| Board Meeting Minutes - October 16, 2006 |  |
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REGION TEN COMMUNITY SERVICES BOARD Board Meeting Minutes 502 Old Lynchburg Rd Members Present Members Absent Mike Kelley, Chair Wendi Willis El-Amin
Others Present Caruso Brown, Interim Executive Director
I. Call to OrderMr. Kelley called the meeting to order at 6:03 PM. WelcomeMr. Kelley welcomed everyone to the meeting. Comments from PublicNo comments from the public. Specification of Other Items to be added to the AgendaNo items to be added. Approval of September 11, 2006 Board Meeting MinutesMs. Hammond noted two corrections to the Board Minutes. Item VII. Fourth paragraph, “Medicaid is defined” should be “Medicaid as defined”. Ms. Hammond would also like to be addressed as Ms. and not Mrs. Hammond. Mr. Kelley asked if there were any other corrections to be made, to which there were none. He then asked for approval of the minutes. On a motion made by Mr. Szakos and seconded by Ms. Hammond, all members voted to approve the minutes with and with one abstention by Mr. Walters. The September 11, 2006 Board Meeting Minutes were approved as corrected. Approval of Revised February 2006 Board Meeting MinutesMr. Kelley asked Mr. Brown to provide background information regarding the need to approve the revisions to the February 2006 Board Meeting Minutes. Mr. Brown explained that our attorney, Jim Cox, drafted a revision to the February 2006 minutes to reflect what actually took place and to be compliant with the Freedom of Information Act. The minutes approved previously did not reflect the required statements and polling of members as required by FOIA both prior to and after closed session. The intent of this revision is to properly record the events that took place, not to add information that did not take place on that evening. Mr. Kelly called to approve. On a motion made by Mr. Szakos and seconded by Ms. Hammond the February 2006 Board Meeting Minutes were unanimously approved with the exception of abstentions by members who were not present at the February meeting. The abstaining members were: Mr. Walters, Ms. Tolton, Ms. Anderson, Mr. Welsh, and Mr. Hale. Ms. Johnson, Secretary, signed a Resolution supporting the vote of approval for the February 2006 Revised Board Meeting Minutes. Dedication AwardMr. Kelley asked Susan Garrett to come forward. Mr. Kelley extended kind words for the many years Ms. Garrett’s served Region Ten. Mr. Kelley reflected that Ms. Garrett was the Board Chair when he joined the Board, and said how much he valued her example. Mr. Kelley then presented Ms. Garrett with a plaque of appreciation. Executive Director’s ReportMr. Brown indicated that given the depth of the agenda that he was going to make his report short and he pointed out a couple of items. The first item was regarding Board Orientation. He stated he had completed the first part of the Board Orientation with all members with the exception of Ms. Anderson, who is currently scheduled for her orientation. He went on to say that he hoped to have the second part of the orientation schedule out soon so that new members, as well as long standing members, may schedule a time to visit with the Division Directors so that they may understand more thoroughly their programs and to hopefully see a few of their sites as well. This schedule should be emailed to all board members within the next few days. Mr. Brown moved on to the next item on his report, which was Person Centered Planning. He indicated that he supplied this as background information so that Board Members could be more acquainted with the Person Centered Planning process. Ms. White asked, in response to a statement in Mr. Brown’s report, when Dr. Rhinehart indicated that Virginia lagged behind many other states in Person Centered Planning and services, why this was? Mr. Brown indicated that he didn’t answer this question directly, but he seemed to imply that Virginia had not kept up as well as other states had with funding for Mental Health Services. Virginia lags far behind in the percentage of funding that is provided for Mental Health Services. Mr. Brown continued to the next item, which was the audit report. He stated that Robinson, Farmer, and Cox would be coming later than originally thought. He believes we will still end up with a timely audit and believes it will not be very different than the audit with the previous company since we have worked with Robinson, Farmer, and Cox in the past. Mr. Brown then went on to discuss the Transition Team update. He indicated that the Transition team had met with Charlie Harris and together went over the report that Mr. Harris had prepared from his meeting with the focus groups. Mr. Kelley charged senior management with creating both short term and long-term plans that will encompass all that was learned through the Transition Team’s collected data. This information will be forthcoming at the November or December Board Meeting. At the end of his report, Mr. Brown shared with the Board Members a newspaper article on Paul Belair, a previous Board Member, that was found in The Central Virginian newspaper. The article was very complimentary of both Mr. Belair and Region Ten. It was noted that Ms. Spears would make copies of this article and mail them to all Board Members the following day. Ms. Johnson asked