Converse County Senior Citizen Service District
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Converse County Senior Citizen District Board
January 13, 2020
Converse County Courthouse
Members Present: Bill Canaday, Kathy Patceg, Ron Yates, Tim Ricker, and Joanne Desmarais
Others Present: Nancie Fink, Casper Smith, Sam Evans, Brian Shepard Mary Stewart, Douglas Budget
Meeting called to order by Tim at 10:00 AM.
Minutes of the last meeting were read by Bill and approved by all.
Joanne stated that she is having problems setting up the website due to internet access. Joanne also needs copies of all the minutes and financial reports for the last 2 months to post to the website.
FINANCIAL REPORT: Kathy passed out a bank statement and everything is okay at the bank. There were three invoices received from the Center: $50,000 for wants and needs, $50,000 for January allocation, and $100,000 for home delivery vehicles with the balance for this statement of $884,564.75. Another check of $176,885.13 has come in from the Mill Levy that will be included in next month’s balance. Ron made a motion to accept Financial Report and seconded by Joanne and approved by all.
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NANCIES REPORT: Nancie reported that she ordered two food delivery trucks $50, 554.75 each, delivered. Work on heating and cooling has started and it was found that there is a need to add additional insulation due to a 30% loss of heat from the attic in Glenrock with a bid of around $6,000 to correct that. Nancie will present the needs to the board at their next meeting. Bids for flooring and painting of the card room in Douglas and by adding ceiling fans so there will be additional lighting and some air movement. There is a need for windows that open. Some of the things will be done by the handyman for centers. There is a bid for a walk-in cooler for around $38,000 not including the electric and contractor changes needed for a total around $50,000.
OLD BUSINESS: Casper Smith talked about contacting a person about the generator and has not heard back from them and will contact someone different if needed. There needs to be a maintenance program to keep the system up to date. The parking lot is tabled until spring. Tim talked about the New Year’s meals and adding extra money toward meals during holidays. Bill made a motion to give additional money if needed for meals during holidays or special events and seconded by Ron and passed by all. Nancie reported that the newsletter printing will be done inhouse and is being done soon. Casper Smith said things are moving along to enhance the lives by doing updates as recommended by Nancie. Kathy talked about the amortization schedule for the loan from the county Commissioners for $360,000, $321,000 went to IRS and $39,000 stayed with the District for startup funds. We need to start payments or pay off the entire loan and save on interest of around $8,000. A motion was made by Joanne to pay the loan off so we save on interest and second by Ron and passed by all.
NEW BUSINESS: Discussion on new electronic signs needed for both centers to inform the public about how money is spent and events happening in centers. Nancie said she will get Wendy started on getting the signs. Kathy brought up the updated investment fund policy form from Joel. Tim and Kathy will talk to the bank and find out additional information.
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OPEN DISCUSSION: District training will be Wednesday January 15th 10:00 – 1:00 at Ag Building in Casper and all will attend.
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All members are needed for signing of check and members will go to the bank to get signers okayed.
A motion was made by Bill and seconded by Ron to get necessary equipment for Joanne to have access to the internet for developing the website. Approved by all.
Motion made to adjourn and passed by all.
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Respectfully submitted by Bill Canaday
Next meeting on February 10th at Glenrock Library meeting building. Approved 2/10/2020
Converse County Senior Citizen Special Service District's
Minutes 2020
Converse County Senior Citizen District Board
February 10, 2020
Douglas Court House
Members Present: Tim Ricker, Bill Canaday, Joanne Desmarais, Kathy Patceg, and Ron Yates
Others Present: Nancie Fink, Deb Cathcart, Sam Evans
The meeting was called to order by Tim at 10:00 AM. Minutes of the last meeting were read by Bill and approved by all.
FINANCIAL REPORT: Bank statement was handed out by Kathy showing deposits and checks. There is a new deposit and check that was not on the statement will be added to the bank balance sheet on the next statement. Kathy will add additional information to the minutes for corrections. Motion made by Bill and seconded by Ron to accept the report. Passed by all.
