Pioneer Resources Board of Directors
June 22, 2020
Agenda
Our Mission is to help people with disabilities and seniors attain independence and dignity by creating opportunities for participation in the community.
People in the pursuit of:
• a place to live affordable housing and specialized homes
• a place to learn employment and training programs
• a way to get there transportation services
• a place to grow and play camping and recreation programs
12:00 1. Call to order and establish a quorum.
12:03 2. Senior Programs Alex and
Monica to present.
12:05 3. Minutes of Monday, May 18, 2020 Enclosed Action required
12:20 4. Strategic Goals Update Jill to present information
12:30 5. Financial Report Enclosed Bridgette
12:35 6. Committee Reports
a. Finance Committee Enclosed Action
Required
b. Personnel Committee Enclosed Action
Required
c. Fund Development/Marketing Enclosed Information
12:50 8. Management Report/ agency updates Enclosed Information: Jill to present 1:00 9. Adjourn
Next board meeting: Monday July 27, 2020
If you are unable to attend, please call 231-220-2304 or email kbreitenbach@pioneerresources.org
Pioneer Resources
Executive Board Meeting
Minutes
Monday ▪ May 18, 2020 ▪ Noon
Zoom Only
Present: Marc Langeland, Margaret O’Toole, Willie Minor, Mary McDonald, John Schrier, Shannon Delora, Luke Reynolds, Jim Redder, Michael Rykse, Jill Bonthuis, Bridgette Zappacosta, Chris Cole, Karen Breitenbach
Absent: Michael Poulin, Jim Johnson, Mary Beth Ramos, Jon Venlet 1. 12:07PM Meeting called to order. Quorum is present
2. Minutes of Monday, April 27, 2020 presented in packet. Jim Redder motioned to accept the minutes as presented; motion seconded by John Schrier. All in favor, none opposed. Motion carried. Minutes to be placed on file.
3. HR department updates presented by Chris Cole, HR Manager.
Chris’ presentation included an outline of various projects and data related to COVID. The board packet included a spreadsheet of the current work force: currently working, temporary LOA, reduction in hours, staff recalled, etc. He shared his continued work on FMLA guidelines, return to work parameters
(manual), new policies including moonlighting and a detailed PPE policy. Each dept. manager is working on their projected timeline for re-entry and a manual is being written and edited for this. Holly’s job description changing a bit to better meet the needs of residential supervisors’ hiring processes and to take some load off of them. Online performance review system is being developed for more consistency and for a virtual option during this time. Researching our 403b provider to ensure our current plan is fulfilling the needs of our staff. Medical benefits update with our benefit broker HUB. Looking into Branch Instant Pay as an option for staff – particularly a new-hire incentive.
4. COVID Update from Jill.
See page 11 of the board packet for the number of COVID cases among our staff and residents. Our residential staff is being paid at higher rates than normal right now. The pay is $2 higher at all homes, $5 higher for symptomatic situations and $8 higher for homes with positive cases. MDHHS did approve the $2 an hour increase (which we’ve been doing for some time) for April 1 through May 31st so these
increased wages will be reimbursed in part.