if this was the time to begin asking questions about the Director Reports, which Mr. Brown replied it was. Ms. Johnson then asked Ms. Becker a question about her report regarding counseling and why we had been unable to provide the level of counseling services as we had in the past and inquired if this was something that happens routinely, or whether this was a one time situation. Ms. Becker responded that this was a situation caused by staff turnover and that this was typically not the case. She went on to say that we had lost two staff members but that those positions had recently been filled. Ms. Johnson went on to ask about the Office Manager position and if the person now filling the role was able to write Grants. Ms. Becker replied that the position had been filled recently, but that she was unable to write grants. Ms. Anderson asked a series of questions to the Directors. She asked if the Crisis Center was able to take in walk-ins, or if appointments were required. Ms. Becker replied that the Crisis Center would take both walk-ins and appointments. Ms. Anderson then indicated that the report stated that the center provided services Monday through Thursday and asked what happens on Fridays if anyone needs services. Ms. Becker responded by saying that on Fridays the Access staff would be responsive to those needs. Ms. Anderson then asked Ms. Maltais, in reference to her report, if the reference to having staff become involved in sponsored placement meant that they would do that in addition to the position they already have with Region Ten, or how did that work. Ms. Maltais explained that this was an opportunity for staff to leave their current position and work for us through a contract as they provide Sponsored Placement. Ms. Anderson then asked Mr. Banks, in reference to his report about the PACT Team Nurse position being open for a year, if it had any effect on PACT Team’s ability to provide services. Mr. Banks replied that it has had an effect. He went on to say that the position has been filled and that he has been in contact with Mr. Brown, Interim Executive Director, to work out other issues that might impact our ability to maintain the retention of this position. Ms. White commented that the Director reports gave a good view of what Region Ten services are currently provided and to whom, but that it would be beneficial to know whom Region Ten is unable to provide services. She stated that this would give the Board Members a better sense of where Region Ten needs to provide services that we are currently unable to. Mr. Brown responded that there are many places that this count could take place, one in particular being Ms. Becker’s Division in terms of access, which could tell us where we are unable to provide services that were requested but also throughout our system. This would give the Board a view of the unmet needs. Mr. Hale mentioned that he did not receive his Board Packet until Saturday before the meeting and this does not provide him with enough time to review the packet and topics. Mr. Brown responded that this was one of the changes that came up at the Board Retreat and that we are working on ways to make sure packets are received sooner. Mr. Kelley indicated that he met with Mary Miller, who works on the Ten Plus Publication on behalf of Region Ten, prior to the Board Meeting. He stated that she was interested in receiving information from the new Board Members. Mr. Kelley stated that the Board Members would be receiving an email from Ms. Miller, at which time he would appreciate each Board Member responding to her email and share as much of their story as they were comfortable, in terms of their interest in Region Ten. Presentation: Davenport & Company LLCMr. Brown introduced Roland Kooch, of Davenport & Company LLC, and explained that Region Ten has worked with Davenport on developing a plan to refinance the Old Lynchburg Rd property as well as a additional properties currently funded under a previous tax exempt bond issuance. Mr. Kooch, presented the Board with detailed information to assist the Board in understanding the need for Region Ten to look at both refinancing the current taxable loan that we have with VA National Bank as well as refinancing the tax-exempt bonds that are currently being managed by Wachovia Bank. He supported his position that it was in our interest at this time to pursue refinancing on both loans to acquire the lower interest rates. Region Ten will pursue the Town of Louisa as the issuer. Mr. Kelley called for the vote in support of having the refinance as outlined by Mr. Kooch. In a motion made by Mr. Szakos, and seconded by Ms. White, it was unanimously approved that Davenport & Company LLC and the Executive Director would decide the right financing option and for the refinance to take place with BB&T. Presentation: Wellness Recovery CenterMs. Becker gave a brief orientation of the Wellness Recovery Center, and then introduced Mark Farrington, Wellness Recovery Center Director, to the Board. Mr. Farrington gave a very comprehensive report explaining the original proposal for the Wellness Recovery Center as submitted to the state. What the regional thoughts were about how the Wellness Recovery Center would be run according to the proposal as submitted to the state. He informed the board that the program has expanded from a six-bed