NANCIE FINK REPORT: She is meeting with an architect today for remodeling in Douglas to start the project. The newsletters are being printed and will be out soon. Some did go out with some names omitted and she will make any corrections necessary. The card room floor, ramp, and painting in Douglas is almost complete. The contractor said the new floor could be put over the carpet glued on the concrete that was there. The floor has a 25-year warranty. The Queen of Hearts in Douglas went for $5,125 and the half that went to the center paid for the card room. Nancie knows nothing about the generator and what’s happening. There was discussion about how the center might be part of the city’s emergency plan.
OLD BUSINESS: Sam Evans discussed the cost of digital signs and was told the cost would be about $100,000. Bill discussed his conversation with the sign company and found out that the cost would be between $85,000 and $100,000 for two signs 4’ by 6’, doubled sided, training and colored two-sided. Bill and Sam will do some of the leg work to move this sign project forward. Nancie will have to fill out paperwork and meet with whoever to get information for the project completed.
The new vehicle for food service is coming and Nancie will find out when the delivery date will be. Joanne now has the ability to work on the internet so the website can be completed soon. Joanne showed members what is on the site as of today. Conversedistrict.com is the name of the website. Sam Evans talked about heating and plumbing and there is $44,000 from Daniel’s fund which was used first and an additional amount for $63,000 with additional problems with lines from the boiler and the boiler was okay. Nancie will make an invoice for the money requested. Bill made a motion to provide monies to complete the heating and cooling project with an invoice that itemizes a list from Nancie for a lump sum and seconded by Ron. Passed by all. Sam reported that the final price for the walk-in cooler is $46,885.55. A motion was made by Kathy and seconded by Joanne to increase the monthly allocation from $50,000 to $75,000. Passed by all.
A motion was made to adjourn and seconded at 11:20 and passed by all. Nancie will provide a financial report to the board.
Respectfully submitted, Bill Canaday
Next Meeting on March 9, 2020, at 10:00 at Converse County Courthouse- 107 North 5th Douglas.
Approved March 9, 2020
Converse County Senior Citizen District Board
March 9, 2020
Douglas Courthouse
Special District Board : Tim Ricker, Kathy Patceg, Ron Yates
Management Board: Nancy Fink, Sam Evens, Russ Broderdorp
Minutes were read by Ron And approved by all.
FINANCIAL REPORT: Bank Statement was handed out by Kathy Showing no activity. Motion made by Ron and seconded by Kathy to accept motion. Passed by all.
Kathy updated the board about the yearly audit. And reminded us about submitting a budget for next year.
NANCY FINK AND SAM EVANS REPORT: Nancy and Sam report on the kitchen rework. A bid has been submitted by Amundsen Associates. Sam stated that this project may exceed budget. Project is ongoing and will be reported at future meetings.
Nancy provided the regulations needed for operation of the programs at the Seniors Centers. Nancy will show which regulations pertain to each program.
A proposal was put forward that the generator at Douglas was not needed. Management board will research the project and determine if it is necessary to spend funding.
Food vans are 4 weeks out for delivery.
NEW BUSINESS: Future Training for special districts in Casper March 27th.
Special District will study the regulations submitted by Nancy for adoption.
Ron Yates Secretary Pro - Tem
Ronald S. Yates
​Converse County Senior Citizen District Board
April, 2020
No meeting in this month due to COVID.
​Converse County Senior Citizen District Board
May 11, 2020
Douglas Court House
Members Present: Bill Canaday, Kathy Patceg, and Ron Yates and Tim Ricker Members Absent: Joanne Desmarais
Others Present: Nancie Fink
The minutes were read by Bill, Kathy made a motion to accept the minutes as read and seconded by Bill and approved by all.