5. Financial Report/ PPP grant by Bridgette Zappacosta
Bridgette reviewed the financials for April. The impact of COVID is substantial. Investments have bounced back a bit. PPP loan funds are in and all eligible expenses are being carefully tracked. There’s still much we don’t know about the PPP loan and we’ve been told that the parameters for this could change over the coming weeks as more info comes out about reopening the state and what staff can come back and when. Discussion and questions follow. Marc requests the finance team and committee
Pioneer Resources, Inc Investments at a Glance As of May 2020 Minimum Balance (if applicabl e) Current Period
Ending Period Ending Previous Change
Est. Annual
Return Interest Rate
% of Investme
nt Portfolio Cash Equivalents
UBS Bank USA Acct DC 95769 55 202,989 202,987 2 3,146 1.55% UBS Bank USA Acct DC 95070 55 119,857 2,910 116,947 32 1.09% Huntington Bank 100,000 105,027 104,961 66 10 0.01% Community Shores Money Market 10,000 121,235 120,315 920 1,492 1.24%
Total Cash Equivalents 549,108 431,173 117,935 4,680 45.73%
Fixed Income
UBS Fixed Income Mutual Funds DC 95070 55 84,102 82,217 1,884 4,014 UBS Other Mutual Funds DC 95070 55 32,454 31,267 1,187 902
Total Fixed Income 116,555 113,484 3,071 4,916 9.71%
USB Equities & Mutual Funds 535,178 622,711 (87,533) 8,867 44.57%
Total Non Real Estate Investments 1,200,841 1,167,368 33,473 18,463 100.00%
Real Estate
Market Value Principal Loan Value (as of May 2020) Investment Value Gretchen's Place 9/30/11 215,000 - 215,000 Sheridan Home 3/31/1998 225,000 - 225,000 Whispering Oaks 220,000 - 220,000 Ross Road Duplex 11/13/2006 400,000 - 400,000 Marcoux Home 6/27/17 230,000 - 230,000 Lawrence Home 6/27/17 210,000 - 210,000 1175 Wesley Bld B 525,000 179,362 345,638 1145 Wesley Bld A, D, & C 500,000 331,268 168,732 1700 Sheridan Transportation Bld 575,000 - 575,000 Riverwood Home 7/27/18 250,000 172,923 77,077 Ruddiman Home 7/27/18 275,000 179,362 95,638 Mill Iron Home (inservice) 290,000 134,252 155,748
SUBTOTAL $ 3,915,000 $ 997,168 $ 2,917,832 TOTAL 5,115,841
Pioneer
Resources TransportationPioneer Combined Assets Current Assets Cash 2,712,010 40,003 2,752,013 Short-Term Investments - - -Accounts Receivable 953,405 361,825 1,315,229 Inventory 31,156 - 31,156 Prepaid Expenses 143,848 (15,291) 128,557 Subtotal Current Assets 3,840,418 386,536 4,226,954 Long-Term Assets
Property, Plant and Equipment 13,379,200 1,800 13,381,000 Accumulated Depreciation (6,834,503) - (6,834,503) Net Long Term Assets 6,544,697 1,800 6,546,497 Other Assets 651,733 - 651,733 Total Assets 11,036,849 388,336 11,425,185 Liabilities
Accounts Payable (2,794) 5,425 2,631 Other Current Liabilities 198,973 96,974 295,947 Long Term Liabilities 2,227,644 - 2,227,644 Total Liablities 2,423,823 102,398 2,526,222 Equity
YTD Earnings(Loss) 194,716 (436,806) (242,089) Fund Balance 9,000,036 141,017 9,141,053 Total Equity 9,194,752 (295,789) 8,898,963 Total Liabities and Equity 11,618,575 (193,391) 11,425,185
Consolidated Balance Sheet
Pioneer Resources, Inc.
Pioneer Resources, Inc. Consolidated Statement of Activity
MTD May 2020
Group Homes Living ServicesSupported Specialty Services Transportation Senior Services Vocational Training Pioneer Trails Admin, Finance, HR & Maint Investments Totals Income from Operations 269,150 12,141 5,648 51,346 4,224 22,164 15,855 254,669 3,448 638,644 Wage and Fringe 197,734 9,670 9,101 18,946 4,701 13,101 2,431 44,379 - 300,064 Other Non-Compensation Expenses 20,248 3,880 3,318 17,484 1,045 2,778 2,024 41,922 193 92,893
Total Expenses 217,983 13,550 12,419 36,430 5,746 15,879 4,455 86,302 193 392,957
Operating Profit or (Loss) 51,167 (1,409) (6,772) 14,916 (1,522) 6,285 11,400 168,368 3,254 245,687 Non-Operating Income - - - - 117 32,485 32,602 Non-Operating Expenses 2,086 - - - - 1,753 - 3,840 Depreciation Expense 5,459 5,798 395 49,185 - 3,310 1,374 8,721 765 75,007 Admin Overhead
