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Approved 4/15/09

FEMA Emergency Food and Shelter Program Local Board

DeKalb County Community Services

MINUTES OF February 25, 2009

MEMBERS PRESENT:  Mary Ramp, Joe Gastiger, Dawn Littlefield, Joslyn Turner, Micki Emmett and Mary Supple representing Ray Bockman

MEMBERS NOT PRESENT:  Aimee Norton, Melissa Garman

OTHERS PRESENT: Jess Collins

The meeting was held at the DeKalb County Health Department building Multi-Purpose Room, Right Side.  Mary Ramp called the meeting to order at 9:11 a.m.

Introductions were made.  The minutes were presented and Mary Supple made a motion to approve the minutes of August 14, 2008, seconded by Dawn Littlefield, motion approved.

FEMA PHASE XXVII ALLOCATIONS:  Mary Ramp explained the purpose of the meeting and the make up of the board members.  Mary Ramp stated the award for DeKalb County is $85,980.  This is an increase of $33,308 from last year’s allocation.  All recipients from Phase XXVI applied for funding again this year.  Mary Ramp stated NICE food pantry’s application was received late.  They mailed it priority mail the day it was due and it was received one day late.  A discussion followed regarding whether to accept the application or not.  The board members expressed concern that since NICE is the only food pantry in that area, clients would not be served. Mary Supple made the motion to accept NICE’s application even though it was late but to send them a letter stating the only time an application will be accepted late is if there is a legitimate explanation.  Joslyn Turner seconded.  With four yes’s and two no’s, motion approved.
 
A discussion followed regarding the applicants requests.  Mary Ramp stated as a guide in the past, about 1/3 of the funds are allocated among those requesting food, shelter, and rent/utilities.  Safe Passage is requesting funds for mattresses along with meals this year.  This is a legitimate expense.
 
A discussion regarding The Salvation Army and their funding request followed.  There have been issues this past year with the handling of their award.  The issues brought up by Board members included, incorrect and missing documentation, inappropriate spending, lack of communication in funds spent with the other LRO that has rent/utility funds, and not serving FEMA eligible customers in a timely manner.  The Salvation Army may need to correct these documentation errors or send funds back to the National Board.  With these issues, DeKalb County Community Services requested most if not all rent and utility allocation be made to them.  A discussion followed regarding client eligibility among The Salvation Army and DeKalb County Community Services and if any families would go un-served if DCCS received all the rent/utility funds.

The Board discussed the issue of giving a large allocation to NIFB to provide food to all food pantries in DeKalb County or to fund the Food Pantries and give them the choice to use the funds as they see fit. E-mail from NIFB concerning their stand on this issue was circulated to board members. It was decided to give the funds to the food pantries and less to NIFB.  NIFB award is used to provide food for those food pantries not receiving FEMA/EFSP funds.

A discussion followed regarding possible funding awards for the applicants.  After much deliberation, Dawn Littlefield made a motion, seconded by Micki Emmett to allocate the funds as follows:  Our Sharing Pantry; $1,500, FOOD/Meals on Wheels; $11,000, The Salvation Army; $0, Safe Passage; $11,000, DeKalb Area Food Pantry; $11,000, DeKalb County Community Services; $1,680 for administration and $28,000 for rent and utilities, Kirkland Food Pantry; $700, Neighbors In Christ Ecumenical; $1,000, Hope Haven; $15,000, Northern Illinois Food Bank; $4,000, and Hinckley Area Food Pantry; $1,100.  With Mary Ramp abstaining, motion carried (see chart).

Mary Ramp advised that notices of the awards and an appeal letter would be sent out to each agency that applied for funds.  If an agency appeals, then the EFSP board will need to meet within the designated time frame to discuss the appeal.

Having no further business Mary Supple made a motion to adjourn the meeting, seconded by Micki Emmett.  The motion carried.  The next scheduled meeting is scheduled for Wednesday, August 12 at 9:00 a.m. in the DeKalb County Health Facility Multi-Purpose Room, right side.  The meeting was adjourned at 10:39 a.m.

FEMA Emergency Food and Shelter Program