FINANCIAL REPORT: Kathy passed out a balance sheet, bank statement and detailed report for the whole year and stated everything looks good. She stated that the balance sheet does not show last deposit. There is $1,671,512.87 in the bank after the last deposit of $301,420.63. A motion was made by Bill and seconded by Ron to accept the Financial Report and passed by all.
Nancie Fink Report: Remodeling is be tabled at this time due to money. The generator in Douglas is being dealt with and it was not setup for an automatic system. There is a bid to have it work for around $8,200 so when power goes out the generator will come on. The food trucks are on the way. Brad from Bar-D Signs, will meet in June with Douglas board for details pertaining to sign for final approval. The new home delivery vehicles have not been paid for, but will be when centers take delivery. The audit has been paid for. Nancie went over costs of work already done. The cooling system has been taken care of and heating is still being worked on.
Tim and Kathy will meet with the bank to look at Investment Policy. There is no future training at the time.
The Election question will be on the ballot to continue the 2 mills at the primary in August. Joanne, Kathy and Ron will be on the November ballot for reelection to the Board of Directors.
Budget by Kathy: Kathy passed out the proposed Budget Worksheet and discussed proposed changes needed for Audit, Yearly Legal, Equipment/Computer, and other necessities. Kathy will also increase the bonding requirement due to the number of funds in the bank account. A motion was made by Bill and seconded by Ron to accept the proposed budget.
There was a discussion about paying the Board mileage for meetings and training. Kathy will check with the accountant and the State to see if it is an eligible expense.
The motion was made by Ron to adopt the MOU with changes and seconded by Kathy, and passed by all. Nancy will present it to her Board.
Motion made by Ron and seconded by Kathy to adjourn the meeting. Respectfully Submitted, Bill Canaday
The next meeting will be June 8, 2020, at the Glenrock Library Community Room, 506 South 4th Street, Glenrock, Wyoming
Converse County Senior Citizen District Board
June 8, 2020
Glenrock Senior Center
Members Present: Bill Canaday, Ron Yates, Tim Ricker, and Joanne DesmaraisMembers Absent: Kathy Patceg
Others Present: Nancie Fink, Debbie Cathcart
Meeting called to order by Tim at 10:00 AM.
Minutes of the last meeting were read by Bill and approved by all.
FINANCIAL REPORT: Ron presented the bank statement from Converse County bank and Joanne stated that the last deposit was not on the statement and the balance is over 1 million. Motion made and seconded to accept financial report and passed by all.
NANCIE’S REPORT
OLD BUSINESS: Remodeling of center in Douglas/architect design and numbers still to come. The sign in Douglas is being taken care of by Bar D Sign, they are going to meetings to finalize the project. MOU has been taken care of. The proposed budget was approved by the state and a meeting has been scheduled for June 11th at 4:00 pm to meet with the County Commissions for their approval. Audit contracts to be addressed when Kathy returns. The generator in Douglas is being worked on and cost will be between $10,000 to $15,000 but closer to low end.
Nancie Fink: Food trucks will be delivered June 11. New Vehicles/food trucks. Motion made by Joanne to give the center $101,148 on delivery with invoice seconded by Ron and passed by all present. Brad from Bar D Signs will meet with the zoning and planning board in Douglas for final approval. The management working board has a meeting June 18th in Douglas. The report for the Commissions will have a breakdown of how the money has been used for seniors. There are companies looking at parking lots. Sam is looking into the parking lots for a new blacktop. There will be further discussion for parking lots and what will work best for parking.
Tim and Kathy talked to the bank about investment policies. The $500,000 can be accessed anytime with no penalty.
OPEN DISCUSSION: Joanne needs to have help with the website development. Nancie said she will help Joanne find someone to help her.
Motion made to adjourn and passed by all.