80000 - Administration Allocation (75,148) (18,573) (19,507) (58,521) (3,715) (11,124) (9,277) 195,866 - 81000 - Human Resource Allocation 4,414 1,091 1,146 3,437 218 653 545 (11,505) - 82000 - Finance Allocation 8,642 2,391 1,883 8,325 754 1,262 472 (23,729) - 83000 - Maintenance Allocation 916 - - 162 - 144 67 (1,420) 131 -Total Admin Overhead (61,176) (15,092) (16,478) (46,597) (2,742) (9,065) (8,193) 159,212 131
Pioneer Resources, Inc Consolidated Statement of Activity
YTD Through May 2020
Group Homes Supported Living Services Specialty Services Transportation Senior Services Vocational Training Pioneer Trails Admin, Finance, HR & Maint Investments Totals Income from Operations 2,171,682 406,879 425,909 1,459,212 166,272 250,198 22,197 356,872 27,580 5,286,800
Wage and Fringe 1,476,577 278,856 297,942 920,853 67,488 158,436 20,814 463,177 - 3,684,142
Other Non-Compensation Expenses 201,369 69,894 63,419 393,316 36,459 34,562 18,833 325,203 11,889 1,154,945
Total Expenses 1,677,946 348,750 361,361 1,314,169 103,946 192,999 39,647 788,379 11,889 4,839,087
Operating Profit or (Loss) 493,736 58,129 64,547 145,043 62,325 57,199 (17,450) (431,508) 15,691 447,713
Non-Operating Income - - - - 1,809 (20,657) (18,848)
Non-Operating Expenses 16,690 - - - - 15,963 (2,108) 30,545
Depreciation Expense 43,674 46,382 3,158 431,378 - 26,483 10,993 72,224 6,118 640,410
Admin Overhead
80000 - Administration Allocation 36,872 9,618 7,703 28,001 1,817 5,772 (9,277) (80,505) -
81000 - Human Resource Allocation 47,488 11,938 11,603 36,966 2,345 7,190 545 (118,076) -
82000 - Finance Allocation 85,640 22,512 19,192 75,641 12,127 12,965 1,410 (229,487) -
83000 - Maintenance Allocation 55,700 - - 9,863 - 8,787 4,101 (86,393) 7,942
-Total Admin Overhead 225,700 44,068 38,497 150,471 16,290 34,714 (3,221) (514,461) 7,942
Pioneer Resources, Inc.
Comparison of Actual, COVID and Budget Models Month to Date and Full Year
Actuals
May-2020 COVID 2020 May-2020
Budget 2020 FY May-2020
Actuals
FY2020 COVID 2020 FY2020 2020 FY2020 Budget FY Contract Revenue 285,746 285,483 294,557 2,385,862 3,474,071 3,539,101 Fee for Service Revenue 56,553 56,553 422,849 2,241,714 3,098,306 4,639,801 Other Revenue 8,658 10,008 41,276 164,700 305,688 490,379 Grant Revenue 271,580 271,580 25,979 461,937 1,535,000 313,474 Donations 14,600 14,600 3,692 25,884 28,984 56,550 Fundraising 1,508 1,508 - 6,703 6,703 -Total Revenue 638,644 639,732 788,353 5,286,800 8,448,752 9,039,305 Salaries Expense 253,138 253,138 421,740 3,056,962 4,502,473 5,333,781 Fringe & Other Employee Expenses 46,927 46,899 97,362 627,180 953,263 1,204,087 Total Wage & Fringe 300,064 300,036 519,103 3,684,142 5,455,736 6,537,868 Discounts - - - (47) (47) -Supplies 19,716 19,706 28,786 174,367 306,542 339,797 Occupancy Expense 43,368 43,256 49,849 366,563 540,186 594,302 Vehicle Expense 14,969 14,969 60,029 345,172 488,199 707,311 Contractual Services 12,945 12,945 23,084 177,856 273,594 309,326 Employee Expense 649 1,999 17,606 42,820 67,425 117,413 Marketing 130 130 1,959 15,494 22,766 35,523 Other Expense 1,117 883 2,397 32,718 38,840 55,474 Other Operating Expense Totals 92,893 93,887 183,711 1,154,945 1,737,506 2,159,146 Total Operating Expenses 392,957 393,923 (966) 4,839,087 7,193,243 (2,354,156) Operating Profit Before
Depreciation 245,687 245,809 85,540 447,713 1,255,509 342,290 Unrealized Gain (Loss) on
Investments 11,691 11,691 - -87,752 -87,752 -Realized (Gain) Loss on
Investments 20,452 20,452 - 20,452 20,452 -Realized Gain (Loss) on Sale of
Equipment - - - - - -Capital Grants - - 58,542 - 234,167 702,500 Interest Income 459 459 1,667 48,452 55,118 20,000 Interest Expense 3,840 3,840 3,294 30,545 43,720 39,524 Depreciation Expense 75,007 73,376 74,252 640,410 929,834 884,545 Net Profit or (Loss) 199,443 201,196 68,202 (242,089) 503,941 140,721
Pioneer Resources Finance Committee Meeting
Minutes
Wednesday ▪ June 17, 2020 ▪ 7:30am Via Zoom
Present: Willie Minor, Marc Langeland, Jim Redder, Bob Kendall, Allen Winslow, Bridgette Zappacosta, Karen Breitenbach.
