MINUTES FOR THE OCTOBER 13, 2015 COMMISSIONERS MEETING
12:00 Noon
Columbus Consolidated Government Recycling Center
8001 Pine Grove Way, Columbus, GA 31907
CALL TO ORDER- The meeting was called to order by Chairperson Jason Cooper at
12:10p.m.
Commissioners attending: Jason Cooper, Terry Fike, Herman Lewis Jr., Marsha
Collins, Sue Dalelio, Karon Henderson, Charlotte Irvin, Wanda Jenkins, Sandra
Okamoto, Malinda Stovall, and Carolyn Tigner
Staff attending: Gloria Weston-Smart, Exe. Director KCBC and Ava Dixon, KCGBC
APPROVAL OF MINUTES FOR; AUGUST 6, EXECUTIVE BOARD AND AUGUST 11, 2015
COMMISSIONERS MEETING ? Jason Cooper called for a motion to approve the
minutes, Herman Lewis Jr. made the motion to approve, Karon Henderson seconded
the motion, the minutes for both meetings were approved.
TREASURER?S REPORT ? Commissioner Herman Lewis presented the Profit & Loss,
Balance Sheet for Keep Columbus Beautiful Commission and Keep Columbus Georgia
Beautiful. The financial reports will be filed for audit. Commissioner Lewis
stated that it was important to have 100% of Commissioners support for
membership donations to meet the 2015-16 Budget. He stated that CCG Public
Works will provide Gloria Weston- Smart a cell phone and allow her to submit
mileage report for reimbursement. Commissioner Lewis presented the following
highlights:
The Mildred Miller Fort Foundation $25,000 Grant was approved for Yard
Waste Compost &
Biodegradable Trash Bags PR Campaign
The Community Foundation of the Chattahoochee Valley letter requesting an
opportunity to submit a grant request to support operations was not approved.
Georgia Gives Day, November 12, 2015, Commissioners are encouraged to make a
donation to KCBC during the Georgia Gives Campaign. Jason Cooper, Bill
Consoletti and Ava Dixon will develop a PR plan to assure a successful
campaign. The plan will include the following social media networks: FaceBook,
Constant Contact E-Newsletter and maybe Twitter.
Gloria Weston-Smart presented a recommendation from William Kent (in his
absence); for the Help-the-Hooch Golf Tournament to be labeled as the Keep
Columbus GA. Beautiful Commission Help-the-Hooch Golf Tournament to assure
that all the profit from the project go to support the on-going programs and
projects of KCBC.
MEMORANDUM OF UNDERSTANDING (MOU)- Chairperson Jason Cooper presented the
proposed MOU below, Commissioner Wanda Jenkins made a motion for approval,
Charlotte Irvin seconded; the motion was approved. The MOU will be submitted
to Pat Beigler, CCG Public Works Director, and Cliffton Faye, CCG Attorney for
approval.
COMMISSIONERS APPOINTMENT
A recommendation was submitted to CCG Council for Dr. William ?Billy? Kendall
to replace Nicole de Vries
REVISE BY-LAWS KCBC & KCGBC- Chairperson Jason Cooper stated that once the MOU
has been approved, revisions will be made to both KCBC & KCGBC By-Laws
2015-16 PROGRAMS & PROJECTS
A. The Help-the-Hooch Golf Tournament, Cleanup Activities, Household Hazardous
Waste Collection, Electronic Equipment Recycling and Shoe Recycling Campaign
were a success.
B. Shoe Recycling (August 17 ? November 14)
C. Magic of Recycling (November 2-6, 2015)
D. Environmental / Recycling Educational Programs @ New Recycling Center
Commissioner Malinda Stovall
E. Christmas Tree Recycling (December 26, 2015 ? January 2, 2016)
F. Martin Luther King Jr. Serve-a-thon (January 15, 2016)
G. Citywide Arbor Day (Friday February 19, 2016)
H. KAB Great American Cleanup (March 4-5, 2016)
I. Earth Day Personal Paper Shredding (April 16, 2016)
J. Annual Awards Luncheon (Thursday, May 12, 2016) Dr. William Billy Kendall
ANNOUNCEMENTS
A. The next Commissioners Meeting will be held on Tuesday, December 8, 2015,
Citizen Service Center, 3111 Macon Road
ADJOURN
Memorandum of Understanding
This agreement, entered into as of the 13th day of October, 2015 is by
and between the Keep Columbus Beautiful Commission and the Keep Columbus
Georgia Beautiful Commission. Inc. hereafter referred to in this document as
KCBC and KCGBC as it has been formally designated by the Executive Board of
KCBC.