Respectfully submitted by Bill Canaday
Next meeting on July 13th at Converse County Court House Community Room
Converse County Senior Citizen Service District Board
July 13, 2020
Converse County Court House
Members present: Tim Ricker, Ron Yates, Bill Canaday and Kathy Patceg
Members absent: Joanne Desmarais
Others Present: Nancie Fink and Sam Evans
Meeting called to order by Tim at 10:00 A.M.
Minutes of last meeting read by Bill and Kathy motion to accept seconded by Ron and approved by all.
FINANCIAL REPORT: Kathy said everything balanced and presented the Reconciliation Detail report showing checks and deposits. Kathy will email bank statements. The $500,000 is invested by the Bank into different Federal Reserve Funds. Ron made a motion to accept and seconded by Bill and passed by all.
Old Business: Signs have been approved in Douglas. The food trucks are here. The budget has been approved and Kathy will send the budget to the state. The state will finalize the budget. The mill levy will be changed to 1.25 and does not look like there will be a problem. The generator is finished. Sam has had a contractor look at the core samples and will tell what needs to be done. Bill proposed that money needs to be spent to give contractors money for Design Consulting Fee so an estimate of what is needed to be done and go out to bid. Nancie said the parking lot will go out for bid when Design is ready. Audit contract just needed to be signed.
New Business: The association dues and membership to join Wyoming Association of Special Districts will be $1,000. Bill made a motion to join the Wyoming Association of Special Districts of dues of $1,000. Motion was made by Ron and Seconded by Bill to have Ron be the voting delegate and will go to the meeting for voting. Motion passed by all. Claim for Payment will show what is covered and what it is for having an invoice for what money has been used for. Ron suggested that the old vans be traded on new vans and get bids from both Chevy and Ford motor companys. Ron made a motion to get new vans seconded by Bill and passed by all. Ron suggested getting bids for the roof in Douglas done. Tim suggested a sloping roof from front to back. Tim will help look into a one slope roof and find out what is needed for the whole project including protecting the generator so the bids can go out. Bill made a suggestion to get the roof done even if we have to use some of the $500,000 investment money in the bank. Motion made by Ron to pay Bill for ink and Seconded by Tim and passed by all.
Motion was made to adjourn by Ron and seconded by Tim and passed by all.
Respectfully submitted
Bill Canaday
Converse County Senior Citizen Service District Board
August 10, 2020
Converse County Court House
Members present: Tim Ricker, Ron Yates, Bill Canaday, Joanne Desmarais and Kathy Patceg
Others Present: Nancie Fink, Leslee Elliott and Sam Evans
Meeting called to order by Tim at 10:00 A.M.
Minutes for the Public Hearing Budget Meeting were read by Bill. Motion was made to accept and passed by all.
Minutes from the last meeting were read by Bill. Motion was made to accept and passed by all.
FINANCIAL REPORT: Kathy passed out a Reconciliation Summary and bank statement showing checks and deposits. Kathy will talk to the bank for clarifications on the statement pertaining to why all finances are on one report. Motion made by Ron seconded by Joanne to accept the report and passed by all.
OLD BUSINESS: Nancie stated the sign company wanted half payment to get started and the sign would have to be smaller than first looked at. Kathy said the budget has been approved by the state. Kathy stated that the paperwork is at the Auditor and will meet with her. Kathy will find out the cost for the auditor to complete the F32 report. The generator has been completed and cost about $13,000. The generator will come automatically when there is a demand. Sam brought in drawings and explained possible needs to fix the parking lot. Sam said there will be three different bids. Sam stated the city was giving the contractor money for consulting. Kathy stated that Association dues and membership is paid. Tim stated that the roof in Douglas could not support a single slope roof. Nancie stated that there was a manufacturer’s 20-year guarantee on the roof finished in 2013 in Douglas. Nancie explained that some work has been done to stop water from running into the building.
NANCIE’S REPORT: Nancie stated that there were 4 beef purchased at the Converse County 4-H/FFA Junior Market Livestock Sale for a total of $21,402.