Guest: Rob Kendall with UBS Absent: Jon Venlet
7:39am Meeting called to order. Quorum is present.
UBS Report presented by Rob Kendall. Rob reviews the UBS reports provided to the committee via email. He discusses the unprecedented year, the unpredictability of the economy, and the overall investment trends. He notes the stimulus provided by the government has had a significant positive impact on the market and the economy in general. After discussion and questions, Rob advises moving toward a safer approach during this uncertain time. After some discussion,
The finance committee motions to recommend the following to the board: Adjust investment funds/percentages to the following:
40% Cash/CDs (currently approximately 20%)
60% Managed Investments (currently approximately 80%)
This would be re-visited quarterly and adjustments can be made as needed/advised.
Motion made by Jim Redder, seconded by Willie Minor. All in favor, none opposed. Motion carried.
Minutes of March 18, 2020 reviewed.
Motion made by Jim Redder to accept the minutes as presented, seconded by Bob Kendall. All in favor, none opposed. Motion carried. Minutes to be place on file.
Financial Report presented by Bridgette Zappacosta. Discussions and questions regarding the actuals, the COVID (forecasted) budget, and the PPP loan/grant. Work continues on the proposed budget for the special July 1finance meeting.
New business
a. PPP Loan Estimates
This was covered in the financial report discussion. We estimate that we will be utilizing the full amount of this loan/grant by the end of August or early September.
b. Bonus Request: Marisue Ingersoll
Marisue has taking on additional roles during this time. Our billing specialist left for another position and Marisue has been taking on a lot more responsibilities. We want to support and thank her by providing a one-time $500 bonus.
PPP Loan Memo
PPP Loan Received: 1,228,000.00
PPP Loan Period Wages:
Check Date Gross Wages
5/3/2020 5/16/2020 5/22/2020 139,664.43 139,664.43 5/17/2020 5/30/2020 6/5/2020 143,306.17 282,970.60 5/31/2020 6/13/2020 6/19/2020 145,000.00 427,970.60 6/14/2020 6/27/2020 7/3/2020 145,000.00 572,970.60 6/28/2020 7/11/2020 7/17/2020 145,000.00 717,970.60 7/12/2020 7/25/2020 7/31/2020 145,000.00 862,970.60 7/26/2020 8/8/2020 8/14/2020 145,000.00 1,007,970.60 8/9/2020 8/22/2020 8/28/2020 145,000.00 1,152,970.60 8/23/2020 9/5/2020 9/11/2020 145,000.00 1,297,970.60 9/6/2020 9/19/2020 9/25/2020 145,000.00 1,442,970.60 9/20/2020 10/3/2020 10/9/2020 145,000.00 1,587,970.60 10/4/2020 10/17/2020 10/23/2020 145,000.00 1,732,970.60 1,732,970.60 1,732,970.60 Typical Wages: 2/15/2020 205,666.89 3,451.62 209,118.51 2/29/2020 200,286.08 3,277.43 203,563.51
Full Time Equivalents (FTE):
FTE during Look Back Period: 1/1/2020 - 2/29/2020 144 Less: Resignations (4) 140 FTEs for Check Date: 5/22/2020 87
Current Reduction of Forgiveness 36.8%
FTE Equivalents Needed for 100%: 126 Addl Staff Needed to be brought back by 12/31: 39
Forgiveness at current workforce reduction: 451,972.22
Payroll Period Initial 8 Weeks of Payroll
Chose modified payroll dates to coincide with first full payroll period after 4/24/2020 loan disbursement.
