes questions and answers.

4. Candidates are allowed to make donations to SMSSI. Candidates will be required to notify the Executive

Director before the contributions or donations are made.

5. Prior arrangements and approval are to be made before distribution of any materials.

6. Presentations and the process of presentations must be approved before the presentation.

 

Mike moved and Marcy seconded a motion to approve the changed Political Policy pending legal advice from the village attorney.

Jerrilyn moved and Marty seconded a motion to retain the current slate of Board officers. Motion carried.

Marcy and Paula attended a Roadrunner Food Bank conference in Albuquerque. They were excited about what they had learned.

The garage sale is to be at the ice rink on July 4th. We will begin collecting items June ioth.

The employee appreciation reception will be May 29th. Marcy will ask people to bring desserts, and Paula will bring nuts, strawberries, chocolate and the chocolate fountain. Carl will be the host.

There was a motion to adjourn by Marty and seconded by Mike. The motion carried. The meeting adjourned at 2:15 p.m.

Respectfully submitted, 

Board Meeting Minutes

April 20, 2015

Meeting was called to order by Carl Hauser at 4:45 pm. Members present were: Carl, Marty,

Mike S., Marcy, Hans, Marrianne, and Paula. Jerrilynn was excused. A quorum was

established.

Minutes from March 2015 meeting were read. Mike motioned to approve, Marcy seconded.

Motion carried.

Financials were presented by Marrianne- Marty motioned to approve, Marcy seconded. Motion

carried, financials approved.

New Business: Need to appoint replacement for Mike Moffitt on the board. Wendy McCourt

and Sandra Bratcher were nominated for the position. Wendy McCourt will be the new board

member. Sandra Bratcher and Mary Lou Gaston will be placed on the ballot for our April 30th

board election.

There was a motion to adjourn by Marty and seconded by Marcy. The board went into executive

session.

The board was called into session again by Carl Hauser.

New Business: The Code of Conduct for Employees and the Code of Conduct for the Board of

Directors was discussed. It was noted that there was no grievance procedure for probationary

employees.

Marcy motioned for adjournment, Mike seconded. Motion carried. Meeting adjourned at 6:40

p.m.

Respectfully submitted, 

Board Meeting Minutes

March 16, 2015

Meeting was called to order by Mike S as (Carl Hauser was ill) at 5:06 pm. Members present were: Carl, Marty, Mike S., Jerrilyn, Paula, Marci, Elaine, Marrianne. Mike M and Hans were excused. A quorum was established.

Minutes from February 2015 meeting were read. Marty motioned to approve, Marci seconded. Motion carried.

Financials were presented by Elaine- Jerri motioned to approve, Marty seconded. Motion carried, financials approved.

Old Business: At the Budget training Marrianne was presented with a contract for $15,000 to begin a buffet style DRI meal. Board training went well- nobody resigned.

New Business: Motion to call for a vote on MS. Doss Foundation Application and Resolution. Michael S motioned to approve, with the allowance of proxy votes by absent members, Marty seconded- Motion Carried and Resolution Approved. Vote called for on appointing Marty Vice-Chair and Employee Liaison. Marci motioned, Carl seconded- Motion carried.

Marci motioned for adjournment, Marty seconded. Motion carried. Meeting adjourned at 5:36 p.m.

 

Board Meeting Minutes

February 16, 2015

Meeting was called to order by Carl Hauser 5:01 pm. Members present were: Carl, Marty, Mike S., Mike M., Paula, Hans, Marrianne. Jerrilyn were excused. A quorum was established.Minutes from January 2015 meeting were read. Michael S. motioned to approve, Martyseconded. Motion carried.

Financials were presented- Paula motioned to approve, Hans seconded. Motion carried,financials approved.

Old Business: Marrianne is pleased with the salad bar. It is bringing back seniors to congregate: ,meals and is very .popular with the regular attending clients. Discussion ensued about how to;proceed with roofing the pad. Marrianne will check into kits and see if the connectors to make a pitched roof could be found.

New Business: Board Training is scheduled for March 4th. Marci Jellum was put forth as possible appointee for Board Member. Marty motioned that Marci be appointed. Paula seconded. Motion Carried. Paula resigned the board to train as Executive Director.

Paid Holidays Policy was presented. Mike S. motioned to approve, Hans seconded. Motion carried.

Mayhill asked for us to pay for their phone. The board motioned that we pay 217 of the bill as we use the building 217 of the time. Lou Woltering said that the bill ran $54, so we will add $15 to our current $150 rent, to make a total monthly payment of$165.  

Mike Moffit motioned that we adjourn to executive session to discuss employee matters. Mike S. seconded. No decision made, no action taken.

Mike M. motioned for adjournment, Michael S. seconded. Motion carried. Meeting adjourned at 6:55 p.m.

Respectfully submitted, 

Board Meeting Minutes
January 19, 2015

Meeting was called to order by Carl Hauser 12:02 pm. Members present were: Carl, Marty, Mike S., Paula, Jerrilyn, Marrianne and Elaine. Mike Moffitt and Hans Steinhoff were excused. A quorum was established.

Minutes from November 2014 meeting were read. Michael S. motioned to approve, Marty seconded. Motion carried.

Financials were presented by Elaine- Jerrilyn motioned to approve, Paula seconded. Motion carried, financials approved.

Marrianne presented Paula as the best candidate for replacing her as Executive Director. After discussion, it was decided that Paula would shadow Marrianne over the next few weeks to familiarize herself with the job.

