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RAP Board Meeting

October 27 @ 8:00 am - 2:00 pm

REGIONAL ACCESS PROJECT FOUNDATION BOARD OF DIRECTORS
BOARD MEETING AGENDA
October 27, 2021, 8:00 AM
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Meeting ID:  810 0777 4829

This meeting is being conducted utilizing teleconferencing and electronic means as well as in-person at the RAP Foundation office. Members of the public may be able to participate by telephone or Zoom call as listed above.  Reasonable accommodation: Individuals with a disability requiring reasonable accommodation to attend or participate in this meeting may request assistance by emailing MReyes@RAPFoundation.org.  Notification of 48 hours prior to the meeting start time will enable us to make reasonable arrangements to ensure accessibility to the meeting.

I. CALL TO ORDER- Roll Call

II. Approval of the AGENDA
In order to meet Brown Act requirements. Items may be added to the agenda only upon decision by a majority of the Board of Directors to add the item because of a need for immediate action.

Motion: Second: Approve: Denial: Abstention Names:

III. PUBLIC COMMENT / PRESENTATIONS
Any individual wishing to comment on the agenda or an item not on the agenda may do so by emailing Mreyes@RAPFoundation.org or calling in at the number above. All emailed comments must be received prior to the 9:00 AM start time. Persons wishing to speak are requested to be recognized at the appropriate time. General comments regarding non-agenda items will be called for at this time. Specific comments regarding agenda items will be called for during the discussion of each item. Please be prepared to limit your Public Comment remarks to three (3) minutes.

Results-Based Accountability (RBA) Update –  Stephanie Minor, NPOC Director

IV. CONSENT ITEMS: Action Required
A. Draft Minutes of Board Meeting on September 22, 2021 ( Attach. #1)
B. NPO Centric DIRECTOR REPORT (Attach. #2) – Receive and file.
C. CEO’s REPORT (Attach. #3) – Receive and file.
D. GRANT DIRECTOR’s REPORT (Attach #4) – Receive and file.

Staff Recommendation: To receive and file the September 22, 2021, BOD Minutes, NPO Centric Report, CEO Report, and Grants Director Report.

Motion: Second: Approve: Denial: Abstention Names:

V. NEW BUSINESS ITEMS – Action Required
   A. Resolution No. 2021-06 Limit Leasing Office Space to Nonprofits and Public Agencies (Attach. #5).  The Facilities Committee has been discussing this issue for a couple of months.  They want to give nonprofits an advantage for leasing future space over for profits.  Currently, we are at full occupancy.

   The Facilities Committee:  To adopt this Resolution.

Motion: Second: Approve: Denial: Abstention Names:

B. Change the Health Care benefit-eligible amount for RAP employees.
RAP currently contributes $1100 a month towards health benefits. If a person has other health benefits, he/she can choose to decline on the health insurance and instead receive a cash payment of $880/a month. Health Insurance rates increase as a person ages. The amount for people over the age of 60 exceeds $1100 a month. The fiscal impact is $2,580 a year.   If an employee has health care insurance through other means, the employee can choose a cash-out option which cannot exceed 80% of $1100.

The proposed change is:

RAP to contribute up to $1100 a month for health care benefits which can be used for the employee or eligible family member, or at a minimum the cost for the employee’s coverage, consistent with other employee’s coverage. An employee is required to apply for MediCare upon reaching the age of 65.

Executive Committee Recommendation:   To require employees to apply for MediCare once eligible.   To increase the amount to cover the insurance premium of RAP employees.

Motion: Second: Approve: Denial: Abstention Names:

C. Board Member Valerie Hudson’s Resignation effective October 15.   (Attach. 6)

 Executive Committee Recommendation:   To accept Valerie’s resignation with regrets and send her a “Thank You” letter. 

Motion: Second: Approve: Denial: Abstention Names:

D. Request for Proposal for Information Technology
The Information Technology 3 year contract with Acorn is due to expire in October.  RAP staff created an RFP, with input from board members M. Gonda and M. Moran. It was sent to seven entities and the due date for proposals was Sept. 24.  Two were selected to be interviewed:  ACORN and SOKO-Tek along with consideration to explore Google online support (Attach. 7 & 8).

Executive Committee Recommendation:  To explore transitioning to Google in the next 3 months.   

Motion:          Second:         Approved:       Opposed:        Abstention Name(s):

 E. Revision to Bylaws to address Advisory Committees’ authority. The Executive Committee considered if all potential legal issues should be directed to the Executive Committee prior to the item being addressed by the Board.

