HomeMy WebLinkAbout~Master - ASSET Admin Meeting April 3, 2024Minutes
ASSET Administrative Team
April 3, 2024 @ 12:15pm
United Way of Story County @ 315 Clark Ave, Ames, IA 50010
In Attendance: Ron Smith, Becky Harker (Chair), Ashley Thompson, Sandra King, Deb Schildroth, Jenny
Schill (Admin Assistant)
Called to order by Harker at 12:18pm
Motion to approve the March 6th Minutes, King. Seconded by Thompson. Motion passed unanimously.
Treasurer’s Report (Smith)
Current balance is $1122.70.
Old Business
Correspondence to Agencies
Schill reported an email went out to volunteers with 24/25 Calendar and directions to the new meeting
location at the ISU Core Facility.
Schill also emailed agencies about outstanding required documents, audit, 990 etc. Some agencies
think if they submit their audits and 990’s to one Funder that it counts as submitting to ASSET.
Thompson pointed out that there is some confusion with the agencies and their individual contracts
with each Funder and what is required for each. Schill will put together a spreadsheet that looks like
the United Way current audit tracking spreadsheet to track documents submitted and deadlines for
each agency. Schildroth suggested that this topic be covered in detail at the agency training. Schill will
also review the budget book to see which agencies are under the $250,000 amount and aren’t required
to submit an audit.
Status of Annual Review of Reference Manual
King reported that the review is in progress as the Policy and Procedures needs to be done first.
Goldbeck also reported that she has started reviewing both documents.
Status of Annual Review of Policies and Procedures
King said the biggest change is on page 4 changing from 7 to 10 years for the maximum number of
years a volunteer can serve. There will be other small changes also but that was the biggest.
Status of Annual Review of Administrative Assistant Manual
Schill has made her updates and Funder Staff will start reviewing.
Status of Audit of Books
Smith brought the binder to leave with Funder Staff to review after the Admin meeting today.
Notification Letters to Wings of Refuge and Friends of CASA
Harker will sign the letters and Schill will send them to these two agencies. Schill will remove these
agencies from the Agency email list and the Agency Roster on July 1.
Update on YSS Sequestered Funds for Emergency Shelter
King and Schildroth met with YSS last week. YSS has submitted a proposal to the County and King has
requested some more information for this proposal from YSS. King will follow up with YSS next week.
New Business
Calendar Invites for Meetings
Schill will test this process of sending invites from Google to Outlook.
ASSET Agenda for April 11, 2024
It was decided that Schill will hold the agenda until after the Funders meet with agencies related to
Emergency Shelter Services tomorrow. If there is an actionable item ASSET will move forward with
holding an April meeting. If not, the agenda will be pushed to May. Motion to not hold the April ASSET
meeting due to lack of agenda items, Goldbeck. Seconded by King. Motion passed unanimously.
Microsoft 365 Agreement Renewal
Motion to accept the updated Microsoft 365 cancellation policy as written and provided in the March
25th email to Admin, Thompson. Seconded by Harker. Motion passed unanimously. Thompson also
suggested that we discuss our Zoom subscription at a future meeting.
Clear Impact Scorecard (Mundel)
None
Additional Items/Concerns
Staff will schedule a meeting with Schill to review the Admin Assistant Performance Feedback.
Adjournment at 2:00pm by Harker