Agenda - 06-02-2016 - Abstract for Joint Meeting Discussion Items

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FY17 Orange Funding Application Feedback(Third Sector Alliance Survey) 40 4 Because I was unfamiliar with these new requirements I didn't have enough time to request this at a timely board 2/25/2016 3:50 PM meeting.I needed to turn these in at a later time than the grant deadline,it just stressed me out a little,but everyone from the town was so nice and supportive that next year it won't present any problems. 5 Typically,it might be hard for us to get these signed docs from our Board President;due to timing this year of our 2/25/2016 2:24 PM meeting,we were actually able to get him to sign these relatively easily.It would be better if we could provide online electronic signature. 6 It was a challenge to find where the definitions were. 2/25/2016 1:56 PM 7 My mistake was assuming the attachments would be the same as they had been for the past years.It was last minute 2/25/2016 12:12 PM that I noticed the new items and then I had no idea what was being asked for. 8 If Board Chair is signing off on application with Director this seems sufficient rather than having several forms including 2/25/2016 11:26 AM the Authorization to Request and Official Designation. 9 *Board approval:(1)I think it's ridiculous to require board approval for a grant application.It is well within the 2/21/2016 3:23 PM Executive Director's purview to submit grant applications,and the Board President's signature is required anyway.(2) The timing was not adequate to get approval from the entire board.We received the application in Nov,and we didn't have a board meeting in Nov or Dec because of the holidays.Our January board meeting was scheduled for the day after the application was due.*Authorized official designation:This wasn't difficult to obtain,as the board president was already needed to sign the application.But it is completely unnecessary--(1)It is already well within the ED's purview to sign contracts for the agency and(2)it's redundant if the board president is required to sign the application. 10 We had to do some research to figure out what the Authorized Official Designation was.This seemed a little 2/17/2016 1:05 PM unnecessary since we already had to show proof that the board authorized the request for funding.We did it,but it always creates an added inconvenience when you have to get the board's signature since they are not typically in the office.We had to have our board president come to the office twice to sign documents related to the application. 11 Seem like more hoops to jump through but they weren't difficult 2/16/2016 9:21 PM 12 New attachments should have been discussed at the session.It is very difficult to get Board signature between board 2/16/2016 2:27 PM meetings.We think like the proof of paying our recycling fee do not belong in a grant application. 13 If the Board Chair must sign the application in multiple places,shouldn't that imply board approval of the funding 2/16/2016 2:22 PM submission?Also,our agency does not require board approval for submission of every individual funding application and execution of each contract.The agency President has general approval for such actions.We had no board meeting minutes to document these permissions and had to craft a separate letter/memo to be signed by the Board Chair explaining this. 14 Thankfully,I remembered to get a letter well in advance from the Board chair.Otherwise,it would have been a 2/16/2016 12:56 PM challenge to submit the application on time. 15 I had no idea what these forms were and could not find an explanation in the presentation materials or email. 2/16/2016 12:35 PM 16 As these processes were new,both to the board and to the executive director,they required us to work outside of our 2/16/2016 12:29 PM board meeting schedule,and request quick action on the part of our board members to fulfill.Next year we'll have a better grasp on what's expected.It would be helpful to have these documents in hand before the month of December, so that we can plan around staff and board holiday schedules. 17 These two items were repetitive and unnecessary.With the timing,it was difficult to get the board to review something 2/16/2016 12:20 PM basically meaningless and repetitive. 18 Normally protocol is that the Executive Director informs the board of funding requests made not the other way around. 2/16/2016 12:18 PM 16 / 24