All services are meeting units with the exception of HDM. Home Delivered is over in units by 1700, so Marrianne has requested an increase of 1600 units in HDM along with the funding to go with it. The Salad bar has brought in an extra 60 units in December. Jenny has asked if we would be interested in a buffet pilot program, Marrianne said yes.

The Audit was presented, there were no findings. Paula motioned to approve, Marty seconded. Motion carried, audit approved.

All board members are to look for dates in March which will work for them for board training

A new motion has been filed on January 9th in the lawsuit, but we havenít seen the paperwork yet.

Board decided to table the (e) increase of budget by $5000 pending the decision by AAA on proposed additional units and monies.

Paula motioned for adjournment, Michael S. seconded. Motion carried. Meeting adjourned at 12:59 p.m.

Respectfully submitted, 

Board Meeting Minutes
December, 2014

Executive Session

Board Meeting Minutes
November 17th, 2014

Meeting was called to order by Carl Hauser 5:01 pm. Members present were: Carl, Marty, Mike S., Paula, Hans, Marrianne and Jerrilyn. Mike Moffitt was excused. A quorum was established.

Financials presented- Mike S. motioned to approve, Hans seconded. Motion carried.

New Salad Bar will have soup, salad and pasta. Marrianne recommended $5.00 per person for underage participants, no additional charge for seniors. Marrianne recommended we open it up to OCEC, Village Employees, and anyone who comes with a senior. Will be a fundraiser. Marty motioned to approve, Mike S. seconded. Motion carried.

Roadrunner account (SAP) is almost out of money. The mobile food pantry costs $350/per month. We will set up an account for separate donations that can be made by paypal. Letters will be written and cans will be retooled to be more visible. Jerrilyn motioned, Mike S. seconded. Motion carried.

Marrianne asked the Board to invite someone to the center once per week. Want to have a grand opening for the Salad Bar and invite, Governor, Senator Pearce, Rep. Yvette Herrell, County Commissioners, Mayor, etc.

AAA Assessment went well according to AAA. Had some issues but they are all fixed.

Fire inspection was first in over 10 years. It revealed some minor issues which were all fixed in the next week by Turri electric.

Board meeting adjourned, on motion by Mike S. and seconded by Hans, to Executive Session at 5:35 pm. Motion to come out of Executive Session made by Mike S. and seconded by Jerrilyn. No action taken.

Received Hubbard Grant for $4500 to put roof over concrete pad. Received Anderson matching grant for $10,000 and regular grant for $5000 (total $25,000 if we make our match).

Motion to approve minutes of October 1st Emergency Meeting made by Hans and seconded by Marty. Minutes Approved.

Mike S motioned for adjournment, Jerrilyn seconded. Motion carried. Meeting adjourned at 6:01 p.m.

Respectfully submitted, 

Board Meeting Minutes
September 15th, 2014

Meeting was called to order by Carl Hauser 5:12 pm. Members present were: Carl, Marty, Mike S., Jerrilyn, Paula and Elaine were present. Mike Moffitt and Jerrilyn Russell were excused. A quorum was established.

Minutes of the previous meeting were read. Mike S. stated that he had been out of town the previous meeting and would like the minutes to reflect that, and the time was stated as 4:28 pm when the meeting was called to order and that should be researched and corrected. Paula motioned to approve the minutes of August 18th with corrections, Mike S. seconded. Motion carried.

Financials were presented by Elaine Lynch. She explained that AAA now required us to have each expenditure broken down into services, no matter what, and that she had been working on that with the help of Sandra Bratcher and AAA in Deming. Elaine explained that the modification had to be complete by September 26th. Mike S. motioned to approve financials, Hans seconded- motion carried.

Old business: The Methodist Preschool changed their minds about using us for cooking preschool meals. It turned out that most of their children didnít qualify for assistance and so the deal couldnít be fulfilled on their end. Nicole was very apologetic. Marrianne discussed the AAA Assessment. It was stated by the assessors that it was a good assessment, identified issues notwithstanding. Marrianne exlained the issues in the AAA assessment letter and explained how they were being addressed. She further promised that a complete answer to all assessment issues would be presented at the next board meeting.

New Business: No new business.

Marty motioned for adjournment, Hans seconded. Motion carried. Meeting adjourned at 5:32 p.m.

Respectfully submitted, 

 

Board Meeting Minutes
August 18, 2014

Meeting was called to order by Carl Hauser at 4:28 pm. Members present were: Carl, Marty, Mike M., Jerrilyn, Marrianne and Elaine were present. Paula and Hans were out of town, Mike S. was absent. A quorum was established.

Minutes of the previous meeting were read. Marty motioned to approve the minutes of July 28th as read, Mike seconded. Motion carried.

Financials were presented by Elaine Lynch. We received a partial balance of contract for June, also received an advance for July. Jerrilyn motioned to approve financials, Marty seconded- motion carried.

Old business: Preschool will have contracts to us soon.

New Business: Sarah Berger has been hired for the floater position. She is training for all jobs, especially meals on wheels, but is also knowledgeable in bookkeeping.

Marty motioned for adjournment, Mike seconded. Motion carried. Meeting adjourned at 5:27 p.m.

Respectfully submitted, 

Board Meeting Minutes

July 28, 2014

Meeting was called to order at 5:11 pm. Members present were: Carl, Marty, Hans, Mike M., Jerrilyn and Marrianne were present. Paula was out of town, Mike S. was absent. A quorum was established.

Minutes of the previous meeting were read. Marty motioned to approve the minutes as read, Hans seconded. Motion carried.

