Regular Business Committee Meeting Minutes
October 24, 2007
QUICK LINKS
Financial Reports
Government-Finley & Cook Update
Cimarron Casino Report
Enterprise Financial Report
BKJ Solutions Financial Report
Emergency Loan Program
Financial Disclosure Statement
BIA Budgets, Social Service & Realty
BLT Program
Indirect Cost (Adding Compliance Officer)
Certification
Certification
Officers Present
Christie Modlin, Chairman
Linda Big Soldier, Vice-Chairman
Eugene Big Soldier, Jr., Secretary
Renee Lincoln Prince, Councilperson
Judith Shores, Treasurer
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Staff/Visitors Present
Tod Robertson, Administrator
David McCullough, Attorney
Linda O'Neal, Finley & Cook,
Senta Rowan, Finley & Cook
Peter Nairn, General Manager
Susan Graham, Cimarron Casino
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Chairman Modlin declared that there is a quorum present to conduct official business at 10:35 a.m.
INVOCATION
Vice-Chairman Big Soldier offered the invocation.
FINANCIAL REPORTS
Government-Finley & Cook Update
Linda O'Neil (Finley & Cook) presented a governmental financial report to the committee. There is still a
lack of spending federal funds reported Mrs. O'Neal. Mrs. O'Neal stated that the Bureau of Indian Affairs
prefers to see recipients spending these monies in a timely and routine fashion, thus showing a need for the
funds. The Vocational Rehabilitation Director will be meeting with representatives from Finley & Cook to
address grant matching issue. Senta Rowan (Finley & Cook) stated that she will be meeting with program directors
over budgetary issues in the near future.
Mrs. O'Neal stated that the Social Security Administration is enforcing an existing ruling that tribal council members
are allowed to contribute to FICA. The dollars acquired since 2005 will be transferred or credited to other federal withholdings
categories giving the council member credit for these contributions. It was agreed that Kyle Hamburger (Finley & Cook) will coordinate
a meeting with the tribal administrator to better clarify this issue.
Cimarron Casino Report
Cimarron Casino General Manager presented the August and September financial reports. The question was asked of why the
Gaming Commission expense was not included in the operational expenses in the calculation and distribution from the Cimarron
casino. Mr. McCullough stated that he would not recommend that this expense be included in the operational expense
because of the 70-30 split with Lakes Entertainment.
It was acknowledged that September was a record month for revenues at the Cimarron Casino.
Mr. Nairn stated that he has conducted two budget planning meetings and would be prepared to send the 2008 proposed
budget after Thanksgiving. Mr. Nairn stated that four employees would like to attend the 2007 G2E Conference &
Tradeshow. It was agreed that if the Cimarron Casino does not have an internal travel policy then they should follow
the Iowa Tribe of Oklahoma Travel Policy until such is developed.
Mr. Nairn asked for authorizing to purchase a cell phone booster for the casino facilities. It was agreed to send
quotes and backup documentation to the CEO for approval.
The meeting adjourned for lunch at 12:35 p.m.
The meeting recessed at 1:35 p.m.
Enterprise Financial Report
The CEO presented enterprise reports for all businesses. It was agreed that the gallery would start carrying real Indian products and not trinkets. The Vice-Chairman asked about the Smoke Shop, Mini-Mart, and Gallery personnel salaries are charged to or reflected in the budget. The committee relayed the concerns of the Tribal Elders in having a tribal member employed in the gallery and carrying quality/authentic merchandise such as broadcloth, jewelry, and etc.
The CEO was informed that he should begin gathering 2008 budget information to present to the committee. The CEO was asked what travel policy his employee's adhere to, Mr. Winchell stated that his department does not have a separate travel policy and adheres to the Iowa Tribe of Oklahoma Travel Policy.
A PAN (Personnel Action Notice) summary was submitted and reviewed by the committee. The Vice-Chairman instructed the CEO to start being involved with the casino in hiring, hiring preference, and terminations. It was agreed that the requested payment for a change order from work performed at the casino property is to be tabled until the Smoke Shop Building is completed. It was agreed that the CEO and W. Hare would gather three quotes for 2007 audits for the Cimarron Casino and present to the committee.
BKJ Solutions Financial Report
Mr. Caruso presented a financial statement for the month ending September 30, 2007, and a 2008 budget (draft) for committee review. Mr. Caruso stated that this is merely a preliminary budget that does not reflect the accounting software. Mr. Caruso reported that BKJ Solutions, Inc. was awarded a $39 million contract in Missouri recently after strong negotiations. It was agreed that BKJ Solutions, Inc. would follow the Iowa Tribe of Oklahoma Travel Policy.
Emergency Loan Program
The Tribal Attorney was informed that funds were loaned and not recovered through the loan program, but rather through other tribal assistance. The attorney was asked if these amounts would be taxable. Mr. McCullough stated yes, if a loan is made and dollars are recovered through other means it would be taxable. Since the program only serves 13 tribal members at a time and not the membership as a whole it was agreed to have the Tribal Administrator terminate this program immediately and collect all funds loaned.
Financial Disclosure Statement
Councilperson Prince moved to approve Resolution I-07-128, a resolution of the Iowa Tribe of Oklahoma Business Committee adopting Financial Disclosure Forms to be executed by all Tribal Management, Employees, and Vendors. This would also include the Business Committee members since the Business Committee has management oversight of the casino enterprises. Vice-Chairman Big Soldier seconded the motion. The motion carried with 3 yeas, 1 nay, and 1 abstention.
BIA Budgets, Social Service & Realty
Vice-Chairman Big Soldier moved to approve Resolution I-07-129, a resolution authorizing the revision of the Fiscal Year 2007 Social Services Budget as funded by the Bureau of Indian Affairs. Treasure Shores seconded the motion. The motion carried with 4 yeas, 0 nays, 1 abstention.
Treasure Shores moved to approve Resolution I-07-130, a resolution authorizing the revision of the Fiscal Year 2007 Reality / Agriculture / Probate / Appraisals Budget as funded by the Bureau of Indian Affairs. Vice-Chairman Big Soldier seconded the motion. The motion carried with 4 yeas, 0 nays, and 1 abstention.
BLT Program
Mr. McCullough informed the committee that this program needs to be reviewed to determine if tribal members could be taxed.
Indirect Cost (Adding Compliance Officer)
Councilperson Prince moved to approve Resolution I-07-131, a resolution authorizing the revision of the Fiscal Year 2007 Indirect Cost Budget. Treasure Shores seconded the motion. The motion carried with 4 yeas, 0 nays, and 1 abstention.
Vice-Chairman Big Soldier moved to approve Resolution I-07-132, a resolution authorizing a budget modification to the U.S. Department of Justice, Office of Justice Programs, and Tribal Courts Assistance Program. Treasure Shores seconded the motion. The motion carried with 4 yeas, 0 nays, and 1 abstention.
The meeting adjourned at 5:00 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 October 24, 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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