March 2025

Missouri Valley Community Action Agency (MVCAA)

Governing Board of Directors Regular Meeting Minutes

Monday, March 3, 2025 from 4:00 – 5:45 p.m.
Corporate Office – 1415 S. Odell Avenue – Marshall, MO 65340
Zoom Electronic Meeting ID #643 524 6487
Approved – May 19, 2025

Meeting called to order – Board chair, David Van Horn, called the meeting to order.

Roll Call – Recording Secretary, Bridgette Hatcher, took roll. A quorum was present to conduct business.

Recite Community Action Promise – recited by all.

Adjustment and approval of agenda – A motion was made by Robert Simmons and seconded by Anita Hendrix to approve the agenda as presented. Motion passed by unanimous vote.

Expiration of Term (January: Chris Woolery & Cheryl Barnson; March: Nancy Jennings & Josh Taylor) – Assuming that all 4 are interested in continuing to serve on the board, a motion was made by Robert Simmons and seconded by Danielle Campbell to accept Chris, Cheryl, Nancy, and Josh to another term on the board. Motion passed by unanimous vote.

Approval of previous Board minutes – the consent agenda consisted of minutes from the December 2nd board meeting. A motion was made by Robert Simmons and seconded by Anita Hendrix to approve the minutes as presented. Motion passed by unanimous vote.

OLD BUSINESS – There was none.

NEW BUSINESS

Report – Finance & Audit Committee (Robert Simmons and Neil Phillips) – Robert mentioned that the board Finance and Audit Committee met with Neil earlier to review the audit report in detail. Robert then presented auditor, Neil Phillips.

Audit and Form 990 Presentation – The independent auditors’ report and consolidated financial statements with supplemental information for the years ended August 31, 2024 and 2023 was distributed to board members. A copy of the Form 990 for tax year 9/1/23 – 8/31/24 was sent to the board for review prior to the meeting. Neil presented the audit to the full board and reviewed the information contained in the audit. There were no audit findings to be reported in the areas of compliance and internal controls. Neil mentioned that the Form 990 is prepared after the audit and that it is a public document that is published on GuideStar.

Audit and Form 990 Vote – Robert reported that it is the Finance and Audit committee’s recommendation, to the board, that they receive and accept the audit and Form 990 as presented. A motion was made by Lori Fiegenbaum and seconded by James Paul to receive and accept the audit and Form 990. Motion passed by unanimous vote. [Neil left the meeting]

David Van Horn thanked the Fiscal staff and program staff, on behalf of the board, for the work they do in preparation of the audit and daily.

Training – Eligibility, Recruitment, Selection, Enrollment & Attendance aka ERSEA (Jennifer Najera) – Jennifer mentioned that this is the same training that the board receives every year. She reviewed the information contained in her PowerPoint handout. The information covered pertained to HS Performance Standards, #1302 Subpart A, ERSEA (determining, verifying, and documenting eligibility).

[BOARD TRAINING (4:20 – 4:35)

Report – Eligibility Criteria 2025-26 (Jennifer Najera) – Jennifer reviewed the information contained in the report for the 2025-26 Head Start, Early Head Start and Early Head Start Pregnant eligibility priority criteria. No action was needed by the board. She reported that the Head Start Policy Council has reviewed the information and that they will be voting on this.

Approval – New Policy, “Recover at Work” (Stacey Rogge) – Stacey acknowledged the policy and mentioned that the policy was being added at the suggestion of the agency’s insurance company. A motion was made by Robert Simmons and seconded by James Paul to accept the policy as presented. Motion passed by unanimous vote.

Remarks – Board Chairperson (David Van Horn) – David reported that due to scheduling conflicts, it is necessary to change the dates of the upcoming board meetings. David suggested that the April meeting be cancelled, the May 27th meeting be moved to May 19th and that a meeting be scheduled on June 23rd. The June meeting needs to be added to meet the organizational standards requirement to hold 6 meetings during the year as stated in the agency bylaws. The May and June meetings will begin at 4:30 p.m. There were no objections to making the meeting changes.

