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Governance Ad Hoc Committee Minutes, 9.28.15

Governance Ad Hoc Committee Meeting
MINUTES
September 28, 2015

Members Present: Crystal Foreman, Desiree Peterson, Peggy Terhune

Members Absent: Adonis Brown, Eric Chavis, Lourdes Fernandez, I. Azell Reeves

Staff Present: JoAnn Toomey

The open meeting was held via tele-conference and members were welcomed.

Peggy Terhune opened the meeting by welcoming the members. Members were going to begin the process of updating and streamlining the current NCCDD policies. Peggy reminded the members that a policy is the basic principles by which a government/board/council is guided and this is the responsibility of the board. Procedures are how those policies are carried out; and this is the staff’s responsibility. That does not mean we cannot make suggestions, but staff may change procedures at any time.

Members then reviewed the first five policies that could be combined into one policy that relate to our initiatives/contract management: Requests for Advances and Reimbursements, Reimbursement Reporting, De-Obligation, Requests for Budget Revisions and Fund Reversion. The members agreed that these policies should be streamlined and combined.

They next reviewed three policies: Reimbursement of Childcare Expenses, Reimbursement of Expenses for Personal Assistants and Reimbursement of Respite Expenses that all relate to reimbursements to members for Council meetings and other Council related travel.

Peggy offered to do the first draft for both policies and will send it to staff for their input. She’ll then re-do the policies into a format that more reflects a policy than the current memo format and will send them to the rest of the ad hoc members for their review before the next meeting.

Members agreed to have a few more meetings before the November Council meeting:

October 5th @ 1:00 pm, October 28th at 10:00 am, November 13th at 11:00 am

Meeting adjourned.

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