Nancie stated that this was a huge feather in our cap for PR. Nancie stated that there was an additional 2 beef, 2 lambs, and 2 pigs donated to the center.
Center will pay for processing for 4-H/FFA and was not sure about processing of the other 6 animals. Nancie stated there will be another Newsletter out soon.
NEW BUSINESS: No discussion at this time for budget and Kathy will bring additional information next meeting to be discussed about budget. The Public Meetings in Glenrock will be changed to the Senior center from the library until after the pandemic is over. Motion made by Bill to move all Glenrock meetings from library to senior center seconded by Joanne and passed by all.
OPEN DISCUSSION: Kathy stated the forms for Bills and Claims will have a yellow copy and that most are pre-approved. Kathy will get a list of what needs to be approved by the board since we only meet one a month. Paperwork was passed out and signed for items presented that have been purchased. Joanne is refunding to district monies for WIFI and the jetpack purchased and will not be used for district any longer. Motion was made to pay Joanne monies due by Bill and seconded by Joanne. Sam stated that Artie Schubert wants to do a study to see if they can have one generator for housing and senior center. The cost will be nothing to Glenrock Senior Center. Motion was made by Bill and seconded by Joanne to pay $21,402 for the 4-H/FFA and passed by all.
Motion made by Ron and seconded by Joanne to adjourn meeting and passed by all.
Respectfully submitted,
Bill Canaday
Converse County Senior Citizen Service District Board
Sept 14, 2020
Converse County Court House
Members present: Tim Ricker, Kathy Patceg, Ron Yates and Bill Canaday
Members absent: Joanne Desmarais
Others Present: Nancie Fink, Sam Evans
The meeting was called to order by Tim at 10:00 AM.
Minutes of the last meeting were read by Bill and approved by all.
FINANCIAL REPORT: Kathy passed out bank statements and explained deposits, credits, bills and claims. Motion was made by Ron and seconded by Bill to accept bills and claims and passed by all. Kathy is bonded for $5,000 now. Motion made by Kathy and seconded by Ron to accept financial report and passed by all.
OLD BUSINESS: Nancie stated the sign for Douglas has been ordered but not in. The sign for Glenrock has not been ordered and still does not know where it will go. The generator is working and worked well when power went out in Douglas. The parking lot is on hold for now. Kathy stated she met with the auditor and she will do the F32 (due end of August) report at no additional charge. The audit is due at the end of December. Sam stated that bids for parking lots are waiting for Artie Schubert to come back from vacation and stated it might be around $700,000 but don’t know for sure.
BUDGET REPORT: Kathy passed the breakdown for the budget. Discussion to purchase equipment/laptop computers for Ron and Tim. Kathy will look into the purchase of computers/equipment for support. It was discussed to buy the basic printer.
NANCIE’S REPORT: Nancie passed out the continued budget for Aging Services. Nancie stated that projects are getting done as needed. Sam stated the busses are being worked on. Nancie stated that the state has shut off the WAIS program for next year. We will build something to fit our needs because of money lost. Budget for this year was $403,000 and the state part of that was $103,000 at $13.000/month. The Mill Levy is important to fund the centers as they are now funded. Nancie will give the state a study she did about 10 years ago that could possibly help keep people in their home. Nancie stated she will scale down other programs to keep the WAIS program if the $75,000 Allocation/month used for what is needed went away.
OPEN DISCUSSION: Kathy stated the meeting should be at the Douglas Senior Center. Ron made a motion to change the meeting location from courthouse to Douglas Senior Center immediately seconded and passed by all. Kathy made a suggestion to advertise the Mill Levy. Motion made by Ron and seconded by Bill to adjourn meeting passed by all.
Respectfully submitted,
Bill Canaday
Converse County Senior Citizen Service District Board
October, 2020
No meeting in this month due to sickness of board members.