David asked Angie Stoll to report on the upcoming staff meeting. The agency All Staff meeting is scheduled for April 14th from 9:00 – 1:00 at the Martin Center. Lunch will be provided (Tacos). This is the meeting where staff are recognized for career accomplishments and years of service. The board is welcome to attend.

David also mentioned that Daylight Savings Time begins at 2:00 a.m. on Sunday (spring forward, fall back).

Report – Executive Director (Angie Stoll) – Angie reviewed the information contained in the report and acknowledged the January Critical Indicators report.

Agency Risk Assessment Summary – Angie acknowledged the summary report from the assessment that was conducted by the agency administrative team in February. She reported that the team will be reviewing this information and addressing those sections where suggestions for improvement are noted.

Report – Financials (Megan Adcock) – Megan reviewed the information contained in the January financials (summary financial report, bank balance, statement of financial position, and financial charts) and the January credit card statement. All financial numbers look to be OK and there were no noted concerns in the financials or credit card statement.

Retirement Audit – Has been completed and there were no findings. USDA Loan (Marshall HS Renovations) – The amount of the loan is down to $30,437.14. The board was asked if they wanted Fiscal to go ahead and pay off the balance when the loan payment comes due in October. A motion was made by Robert Simmons and seconded by James Paul to pay off the loan balance in October. Motion passed by unanimous vote.

LammTech Contract – The board was asked to approve extending the contract for 2 additional years. A motion was made by Robert Simmons and seconded by James Paul to extend the contract through October 31st. Motion passed by unanimous vote.

Payroll Account Move – The board was asked to approve moving the payroll account from Community Bank to First State Community Bank (FSCB). This will help to streamline processing of the account and will make transferring funds easier. A motion was made by Robert Simmons and seconded by James Paul to transfer the payroll account to FSCB. Motion passed by unanimous vote.

First State Community Bank Training – The bank is offering financial literacy training to staff. A survey was sent to staff to see which topics were important to them and to see which topics they would be interested in learning about. The board will be notified of the dates and times of these trainings.

Report – Head Start Program Update (Susan Huffmon) – Susan reviewed the information contained in the Head Start program update. The information contained in the report included: Grant Updates – #07HP00618-01 Federal EHS Expansion/Childcare Partnership, #07CH011804-05 Federal Head Start/Early Head Start, and #CS231371004 Missouri State Early Head Start Projects and Initiatives – Change of Scope to reduce the number of slots by 41 (from 391 to 350) and restructure classrooms in Brunswick, Warrensburg, and Higginsville. The slot reduction will be done now, and a restructuring proposal will be brought to the board after everything is finalized. Program Instructions & Information Memorandums – There were none. Personnel Activity – Openings Incident – there was an incident at the Sedalia HS Hubbard Park where a child swallowed a marble and the incident was not immediately reported to the child’s guardian, as is required. The agency was hot-lined and will need to do another finding. After some research it was discovered that 38% of incidents have not been reported in a timely fashion. This will be addressed at the next HS training session. Report – Weatherization Program Update (James Burton) – James reviewed the information contained in the report which included the number of homes completed by county from 7/1/24 – 3/1/25, waitlist numbers by county as of 3/1/25 and the number of homes in progress by county as of 3/1/25.

Reports – Monitoring Results for Section 8 (Cortney Mullins) – Cortney reported that the Section 8 review focused on the reporting period of 9/2023 – 8/2024. She reviewed the information contained in the report. There were two (2) concerns noted that required correction (1. Cumulative discrepancies in VMS Units Months Leased (UML) reporting categories resulted in Total UML being incorrect and 2. Reporting iscrepancies in VMS Housing Assistance Payments (HAP) All Other Vouchers resulted in Total HAP being incorrect).

Reports – Monitoring Results for SkillUP Fiscal Monitoring (Mandy Schull) – Mandy reported that the FY24 review was done in September 2024 and that there were no comments or findings. She also thanked Megan Adcock for her help preparing for the monitoring.

Adjournment – With nofurther businessto discuss, amotion wasmade byRobert Simmons and seconded by James Paul to adjourn the meeting. Motion passed by unanimous vote.