Special Business Committee Meeting Minutes
November 8, 2007
QUICK LINKS
Invocation
Elderly Housing Tenant Plea
Tribal Member Request, Curtis Washington, Jr.
Minutes
IRS 941 Audits, FY 2005
2008 Government Budget Update
Enterprises
Budget Update
Invoicing Update
Cimarron Casino
G2E Travel Authorization
Native American Development Program-Cimarron Casino
2008 Budget
Smoke Shop - Grand Re-Opening
Tryon Property
BKJ Solutions
Formation of Additional Enterprise Entities
2008 Budget Update
Clinic Grand Opening
Environmental
Creation of the Aviary Donation Budget/Resolution
Miscellaneous
Employee Thanksgiving Dinner/Closure
Eagle Aviary General Fund Revision
GAP Budget Revision
General Fund Equine Program Budget Revision
Inter-Tribal Bison Cooperative Grant Proposal FY 2008
New Business
New Business
Enrollments
Enrollments
Adjournment
Adjournment
Certification
Certification
Officers Present
Christie Modlin, Chairman
Linda Big Soldier, Vice-Chairman
Eugene Big Soldier, Jr., Secretary
Renee Lincoln Prince, Councilperson
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Staff/Visitors Present
Tod Robertson, Administrator
Mr. & Mrs. Jimmy Gibson, Elderly Housing
Mr. Curtis Washington, Jr. Tribal Member
Doris Hunter
Rita Monassey
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Chairman Modlin declared that there is a quorum present to conduct official business at 10:26 a.m.
INVOCATION
Councilperson Prince offered the invocation.
The Chairman informed the committee that we would deviate from the agenda due to awaiting members and visitors.
Elderly Housing Tenant Plea
An Elderly Housing tenant made a plea to the committee from additional time before being evicted due to a recent housing violation. The Chairman informed the tenants that this issue/request would be considered during the next Housing Authority Meeting.
Tribal Member Request, Curtis Washington, Jr.
Mr. Washington asked for assistance in retaining his daughter's tribal assistance, specifically the Christmas dividend for this year. This request is surrounded by a divorce and custody issue has yet to be determined. Mr. Washington is requesting that the Tribe send his daughter's monies/assistance to him as the Tribal Member parent with the possibility that he may not be the custodial parent in the near future. The Vice-Chairman stated that we should table this request until a custody determination has been made. Mr. Washington also requested the resolution authorizing for the Christmas dividend for 2007, this was issued to Mr. Washington.
MINUTES
Councilperson Prince moved to table all pending minutes due to editing/corrections. Vice-Chairman Big Soldier seconded the motion. The motion carried with 3 yeas, 0 nays, and 1 abstention.
Treasure Shores arrived to the meeting at 11:10 a.m.
IRS 941 Audits, FY 2005
Kyle Hamburger (Finley & Cook) informed the committee of the recent examination of the Tribes 2005 Federal Form 941, Employers Quarterly Federal Tax Return. The amount due is $1676.16 within 30 days or a statement of disagreement. Kyle informed the committee that some employees on this list were issued 1099's when they shouldn't have been. Kyle will research this issue to gather more information and come to the tribe in the very near future with more clarification.
2008 Government Budget Update
The Tribal Administrator reported that he has been meeting with the Directors regarding this issue and progress is being made.
ENTERPRISES
Budget Update
CEO reported that there are no financial reports to present to this committee at this time.
Invoicing Update
Mr. Winchell reported that all invoicing is now being done on the Quick Books system. Mr. Winchell informed the committee that he has received an invoice from Horizon for payment and presented to the Chairman for review, has received other numerous invoices from Horizon all with appropriate documentation, and informed the committee that everyone is current except Urban Design. Treasure Shores informed Mr. Winchell of an employee accepting excessive personal calls and also had her baby behind the counter at the Mini Mart just recently. The Treasure recommended that the CEO reprimand this employee. It was agreed that the Smoke Shop Manager should be a working manager. It was also noted that Mr. Winchell has not located the signed contract between the tribe and Horizon Engineering.
CIMARRON CASINO
G2E Travel Authorization
The CEO was informed that if the General Manager didn't know his own travel policy then it was agreed that he would follow the Tribes Travel Policy if a separate one did not exist. Mr. Winchell will address this issue with the General Manager today. There were questions asked involving who from the NADP will be traveling to the G2E Show. It was agreed that all requests for this event will not be considered due the lateness of the request and the Travel Policy requirements.
Native American Development Program-Cimarron Casino
It was agreed that the next scheduled meeting for this program is set for November 21, 2007.