Old business: AAA Assessment went fine, but several policies were needed. Marrianne is in the process of writing those that were needed. AAA asked that we get a CPA as a consultant. Financial Report was presented. Marrianne stated we had reached the $5000 mark in fundraising and that the Anderson Foundation had already sent the check for $5000. The garage sale raised $1396.62. Jerrilyn motioned to approve financials, Hans seconded. Motion carried.

The Joker Tournament netted $305. The two together have raised $790 and there is still one more on August 9th.

New Business: Marrianne retained Sandra Bratcher for $250 per month. She was on the State Auditorís list until 2005 when she retired. She understands what we need and is able to provide it. Marrianne explained that the Methodist Preschool has asked us if we would prepare breakfasts and lunches for 25 preschoolers @$8 per day per child. After costs, that would net the center approximately $30,000 to spend as discretionary moneys. Hans motioned to accept proposal from the preschool to cook breakfasts and lunches for 25 preschoolers @ $8 per day per child. Marty seconded. Motion carried. Marrianne said that her resignation was sure if she found a new job in Tulsa. Family concerns for both her and her husband are taking them to Oklahoma. Marrianne recommended Wendy as her replacement. She expressed great faith in Wendy and told the board that Wendy would be the one she would choose to take her place. She expressed great faith in Wendyís capabilities in all areas, especially her business acumen. Marrianne also recommended Rachelle as replacement for kitchen manager.

The Board adjourned to Executive Session to discuss personnel matters. No action taken in Executive Session.

Marty motioned for adjournment, Hans seconded. Motion carried. Meeting adjourned at 6:11 p.m.

Respectfully submitted, 

Board Meeting Minutes

June 16th, 2014

Meeting was called to order at 5:04 pm. Members present were: Carl, Marty, Michael S., Mike M., and Marrianne were present. Hans was excused and Jerrilyn and Paula came late. A quorum was established.

Minutes of the previous meeting were read. Michael S. motioned to approve the minutes as read, Marty seconded. Motion carried.

Financial Report was presented by Elaine Lynch. Marrianne discussed approaching AAA Assessment on June 24th-26th. She reported that the annual financial audit was set for the first week of August 2014. Marty went home at 5:15 p.m. with a headache, Jerrilyn came in as Marty left, re-establishing a quorum. Paula arrived at 5:20 p.m.

Discussion continued as Marrianne reported that congregate meal units wouldnít be met, the reasons being:

    1. We had a couple that has historically been regular Congregate Meal attendees become homebound due to health reasons (about 200 units)
    2. We had 2 couples that are regular attendees (about 400 units) that have been traveling extensively
    3. Many of our regular attendees here began attending Mayhill, which is only open two days per week, so we have lost the additional days of their attendance.  Mayhill is much closer to them than we are.
    4. Our Texans, for financial reasons, rather than coming in April and May, havenít been arriving until mid-June.  They are the bulk of our summer seasonal attendees.
    5. Kathy projected over 2000 units more than our usual. 

Elaine finished presenting financials. Jerrilynn motioned to approve financials, Paula seconded. Motion carried.

Marrianne explained that SMSSI is $3592 toward the $5000 Anderson matching grant. The Joker tournament raised $445, and there are two more scheduled. The garage sale is scheduled for July 5th and we are in process of retaining the skating rink for visibility. Employee changes are working well with expected changes being seen- Robin as driver and Rachelle in the kitchen.

New Business: Marrianne explained that HR needed some changes to be compliant with state and federal law and that those changes had been completed. Marrianne will see if she can get the ice rink for the July 5th garage sale. Marrianne asked for a CLA. Mike S. motioned, Paula seconded for CLA at 3.5%.

Paula motioned for adjournment, Mike S. seconded. Motion carried. Meeting adjourned at 5:50 p.m.

Respectfully submitted, 

Board Meeting Minutes

May 24, 2014

Meeting was called to order at 5:08 pm. Members present were: Carl, Marty, Michael S., Hans,Jerrilyn, Marrianne, and Paula were present. Mike Moffitt was not in attendance.

Minutes of the previous meeting were read. Michael S. motioned to approve the minutes as read,Paula seconded. Motion carried.

Financial Report was presented by Elaine Lynch. Jerrilyn motioned to accept the financials,Paula seconded. Motion carried.

Old Business: Employee changes were discussed- Robin as driver and Rachelle in the kitchen.

It's working well so far. Board members Mike M. and Jerrilyn were re-elected.

New Business: The Board Members opted to retain their current offices. Mike Kalka from High Rolls presented a fundraiser idea. Marrianne will seek legal opinion on it. Michael S. motioned to accept the fundraising proposal pending positive legal opinion. Marty seconded, motion carried. Joker tournaments proposed and dates set. Paula motioned to approve tournaments,

Marty seconded. Motion carried.

Marty motioned for adjournment, Jerrilyn seconded. Motion carried.

Meeting adjourned at 6:00 p.m.

Respectfully submitted, 

No meeting in April

Emergency Board Meeting Minutes

March 24, 2014

Meeting was called to order at 5:00 pm. Members present were: Carl, Marty, Michael S., Hans, Jerrilyn, Marrianne, and Paula were present. Mike Moffitt was excused.

Minutes of the previous meeting were read. Michael S. motioned to approve the minutes as read, Paula seconded. Motion carried.

Financial Report was presented. Marty motioned to accept the financials, Mike S. seconded. Motion carried.

