Meramec Regional Planning Commission
Minutes
December 9, 2010
Call to Order
Chairman Russell Scheulen called the December 9 meeting of the Meramec Regional Planning Commission to order at 7:30 p.m.
Introductions
The following individuals were welcomed.
• Rep. Tom Loehner, 112 th District;
• Rep.-Elect Paul Fitzwater, 152 nd District;
• Presiding Commissioner-Elect Leo Sanders, Crawford County;
• Mayor Cornelius Root, Newburg;
• Andy Mattison, former mayor of Newburg;
• John Butz, Rolla city administrator; appointed to replace John Petersen as the city of Rolla’s representative of the mayor on MRPC’s board.
New Staff Introductions
The following new staff members were introduced to the board:
• Stephen Brown, MRPC’s new housing coordinator for Crawford County, is a retired claims representative for the Social Security Administration’s branch office in Union, Mo. He and his wife Connie, relocated to Vichy in 2000.
• Jane Dolan, new bookkeeper for MRPC, lives at Gerald. She has 30 years of experience in the accounting field. Prior to coming to MRPC, she served as the city clerk of Bland for 10 years.
Consent Agenda
The following consent agenda items were presented for approval
a. .. Minutes – November 9, 2010
b. .. Statewide Grant Applications
c. .. Contracts
• USDA Rural Development (IRP) Award
At MRPC’s June 10, 2010, meeting, board approval was given for MRPC—on behalf of MRDC— to submit to an application to the US Department of Agriculture’s Rural Development program for a second Intermediary Relending Program (IRP) loan.The loan application was approved in the amount of $175,000. Permission was requested for MRPC’s chairman and/or executive director to sign appropriate documents to accept the loan.
• FY 2010 Homeland Security Grant Acceptance
Permission was requested for MRPC’s chairman and/or executive director to sign a financial assistance agreement for $25,000 for Weapons of Mass Destruction WMD/Chemical, Biological, Radiological, Nuclear, Explosive (CBRNE) Homeland Security Regional Response System (HSRRS) Sustainment funds under the FY 2010 Homeland Security grant program.• Region I Homeland Security Work Plan
Permission was requested for MRPC’s chairman and/or executive director to sign an administrative contract/financial assistance agreement for the Region I Homeland Security Oversight Committee work plan. The agreement may be split into two six-month contracts but the total amount will be $45,000.• Robert Frank Enterprises, LLC/Robert Aufner
Permission was requested for MRPC’s chairman and/or executive director to sign a contract to provide technical assistance in the preparation of an EDA Revolving Loan Fund (RLF) loan application for Robert Frank Enterprises, LLL/Robert Aufner for inventory purchase and business start-up.
Additions to Consent Agenda
• Phelps County Public Water Supply District #4 (PWSD #4)
Permission was requested for MRPC’s chairman and/or executive director to sign an addendum to renew its contract with the Phelps County Public Water Supply District #4 to provide administrative, dispatch and fiscal services for the period Jan. 1, 2011 through Dec. 31, 2011.• Maries County Bank/Belle State Bank
Permission was requested for MRPC’s chairman and/or executive director to sign a contract to provide SBA 7(a) Loan Packaging services for Maries County Bank/Belle State Bank on behalf of Seven Springs Winery.• Village of Leasburg
Permission was requested for MRPC’s chairman and/or executive director to enter into a contract to provide grant administration of a CDBG grant for a water project for the village of Leasburg.• Gasconade R-II School District
Permission was requested for MRPC’s chairman and/or executive director to enter into a contract to provide technical assistance in the preparation of a FEMA Pre-Disaster Mitigation Grant for the Gasconade R-II School District.• Chamois Fire District
Permission was requested for MRPC’s chairman and/or executive director to enter into a contract to provide technical assistance in the preparation of a CDBG grant application for a new fire station for the Chamois Fire District.• Phelps County Water and Sewer District #1
Permission was requested for MRPC’s chairman and/or executive director to enter into a contract to provide technical assistance in the preparation of a USDA/CDBG Environmental Review for Water System Improvements for Phelps County Water and Sewer District #1.•Lead and Asbestos Services
Permission was requested for MRPC’s chairman and/or executive director to sign lead and asbestos services contracts because they come up infrequently between monthly meetings and need prompt action for four to six contracts per year at an average cost of $500.
Randy Verkamp made a motion to approve the consent agenda with the additions; seconded by Leo Dickey. The motion carried.
Audit Report
Linda Loughridge gave the audit report in place of Molly Malone from Verkamp and Malone CPAs, who could not be here. Copies of the audit were provided to board members. Linda reported the purpose of an audit is as follows: 1) that in the opinion of the auditor, the organization’s financial statements are fairly stated; 2) the organization is compliant with all of its regulatory requirements; and 3) the organization implements sufficient internal control to prevent and detect fraud. She added that the auditor found one finding as follows:
Condition: The Commission did not submit the required data collection form with itsr single audit reporting package for the year ended June 30, 2009 on a timely basis.
Criteria: Federal regulations require the data collection form to be submitted no later than nine months from the end of the audit period.