2008 Budget
It was agreed that this budget should be presented to the committee in adequate time to review.
Smoke Shop - Grand Re-Opening
It was agreed that this event would is scheduled for November 21, 2007 at 10:00 a.m.
Tryon Property
A majority of the Business Committee Members have prior commitments and there may be additional documents that require signatures during the week of November 12, 2007. It was agreed that the Treasure and Secretary could execute these documents if this arises.
The CEO will address or clarify the submitted documentation / check request from Trinity Construction for payment of services at the Cimarron Casino. This documentation was sent back to Jim Winchell until further clarified.
The meeting recessed at 12:25 p.m.
The meeting reconvened at 1:40 p.m.
BKJ SOLUTIONS
Formation of Additional Enterprise Entities
Secretary Big Soldier moved to approve Resolution I-07-137, a resolution of the Business Committee of the Iowa Tribe of Oklahoma authorizing the Tribe to incorporate an entity to be known as Bah-Kho-Je Services, Inc under the laws of the Iowa Tribe of Oklahoma. Vice-Chairman Big Soldier seconded the motion. The motion carried with 4 yeas, 0 nays, and 1 abstention.
Vice-Chairman Big Soldier moved to approve Resolution I-07-138, a resolution of the Business Committee of the Iowa Tribe of Oklahoma authorizing the Tribe to incorporate an entity to be known as ITO Services, Inc. under the laws of the Iowa Tribe of Oklahoma. Secretary Big Soldier seconded the motion. The motion carried with 4 yeas, 0 nays, and 1 abstention.
2008 Budget Update
Mr. Caruso presented a 2008 budget request for BKJ Solutions Inc. to the committee for review.
Clinic Grand Opening
Vice-Chairman Big Soldier informed the committee that the first week in December the concrete would be cured and the new clinic would be ready to move in. It was agreed that December 13, 2007 at 10:00 a.m. would be the date for the grand opening.
ENVIRONMENTAL
Creation of the Aviary Donation Budget/Resolution
Secretary Big Soldier moved to approve Resolution I-07-139, a resolution authorizing the creation of the Aviary Donation Budget. Vice-Chairman Big Soldier seconded the motion. The motion carried with 4 yeas, 0 nays, and 1 abstention.
MISCELLANEOUS
Employee Thanksgiving Dinner/Closure
It was agreed that the day following Thanksgiving all offices will be closed with the exception of enterprises and essential departments.
Eagle Aviary General Fund Revision
Secretary Big Soldier moved to approve Resolution I-07-140, a resolution authorizing the revision of the Eagle Aviary General Fund Budget (Fund 100-480). Vice-Chairman Big Soldier seconded the motion. The motion carried with 4 yeas, 0 nays, and 1 abstention.
GAP Budget Revision
Secretary Big Soldier moved to approve Resolution I-07-141, a resolution authorizing the revision of the GAP Budget (Fund-760). Councilperson Prince seconded the motion. The motion carried with 4 yeas, 0 nays, and 1 abstention.
Vice-Chairman Big Soldier exited the meeting at 3:00 p.m.
General Fund Equine Program Budget Revision
Secretary Big Soldier moved to approve Resolution I-07-142, a resolution authorizing the revision of the Equine General Fund Budget (Fund 100-470). Treasure Shores seconded the motion. The motion carried with 4 yeas, 0 nays, and 1 abstention.
Inter-Tribal Bison Cooperative Grant Proposal FY 2008
Secretary Big Soldier moved to approve Resolution I-07-143, a resolution authorizing the submission of a grant proposal to the Intertribal Bison Cooperative to assist in the development and maintenance of the Bison herd in FY 2008. Councilperson Prince seconded the motion. The motion carried with 4 yeas, 0 nays, and 1 abstention.
NEW BUSINESS
Councilperson Prince moved to accept the recommendation for improvements from County Line Road up to the Eagle Aviary. Secretary Big Soldier seconded the motion. The motion carried with 3 yeas, 0 nays, and 1 abstention.
ENROLLMENTS
The record will reflect that six enrollment files were presented all being incomplete. There was no action taken.
ADJOURNMENT
The meeting adjourned at 3:50 p.m.
CERTIFICATION
We, Christie Modlin, Chairman of the Iowa Tribe of Oklahoma, and Eugene Big Soldier, Jr., Secretary do hereby certify that the above are the minutes of a duly called meeting held on November 8, 2007 at the Tribal Headquarters and were approved at a meeting held January 22, 2008 by a vote of 4 yeas, 0 nays, and 1 abstention.
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