1. Meeting called to Order The AACOG Board of Directors is meeting in accordance with Chapter 551 of the Texas Government Code (Open Meetings Act). As such, the Board of Directors reserves the right to retire into executive session concerning any of the items listed on this Agenda whenever it is considered necessary and legally justified under the Texas Open Meetings Act. 2. Roll Call 3. United States Pledge of Allegiance and Texas Pledge of Allegiance 4. Public Comments This time is for anyone to comment to the Board of Directors on issues and items of concern. There will be no Board of Directors deliberation or action on these comments. Time allowed is at the discretion of the Chairman; with three (3) minutes being customary. 5. Declarations of Conflict of Interest
Monthly Report - Diane Rath A. Staffing Updates B. Program Status and Operational Updates 1. Area Agencies on Aging (AAA) 2. Alamo Regional Transit (ART) 3. Compatible Use Program (CUP) 4. External Affairs & Communications 5. Intellectual & Developmental Disability Services (IDDS) 6. Natural Resources 7. Public Safety 8. Regional Services 9. Resource Recovery 10. Veterans 11. Weatherization Assistance Program C. Organizational Updates 1. General Administration 2. Policy Review 3. Chief Financial Officer 4. General Counsel 5. Building Update
Consent Agenda The consent agenda consists of items considered being of a routine nature and contains items recommended for approval by the Executive Committee or by the Board Chair and the minutes from previous Board of Directors meetings. These items will be enacted in one motion, or any member of the Board may request that items be removed from the consent agenda and considered separately for purposes of discussion and voting. 7. Consider and act upon the recommendation to approve the September 23, 2020 Board of Directors Meeting Minutes. 8. Consider and act upon the recommendation from the Bexar Senior Advisory Committee (BSAC) for approval of BSAC Member and Alternate Member nominations, and Officer nominations for 2021. - Gloria Vasquez 9. Consider and act upon on the recommendation to authorize the Executive Director to enter into a contract for moving services to move AACOG’s offices to the Titan Buildings in the approximate amount of $100,000. – Cliff Herberg 10. Consider and act upon the recommendation to ratify expenditures for the purchase of office furniture and design services at the Titan Building and Titan Plaza as authorized by the Executive Director in the approximate amount of $106,000. – Cliff Herberg 11. Consider and act upon on the recommendation to ratify the contract to purchase roof top air conditioners for the Tian Plaza building as authorized by the Executive Director in the approximate amount of $40,000. – Cliff Herberg 12. Agency Contract Performance Report - Diane Rath
From Executive Committee Consider and act upon the recommendation to approve the 3rd Quarter 2020 financial report. - John Clamp A. Dashboard B. Balance Sheet C. Revenue and Expenditures D. Administrative Budgets E. Quarterly investment report
Consider and act upon the recommendation to approve the proposed 2021 AACOG Budget as follows: - Julio Elizondo/John Clamp A. AACOG Organizational Chart B. 2021 Annual Budget Summaries and Spreadsheets 1. 2021 Agency Roll Up 2. 2021 Program and Titan Complex Budgets 3. 2021 Administrative Budgets (Indirect) 4. 2021 Local Budgets
Internal audit update on 2020 completed activities and projects and the internal audit plan for 2020. - Jhoan Torres
Quality Assurance update on 2020 completed activities and reports. - Bryn Herrera
New Business Consider and act upon the recommendation to approve the AACOG Employee Fund Policies - Diane Rath
Consider and act upon on the recommendation to authorize the Executive Director to enter into a two year contract with a third party vendor to provide elevator maintenance at Joint Base San Antonio under the auspices of the Intergovernmental Support Agreement in the approximate amount of $832,000. This item will require a budget amendment if awarded. – Cliff Herberg
Consider and act upon the recommendation to ratify an extended contract with Mason Home & School of Texas for $100,000, beginning October 1, 2020 through September 30, 2022. This item does not require a budget amendment. -- Gloria Vasquez
Consider and act upon the recommendation to authorize the Executive Director to submit and accept funds in an amount not to exceed $310,000, if awarded, from the Corporation for National & Community Service (CNCS) continuation grant for the Senior Companion Program. This item does not require a budget amendment. -- Gloria Vasquez
Consider and act upon the recommendation to authorize the Executive Director to submit and accept funding, if awarded, a grant application to the US Department of Housing and Urban Development (HUD) for a Healthy Homes and Weatherization Cooperation Demonstration Grant in the amount not to exceed $1,000,000 for a three year period beginning March 2021. If awarded, this item would require a budget amendment to the 2021 budget. -- Alicia Avila Penalver