Old Business: It was decided to remove Elaine Lynch from probation and put her on as full employee. Marrianne gave report on all RFPís that have been completed and approved. The current budget has been submitted and approved and the staff raises approved at the January 18th Board Training were accommodated in the budget without issue. Raises of $1 per hour across all employees will go into effect July 1, 2014. The High Rolls Center bill did not pass. Discussion of how to proceed followed. Marrianne will call Yvette Harrell to discuss plan of action so that the center will pass next time through. Mike S. suggested a Town Hall meeting before elections, inviting all local lawmakers.

New Business: The Board Election is set for April 15th. Jerrilyn Russell and Mike Moffittís seats are up, both members are running again. All nominees must have their intention to run in by Thursday, March 27. Jerrilyn asked Marrianne to spell her name right, Marrianne assented. Paula Merrell will run the Mayhill election, Carl will run the Cloudcroft election, Paula Poindexter will run the High rolls election. It was suggested that Wendy be promoted to Assistant Director/Kitchen Manager and receive a $.50/hr raise in accordance for the extra duties she has assumed. Jerrilyn motioned to promote Wendy, Carl seconded. Motion carried. The Employee Appreciation Party was set for Friday, May 23rd. Rachelle Jackson was discussed and approved as employee of the year.

Marty motioned for adjournment, Paula seconded. Motion carried.

Meeting adjourned at 5:50 p.m.

Board Meeting Minutes

January 18,2014

Meeting was called to order at 9:06 am. Members present ,.were: Carl, Marty, Michael S., Mike M., Hans, Jerrilyn, Marrianne, Paula were present.Minutes ofthe previous meeting were read. Michael S. motioned to approve the minutes as read, Paula seconded. Motion carried.

Financial reports were given. Paula motioned to approve, Marty seconded. Motion carried 

Old business: Marrianne gave a report on Santa Fe legislature trip. Jenny said that we can purchase a new refrigerator for Mayhill and send the bill to AAA and it will be paid for with special funding.

New Business: The Board reviewed all By-Laws & corrections were noted for change  Michael

S. motioned to amend By-Laws as reviewed. Paula seconded. Motion carried. The Board reviewed SMSSI Policies & corrections were noted for change. A new policy (50-05) covering Home Delivered meals delivery in the event of an accident was drafted and approved for inclusion. Salary policy was changed. Hans motioned to increase wages $1.00 across the board effective 711114 depending on funds and budget approval. Mike Shinabery seconded. Motion carried.

Adjourned to executive session @2:06 p.m. to discuss employment issues. No action was taken.

Motion by Mike Shinabery to increase Marrianne's salary by $.50 per hour effective immediately. Marty seconded. Motion carried. Mike S. motioned for adjournment. Marty seconded. Motion carried.

Meeting adjourned at 2:36 p.m.

Emergency Board Meeting Minutes

January 6, 2014

Meeting was called to order at 5:00 pm. Members present were: Carl, Marty, Michael S., Mike M., Hans, Jerrilyn, Marrianne, Paula were present.

Minutes of the previous meeting were read. Michael S. motioned to approve the minutes as read, Marty seconded. Motion carried.

5:05 p.m.- Retired to Executive Session to discuss employee matters.

5:30 p.m.- Came out of Executive Session.

Mike s. motioned to extend the probation period for Elaine Lynch be extended for 3 months. Marty seconded. Motion carried.

Old Business: Anderson Foundation gave us the $10,000 grant plus $5,000 matching grant for funds we raise over the next year. Marrianne made baskets for legislative session.

Marty motioned for adjournment, Hans seconded. Motion carried.

Meeting adjourned at 5:37 p.m.

Board Meeting Minutes

January 18, 2014

Meeting was called to order at 9:06 pm. Members present were: Carl, Marty, Michael S., Mike M., Hans, Jerrilyn, Marrianne, Paula were present.

Minutes of the previous meeting were read. Michael S. motioned to approve the minutes as read, Paula seconded. Motion carried.

Financial reports were given. Paula motioned to approve, Marty seconded. Motion carried.

Old business: Marrianne gave a report on Santa Fe legislature trip. Jenny said that we can purchase a new refrigerator for Mayhill and send the bill to AAA and it will be paid for with special funding.

New Business: The Board reviewed all By-Laws & corrections were noted for change. Michael S. motioned to amend By-Laws as reviewed. Paula seconded. Motion carried. The Board reviewed SMSSI Policies & corrections were noted for change. A new policy (50-05) covering Home Delivered meals delivery in the event of an accident was drafted and approved for inclusion. Salary policy was changed. Hans motioned to increase wages $1.00 across the board effective 7/1/14 depending on funds and budget approval. Mike Shinabery seconded. Motion carried.

Adjourned to executive session @2:06 p.m. to discuss employment issues. No action was taken.

Motion by Mike Shinabery to increase Marrianneís salary by $.50 per hour effective immediately. Marty seconded. Motion carried.

Mike S. motioned for adjournment. Marty seconded. Motion carried.

Meeting adjourned at 2:36 p.m.

Board Meeting Minutes

November 18, 2013

Meeting was called to order at 5:00 pm. Members present were: Carl, Marty, Michael S., Mike M., Hans, Jerrilyn, Marrianne, and Elaine Lynch, financial manager. Paula was excused.

Minutes of the previous meeting were read. Marty motioned to approve the minutes as read, Michael S. seconded. Motion carried.

Financial reports were given. Financial Activity report was explained as well as the fact that in most areas of the budget we were perfectly on track for the year. Mike S. motioned to approve the financials reports as presented, Marty seconded, motion carried.

Old Business: Board Retreat was tentatively set for January 17th or 18th, waiting for Michael S. to let us know which will work for him. Final Audit was distributed for viewing, no findings or issues for the 2012-2013 FY.

