| Board Meeting Minutes- June 9, 2003 |  |
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Meeting held at Members Present Peter L. Sheras, Ph.D., Chairman Members Absent Barbara Barrett
James R. Peterson, Executive Director Evelyn Cotton, Mental Retardation Residential Services Arthur B. Brown, Jr. I. CALL TO ORDER Dr. Sheras, chairman, called the meeting to order at 6:03 p.m.
Dr. Sheras welcomed past board member and chairman, Mr. A.B. Brown, noting that Mr. Brown was the founder of Region Ten’s annual Softball Extravaganza, and Dr. Sheras also cited the many contributions made by Mr. Brown during his service on the board.
Dr. Sheras asked if there were any comments from the public. There
were none. Dr. Sheras asked if there were other items to add to the agenda. There were none.
Mr. Peterson conveyed a correction from Mr. Costanzo indicating that beds were not always available at New Hope. ON A MOTION BY MS. REBHOLZ, SECONDED BY MR. WUNSH, THE MINUTES OF THE MAY 12, 2003, BOARD MEETING WERE UNANIMOUSLY APPROVED AS REVISED.
Dr. Sheras asked Mr. Murphy, chair of the Nominating Committee, to once again report on the slate of officers proposed by the committee. Mr. Murphy reported as follows: Ms. Garrett, chair, Mr. Murphy, vice chair, Ms. Johnston, secretary, Mr. Belair, member-at-large of the Executive Committee, and Dr. Sheras, past chair. Dr. Sheras said that he would entertain nominations from the floor. Hearing none the nominations were closed and the slate was elected by acclamation.
Ms. Garrett reported that the public hearing on the State Performance Contract was held on May 29 at 6:00 p.m. attended by Mr. Rebholz, Mr. Peterson and herself, but that no members of the public attended. Board members discussed whether the notification in the Daily Progress had been sufficient to get the word out to the public, and Dr. Sheras suggested that perhaps more outreach was needed. Mr. Trippel suggested the use of public access television.
Dr. Sheras noted that minutes of the meeting had been distributed and the report of the Executive Committee was subsumed by the next board agenda item.
Minutes of the Retreat Committee meeting were distributed, and
Ms. Wernstrom, committee chair, suggested that the board members
take a few minutes to review the minutes. She then pointed out that
item “d” on the proposed agenda pertaining to stakeholder
input would also look at current mechanisms and also the mutual
obligations of the board and its committees. Dr. Sheras asked if
the regular board meeting was still included, and Ms. Wernstrom
answered to the affirmative. Dr. Sheras said that Ms. Garrett would
chair the regular board meeting and then he would facilitate the
retreat as he had been requested. Dr. Sheras said that the agenda included two types of items, informational and philosophical, and so this would be an appropriate topic. Mr. Trippel said that Mr. Belair had made a strong statement at the last board meeting about this need, and Ms. Johnston said that there have been so many changes and budget cuts that she was not clear as to what substance addiction services remain, e.g., the status of the drug court. Ms. Wernstrom said it was also the intention to review items about the nature of the board’s committees in the review of the past retreat and in the closed session at the end of the retreat. Mr. Murphy recalled that there had been some mention about the possibility of revising the board’s committee structure after the David Lloyd process. He also saw the need for an annual board calendar so that the board members would know what was coming up and not be caught by deadlines. Other topics could include discussion about the increased costs of health care and the board’s view on raising funds. Ms. Wernstrom said that they had received information on the past seven years of retreats held by the Rappahannock Area Community Services Board (RACSB) and the agendas varied from spending the entire retreat on a single topic to other times covering many areas. The committee would like to keep this retreat more general so everyone can put in their issues. Dr. Sheras said that the agenda was a guideline, not a hard-and-fast agenda, but it would be important to watch the time. Issues can then be addressed at future board meetings or retreats. Ms. Wernstrom said that it was interesting that at one of the RACSB retreats, they looked at what kind of staff gets reimbursed for what services, e.g., LPN’s do not qualify for reimbursement. Ms. White said that although substance addiction issues are important, we must be clear about what we want to get out of the retreat, that after learning about the services we need to address how we will proceed. Dr. Sheras said that as the facilitator, he would assure that specific goals and action plans are developed for all of the retreat topics. Ms. Wernstrom reminded the members to bring their board notebooks.
Mr. Peterson referred to the minutes in the board mailing and said that the committee needed additional members in order to be in compliance with the requirements of state regulations. However, no current board members or staff of any participating organization are eligible for appointment. Mr. Wunsh indicated that since his term on the board was expiring, he might be interested in serving on the committee.