Additional 16 weeks due to extension.
With the extended time frame of 12/31/2020 to return to normal staffing levels and the anticipation that with the return to school the majority of transportation staff will be returning (currently 55 staff members are laid-off), we feel that we be bringing back the additional 39 staff member needed to bring our FTE numbers up to allow the full amount of the loan to be forgiven.
PIONEER RESOURCES
To: Jill Bonthuis and the Pioneer Resources Finance Committee
From: Bridgette Zappacosta, Finance Manager
Date: June 10, 2020
Re: Incentive Bonus for Marisue Ingersoll
Dear Jill and Committee,
In the past few weeks Pioneer Resources, Inc, along with the rest of the world, has faced unprecedented challenges and upheaval. In addition to shifting to working from home, Marisue has taken on the
additional responsibilities of the billing specialist, first during Mindy’s furlough and now after her
resignation. Because of Marisue’s willingness, we can forgo the expense of hiring a billing specialist for the time being as we determine what staffing will benefit the organization long term in this new
environment. Additionally, her knowledge and experience have been and continue to be instrumental in my own onboarding.
For all the reasons above, I would like the board to consider paying a $500 incentive bonus to Marisue Ingersoll.
Sincerely,
Bridgette Zappacosta Finance Manager
Motion made by Jim Redder to provide a $500 bonus to Marisue Ingersoll, seconded by Bob Kendall. All in favor, none opposed. Motion carried.
c. Budget Planning: COVID-19; 2020-2021
The goal is to have the proposed COVID budget to the finance committee by June 29th. We
have a special July 1st finance committee meeting already scheduled to review this revised
budget. Karen will forward that zoom information as a reminder about a week before.
Kudos to Bridgette, who is doing an amazing job with the new finance manager position during this unusual time.
Next meeting (special budget review mtg): Wed, June 1, 2020, 7:30am, via zoom Next regular monthly meeting: Wed, July 17, 2020, 7:30am, via zoom
Pioneer Resources Personnel Committee Meeting
Minutes
Wednesday ▪ May 27, 2020 ▪ Noon Zoom
Present: Mary Beth Ramos, Michael Rykse, Jill Bonthuis, Chris Cole, Karen Breitenbach Note: John Schrier was contacted by phone and approved the action items below. Absent: Michael Poulin
1. Review Minutes from January 2020 Meeting
a. Recommendation to accept – ACTION NEEDED
Michael Rykse motioned to accept the minutes from January 29, 2020 as written, seconded by Mary Beth Ramos. Motion carried.
2. Meeting times of Personnel Committee
a. Quarterly – January, April, July, October 2020. This was moved from April, do we still want in July?
b. Next Meeting: July 22, 2020
i. Should we cancel this meeting? – ACTION NEEDED,
Do we want to skip our July meeting since April got bumped to May? The evaluation for Jill is due in August and will most likely mean an additional meeting at that time. Michael Rykse motioned to forgo the July 2020 meeting, seconded by Mary Beth Ramos. Motion carried.
3. Compensation & Benefits:
a. Wage Scale Review: see attached spreadsheet – ACTION NEEDED
Chris provides a report comparing our agency positions/wages with similar non-profit agencies in Michigan-with similar revenues. Based on comparisons with other agencies, the following position/wage changes are proposed to the committee:
HR Specialist: Adjust pay range from $14-16/hourly to $14-18/hourly. This would take effect immediately, however this position will remain open for the foreseeable future due to a new combined HR/Finance Specialist position.
Administrative Assistant: Adjust pay range from $13.50 to 18/hourly to $15-20/hourly. Change job title to Office Coordinator. This would take effect immediately.