Linda further reported that overall MRPC received a top-notch audit and that auditor opinion letters are located at the back of the audit.
Paul Smith made a motion to approve the MRPC audit; seconded by Randy Verkamp. The motion carried.
Idea Exchange
Rep. Tom Loehner, 112 th District and Rep-Elect Paul Fitzwater, 152 nd District attended MRPC’s board meeting.
Rep.-Elect Fitzwater stated that he lives in Potosi. He is retired from teaching school for 29 years. He further stated that he has never been in politics before, and he looks forward to helping people. He noted that he had heard of MRPC and accepted our invitation to the meeting to learn all he can about our work.
Rep. Loehner reported that he is chairman of the state’s Agriculture Committee. The committee is opposed to Proposition B and believes it is impacting the agriculture industry. He further reported that the budget is the biggest issue in the state, and it is the job of the elected officials to be good stewards of the state’s money. There are many new legislators as several were termed out. He stated that funds are scarce for education. The education pie is only so big, and it must be sliced to make it work. Tom also stated that he has served on the Tax Reform Committee for two years and believes there will be a discussion on fair tax this upcoming session.
Ray Schwartze complimented Rep. Loehner on the good job he is doing. Tom stated that he is not good at typing but he is good at talking, and he will return calls.
Presentation on Energize Missouri Homes by Luci Flaim, staff
Luci Flaim, MRPC community development staff, spoke about the Energize MO Homes-Homeowner Upgrades and Geothermal Program (EMH HUG). EMH HUG is funded through MO DNR by the ARRA Stimulus Bill. Luci serves as the regional aggregator and facilitates the reservation of funds and rebates between the homeowners and the state. The program is designed to offer rebate incentives to homeowners who 1) have qualified audits done to their homes, 2) are able to pay for the improvements and audit up-front, and 3) are able to meet one of the three tiers of energy savings that qualify for the rebate. Much of the money for the region has been reserved with most of the reservations going to Osage County.
External Relations Committee
Russell Scheulen reported on External Relations Committee activities as follows:
• The committee reviewed this year’s annual dinner and discussed ideas for next year’s dinner. Revenue over expenses will be slightly under $734.70 because we haven’t gotten the bill for the plaques yet. The money that is left over will be put in deferred revenue, should it be needed in future years. Overall, MRPC received a good evaluation from the guests and staff.
• The committee set a tentative date of January 25 to hand-deliver the finalized state priorities to the region’s legislators in Jefferson City. Board members will be contacted to get a count of who plans to join the group in going to the Capitol. We will discuss this further at the Jan. 13 board meeting. We are also looking for a place to hold a light lunch at the Capitol since Frank Barnitz’s office is no longer available. Rep Loehner said to contact Sandy at his office.
State Issues recommended by the External Relations Committee for approval was as follows:
• Regional Transportation – Top 2
• Regional Economic Development – Top 3
• Health Care/Social Services – 1 Priority
• Environmental – Top 3
• Education – Top 3
• Local Government – Top 3
The planning committee recommended some minor changes to the state issues.
Motion by Paul Smith to approve state priorities with revisions by the planning committee; seconded by Laura Antolak. The motion carried.
• There was not time for the External Committee to review the federal priorities, so Committee Chairman Scheulen asked committee members to take the list home and add or delete issues and fax or e-mail back to the office by Dec. 23.
Operations Committee
Paul Smith reported on Operation Committee activities as follows:
Financials: The committee recommended approval of the MRPC/MRB financial statements and MRPC/MRDC-RLF & IRP program financial statements for the period ending November 30, 2010. Mr. Smith added that copies of the financial statements are available by asking Linda Loughridge.
Communications/Marketing Coordinator Job Description Revision: The committee recommended approval of the revised job description for the Communications/Marketing Coordinator.
Paul Smith made a motion to accept the recommendation of the Operations Committee to approve the financials for month ended November 30, 2010, and the revised Communications/Marketing Coordinator job description; seconded by Gary Brown. The motion carried.
Conflict of Interest: There was a discussion regarding the son of an employee who is taking over the accounts of an insurance agent, who is retiring. MRPC does business with the insurance company. After a discussion, the committee determined there was no conflict.
Planning Committee
T.R. Dudley reported that the committee made changes to the state priories as stated in the External Relations Report and made changes to the federal priorities as submitted to Connie.
Environmental Report
Tammy Snodgrass reported the Homeland Security Oversight Committee (HSOC) will meet on Dec.10. There are 35 grant applications to review, which is twice the amount as usual. Tammy also reported that MRPC finally got a Hazard Mitigation plan it had written approved by FEMA and SEMA.
Tammy also reported that Bonnie Prigge will be leaving MRPC on Dec. 31. Invitations to a reception being held at Meramec Vineyards on her behalf was distributed to the board. Reservations are to be returned to Tammy.
A written Environmental /MREPC report was provided for board members.
Business Loans
Tom Klebba reported that the MRDC full board meeting is scheduled for Dec. 15, 2010.