Mr. Peterson reported that the next meeting of the Senior Statesmen of Virginia will be held on Wednesday, June 11, 1:30 p.m., at the Northside Library, and will feature Dr. Sheras as moderator with nine presenters, including Ms. Garrett, to address community mental health and mental retardation services. All board members are strongly encouraged to attend.
Ms. Rebholz reported that the next meeting of the VACSB will be held at Wintergreen on October 8, 9 and 10.
Ms. Wernstrom said that she visited the offices in Nelson County and Horizon House, and that Ms. Marcia Becker, director, had spoken to the need for a residential program. Ms. Johnston said that the Congregation Beth Israel gave a community grant for programs cut due to funding. The funds will be used to beautify the entrance to Fourth Street Station and for a nutritional program and picnic. Ms. Rebholz reported that she had met with Ms. Neta Davis, director of Access, to learn how the process works now that there have been extensive changes to intake since the David Lloyd process. Mr. Trippel attended the plant sale at Meadowcreek and said it was nicely set up and the salespeople were excellent.
The meeting was adjourned at 6:52 p.m. Respectfully submitted,
REGION TEN COMMUNITY SERVICES BOARD EXECUTIVE COMMITTEE MEETING July 7, 2003
Susan Garrett, Chairman James Peterson, Executive Direct Ms. Garrett discussed the membership on the committees given the change occasioned by the new officers and Executive Committee. Ms. Garrett will contact board members to assess their interest and availability. Discussion was also given to the role of the Executive Committee and to the recommendation from the last retreat which would add long range planning to the responsibilities of the committee. This will be considered further at the retreat and if adopted, would require a bylaws amendment. Also discussed was the possibility of creating a Substance Addiction Services Advisory Committee.
The committee members reviewed the agenda for the board meeting and retreat, and discussed each retreat topic. Dr. Sheras will ask the board members to set objectives and action plans for each topic covered at the retreat.
The meeting was adjourned.
Members Present Staff Present:
Community Services Guide: Much discussion ensued regarding continuation
of this effort. Although much effort has been given to the creation
of this guide, the committee noted that many guides have been created
in the community. Martha Maltais passed around the Youth and Family
Services Guide. Linda Noakes presented a guide that had been put
together by the United Way. This was passed around to committee
members for review. Develop a mental retardation resources web page which will offer
information about Region Ten mental retardation services and provide
links to other community mental retardation services. Develop a
flier which will publicize the web page as well as a phone line
to answer questions about mental retardation services.
Focus of the MR Advisory Committee- Martha reported that many changes have taken place since the advent of the David Lloyd reorganization process, including the removal of the MR Director position at Region Ten, the initiation of the Habilitative Services Director job and the complete separation of Habilitative Services from Case Management. Habilitative Services is a provider with many in-house needs the committee could be helpful in addressing. Martha passed out a list of program needs (Attachment 1). The committee discussed the option of dissolution of the MR Advisory Committee and the creation of the Friends of Meadowcreek. Many committee members expressed concern that dissolution of the MR Advisory committee would result in a loss of status and position if the committee needed to address a concern in the community. Committee Membership: Questions came up from the members concerning the status of certain members who have not attended MR Advisory meetings. Bylaws state that members who are absent with 3 unexcused consecutive regular meetings or if the member’s attendance drops below 50% during a 12-month period, that member will be removed from the Advisory committee. Martha will survey members who have not attended get input regarding their status. Linda Noakes requested that an attachment of the Bylaws be added to the minutes so that members could review them and decide if they wanted to recommend changes to the bylaws (Attachment 2). Linda will be in charge of putting comments together and report back to the committee. Martha informed the committee that the Blue Ridge Club House had a “Friends of the Blue Ridge Club House” group. Martha will attach their Bylaws to the minutes (Attachment 3). In looking at a “Friends of Meadowcreek”, the committee discussed the need to utilize volunteers to assist with the many needs in the group homes and Meadowcreek Center. Barbara Barrett stated that a volunteer coordinator was needed and that she would be would be willing to work on organizing volunteers to serve a Friends of Meadowcreek. Meeting Dates/Time: After much discussion, it appears the best time for many members to meet is the first Thursday of each month. The committee will resume that schedule. Therefore the next meeting will be Thursday, August 7 in the Training Room of the Meadowcreek Center from 4:00-5:30. Respectfully,
ATTACHMENT ONE 1) Be a “guest chef” at a Group Home for an evening
MENTAL RETARDATION SERVICES ADVISORY COMMITTEE OF THE REGION TEN COMMUNITY SERVICES BOARD BYLAWS ARTICLE I Name of Organization A. The name of this organization shall be the Mental Retardation Services Advisory committee of the Region Ten Community Services Board B. For purposes of these bylaws, the Mental Retardation Services Advisory Committee shall be referred to as the Advisory Committee and the Region Ten Community Services Board shall be referred to as the Board. ARTICLE II Purpose The purpose of the Advisory Committee is to become aware about all phases of mental retardation needs and services, and to advise the Board and its staff in the formulation of policies and goals with respect to the delivery of treatment, intervention, rehabilitation, and prevention services. The Advisory Committee shall report at least annually to the Board. ARTICLE III Membership A. The Advisory Committee shall consist of a minimum of nine (9)
voting members including at least one, but not more than two, members
of the Board. The membership shall be as broadly representative
as possible of all elements of the community, but shall specifically
exclude any current employee or individuals who are service providers.