Billing Specialist: Adjust pay range from $14-19/hourly to $16-20/hourly. This would take effect immediately, however this position will remain open for the foreseeable future due to a new combined HR/Finance Specialist position.
LARC Coordinator: Increase current wage from $14.75 to $15.50. This would take effect at the beginning of the next fiscal year.
YES Worker (Youth Empowerment Services): Adjust pay range from $13.50-16.50/hourly to $13.50-$17.50/hourly (increase max of range). This would take effect immediately.
Transportation Director: Adjust pay range from $48K-68K/yearly to $55K-80K/annually. Adjust director wages from $65K to $70K/annually. This would take effect at the beginning of the next fiscal year but current director would be notified once approved.
c. Benefit pricing and increases: see attached spreadsheet.
Review of the benefits spreadsheet and comparing costs from last year to this year –we’ve had a significant increase. We do have a have a higher utilization rate than other agencies. We will be focusing on educating our employees on how to best utilize their benefits in order to keep costs down.
d. Short Term Disability Moving to Lincoln
Rather than continuing with AFLAC for short-term disability, we will move to Lincoln for this. We already use Lincoln for long-term disability, so this makes sense logistically and will be easier for staff to transition from short-term to long-term as needed. This will also save each employee a few dollars per pay. If staff wish to continue with AFLAC, they can do so outside of the agency.
4. Strategic Plan Objectives (Personnel Committee Related) a. G1 – PR will enhance employee support and engagement
i. Managers continue to have meetings with Jill, Chris, and entire department to discuss safety upon returning to work
There is an agency-wide re-entry plan in place, with each dept adding their own specific piece with more details. While there are no time frames available yet, the steps are planned out. We are continuing to use the video blogs, intranet, and other various methods of communication.
ii. Departments creating plans that are specific to them on what return to work looks like with job duties/responsibilities
b. G3 – Create an expectation of respect and kindness i. LEAD marketing materials
Posters were ordered to put up and we’ll get those hung up at different sites. LEAD stands for Listen, empathy, acknowledge, dignity and was voted on by staff.
ii. Employee Picnic Cancelled:
Canceled for staff safety. We’ll be looking at different way to recognize our staff and will use those budgeted funds to honor staff in another way.
c. G4 – Improve employment conditions for staff through legislative education and advocacy i. Member with Employer’s Association and West MI Chamber
Chris has been attending weekly round-tables that have been very helpful d. G6 – Explore innovative practices that lead to better employee outcomes
i. Benefits preferences
Stay interviews determined that short-term and long-term benefits rank high on the preferred list of benefits. Reviewed this and will be saving a few dollars by switching our short-term disability. Continue to review benefits frequently.
ii. Turnover Rate for FY 2020 and steps to reduce
In the past, we didn’t track whether employees were leaving voluntarily or involuntarily in our database systems (other than in their hard-copy files), so we are working to better track these statistics. From what stats are available, our turnover rate is down by 1.5% so we are trending in the right direction. Our lunch and learns will focus on hiring practices so we can hire the best fit from the get-go.
5. New Policies a. PPE:
New policy describing what is needed in what circumstances, how to properly wear it, policies about wearing PPE from home, etc.
b. Secondary Employment:
A new “moonlighting” policy, not only for potential conflict of interest, but to protect our staff and mitigate risk. We need to be aware if staff are traveling between jobs as they may post a contamination risk to either our participants/staff or to the other employer’s participants and staff.
This is a daily COVID screening tool (Google form) for each employee to complete before starting a shift to ensure they are healthy and without COVID symptoms before working. This is required for staff working at home as well.
6. New Business
a. Branch Instant Pay.
Branch was discussed at the last board meeting. This is an app that allows employees to have quick access to their pay, without having to wait for the actual paycheck. We did have a call with both Dominion and Branch regarding this. There is no risk to the agency and it would set us apart from other employers.
b. Future Department outlook
i. Change HR Specialist job description
With the leaving of our billing specialist, we are considering a change to the HR Specialist role, making it a hybrid HR/finance position to take on the payroll piece and maybe other finance pieces related to HR. The person currently in this HR Specialist role is eager for growth opportunities and increased responsibilities. She would continue with onboarding and hiring, particularly in residential, but could pick up some finance pieces as well.
ii. Combine with Finance? See above.