New Business: One time Cost of Living adjustment of 4% was discussed. Michael S. motioned to approve, Mike M. seconded, motion carried. Financial Managerís progress is much improved. Proposed Personnel Policy 40-04a was discussed, changes were made. Hans motioned to approve including changes made, Michael S. seconded. Motion carried. Credit card increase to $7500 was discussed. Hans motioned to approve increase, Michael S. seconded. Motion carried.

Hans motioned for adjournment, Mike S. seconded. Motion carried.

Meeting adjourned at 6:00 pm.

 

Board meeting minutes

September 16, 2013

Meeting called to order at 4:58pm. Members present were: Carl, Paula, Michael S, Mike M., Hans, Marty and Marrianne. Jerrilynn was excused.

Minutes of the previous meeting were read. Paula motioned to approve the minutes as read, Marty seconded. Motion to approve the minutes carried.

Financials of the organization were given by Elaine. Elaine explained that we were at 17% of expenditures rather than 20% for the two months completed. Mike Moffitt asked for more detail regarding the FAR, Mike Shinaberry asked about the cost of advertising to fill the Finance Position. Mike Shinaberry motioned to accept the financials as reported, Marty seconded. Motion carried.

Old Business: Carl asked about the Policy Manual that Kathy was finishing, but it has not been completed yet. Marrianne said she would email Kathy about the manualís ETA and whether it had to be approved by AAA.

New Business: Mike Moffit asked to be excused for the October 21st meeting. Jerrilynn Russell is in the hospital due to a broken femur and the date of her return is still not known. It was decided that an interim secretary was needed until Jerrilynnís return. Paula moved that Marty be interim secretary until such time as Jerrilynn returns home and is capable of attending meetings. Mike Moffitt seconded. Motion carried.

Mike Shinaberry motioned to adjourn, Paula seconded. Motion carried Meeting adjourned at 5:40pm

Special Board Meeting Minutes

July 18, 2013

Meeting called to order at 4:55 pm. Members present were: Carl, Michael S, Mike M, Marty, Hans, Jerrilyn and Kathy. Paula was excused.

Minutes of the previous meeting were read. Motion to approve the minutes was made by Michael, and seconded by Marty. Motion carried.

No Financial Report was given.

New Business: Kathy submitted her resignation to the board of directors. Kathy gave the board the resume and letter of interest in the Executive Director position from Marrianne White. Marrianne has been an employee for eight years. The personnel policy regarding existing employees interested in open positions is as reads "10-06 when the program is seeking candidates to fill a vacant position, present employees who might be interested and qualified for the position shall be notified so they can submit a notice of interest and/or application. When an existing employee of the organization meets the qualifications for the job available, it will be the Executive Director or the Board of Directors option not to seek applicants outside of the organization, as it is desirable to promote from within the organization when possible." A motion was made by Jerrilyn and seconded by Michael to adjourn to Executive Session at 5:45pm.

Executive Session adjourned at 6:00pm and regular meeting resumed. A motion was made by Michael to accept with regret the resignation from Kathy to be effective August 31 and that she be placed on Administrative leave and will complete the policy manual by September 30, 2013. A second was made by Jerrilyn, motion carried. The board expressed that they would like Kathy to remain an outlet to Marrianne as consultant if the need arises. Kathy assured the board that she would be available any time for questions. A motion to offer the position of Executive Director to Marrianne White with a pay increase over her present salary of .50 per hour and a performance review to increase her salary in six months was made by Mike M., seconded by Marty. Motion carried. Carl will offer the position to Marrianne with an effective date of August 1, 2013. A motion was made by Michael to freeze all salaries except for Marrianne and the new hires on probation or previously budgeted increases until a mid-year review to determine needs and to offer staff a COLA at that time, motion seconded by Jerrilyn, motion carried. A committee to hire a new financial manager was formed; the committee will be made up with board members Mike, Marty, Jerrilyn and Director Marrianne. Interviews will begin as soon as applicants are submitted. There are several possible candidates: Denise Reynolds, Elaine Lynch, Liz Beasley, and Charlotte Zimmerman. All have financial experience. The committee will work with Marrianne to determine interview dates and times. They will then bring their recommendation to the full board for approval.

Meeting adjourned at 6:30pm

Board meeting minutes
June 17,2013

Meeting called to order at 4:48pm. Members present were: Carl, Paula, Michael S, Mike M., Jerrilyn, Kathy and Marrianne. Hans and Marty were excused. Minutes of the previous meeting were read. Michael motioned to approve the minutes as read, Paula seconded. Motion to approve the minutes carried.

Financials of the organization were given by Marrianne. Marrianne gave a complete run-down of the status of the end of year and what bills still needed to be paid. There is still some money out that is due from AAA. There should be no issue making end of year and in fact should end the year in the black. All pre-payments for insurances are made. If there are sufficient funds Kathy would like to give the staff a onetime cost of living adjustment for the end of the fiscal year. Kathy thought that it might be around 2% for each employee. Michael moved to give the employees a well-deserved cost of living payment if there were sufficient funds at the end of the fiscal year, Jerrilyn seconded. Motion carried. Paula made a motion to accept the financials as reported, Jerrilyn seconded, motion carried.