The Director of Mental Retardation B. Candidates for the Advisory Committee will submit an application to the Region Ten Board. The Board will review all applications. C. There will be no limit to the term of service. The Board will review membership on an annual basis. If membership falls below nine representatives, the Advisory Committee will notify the Board to begin new recruitment for membership. D. Vacancies shall be filled for the unexpired terms in the same manner as the original appointment. E. If a member is absent and unexcused from three (3) consecutive regular meetings, or if the member’s attendance drops below fifty (50) percent during any twelve (12) month period, such member shall be automatically removed from the Advisory Committee and be so notified in writing. If a member is unable to attend a meeting, the member will notify the Chairman. ARTICLE IV Officers, Their Duties and Election A. The officers of the Advisory Committee shall consist of a Chairman and Vice-Chairman who shall be elected be the Committee and shall serve at the pleasure of the Committee. B. Duties: 2. The Vice-Chairman shall in the absence of the Chairman perform the duties of the Chairman. C. The term of office shall be for one year. No officer may serve more than two consecutive terms in the same office. The election shall be by ballot if there is more than one nominee for the same office. A quorum must be present and voting in order to constitute an election. D. A Nominating Committee shall be appointed by the Chairman at the regular meeting prior to the annual meeting. This Committee shall present a slate of nominees for consideration at the annual meeting. E. At the time of election additional nominations may be make from the floor provided the consent of the nominee has been secured. F. Officers shall be elected at the annual meeting and shall assume office at the close of the meeting. G. The Director of Mental Retardation Services shall appoint a staff member to serve as Executive Secretary of the Advisory Committee. The Executive Secretary shall keep an accurate record of all meetings of the Advisory Committee, and shall send out notices of meetings, maintain attendance records and perform other duties as requested by the Chairman.
Meetings A. The Advisory Committee shall meet no less then eight times during the fiscal year (July 1 through June 30). B. Special meetings may be called by the Chairman or upon request in writing by three members of the Advisory Committee, provided ten days written notice is given. C. One-half of the Advisory Committee’s current membership shall constitute a quorum. D. The annual meeting shall be the final meeting of the fiscal year, at which time officers shall be elected and such other business transacted as is necessary.
Committees Committees may be appointed by the Chairman according to specific needs determined by the Advisory Committee ARTICLE VII Parliamentary Authority Robert’s Rules of Order, Revised, shall govern this Advisory Committee in all cases to which they are applicable and in which they are not inconsistent with these Bylaws. ARTICLE VIII Amendments The Bylaws may be amended by the Board by a two-thirds vote of a quorum present and voting, provided that the proposed amendments have been submitted to the members of the Board two weeks previous to the meeting, and further provided that the proposed amendments were first submitted to the Advisory Committee in writing two weeks prior to its meeting for review and comment, such review and comment to be transmitted to the Board in writing if adopted by two-thirds of the Advisory Committee quorum present and voting. Revised June 9, 2003, BOARD MEETING MINUTES Members Present Peter L. Sheras, Ph.D., Chairman Members Absent Barbara Barrett
James R. Peterson, Executive Director I. Call to Order Dr. Sheras, chairman, called the meeting to order at 6:52 p.m.
On a motion by Mr. Wunsh, seconded by Mr. Murphy, the minutes of the May 12, 2003, board meeting were unanimously approved as distributed.