Thank you to Jill for her leadership during this challenging time in our agency.
Next scheduled meeting: Wednesday, October 28, 2020 ▪ Noon ▪ Terrace Street Offices or Zoom
Please notify Chris or Karen if you will not be able to attend:
Turnover Recap (based on 231 total employee headcount)
This YearQuarter 1:
Total employees turned over: 28 (12.1%) Voluntary employees turnover: 20 (8.7%) Involuntary employees turnover: 8 (3.4%) Quarter 2:
Total employees turned over: 24 (10.4%) Voluntary employees turnover: 19 (8.2%) Involuntary employees turnover: 5 (2.2%) Cumulative:
Total employees turned over: 52 (22.5%) Voluntary employees turnover: 39 (16.9%) Involuntary employees turnover: 13 (5.6%)
Last year Quarter 1:
Total employees turned over: 27 (11.7%) Quarter 2:
Total employees turned over: 29 (12.6%) Cumulative:
Total employees turned over: 56 (24.2%) Total Year:
Pioneer Resources Fund Development Meeting Minutes
Wednesday ▪ June 17, 2020
Noon, Via Zoom
Present: Mary McDonald, Jim Redder, Allen Bonthuis, Jill Bonthuis, Karen Breitenbach Absent: Jim Johnson, Laura Holmes, Chris Kelly
I. Hats and Horses:
a. Location: Watermark b. Ticket Sales:
i. In Person: 4 ($220) ii. Online: 6 ($330)
At this point, we are not pushing ticket sales so much. Once a final decision is made, we can make another push on this once we know the max number of guests.
c. Sponsors:
i. Winners Circle $5000: 1 (5,000) ThrivePop (exchange of services) ii. Paddock $1500: 2 ($3,000) Parmenter Law, UBS
iii. Twin Spires $1000:
iv. Garland of Roses $650: 1 ($650) Grover Carpentry
Monica will make contact with sponsors to ensure they are still willing to sponsor an outdoor/socially distanced event.
d. Continue to contact potential sponsors for the new Sept date.
We can continue to seek out sponsors as we will most likely have a virtual event should we need to cancel the live event.
e. In-Person or Virtual Event
i. Begin discussing pros/cons of each option
Discussion regarding the different factors of a smaller live event vs a virtual event. A live event could mean more of a premium level event. Are supporters comfortable attending a public event or would caution deter them? Folks might be eager to get out and see others. We need to find out the max number of people, both guests and staff/volunteers. We also need to find out when we can still cancel food suppliers and the event location and still get deposits back. This date will help us
determine a decision date. Have a decision date will allow our ticket holders and others to know when they will either be able to attend, or when they can get a refund.
Because the future is uncertain with this virus, Monica will map out several plans for the event, with different guidelines depending on the phase that Michigan is in for re-entry at the time of the event (or close to it). A plan for Phase 4 (current), Phase 5 (more progress) or Phase 3 (should Michigan revert back a phase)
We will discuss more details on a virtual event should that be the decision at a later date.
II. Grants & Additional Funding
a. Community Foundation Match Day
i. Preliminary numbers: $4,030 (this does not include the match or additional checks that were sent it). Anticipating $8,000+ from this event.
The total of all these funds ended up being around $7, 300 ii. MDOT Funding toward PPE for buses
Masks have been received, we are still waiting on further MDOT funding for PPE.
iii. Actively seeking additional grants
Monica is constantly seeking out grants, speaking to managers about specific needs, and combing through the requirements to apply for various grants. If you hear of one that might work for our agency, please let her know.
Continue to advocate for Pioneer Resources. Reach out to those you know that have a connection (and those that don’t). Former board members, former vendors, families who’ve benefitted from Pioneer Resources, etc.