The purpose of this Memorandum of Understanding is to guide and direct the
parties respecting their affiliation working relationship and respective
authorities, inclusive of anticipated future arrangements in furtherance thereof
The KCGBC was organized and incorporated in 2009 under the laws of the state of
Georgia and Section 501?(3) of the Internal Revenue Code for the purpose of
stimulating voluntary private support from individuals, corporations,
foundations, and others for the benefit of KCBC in carrying out its program and
projects.
The KCGBC Organization exists to raise and manage private resources that
support the mission and priorities of KCBC.
The KCGBC is dedicated to assisting KCBC in building financial support. The
KCGBC shall not engage in any activities, programs and services that are in
conflict with or inconsistent with the policies, mission and goals of KCBC.
In consideration of the mutual commitments herein contained, and other good and
valuable consideration, receipt of which is hereby acknowledged, the parties
agree as follows:
I. KCGBC Organization Name, and Logotype
? Consistent with its mission to advance the plans and objectives of KCBC, the
KCGBC Organization shall be entitled to use the name, symbols and logo of KCBC
in the promotion of its business and activities.
II. KCGBC Governance
? The KCGBC Board will consist of nine members; Chairperson, Vice Chairperson,
Secretary and Treasurer, two At-Large Members and the current Chairperson,
Vice-Chairperson, and Secretary of Keep Columbus Beautiful Commission, the Keep
Columbus Beautiful Commission Executive Director, will serve as an Ex-Officious
Member, (to administratively assist the KCGBC Board).
? The Board shall provide the overall policies for the management of the
organization and any staff.
III. KCGBC?s Relationship to KCBC
? KCGBC is a separate incorporated 501?(3) organization created to solicit,
manage, distribute, and steward private resources to support the mission of
KCBC.
? KCGBC Board is responsible for the control and management of all assets of
KCGBC.
? KCGBC have one part-time staff that serves as an administrative support staff
for Keep Columbus Beautiful Commission.
IV. The KCBC?s Relationship and Responsibilities to KCGBC
? The Chairperson of KCBC is responsible for communicating KCBC?s strategic
plans and funding priorities.
? KCBC recognizes that KCGBC is a private corporation with the responsibility
to protect the confidentiality of its donors to the fullest extent of the law.
? The Executive Director of KCBC shall serve as non-voting ex-officio member of
the KCGBC Board and shall assume prominent roles in fund-raising activities.
? KCBC shall provide in-kind support for the general operation of KCGBC
including administrative support, office space, office furniture, technology
equipment and support, utilities and telephone service, and other support and
services as deem appropriate.
V. The KCGBC Organization?s Responsibilities to the KCBC
? KCGBC, in consultation with the chairperson of KCBC is responsible for
planning and executing fund-raising and donor membership program in support of
KCBC mission.
? KCGBC shall lead and bear major responsibility for fund-raising. KCBC will
coordinate fund-raising initiatives as directed by KCGBC including annual
membership.
? KCGBC shall operate as an entity separate and independent from KCBC in
accordance with the IRS regulations and institute all policies and procedures
required for a 501?(3) organization.
VI. Asset Management
? KCGBC will establish asset allocation, disbursement and spending policies
that adhere to applicable federal and state laws including the Uniform Prudent
Investor Act (UPIA) and the Uniform Management of Institutional Funds Act
(UMIFA).
? KCGBC shall solicit and receive funds, and make expenditures to support the
programs, project and mission of KCBC.
? KCGBC shall not accept any gift, donation, or grant which would create a
future liability for KCBC without the advance and written approval of the
chairperson of KCBC.
? KCGBC shall use generally-accepted accounting principles in its financial
record-keeping and will engage an internal accounting committee to conduct a
review of the KCGBC?s financial statements, and bookkeeping procedures. A
statement from the financial review and the annual IRS Form 990 shall be
delivered to its board every year.
? KCGBC will maintain general liability insurance, director?s and officers?
insurance and such other insurance coverage as may be necessary or appropriate
for liabilities which may arise in connection with its operations.
? KCGBC is the primary depository of private gifts and will transfer funds to
KCBC in compliance with donor intent and applicable laws.
? KCGBC?s disbursements on behalf of KCBC must be reasonable expenses that
support the institution and its mission, are consistent with donor intent, and
do not conflict with the law.
? Neither KCGBC nor KCBC shall have any liability for the obligations, act or
omissions of the other party. KCGBC shall indemnify and hold harmless KCBC
from and against any limitation attorneys? fees and litigation expenses,
arising out of any personal injury or property damage arising in connection
with the activities of KCGBC.
VII. Term of the Memorandum of Understanding
? This agreement has a term of 2 Years. This Memorandum of
Understanding shall be renewed by both parties and submitted together with the
annual I-990. Either part may, upon 90 days prior to written notice to the
other, terminate this agreement.