Converse County Senior Citizen Service District Board
November 9, 2020
Douglas Senior Center
Members present: Tim Ricker, Kathy Patceg, Ron Yates and Bill Canaday
Members absent: Joanne Desmarais
Others Present: Nancie Fink
The meeting was called to order by Tim at 10:00 AM.
Minutes of the last meeting were read by Bill and approved by all.
Financial Report: Kathy passed out a bank statement showing Reconciliation Detail. There will be over $1 million in the bank next statement. Bill made motion to pay the Bills and Claims for 4H meat, September and October allocations, mass mailing, bond for Kathy $100 and seconded by Ron and passed by all. Motion made by Bill to accept Financial Report seconded by Ron and passed by all.
Old Business: Sign has been started in Douglas with groundwork started. Parking lot is still on hold. Ron passed out a plan for what needs to be done to complete the parking lot. Bill made a suggestion to have someone oversee the parking lot project that is separate from the contractor to make sure it is done to code. Kathy will talk to Joel about how the group can invest money until money is needed.
Nancie’s Report: A new van has been ordered for about $52,000 coming in about 5 weeks. The kitchen work in Douglas is moving forward.
New Business: The mass mailing was a single sheet of paper and a suggestion was to use 2 sheets, so it doesn't look like other one sheet mailings. Discussion for a garage located near the kitchen to store food trucks and vans to keep them out of the weather and make loading food trucks easy. Nancie will go to the city planner to see if possible. Kathy will put a new ad in the newspaper with a new schedule for meetings. The mill levy cannot be used for new construction but can be used to add to existing buildings.
Motion made by Bill to adjourn and seconded by Kathy and passed by all.
Respectfully Submitted
Bill Canaday
Converse County Senior Citizen Service District Board
December 13, 2020
Glenrock Senior Center
Members present: Ron Yates, Bill Canaday, and Kathy Patceg
Members absent: Joanne Desmarais and Tim Ricker
Others Present: Nancie Fink, Leslee Elliot, Deb Cathcart and Sam Evans
Meeting called to order by Ron at 10:00 A.M.
Minutes from the last meeting were read by Bill. Motion was made to accept and passed by all.
Financial Report: Kathy passed out a bank statement showing Reconciliation Details. There is $2,285,848.18 in the bank and everything balances and shows expenses. Tim and Kathy still need to meet with the bank to invest some of the monies in the account. Bill made a motion to invest $50,000 with Ally Bank Utah after there is an investigation seconded by Kathy passed by all. Kathy passed out a claim that needed to be paid. Bill made a motion to pay allocation for December seconded by Kathy and passed by all. Ron made a motion to accept
Financial Report seconded by Bill and passed by all.
New Business: Ron got an email from the Wyoming Association of Special Districts talking about training. The association does lobby for Special Districts by expressing concerns that help districts. Our group should get a lot of good advice from the associate.
Old Business: Sam wanted to make sure we still fund programs that might be cut due to the fact that some might not be funded by the state in the future. Nancie will know before June if not funded.
Nancie's Report: Nancie sent a report to the state with a letter from people that have taken advantage of the program that might get cut by the state. The heating and cooling is ongoing and getting fixed. Nancie will give an invoice for the van when it can be picked up. Contractors want a meeting to go over plans so the kitchen project can move forward. The sign in Douglas is completed and partial payment has been given and the rest will be paid soon. Training will start as soon as technology is purchased to operate the sign. Nancie will go to the rec center meeting in Glenrock for a new sign on their property. Sam stated that there is work needed to be completed before bids. Sam will meet with contractors to make sure all contractors are doing the same job. Nancie will apply for a grant after she knows who players are for the parking lot. Advertising will be put on Glenrock food trucks after the weather warms up.
Open Discussion: Sam wanted to know if money could be used for helping families for the holiday season. It was stated that the mill levy could not be used for families.
Motion made by Bill to adjourn and seconded by Kathy and passed by all.
Respectfully Submitted
Bill Canaday