Mr. Peterson reported that the remaining application items have been submitted to the Rural Development Fund (RDF), and that Rev. Cameron and Mr. Peterson appeared before the Thomas Jefferson Planning District Commission (TJPDC) last Thursday evening (June 5), and the TJPDC unanimously approved the submission of the project for RDF funding. The Harrisonburg RDF office will submit the package to the Richmond office with the intent of trying to get a commitment from the current fiscal year’s funds. If this cycle is missed, then the application would be processed in the federal FY 2004 cycle, and would then have to wait for Congress and the president to approve the FY 2004 budget which could be as late as February 2004. Old Dominion, the firm that has conducted the survey work for Region Ten in Lovingston, reported that an ordinance prohibits the discharge of any additional runoff into the Olde Town Creek. This means that either a water retention basin would have to be constructed on the property to capture storm run off (which on a small lot is not as desirable as when space is not an issue), or a series of special landscaping and other measures (small ponds, etc.), can be engineered to assure that runoff is retained on the property. An engineering firm in Nelson county that is very familiar with the Old Town Creek and the attendant requirements, would be interested in conducting the engineering work which is required as part of the site plan submission and approval process. It would take about two months to complete the engineering work, and then most likely another two months to complete the review and approval through the Lovingston Planning Commission. The firm has estimated $9,000 to complete the work, but some of these engineering costs are already included in the project costs. The engineer and architect are currently looking at the project together to determine the best approach. Mr. Peterson asked for a motion to authorize the engagement of engineering services in order to secure site plan approval from the Town of Lovingston. Mr. Murphy asked whether or not a bidding process was required for the engineering work considering that this is through Region Ten, Inc., rather than Region Ten, the public agency. Mr. Peterson responded that although technically, the Region Ten nonprofit corporation is not subject to the Virginia Public Procurement Act (VPPA), we have made a practice of observing the provisions because the boards are so closely related. In any event, these engineering services fall under professional services, and even with the VPPA, we would be allowed to secure the services without a bidding process. On a motion by Ms. Garrett, seconded by Mr. Wunsh, it was unanimously voted to authorize the engagement of engineering services in order to secure site plan approval from the Town of Lovingston.
Mr. Peterson reported that the Albemarle County planning staff
have determined that the proposed design would qualify as a group
home and therefore would be allowed in any residential zone. V. Adult Care Residence Ms. Marcia Becker, Region Ten’s director of rural services, has proposed the development of a 30 bed Adult Care Residence (ACR) in Louisa County to help meet the critical shortage of housing for persons with mental disabilities. Discussion was also given to the Mountainside ACR in Crozet which historically has housed many consumers from Region Ten but is now trying to move toward more of a private pay model. The program remains in a precarious financial position, and so Region Ten needs contingency planning in the event the facility closes or changes its admissions policy. Mr. Murphy asked if other Community Services Boards in Virginia operate ACR’s and Mr. Pezzoli responded that he wasn’t sure of the current situation, but that Region Ten was the first in Virginia back in the 80's to open an ACR at 800 East High Street. The plan for Louisa would be possible only by combining various Medicaid services to provide the overall necessary level of support. Mr. Belair is looking at possible locations in Louisa County, and Mr. Wunsh indicated the possibility of a donation of a site. Ms. Wernstrom said that when this idea was first proposed, she had some reservations, but now she is just concerned that planning something new could get in the way of what’s in the works. On the other hand, she can attest to how well this approach works drawing from her experience in Washington, D.C. It makes an enormous difference when patients start to decompensate, and she has seen at least 30 patients at UVa who could benefit from this. Mr. Trippel asked how long the Medicaid regulations will hold up, and Dr. Sheras said that could not be predicted, but this was not the time to wait, but rather adjustments could be made as necessary. Dr. Sheras noted that this would probably be the last board meeting for Mr. Wunsh, and Dr. Sheras thanked Mr. Wunsh for his service on the board and all of the time and energy he has put into the work. Mr. Wunsh said he appreciated the opportunity to serve, and that he had also learned a lot from the other board members.
Mr. Murphy suggested that a motion would be in order to ratify the election of the officers for Region Ten, Inc. On a motion by Mr. Wunsh, seconded by Ms. White, it was unanimously voted to ratify the election of the officers for the year July 1, 2003 through June 30, 2004: Susan Garrett, president and chairman; Michael Murphy, vice president and vice chairman; Carol Johnston, secretary; Paul Belair, treasurer, and Peter Sheras, past president. The meeting was adjourned at 7:23 p.m. Respectfully submitted, Paul Belair |
