March 7, 2016
Present: [by teleconference] Ron Holmes, David Wihry, John Portela, Maryalice Crofton
The meeting opened at 3:00 pm.
United Ways of Maine request that MCCS cover the online Disaster Module license as of 2017
In 2015, the United Ways took full responsibility for operating the online volunteer management platform that is integrated into VolunteerMaine.org. The Commission doesn’t even have an administrative role any more. This is positive – it’s been the goal for over 10 years. At the same time, the group selected a new platform to use (Galaxy Digital). It does have a module (add on) for managing disaster/emergency response but the United Ways do not need it, only the Commission does. They are asking the Commission to cover the $1,000/yr cost starting in 2017. United Way of York County has paid for one year so the migration could include all parts.
Exec Committee members agreed it is needed and we should figure out how to cover the cost. Perhaps MEMA would assist. It was noted our budget is beginning to include a number of statewide licenses.
Getting ready for developing new strategic plan in 2017
Although it doesn’t seem possible, it is time to get ready for developing a new strategic plan. The Commission has not done a comprehensive review of community needs that could be addressed for a while. It was suggested MCCS get interns for the summer and review all the studies, research, plans related to the four areas our statute targets for volunteer service. The reports of findings would be a good foundation for part of the board retreat.
Annual Retreat
The consensus is the retreat should be in September this year. There are a number of issues that need time to fully develop over the summer. In addition to reviewing progress on the current strategies, the retreat should look at emerging issues, potential approaches, and the results of the literature reviews. This year, we should contract with an external facilitator so everyone can be a participant.
Board Development participation
John noted that he can participate in Board Development meetings if the time can move to after 2pm. His shift is early morning until 2.
State Audit
The state audit of MCCS AmeriCorps grants is nearly over. There is only one finding. Maine Conservation Corps had two members serve without completing the required criminal history background checks. The financial implications have a wide range. The non-compliant checks were identified by Commission staff in a monitoring visit in July 2015. Conservation Corps did not undertake any corrective action and the Commission didn’t ask for proof corrective action was completed. The response to the audit finding is concurrence and includes changes MCC will make to their process to ensure all checks are compliant. The Commission will institute an “eyes on” follow up rather than relying on assurances.
When the audit report is final (April), MCCS staff will notify CNCS and start the process of resolving the issue.
The meeting closed at 3:55 pm