 Executive Committee Recommendation:  Revise the Bylaws to reflect that all potential/evident legal issues will be directed to the Executive Committee prior to being directed to the Board.  All unbudgeted expenses will go to the Finance Investment (FI) Committee, then the Executive Committee, prior to being directed to the full board. Keeping in mind that if there is a timing issue, that there be a joint Executive and FI committee meeting to ensure that their input is considered prior to advancing to the Board  

Motion: Second: Approve: Denial: Abstention Names:

F. Authorization of an additional user for the BREX Credit Card.

Authorize the Finance Director as a user for the Brex card to handle expenses when other cardholders are unavailable.  Credit Limit to be set by the CEO but will be $2,000 on a regular basis, unless changed for a limited time.

Finance Investment Committee Recommendation:  To add the Finance Director as a user on the Brex credit card. The amount to be set by the CEO, at most times will be $2,000 unless an increase is required for a limited period.

 G. Funding Requests. Review Grant Budget (Attach. #9)

  1. Funding Request -Action Required
Small Grant Foundation of Palm Springs Unified School District
Requested Amount: $5,000
Program: SMART Field Trips
Reviewers Scores: 77% and 89%
Prior RAP Funding: Not in recent years
Summary: The Foundation implemented the Student Mentor and Resource Training (SMART) Program in 2019. SMART offers a comprehensive learning-support environment to help struggling students navigate the college application and financial aid process. In addition to college and career readiness, SMART helps students acquire necessary life skills by forming invaluable connections with an adept mentor.

 Grant Committee Recommendation:  To approve $1500 and utilize the Special Education allocation for this purpose.

Motion: Second: Approve: Denial: Abstention Names:

Request 2. Funding Request – Action Required

Small Grant Coachella Valley Youth Golf Foundation
Requested Amount: $5000
Program: First Tee School Program in the PSUSD
Reviewers Scores: 77%

60%

Prior RAP Funding: Not in recent years
Summary: Part of an international youth development organization, First Tee – Coachella Valley’s mission is to impact the lives of young people by providing educational programs that build character, instill life-enhancing values and promote healthy choices through the game of golf. A grant would help launch The First Tee School Program in the Palm Springs Unified School District (PSUSD), bringing its curriculum to 16 elementary schools during physical education classes.  We provide school districts with all the necessary equipment, complete lesson plans, professional training, outreach and support needed to maintain the First Tee School Programs.

 Grant Committee Recommendation:  To approve $5,000 from Small Grants allocation.

Motion: Second: Approve: Denial: Abstention Names:

 

H. Approve the FY 2020-2021 Audit
The Audit Committee is responsible for reviewing/recommending action to the Board regarding the Audit.  However, due to increased workload caused by changing auditors, Lund and Guttry, and changes in staffing including Grants Manager, Accountant, Community Services in charge of James Irvine, we need additional time to complete the work.  We anticipate having an Audit Committee meeting either the week on Oct. 25 or Nov. 1.  Upon completion, an Executive Committee meeting can be scheduled to take action on behalf of the Board to allow the CEO to comply with reporting requirements.  

 Staff Recommendation:  To authorize the Executive Committee to act on behalf of the Board in taking action on the Audit Committee’s recommendation regarding the Audit Report.   The action can be ratified at the next Board meeting.  

Motion: Second: Approve: Denial: Abstention Names:

 VI. INFORMATIONAL ITEMS- No Action
a. BOARD ATTENDANCE for 2021 ( Attach.#10)
b. EXECUTIVE–Met October 18. September Minutes (Attach. #11).
c. HEALTH-MENTAL HEALTH – Met on October 21. September Minutes. (Attach.#12)
d. GRANTS –Met Oct. 18.  Minutes attached (Attach. #13).
e. NPO Centric– June Minutes (Attach #14) Next meeting in October.
f. FACILITIES- Met Sept. 22. July Minutes (Attach.#15)
g. GOVERNANCE – Next meeting TBD.
h. AUDIT – Next Meeting to take place in early October.
i. FINANCE & INVESTMENT – Met Oct. 18 (Attach #16). Next meeting on Nov. 15.
j. NOMINATIONS COMMITTEE– Next meeting to take place in November.

VII. BOARD MEMBER / STAFF COMMENTS   

 VIII. Strategic Planning Session

 IX. ADJOURNMENT: Next meeting is December 8, 2021, at 9:00 AM. Continental Breakfast will be ready at 8:30. Agenda Posting: Agendas will be posted on the Foundation website at https://rapfoundation.org a minimum of 72 hours prior to the meeting date. All public record documents for matters on the open session of the Agenda are available for inspection upon request three (3) days prior to the meeting date.  If a public record document that relates to a matter on the open session of the Agenda is distributed less than 72 hours prior to the meeting date, the public record document shall be available for inspection at the same time it is distributed at the address listed above. Upon request, this agenda will be made available in appropriate alternative formats to persons with disabilities, as required by Section 202 of the Americans with Disabilities Act of 1990.

 

 

 

Details

Date:
October 27
Time:
8:00 am - 2:00 pm