Consider and act upon the recommendation to release a Request for Proposal (RFP) for Electronic Health Record (EHR) software, and to authorize the Executive Director to enter into an agreement with the selected vendor in an amount not to exceed $300,000. – Jacob Ulczynski
Consider and act upon the recommendation to authorize the Executive Director to apply for, accept from, and execute funding in an amount not to exceed $400,000 from the Office of Economic Adjustment (Department of Defense) to implement recommendations resulting from the JBSA Regional Compatible Use Plan. If awarded, this grant would require an amendment to the 2021 AACOG budget. - Larry Dotson
Consider and act upon the recommendation to review and approve the AACOG Economic Development District (EDD) 2018-2023 Comprehensive Economic Development Strategy's (CEDS) Opportunity Zones (OZ) Appendix, as part of the annual review and update of the CEDS document. - Claudia Mora
Committee Reports Consider and act upon the recommendation of the Resource Recovery Committee (RRC) for the AACOG Board of Directors (BOD) to authorize the executive director to submit a letter to the Texas Commission on Environmental Quality (TCEQ) acknowledging that the proposed expansion amendment to the McMullen County Landfill, submitted by Hanson Professional Services, Inc. on behalf of McMullen County, complies with the AACOG Regional Solid Waste Management Plan (RSWMP). The landfill is located at 2000 Hackberry Street in McMullen County. - Claudia Mora
Consider and act upon the recommendation of the Resource Recovery Committee (RRC) for the AACOG Board of Directors (BOD) to remove the U1253 Landfill from AACOG's Resource Recovery Closed Landfill Inventory and authorize the executive director to submit the required Closed Municipal Solid Waste Landfill Inventory Revision Form to the Texas Commission on Environmental Quality (TCEQ). - Claudia Mora
Executive Session 27. The Board of Directors shall convene into Executive Session to deliberate and receive advice regarding: The purchase, exchange, lease, or value of real property in accordance with Section 551.072, Texas Government Code, Deliberations about Real Property. - John Clamp 28. Consider and act upon the items discussed in executive session. 29. Next meeting is scheduled for Wednesday, December 2, 2020 at 10:00 a.m. at Norris Conference Center - 618 Northwest Loop 410 #207, San Antonio, TX 78216. 30. Adjournment Items of interest for inclusion on future agendas should be forwarded to the Chair and Executive Director.
Oct 28, 2020 Board of Directors Meeting
1. Meeting called to Order The AACOG Board of Directors is meeting in accordance with Chapter 551 of the Texas Government Code (Open Meetings Act). As such, the Board of Directors reserves the right to retire into executive session concerning any of the items listed on this Agenda whenever it is considered necessary and legally justified under the Texas Open Meetings Act. 2. Roll Call 3. United States Pledge of Allegiance and Texas Pledge of Allegiance 4. Public Comments This time is for anyone to comment to the Board of Directors on issues and items of concern. There will be no Board of Directors deliberation or action on these comments. Time allowed is at the discretion of the Chairman; with three (3) minutes being customary. 5. Declarations of Conflict of Interest
Monthly Report - Diane Rath A. Staffing Updates B. Program Status and Operational Updates 1. Area Agencies on Aging (AAA) 2. Alamo Regional Transit (ART) 3. Compatible Use Program (CUP) 4. External Affairs & Communications 5. Intellectual & Developmental Disability Services (IDDS) 6. Natural Resources 7. Public Safety 8. Regional Services 9. Resource Recovery 10. Veterans 11. Weatherization Assistance Program C. Organizational Updates 1. General Administration 2. Policy Review 3. Chief Financial Officer 4. General Counsel 5. Building Update
Consent Agenda The consent agenda consists of items considered being of a routine nature and contains items recommended for approval by the Executive Committee or by the Board Chair and the minutes from previous Board of Directors meetings. These items will be enacted in one motion, or any member of the Board may request that items be removed from the consent agenda and considered separately for purposes of discussion and voting. 7. Consider and act upon the recommendation to approve the September 23, 2020 Board of Directors Meeting Minutes. 8. Consider and act upon the recommendation from the Bexar Senior Advisory Committee (BSAC) for approval of BSAC Member and Alternate Member nominations, and Officer nominations for 2021. - Gloria Vasquez 9. Consider and act upon on the recommendation to authorize the Executive Director to enter into a contract for moving services to move AACOG’s offices to the Titan Buildings in the approximate amount of $100,000. – Cliff Herberg 10. Consider and act upon the recommendation to ratify expenditures for the purchase of office furniture and design services at the Titan Building and Titan Plaza as authorized by the Executive Director in the approximate amount of $106,000. – Cliff Herberg 11. Consider and act upon on the recommendation to ratify the contract to purchase roof top air conditioners for the Tian Plaza building as authorized by the Executive Director in the approximate amount of $40,000. – Cliff Herberg 12. Agency Contract Performance Report - Diane Rath