Old Business: Kathy and Marrianne met with Hubert Quintana with SENM Economic Development to get the ball rolling again on the High Rolls Senior Center. Kathy sent out letters to all the legislators and county commissioners asking for their support for the project. Mr. Quintana will be working with Kathy to get the proposal done which is due to Santa Fe by July 12, 2013. Kathy said she spoke with Mayor Venable about remodeling the Cloudcroft Center by adding air conditioning and a roof over the patio to expand the meal area and activity site. There is also some work that must be done in the bathroom due to a leak. There is no mold as originally thought and we will look into getting the bathroom fixed with the remodel. All improvements must be approved by the Legislators and then by the voters. The Mayhill Senior Center is serving many people and will be operating on Tuesdays and Thursdays starting in July. Teresa Barr will be the employee in charge of the meal there. Kathy is still working on policy changes. Carl and Paula have plans made for the employee recognition and 25 year celebration on July 12. Kathy encouraged all board members to attend. Kathy gave a report on where the employees will be working for the fiscal year with the budget increase from AAA.

Rachelle Jackson is the new van driver and will work on Thursdays on SAMS data entry after Cathy Gaffney is no longer working here.

New Business: Kathy said there had been some talk about adding bingo to the activities. Marrianne had done some research regarding the rules of bingo and the gaming commission. There are some pretty strenuous rules regarding the game. After some discussion it was decided.that we will not pursue Bingo at this time. Kathy said that the board should look into some creative fund raising for the coming year. There was some discussion about a Joker tournament and a Bunko tournament. Paula will get with Marrianne to work out some dates.

Meeting adjourned at 6:00pm

 

BOARD MEETING MINUTES
MARCH 18, 2013

Meeting was called to order at 5:07 pm. Members present were: Carl, Paula, Michael, Mike, Hans, Marty, Jerrilyn, Marrianne and Kathy.Minutes of the previous meeting were read. The minutes listed as Hans running for re-election but his term is not up. Paula's term is up with Michael Shinabery and Marty. Marty motioned to approve the minutes as corrected, Hans seconded, motion carried. Financial Reports were given by Marrianne. She reported an increase in NSIP from AAA of$1000, Marrianne reported all taxes have been paid, all bills are current and paid and all numbers are looking positive for the end of the fiscal year. Michael motioned to approve the reports and Jerrilyn seconded motion to approve carried.

Old business: Kathy reported that the Mayhill senior center was nearing completion and expects to begin services in April. Dennis Davis expressed interest running for the board of directors as did Marcy Jellum. Dennis Davis is the uncle of Paula Merrell. There was some discussion about people who were related serving as board members. Kathy thought that the bylaws stated thatyou may not be related to another board member. Upon research the bylaws do not specifically state that no related board members may serve at the same time so Dennis was nominated by the committee. Marcy Jellum was also nominated to run for the board. Elections are set for April 9,2013 with Michael Shinabery, Paula Merrell, Marty Ware, Dennis Davis, and Marcy Jellum running for (3) open seats. New Business: Kathy asked about the employee appreciation party that usually takes place in thespring. After some discussion it was decided that the appreciation party should be held this summer in conjunction with the 25th anniversary celebration of SMSSI. Paula Merrell will get a group together to plan the event. No date has been set. Kathy reported that there were several policy changes that need to be made to the policy manual and that she should have those changes by Mayor June for board review. Some of the policies that need to be reviewed and updated are training, building use, purchasing, contingency plans, reporting, records retention and employee yearly eligibility status to drive SMSSI vehicles. ---

Meeting adjourned at 6:45pm.

Board Meeting Minutes
February 18, 2013

Meeting was called to order at 5:13pm. Members present were: Marty, Hans, Mike Moffitt, Michael S., Carl, Paula, and Kathy. Jerrilyn was excused. Minutes of the previous meeting were read. Michael moved to approve the minutes as read, Paula seconded, motion carried.

Financial reports were given by Kathy. No issues or comments, Hans motioned to approve, Marty seconded, motion canied.

Old Business: Mike Moffitt was installed as new board member. Michael, Paula and Marty are all up for reelection. All agreed to run again. Kathy will post in senior centers and van aboutboard elections and ask if there are any people who would like to run for the board. Nominees will be selected at the next board meeting. Kathy sent in all RFP's that are due (Otero County, Untied Way) and will be attending the United Way Appropriations Committee meeting.

New Business: Kathy suggested since the current budget is under spent that instead of an end of year cost of living amendment for each employee that we give them 4% now. We are saving money with Roadrunner Food Bank and other non-budgeted income and with the loss from tax increases that started in January, this might make the difference. Michael moved to approve a 4% increase in pay for all employees effective immediately, Hans seconded, motion carried. AAA has set training for almost all employees on February 26-28 in Albuquerque. We will close for lunch at both High Rolls and Cloudcroft to allow the kitchen employees to attend the nutrition training. Kathy and Marrianne will also attend the management track of the training.

Kathy will be presenting a Legislative Request PowerPoint to the management attendees on the zs". Susan will not go, transportation will be available for those days and Michele will still continue with the homemaker services. Kathy is looking into training for them on topics closer to what they do.

Meeting adjourned at 6:13pm

Board Meeting Minutes

January 22, 2013

Meeting was called to order at 12:03 pm. Members present were: A.R., Jerrilyn, Hans, Marty, Paula, Carl, Kathy and Marrianne. Michael was unable to attend (excused).

Minutes of the previous meeting were read. A motion from Paula to approve the minutes as presented was made, it was seconded by Marty. Motion carried.

Financial reports were given by Marrianne. Marrianne explained that currently most expenditures were under budget for the year. Roadrunner food bank and the grant for food given directly to Roadrunner from Otero County Electric Coop have made quite a difference in food costs. Marrianne reported that she had addressed the audit questions raised by AAA and they were satisfied with her responses to the questions. The audit for 200912010 is officially closed by AAA. A motion to approve the financial report was given by Jerrilyn, seconded by Marty.

