Governance Ad Hoc Committee Meeting
MINUTES
October 5, 2015

Members Present: Crystal Foreman, Desiree Peterson, Peggy Terhune

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

Staff Present: Chris Egan, JoAnn Toomey

The open meeting was held via tele-conference.

Peggy Terhune opened the meeting by welcoming the members. Members began 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 were combined into one policy that relates to our initiatives/contract management, now titled as the topic: Funding and Reimbursement for Contractors. The members agreed that this policy should go forward as a draft.

They next reviewed the three policies that all relate to reimbursements to members for Council meetings and other Council related travel, now titled as the topic: Reimbursement of Expenses: Childcare, Respite and Personal Assistants. After some discussion, Peggy will forward a revised draft for the members to review at the next meeting.

The members then reviewed the Disposition of Unsolicited Requests for Funding policy. After much discussion on how often, if ever, this issue came up, it was agreed that it would be set aside for now.

Peggy will be revising the table of contents for the policies. She suggested that there be three major “sections” for the policies as identified in the new policy format: 1) Contracts, 2) Council Members, 3) Council Operations. The ad hoc members agreed with these sections.

The next teleconference meeting is scheduled for Wednesday, October 28^th at 10:00 a.m. Meeting adjourned.