Staff is in the process of closing five SBA loans in various stages—one in Webster County for $505,000; and four in Phelps County for $447,000, $272,000, $611,000 and $618,000. There are also three new SBA loans that have been approved by MRDC and are pending submission to SBA for final approval.
Tom distributed a written report, which includes information on Loans program marketing and announcements.
Workforce Development
T.R. reported that the numbers at the Career Center indicate that the economy is improving. He also reported that the debate on whether unemployment benefits will be extended when an individual’s unemployment period runs out is causing anxiety among the unemployed. There are two chains of thought on this situation. Some people claim that it encourages some of the unemployed to not look for a job.
Alan Galindo reported that there is a new state director for Workforce Development. The Career Center has been restructured, and staff is trying to do a better job of meeting the needs of their clients such as tips on interviewing for a job and how to write a resume. He provided a packet, which included samples of Career Options Workshop Evaluation sheets Alan also provided a 2010-2011 Mo. Central Region Rapid Response Report for dislocated workers.
Russell Scheulan had praises for the Mobile Lab. It is a great tool for teaching computer skills.
Director’s Report
Richard Cavender reported that Cecil Penland asked him to thank the board for presenting him with an annual dinner award for volunteerism. He also reported that MRPC staff met with the architect hired by MRPC to design a building expansion. We gave the architect our thoughts and are waiting for a cost estimate. We also discussed the cost to gravel and extend our parking lot. We will need to apply for a loan to do the building and a grant to gravel and expand the parking lot. Gov. Jay Nixon will be in St. James on Dec. 10, at the St. James City Hall, as we do not have enough room to host this meeting.
Richard Cavender announced that he will be retiring effective June 30, 2011. He expressed appreciation for the opportunity to serve as the executive director of the Meramec Regional Planning Commission for 32 years. He also stated that he did not believe it was his place to recommend his replacement.
Russell Scheulen reported it has been a pleasure and honor to have worked with Richard. He added that the board now has the task of searching for a new director.
Chairman Scheulen reported that when he got the word that Bonnie was going to leave MRPC on Dec. 31, he started getting letters from different organizations who work with MRPC asking him to contact Bonnie and try to get her to stay at MRPC and give her the opportunity to move up to the executive director position.
Chairman Scheulen further reported that last Thursday evening, the GVEZ board met. MRPC provides fiscal and technical assistance to GVEZ. At that meeting, the GVEZ board asked Russell to contact Bonnie to urge her to change her mind about leaving MRPC. Russell told them that he had already had a discussion with Bonnie, and she told him not to pursue the issue as she had made up her mind to move on.
Russell read a couple of letters of support for Bonnie—one from MRDC and one from GVEZ. Chairman Scheulen also reported that Bonnie Prigge’s feelings were hurt as she felt she was being overlooked for a position for which she has 20 years of experience. He them stated that he will begin the process of calling board members to serve on a search committee. The bylaws calls for at least five members; however, he plans to contact 10 board members.
Leo Dickey reported that he was completely surprised as he had a long talk with Bonnie two months ago, and she indicated that she would love to have the position. He stated that he did not know what happened.
Ray Schwartze added that he doesn’t blame Bonnie for having hurt feelings.
Mary Heywood, a succession committee member, stated that the committee tried to make the succession plan generic, and it was not directed to one person but would be in place for years.
Richard Cavender stated that Bonnie did not want to go through a search process.
Laura Antolak apologized on behalf of the Succession Committee for not explaining better the intent of the Succession Committee to the board.
Gary Brown made a motion to have the chairman to contact Bonnie Prigge and ask her to stay and to offer her the position of executive director effective July 1, 2011, after the June 30, 2011, retirement of Richard Cavender; seconded by Ray Schwartze. (Many board members also seconded the motion.) The motion carried with 19 votes yes and two votes no. Gary Brown stated it would save the organization not to go through a search process.
Gary Brown made a motion to amend his first motion to include “Bypass MRPC’s Bylaws” and have the chairman to contact Bonnie Prigge and ask her to stay and to offer her the position of executive director effective July 1, 2011, after the June 30, 2011, retirement of Richard Cavender; seconded by Marcus Maggard. The motion carried with 19 votes yes and two votes no.
Jim Grebing stated that he believed the board was rushing its decision and that the Succession Committee had done a lot of work toward having a succession plan in place. However, he would not vote against the will of the board.
Darrell Skiles, Tom Klebba and Marcus Maggard all gave support to hiring Bonnie Prigge for the position.
Leo Dickey asked staff members for any comments. Linda Loughridge, fiscal officer made some comments on behalf of the staff.
John Butz said, “I will have to vote no on the motion. It has nothing to do with Bonnie. I have known her for 20 years, and I have the highest respect and regard for her. However, we are reacting to a specific situation rather than looking at the proper process for the organization. We are a public body and as such are held to a higher standard.”
Norm Herren asked the press person present to not publish the personnel issues that were discussed.
Norm Herren made a motion to adjourn at 9:25 p.m.; seconded by Mary Heywood. The motion carried.
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Russell Scheulen, Chairman
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T.R. Dudley, Secretary