Motion to approve carried.

Old Business: Kathy is still hoping to get the Mayhill center open. They still have not addressed the kitchen items that need to be fixed before EID will approve for serving. Marrianne found Tshirts online for Roadrunner and senior center employees. They came to $5.67 per shirt. Small account will pay for them.

New Business: AR Hartley resigned from the board. He is moving to Artesia to be closer to his children. Several names were discussed to fill the position. Carl will ask Mike Moffitt if he is interested in becoming a board member. Kathy, Wendy, and Marrianne are attending Senior Day and visiting with Legislators on the 24th. Kathy is asking for volunteers for meals on wheels. Kathy reminded everyone that next month board member nominations should be made.

Marty, Paula and Michael are up for re-election. Kathy and Ronnie Ortega, Alamo Senior Center manager, scheduled an open meeting for Otero County residents to discuss senior issues for Tuesday February 12, 2013 at 1:30 pm. Kathy is encouraging everyone to attend. Kathy is working on RFP's for United Way and Otero County for the coming FY funding cycle.

Meeting adjourned at 1:00pm.

Board Meeting Minutes

November 19, 2012

Meeting called to order at 3:15 pm. Members present were: Jerrilyn, Carl, Paula, Marty, Hans, A.R., Michael, Kathy and Marrianne.

Minutes of the previous meeting were read. Marty motioned to approve Paula seconded, motion to approve carried.

Financial reports were given by Marrianne. Marrianne went over the budget, how she comes to get the full cost of the meal, and all breakdowns of cost by service. Marrianne explained that AAA had some questions regarding the 2009 audit. She was in the process of answering those questions and they were minor. She will report at the next board meeting on how she resolved the issues raised. Michael made a motion to approve the financial reports as given, Marty seconded, motion carried.

Board training was conducted by Kathy. She went over the mission statement, AAA role with SMSSI, board member responsibilities, and policies. New policies were adopted or changed and new policies will be given to the staff regarding cell phone usage while driving and HIIP A were added. Marty motioned to adopt the cell phone and HIIPA policies, Hans seconded, motion carried. Kathy also discussed how Capital Outlay works and also explained that the new High Rolls senior center was not actually on the ballot as originally thought. So there will be no new center in High Rolls for the time being. Kathy will work on getting it on the next process as it is too late for the next Legislative session. Kathy presented each board member with new Code of "- Ethics, and Board Member Responsibilities forms to sign.

The board of directors went into Executive Session at 5:00pm to discuss personnel matters.

They reconvened at 5:20 and gave Kathy her evaluation.

Meeting adjourned at 6:30pm

 

SMSSI - Board Meeting Minutes

July 23, 2012

Meeting called to order at 5:15 pm. Members present were: Carl, Michael, Marty, Jerrilyn, A.R., Hans, Kathy, Marrianne. Paula was excused. Minutes of the previous meeting were read. Hans moved to approve the minutes as read, Michael seconded, and motion to approve carried. Financial reports were given by Marrianne. The year ended well, the final figures are not in as all the June bills haven't come in. Marrianne reported that all the pre-pays (workman's comp and other insurances) are paid. It looks to be about $3000 left at the end of the year. The county agreed to pay the full cost of the tables as it was their mistake and they can afford it more than our program. Kathy thanked them. Marty moved to approve the financials as read, Hans seconded. Motion carried.

Old business: Board training tabled until later meeting. Kathy reported that the Ford Fusion is in but is still waiting on the Explorer which will be in soon. The van is not ready, but Kathy anticipates it will be ready by September. Kathy is still working on getting the Mayhill center up and running. They put in for money from the ALTSD capital outlay process even though

Kathy told them not to. The work has still not been completed in the building to allow us to serve meals there. Kathy reported that the garage sale is set for September 1, and we need lots of stuff and help.

New Business: Kathy would like to visit with AAA about the possibility of moving our data entry from Tucumcari. Marrianne, Wendy and Kathy are frustrated with the people there and nothing we do seems to be good enough. After much discussion about the moral of our staff: after dealing with the Tucumcari office it was decided to give Kathy the go ahead to speak to Jelmy Martinez regarding the problem. Michael moved that Carl will write a letter on behalf of the board asking for an end to the situation and move to another data entry provider and Marty seconded. Motion carried. Kathy was approached by American Express to get a business card from them that had more benefits that the one we currently hold with 1st National Bank. After much discussion it was decided to not go with American Express but if one were to be available that had benefits and no annual fee the board could discuss it then. Kathy has scheduled Senior Appreciation Day for September, Christmas in July for July 25.)

Director's report: Kathy reported that Carroll Waggoner from Otero County Electric would like to give SAP $10,000 for Roadrunner Food bank. .Kathy will work with OCEC to get that money.

Meeting adjourned at 7:01pm.

Board Meeting Minutes

May 21, 2012

Meeting called to order at 5:13 pm. Members present were: AR Hartley, Jerrilyn Russell, Michael Shinabery, Marty Ware, Paula Merrell, Carl Hauser, Kathy Swope and Marrianne White. Hans was excused. ...

Minutes of the meeting of March 19th were read. A motion to approve the minutes as read was made by Jerrilyn and seconded by Paula, motion carried.

Financial report was given by Marrianne White. Marrianne reported the status of the accounts was in good shape for the year and there was adequate money to make it to the end of the year despite the projection of being over in all units of service except transportation. Paula motioned to approve the financial report and Marty seconded, motion carried.