Next meeting: Wednesday, July 15, 2020 ▪ Noon. Please notify Karen if you will not be able to attend: kbreitenbach@pioneerresources.org or 231.220.2304
Executive Director Report for June 2020
Things keeping us busy over the last month:
• Benefits planning and enrollment for staff. July 1st is our new plan start date. We offer full time staff at Pioneer Resources: Health, life and long term disability to staff as well as the 403b plan enrollment with a 3% match after 1 year. Employee purchased options include: dental, short term disability, vision, and pet insurance! • Tina and I worked on submitting a proposal to Head Start for services for the next three years and this was
accepted and contract language will be defined to ensure coverage of a time such as covid.
• Due to Covid we did cancel our all staff picnic we had planned, we want to do something for staff but not sure of what to do?
• Working with HUB on our annual updates to property, liability a cyber-security insurance policy. This will protect us from Crypto locker type breaches and malware.
• Adjusting our current Pace Life Circles contract to meet needs of both agencies
• Communicated with Community Foundation of Muskegon to create a collaborative effort to fund PPE for Residential settings in Muskegon County. We received a $3,000 award towards PPE.
• Working closely with HR and program managers to create safe re-entry to services plans, ensuring proper training and proper PPE, calls to all employees via zoom to engage, inform and allow questions
• Continued to do all bank deposits, and payables. • Training with new Finance Manager
• Coordinating a new lease for our main office space to save us $55,000 a year. • Working on the Revised Covid 2020 budget
• Completing information for each CMH on service revenue loss due to covid from March- May
• Working with Intrepid property management to review if Pioneer Resources would benefit from an agency with skill in HUD facilitation taking over the Hud management of House and Arbour and they also provide property management which would be a beneficial transition as our maintenance team is all within 3 years of retirement. • Weekly meetings with management team, with Incompass member providers around the state
• Served on state re-etnry program for services of behavior health, transportation and congregate care which provided format to the governor for re-entry to services.
• Meetings for all boards (Pioneer House, Pioneer Arbour, Pioneer Resources) and committee meetings. • Continued advocacy efforts towards covid benefit for loss revenue, higher wages for DSP
• Transitioned out of individual CLS services to reserve loss of revenue for our agency.
Residential- we have 5 vacancies and are ready to fill 4 of these as we create a safe transition plan during covid. We have one home that is still addressing covid symptoms. We have one resident who was hospitalized the end of May due to Covid and has now transitioned to Mary Free Bed and expected to return in 1.5 weeks.
Property- lawn crews are maintaining lawns at all properties and they look great! We would like board members or families to adopt a home and add flowers seasonally, add décor for holidays etc.
Camp- all external overnight camps have cancelled. We have modified day camp and will hold a modified version in July. We are still discussing our internal overnight camps to see if we will be holding these. (Camp connected, Larc camp) Transportation – revised contract work and new RFP for Head start, new opportunity to provide transportation services. All vehicles modified for covid safety, shower curtains around drivers, 6 ft. distancing required, seats taped off. New cleaning and sanitizing processes in place. Tablets installed while vehicles not in use. New summer Head start opportunity for three school systems that we will provide transportation for.
Senior Enrichment programs being presented today.
Vocational-continues to work electronically to support individuals in obtaining employment. They have been doing electronic skill building courses that are billable through telehealth! Cooking, budgeting, stress management, and job seeking. They will continue this past transition to face to face services as well. They begin back June 29th to face to face services in small groups in community.
Community Living Supports- Community Connections will return to modified services on July 6th. The biggest challenge is transportation. Only 3 people can be allowed on a bus at a time. They will modify spaces to ensure smaller groups remain separated from the other building participants.
Lauren the larc coordinator has taken on the role of residential supervisor at Pioneer House. We will be assessing how to fill the larc coordinator role.
ABA- started face to face clinical services and has developed a plan for re-entry to all services on June 29th. They have continued some telehealth services with families during this time. Sharon Maniscalco the manager of the ABA program has done a great job for being new (3 months) and navigating this covid time.
loss revenue in services compared to last year March $ 154,837.00 April $ 420,885.00 May $ 417,554.00 993,276.00 $ total to date
total cost of PPE to date
11,953.31 $
Hazard pay to staff $ 97,992.55 $ 37,992.55
sub total of loss $ 1,103,221.86
60,000.00
$ to be reumbursed by Healthwest
total loss as of May $ 1,043,221.86
