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Executive Committee Minutes, May 21, 2018

Executive Committee
FINAL
Monday, May 21, 2018
10:00 AM – 11:00 PM

Members Present: Amanda Bergen, Kerri Eaker, Aldea LaParr, Cheryl Powell, Nessie Siler
Members Absent: Alex McArthur, Wing Ng
Staff Present: Chris Egan, JoAnn Toomey

I. Call to Order

In the scheduled absence of Chair Alex McArthur, Vice-Chair Cheryl Powell opened the meeting of the Executive Committee (EC) and welcomed the members calling in.

II. Approval of Minutes

The draft minutes of the April 16, 2018 Executive Committee were reviewed.

MOTION: Amanda Bergen made a motion to approve the April 16, 2018 minutes. Nessie Siler seconded the motion. The motion was approved.

III.  Council Meeting/Member Survey or Agenda Review

Chris Egan provided an overview of the responses of the 7 electronic and 3 paper surveys from the May 2018 Council meeting. The responses were positive overall. Some of the suggestions were:

• To allow more time for RFA feedback.
• The full breakfast was great but seemed like many people had already eaten breakfast.
• Members need to wait to be called upon by the Chair before speaking.

The EC members discussed the RFA suggestion at length. Chris Egan said that staff have incorporated an intent statement to clearly describe the reasons and expected outcomes of an RFA as an introductory paragraph or two about the actual intent of the RFA within the Background, Deliverables and Responsibilities section. Kerri Eaker said that the one or two-page summary that is handed out and discussed with the members ahead of committee discussions also serves as a summary of the RFA and is designed to clearly explain the intent, need and expected outcomes of the RFA and she suggested that that summary be included with the formal RFA mailout. Chris and the members thought this would work well and Chris will ask staff to include the one or two-page summary with the next RFA mailout.

Chris said that staff also recognized that the full breakfast seemed to be too much and that a plan will be made to modify it back down to a continental breakfast.

The EC members also discussed the comment about needing to wait to be recognized by the Chair before speaking. They suggested that the Chair make a statement when the meeting starts, and when coming back from a break, to remind the members to wait until recognized before speaking. A suggestion to identify a timekeeper was also discussed to limit responses to 2 or 3 minutes (at most).

IV. Conference Funding Requests

There were no conference funding requests to review or approve at this time.

V. Personal Services Contract Review/Approval

There are no personal services contracts to approve at this time.

VI. Council Members Attendance at Conferences

There were no requests for members to attend conferences at this time.

VII. Ad Hoc Committees/Updates

There was no new business to report at this time since the Council members were updated at the May meeting.

VIII. Other

Chris Egan reviewed with the members the upcoming agency and non-agency reappointment recommendations and the four recommendations for the two parent/guardian/immediate relative vacancies that will be sent to Boards and Commissions. The EC members agreed with the recommendations and further discussed other upcoming vacancies. A question was raised as to why named agency members, in some situations, rely completely on their designee, and it was suggested that a focused attempt should be made to ask the named agency member to come to at least one meeting in the calendar year with their designee – preferably on a Friday when attendance is taken, and preferably during the annual meeting.

Chris also updated the members on the Communications RFP initiative that was recently released regarding the selection committee and vendor selection process. Since this RFP is going through the department and because this is an internal intiative, it is being released differently and the recommended vendor will be reviewed and potentially approved by the Executive Committee to go forward to the full Council in August for their final approval.

He also briefly reviewed the draft Asheville August Council meeting agenda that will be discussed by the planning group later today.

IX. Adjourn

Cheryl Powell asked for a motion to adjourn the meeting.

MOTION: Amanda Bergen made a motion to adjourn. Cheryl Powell adjourned the meeting.

Next EC Meeting: June 18th

Upcoming 2018 EC Meetings–10:00 AM-12:00 PM: July 16, August 20, September 17, October 15, November 19, December 17

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