? In the event that the KCGBC is dissolved or ceases to exist, in accordance
with federal and state laws, all monies and items of value received by KCGBC
must be transferred to KCBC.
FOR KCGBC, INC FOR KCBC
Chairperson Chairperson
Keep Columbus GA Beautiful Commission Keep Columbus Beautiful Commission
Keep Columbus Georgia Beautiful Commission, Inc.
CONFIDENTIALITY POLICY
No employee of the Keep Columbus Georgia Beautiful Commission, Inc. (KCGBC) or
Keep Columbus Beautiful Commission (KCBC) shall release data or information of
a confidential nature concerning KCGBC without authorization from the President
of KCGBC and the KCBC Board.
Any employee of KCBC who believes his or her personal action or interest, or
the actions of others, may violate this policy has the obligation to disclose
this matter with the Executive Director of KCBC. It is the responsibility of
all employees and Board Members to be aware of, and observe and protect the
confidentially of KCGBC data and information.
The interpretations of confidential data and information are the responsibility
of the Executive Director of KCBC.
Public disclosure of any facts must not embarrass KCGBC, Inc.
APPROVED
CHAIR: DATE:
Keep Columbus Georgia Beautiful Commission, Inc.
CHAIR: DATE:
Keep Columbus Beautiful Commission
Keep Columbus Georgia Beautiful Commission, Inc.
BUDGET, ACCOUNTING, AND FINANCIAL POLICIES
Unrestricted Funds
An annual budget shall be prepared by the KCGBC Finance Committee with
recommendations from the Executive Director of KCBC for monies to support the
mission of KCBC. The budget shall be approved by the KCGBC Executive
Committee. This budget shall include discretionary and restricted funds to be
used by the Executive Director of KCBC.
The budget shall be reviewed periodically by the Executive Board of KCBC.
Scope
Keep Columbus Beautiful Commission has an Executive Director who is a full time
employee Of Columbus Consolidated Government responsible for the day-to-day
management of the Keep Columbus Georgia Beautiful Commission, Inc. assets.
Disbursement of Funds
The Chairperson of KCGBC is responsible for the payment of it?s obligations in
a timely and prudent manner. Expenditure of Funds in the Approved Budget is
allowable on an as needed basis without approval, but with proper documentation
of expenditure to account for the expense of up to $5,000.00. Expenditure of
Funds NOT IN THE APPROVED BUDGET must be approved by the Chairperson of KCGBC
and members of the KCBC Executive Board.
Accounting
The KCBC Executive Director is responsible for the receipt of funds, accounts
receivable and accounts payable. These are reconciled and approved by Master
Tax Solutions accounting firm monthly.
Financial
The accounting firm prepares appropriate monthly management reports as well as
an annual audit. The KCBC Treasurer presents appropriate financial reports to
the Executive Committee on as as-needed basis.
APPROVED
CHAIR: DATE:
Keep Columbus Georgia Beautiful Commission, Inc.
CHAIR: DATE:
Keep Columbus Beautiful Commission
Keep Columbus Georgia Beautiful Commission, Inc.
&
Keep Columbus Beautiful Commission
CONFLICT OF INTEREST AGREEMENT
High standards, ethical behavior, personal integrity, and impartiality are
inherent to the reputation and ultimate success of the Keep Columbus Georgia
Beautiful Commission, Inc. and the Keep Columbus Beautiful Commission. In
keeping with these expectations, KCGBC officers, board members and staff must
disclose any behavior that might be considered self-dealing or in conflict with
the mission and goals of the organizations. Examples of such are:
? Serving on Boards of organizations that are in direct programmatic
competition with the organizations.
? Using equipment or other resources of the organizations to secure personal
gain.
? Citing participation in the organizations to advance political or profit
motive activities or to seek inappropriate personal gain.
? Marketing services or products to the organizations on a non-competitive
basis.
? Disclosing to outside parties plans and other information about the
organizations when such information is not readily available to the general
public.
? Leveraging involvement with the organizations to secure favorable rates,
discounts, or other preferential treatment.
? Profiting materially through consulting or other activities predicated on
skills, and knowledge gained through association with the organizations.
The organizations acknowledge that the appearance of conflict of interest does
not always imply actual conflict. Policy requires, therefore, that all
potential conflict of interest including membership in or affiliations with
other nonprofit or proprietary organizations, business affiliations, with
possible vendor implications, elected office at any level, and involvement and
other activity that might be construed in conflict with the mission and goals
of the organizations?shall be presented in writing to the chairperson for
review and approval/disapproval.
Date:
KCGBC, Inc. or KCBC Board Member
Attachments
No attachments for this document.