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November 16th, 2007

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Executive Board Meeting

Libby Area Technical Assistance Group, Inc.

PO Box 53 • Libby, MT 59923

November 16th, 2007 • Executive Board Meeting Minutes

(Note: bold items within paragraphs are motions made and voted on as well as action items agreed upon.)

 

Board Member Attendees:
  • Mike Noble
  • Helen Andries
  • JoElyn Brus
  • LeRoy Thom
Contractor Attendees:
  • Cheryl Fox

1)      Meeting began at approximately 12:00pm

2)      Open discussion

a)      Editorial published by the new LATAG Board member Philip Erquiaga

i)        Mike Noble will speak with Philip regarding the protocol for LATAG representation (ACTION ITEM).

ii)       It was recommended that the Communications Chairperson (Helen Andries) write a letter to the editor regarding the opinions of individuals is not necessarily the opinion of the LATAG board.

3)      Grant Administrator Report:

a)      Due to the volume of the documents being electronically passed it was necessary to purchase an additional 2GB travel drive.

i)        Discussion followed regarding the necessity of this equipment and the purchase was justified.

b)      The following documents still need to be completed and approved by the EBoard.

i)        Reimbursement #49

ii)       Q3 Report

iii)     IRS Form 8734 – it was asked who will sign this form?

(1)   Response: Mike Noble

4)      Grant Monies – current balance $38,738.94 (per EPA).

a)      The current contract for the TA is for $32,000

b)      Remaining balance $6,738 (for grant administration and web maintenance)

i)        Budgeted web master $1,600

ii)       Non-budgeted domain name $200 (yearly amount plus back owing of $80).

c)      Remaining balance $5,138 (for grant administration)

i)        Budgeted $3,889 for expenses

d)      Remaining balance $1,249 (for grant administration wage)

i)        This allocated approximately 83 hours for the year based on $15.00/hourly wage (approximately seven hours a month).

ii)       Insufficient monies remain for grant administration wages

(1)   Current grant administrator’s hours for the month of November exceed the contract amount. The Grant Administrator reported that they are at the maximum allowed by the contract without EBoard notice. GA was instructed to continue working to “get the job done”.

iii)     Monies need to be reallocated from either grant administration expenses for the technical advisor’s budget allowing for additional grant administration hours.

5)      Grant Monies Allocation:

a)      Change the current contract for the TA to $30,000.

b)      Remaining balance $8,738 (for grant administration and web maintenance)

i)        Budgeted web master $1,600

ii)       Non-budgeted domain name comes out of grant administration expenses ($200).

c)      Remaining balance $6,938 (for grant administration)

i)        Budgeted $3,889 for expenses.

d)      Remaining balance $3,049 (for grant administration wage)

i)        This allocates approximately 203 hours for the year based on $15.00/hourly wage (approximately 17 hours a month).

6)      Invoices/Receipts needed for reimbursements:

a)      Helen Andries will provide an invoice for web master services; this is for $400 per quarter (ACTION ITEM).

b)      Helen Andries will provide an invoice for LeRoy Thom to pay (via credit card) for the yearly invoice for the latag.org domain name. This invoice will be available to the grant administrator in time to be included in reimbursement #49 (reimbursement to be completed by next EBoard meeting, Thursday, November 29th, 2007 (ACTION ITEM).

c)      Mike Noble to provide an invoice and/or receipt for the $9.95 monthly charge for domain name billing for the past nine months (Feb, Mar, Apr, May, Jun, Jul, Aug, Sep and Oct). This invoice will be available in time to be included in reimbursement #49 (reimbursement to be completed by next EBoard meeting, Thursday, November 29th, 2007 (ACTION ITEM).

7)      Grant Monies allocation:

a)      Reimbursement #48 provided $9,809 of “back invoicing”. The grant administrator needs to calculate the percentage of TA vs. GA allocation (based on total amount). TA allocation of that percentage will be reported on wages vs. expenses based on a percent of year-to-date invoicing. This will be the reported amount of TA wages and expenses. This same calculation will apply (if necessary) to the GA allocation as well. This needs to be completed by the next time reimbursement #49 is submitted to the EBoard (ACTION ITEM).

Next meeting scheduled for Thursday, November 29th, 2007 at Henry’s Restaurant at noon.

 

Meeting adjourned at approximately 1:10pm.