Executive Committee
FINAL
Monday, April 18, 2016
9:00 – 10:00 AM

Members Present: Adonis Brown, Anna Cunningham, Ron Reeve, I. Azell Reeves
Members Absent: Carrie Ambrose, Katie Holler
Staff Present: Chris Egan, Melissa Swartz, JoAnn Toomey, Yadira Vasquez
Guests Present: Amanda Bergen

Chairman Ron Reeve welcomed I. Azell Reeves and guest Amanda Bergen to the meeting. The order of the agenda was rearranged to wait for Adonis Brown and Anna Cunningham to join the meeting in order to reach a quorum for business items.

I. Member Vacancies:
There are two upcoming member vacancies, including a Person with I/DD and a Parent of a Person with I/DD, who will be completing their second term on June 30, 2016. Chris Egan stated that there is a banner prominently placed on the NCCDD website calling for new member applications to be submitted by May 15, 2016. Staff will compile the new applications, as well as the applications on file, that fit the current demographic and diversity requirements. Those applications will be presented for review to the Membership and Development Ad Hoc Committee and the Executive Committee once the deadline for new applications has passed. Recommendations for the vacant positions will be made to Boards and Commissions in June, 2016.

II. Initiatives in New Committees:
A chart of the current NCCDD initiatives in their new committee assignments was reviewed and discussed. It was suggested that a similar list be included in the May Council meeting mail out.

At this point in the meeting, a quorum was reached.

III. Approval of Minutes:
The draft minutes of the March 30, 2016 Executive Committee meeting was discussed.

MOTION: Adonis Brown made a motion to approve the March 30, 2016 minutes. Azell Reeves seconded the motion. The motion was approved.

IV. Financial Update:
Yadira Vasquez reviewed the financial reports for the NCCDD. There was discussion on the 2014-2016 FFY balances and initiative expenditures. Members were also provided FFYs 2017-2019 budget summaries and detail reports as requested. Anna Cunningham requested that an extra column be added in the Current and Projected Budgets and Expenses by Federal Fiscal Years spreadsheet that would total the unexpended balances that were pending and available. Ron asked the members if there were any other questions or comments and there were none.

IV. Conference Funding Request:
The members reviewed a request from the Triangle Disability Awareness Council for their conference entitled “Hidden: The Silent Pain of Mental Illness” being held June 27, 2016 in Chapel Hill. After much discussion, it appeared that the conference was not going to have enough focus on people with intellectual and other developmental disabilities. The members agreed that staff should reach out to the agency to learn more about them, to discuss possible future collaborations and to extend an invitation for them to apply again in the future if the topic would relate more to the goals and objectives of the NCCDD.

MOTION: Anna Cunningham made a motion to not approve the request from the Triangle Disability Awareness Council for their conference being held June 27, 2016 in Chapel Hill, NC. Adonis Brown seconded the motion. The motion carried.

VI. Governance Ad Hoc Committee Updates:
The members reviewed the last policy brought forth by the Governance Ad Hoc Committee titled “Council Meetings” that was created as a result of the by-laws being streamlined. There was some discussion on the section that stated, “A quorum shall consist of a majority of the active NCCDD members, including agency Designated Alternates. Any final action of the NCCDD shall require a majority vote of those present and voting.” Anna Cunningham felt that it should state that the final action or decision should be by a majority vote and have a 60% majority of the members present be members with I/DD and family members of people with I/DD since we are to be made up of 60% of individuals with I/DD and family members of people with I/DD as per the DD Act Final Rule of 2000. Staff will research this more and bring the policy back to the Executive Committee at their meeting in June. The other 12 policies will be presented to the full Council for their approval at the May meeting.

VII. Review May Council Meeting Draft Agenda:
The members reviewed the draft agenda and made some final suggestions that staff will make to include in the May mail out.

VIII. Other:
Chris Egan informed the members that staff are participating in a “friendly audit” with the DHHS Office of Internal Audit (OIA). They met with staff from OIA last week and confirmed that information and documentation is being shared, as well as explained and understood, when requested.

Ron Reeve adjourned the meeting.