From Executive Committee Consider and act upon the recommendation to approve the 3rd Quarter 2020 financial report. - John Clamp A. Dashboard B. Balance Sheet C. Revenue and Expenditures D. Administrative Budgets E. Quarterly investment report
Consider and act upon the recommendation to approve the proposed 2021 AACOG Budget as follows: - Julio Elizondo/John Clamp A. AACOG Organizational Chart B. 2021 Annual Budget Summaries and Spreadsheets 1. 2021 Agency Roll Up 2. 2021 Program and Titan Complex Budgets 3. 2021 Administrative Budgets (Indirect) 4. 2021 Local Budgets
Internal audit update on 2020 completed activities and projects and the internal audit plan for 2020. - Jhoan Torres
Quality Assurance update on 2020 completed activities and reports. - Bryn Herrera
New Business Consider and act upon the recommendation to approve the AACOG Employee Fund Policies - Diane Rath
Consider and act upon on the recommendation to authorize the Executive Director to enter into a two year contract with a third party vendor to provide elevator maintenance at Joint Base San Antonio under the auspices of the Intergovernmental Support Agreement in the approximate amount of $832,000. This item will require a budget amendment if awarded. – Cliff Herberg
Consider and act upon the recommendation to ratify an extended contract with Mason Home & School of Texas for $100,000, beginning October 1, 2020 through September 30, 2022. This item does not require a budget amendment. -- Gloria Vasquez
Consider and act upon the recommendation to authorize the Executive Director to submit and accept funds in an amount not to exceed $310,000, if awarded, from the Corporation for National & Community Service (CNCS) continuation grant for the Senior Companion Program. This item does not require a budget amendment. -- Gloria Vasquez
Consider and act upon the recommendation to authorize the Executive Director to submit and accept funding, if awarded, a grant application to the US Department of Housing and Urban Development (HUD) for a Healthy Homes and Weatherization Cooperation Demonstration Grant in the amount not to exceed $1,000,000 for a three year period beginning March 2021. If awarded, this item would require a budget amendment to the 2021 budget. -- Alicia Avila Penalver
Consider and act upon the recommendation to release a Request for Proposal (RFP) for Electronic Health Record (EHR) software, and to authorize the Executive Director to enter into an agreement with the selected vendor in an amount not to exceed $300,000. – Jacob Ulczynski
Consider and act upon the recommendation to authorize the Executive Director to apply for, accept from, and execute funding in an amount not to exceed $400,000 from the Office of Economic Adjustment (Department of Defense) to implement recommendations resulting from the JBSA Regional Compatible Use Plan. If awarded, this grant would require an amendment to the 2021 AACOG budget. - Larry Dotson
Consider and act upon the recommendation to review and approve the AACOG Economic Development District (EDD) 2018-2023 Comprehensive Economic Development Strategy's (CEDS) Opportunity Zones (OZ) Appendix, as part of the annual review and update of the CEDS document. - Claudia Mora
Committee Reports Consider and act upon the recommendation of the Resource Recovery Committee (RRC) for the AACOG Board of Directors (BOD) to authorize the executive director to submit a letter to the Texas Commission on Environmental Quality (TCEQ) acknowledging that the proposed expansion amendment to the McMullen County Landfill, submitted by Hanson Professional Services, Inc. on behalf of McMullen County, complies with the AACOG Regional Solid Waste Management Plan (RSWMP). The landfill is located at 2000 Hackberry Street in McMullen County. - Claudia Mora
Consider and act upon the recommendation of the Resource Recovery Committee (RRC) for the AACOG Board of Directors (BOD) to remove the U1253 Landfill from AACOG's Resource Recovery Closed Landfill Inventory and authorize the executive director to submit the required Closed Municipal Solid Waste Landfill Inventory Revision Form to the Texas Commission on Environmental Quality (TCEQ). - Claudia Mora
Executive Session 27. The Board of Directors shall convene into Executive Session to deliberate and receive advice regarding: The purchase, exchange, lease, or value of real property in accordance with Section 551.072, Texas Government Code, Deliberations about Real Property. - John Clamp 28. Consider and act upon the items discussed in executive session. 29. Next meeting is scheduled for Wednesday, December 2, 2020 at 10:00 a.m. at Norris Conference Center - 618 Northwest Loop 410 #207, San Antonio, TX 78216. 30. Adjournment Items of interest for inclusion on future agendas should be forwarded to the Chair and Executive Director.