Old Business: Kathy expects the new vehicles to be in this summer, hopefully in June and July.  Kathy will pick them up from Albuquerque as they come in. Kay from Otero County purchasing called and said the engine would cost more for the van with the added 4X4 but there was enough left over in the capital outlay contract to take care of the extra charge. Governor Susanna Martinez signed the bill that will carry our new building in High Rolls. Now it is up to the public to vote in November. We will have a booth at the Apple Festival talking up the new building and selling quilt tickets to promote the senior center. Kathy got a call from AAA and it looks as if the Mayhill senior center will be approved to operate one day per week in the next fiscal year.

Ne
w Business: Carl and Hans were both reelected and will serve two years more. Kathy got a call from AAA regarding new money, they added about 8000 for the next fiscal year. The employee appreciation day is scheduled for June 13th . Paula will bring a chocolate fondue; there will also be fruit, blueberry tarts, cookies and punch. Marty will help and other seniors will bring cookies. Kathy encouraged the board to make it to the party. Carl will present and talk about the staff. Employee of the year was discussed; it was unanimous to choose Wendy McCourt as Employee of the Year. Kathy hired Vicki Ritter, who is volunteering, to wash dishes through the summer and Cathy Gaffney to handle the clerical duties that are too much for Wendy during the summer. Kathy explained to the board that there had been some informal discussion regarding the Tularosa Senior Center and merging our senior centers. Kathy wrote a letter to AAA outlining the idea and how we could make it work with SMSSI. AAA staff is not ready  to make that change but if it does come up in the future they will consider us to take over management of that program. Kathy met with the USAF during the United Way Day of Caring. They would like to build the top to our patio during the Big Give that Holloman Air Force Base does each summer. They will plan and design and do all the work if we provide the materials. A motion by Michael was made to go ahead with the plan witn the AF to put the top on the patio using small account funds, Marty seconded, motion carried.
Mee
ting adjourned at 7:00pm  ...- .

Board Meeting Minutes

February 20, 2012

Meeting called to order at 5:12 pm. Members present were: Carl, Marty, Paula, A.R., Jerrilyn, Hans, Michael, and Kathy. 

Minutes of the meeting of November 2011 were read. Paula motioned to approve the minutes as read, A.R. seconded, motion carried.

Financials were given by Kathy. No significant items were noted. Michael moved to approve the financials as reported, Paula Seconded, motion carried.

Old Business: Kathy suggested tabling the board of directors training until spring and after board elections in April. Kathy got word from Aging and long Term Services Department in Santa Fe that $90,000 was approved for new vehicle purchase and sent contracts to be signed by the County Manager. Kathy researched the state purchasing website to find three vehicles priced within the $90,000. A Chevy 15 passenger van to replace the transportation van, a Ford Explorer to replace the meals on wheels suburban, and a Ford Taurus to be used for out of town trips and assessments were chosen as the new vehicles. The total for the three vehicles is $90, 044. A motion to purchase the vehicles by Hans, Paula seconded, motion carried. Kathy was able to get Senator Asbill to carry a bill for the new High Rolls Senior Center, a bill requesting $880,000 is on the Governor's desk. If she signs it the bill will be on the November ballot for capital improvements for senior centers. If it is approved and signed we should be able to break ground on the new center by August 2013. Kathy and Ronnie Ortega attended a public hearing in Deming to give AAA input for a senior center in Mayhill. Mr. Woltering from Mayhill also attended the public hearing for Otero County, that was held in Tularosa on February 10, 2012, and requested the center begin serving meals in Mayhill. The Mayhill community center members have requested and received grants to make the building in Mayhill code compliant.

Kathy wrote in the four year plan that SMSSI plans [0 make the Mayhill senior center operational by mid-year 2012. By operating one day a week and using volunteers to transport the food using the suburban that is retiring from the meals on wheels program, it would take minimal additional funding. That proposal depends on the renovations to the kitchen in Mayhill and solid commitment from the volunteers to deliver, serve and clean up. By beginning one day per week, it will show how many people are willing to participate and at that point we can ask for addittonal funds from AAA to operate more days per week..J 

New business; Kathy reported that the auditor did not finish with the audit until Thursday.Marrrianne had to keep calling to get it done. They finally sent the 990 and report for review. We havc begun selling quilt tickets for raffle this fall. The Bunco Tournament fundraiser will be held July 14. Kathy is working on the four year plan; she is preparing the plan based on  current year money without anticipating an increase from any entity. Kathy presented the budget for the coming year. Hans moved to approve the new budget, Jerrilyn seconded, motion carried. Kathy also presented the resolution to present the four year plan and papers giving Kathy permission by the board to sign on all contracts issued by AAA. Jerrilyn moved to give Kathy signing privileges, Paula seconded, motion carried. Board member elections are scheduled for April 1O. Up for re-election are Hans and Carl and both were nominated and accepted reelection by Jerrilyn, with Michael giving a second to the nominations.

Director's Report: Kathy scheduled a meet the Village Trustee Candidates night for February 23rd. Kathy asked for a moderator and timer for the meeting, Carl volunteered. Kathy reported that the Mardi Gras parade was a lot of fun but we did not win. Kathy mentioned that there has not been an employee appreciation party for quite some time. She would like to have one sometime in the spring. Paula thought that to be a great idea but suggested that the staff not have to cook and clean their own party and thought the board should assume that responsibility. Kathy thought that was a great idea and a date will be set in a future board meeting. Kathy also wanted to let everyone know that it was nearing the 25th anniversary of SMSSI. She suggested that everyone start thinking about what to do for the celebration in 2013.

Meeting adjourned at 7:15pm.

 
 
 
 
 

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