Agenda - 06-15-2021; 8-g - JCPC Certification and County Plan for FY 2021-2022

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25 to get some detail about the expense because QCS wasn't in the Admin budget as an approved expense. It was explained that the payment was a stipend to the school system out of the Admin budget for a training at the schools for SROs and that this wasn't the first year that a stipend had been paid. Denise asked for this topic to be added to the agenda so that it could be brought to the JCPC's attention. Anything in the JCPC budget needs to tie back to the JCPC somehow—council needs or program providers, such as travel. Without Denise knowing enough about the training, she asked for a review of minutes to see if it was discussed,the purpose of the training, and how it ties to the JCPC. Tina reported that QCS typically likes to have their administrative staff and SROs to get together so that they can discuss MOU, legal issues, and have program/service provider presentations. The symposium is organized by QCS and they ask the SROs to attend. Peggy stated that she and her staff have presented in the past, along with other program providers. Denise state that if this is an event that the council would like to keep supporting,then a budget revision will need to be completed to identify an exact amount,what the funds will be used for, and how it ties back to the JCPC. Denise's recommendation is that moving forward, any requests for Admin funding needs to formally be brought to the council's attention at a meeting (on the agenda,presented to the council,voted on, and added to the minutes). Denise's intent for bringing it to the Council's attention today was out of concern that should there be a state audit, it could result in a finding since it wasn't in the budget and not formally approved by the JCPC. Every year when they review final accounting they are looking at things in different ways and in past years it has slipped through which is why it wasn't brought to attention until now. Foote on Updated Bylaws--Bylaws were emailed to Council members prior to the meting for review. Q: Should we include in the Treasurer section a statement that all administrative expenditures be voted on by the Council? A: It is covered in policy,but if you want to add it to the bylaws you can. If added, even though a minor change, council members will need to be given an opportunity to review and then a vote will need occur at a subsequent meeting. It was recommended to vote on the bylaws as presented today and consider additions at a later time. Peggy Hamlett made a motion to accept the bylaws as presented today and was seconded by Donna King. Motion carried unanimously. Carol McClelland and Gayane Chambless abstained from voting because the attachments did not come through and they weren't able to review the bylaws. Conflict of interest form—An email was sent to JCPC members who have outstanding COI forms. Please complete and return back to Rebekah. Monitoring Committee—The monitoring will be different this year due to COVID and JCPCs are starting to plan what it will look like this year. Denise shared the changes she has made to her monitoring format, including requesting programs to email documentation ahead of time. The Department will not be giving. out instructions on how to conduct monitorings; it will be up to the committee to determine if they'd rather do on-site or virtual/desk format. Responsibilities of the Monitoring Chair include: contacting programs to schedule the monitoring; and to gather information that is required as part of the monitoring; communicating with the committee members about how they'd like to conduct it(onsite or virtual); and ensuring a completed report for each program has been turned in by the committee members. Sharron Hinton volunteered to chair the committee.