program to a nine-bed program. While waiting for renovations to be completed, the program is currently run as a Day Program. The program is expected to be complete by the end of December and the program started effectively in January. Mr. Farrington then introduced members of his staff who spoke briefly about their roles and the uniqueness they bring to the program. Mr. Farrington read several positive satisfaction comments from clients regarding stating how helpful the program had been to them. A series of questions were asked regarding the Wellness Recovery Center in terms of how the program will function when it becomes a 24-hour program and whether the Day Program will be available. Mr. Farrington indicated that the day program would continue even when the program is a 24-hour program. Mark also stated that the regional demands for the program would become a reality when the program moves to a 24 Wellness Recovery program. Mr. Farrington and the members of his staff were thanked for their presentation. Board Member HUD Application Form signingMr. Brown introduced Kathy Williams, Procurement/Operations Director. Mrs. Williams passed around the additional forms needing to be signed by the Board Members who were not present at the last meeting as well a new form for all board members requiring Social Security numbers from all active board members who were on board effective June 30, 2006. Executive CommitteeMr. Kelley indicated that the minutes to the meeting were circulated to each member before the Board Meeting. He continued on to say that we had received three responses for the RFP that were sent to search firms. Mr. Kelley stated that if the committee felt comfortable with it, he would summarize the responses and see what the next step would be. Mr. Kelley stated that Jane Lewis, Human Resources and Training Director, met with the Executive Committee and provided a Power Point Presentation, which was attached to the minutes. He then moved on to say that the minutes reflected the update on the Transition Team and that it was concluded that the Transition Team would no longer need to meet. The Executive Director and senior management have been charged with the responsibility to pull together a plan that as noted in the Executive Director’s report, the results should be presented to the Board either at the end of November or December. Public Policy & Legislative Affairs CommitteeMr. Szakos stated that this was primarily an Orientation meeting, just updating Board Members on the variety of topics that the committee normally addresses. He stated that when the committee meets in November, they would review the Virginia Association Community Service Board’s legislative agenda and plan ways to support the agenda. Mr. Szakos also indicated that in future meetings that he would like to invite consumers to attend meetings. He acknowledged that the number of Region Ten staff, consumers and Board Members creates a great coalition to getting the word out. He indicated that another task for the committee is to develop opportunities for Board Members to meet with their respective legislators to advance Region Ten’s needs and concerns. Mr. Szakos stated in reference to CVTC’s planned expansion, that Region Ten may need show our opposition, even if it would include a lawsuit. Ms. Hammond asked if there had been any movement in changing the funding formula, as we get ready to go to our localities to try to get more funding for the services we need. Mr. Brown responded by saying that further down the agenda he would suggest a meeting with Ms. White to address those concerns. Ms. Hammond then asked how soon could the Board Members get the requested information? Ms. White stated that it is still early and that budget decision wouldn’t be made until March or April of next year. That it would be beneficial for now to find out in each locality what the unmet service needs are. Mr. Hale indicated that we might consider talking to Mr. Brown, with the Planning District to try and get a sense of what has been the defined needs of the region so that we may use that information to help determine which programs to bring forward. Public Education & Development CommitteeMs. Hammond indicated, rather than read through her entire report, that she would state the conclusion that was raised after hearing the information from Susan Payne of PayneRoss. The committee would recommend the hiring of a Public Information/Marketing Director. She stated that this recommendation would be presented to the Executive Committee. Ms. Johnson presented the Board with an update on the creation of the Region Ten Community Services Inc Foundation. She indicated that the foundation would start on a small-scale. They would send out letters stating that the foundation was in place and welcomed donations. Ms. Johnson stated that she needed five names, from each board member and member of senior management, of prospective donors, or persons who know someone who would make a donation. Ms. Anderson made reference to the comment made by Ms. Payne in the minutes, “I feel Region Ten takes care of a lot of poor, low income black people who have no place else to go…not true image.” Ms. Anderson asked what image should we being trying to change if this is the demographics of whom we serve? Mr. Hale responded that Ms. Hammond could not include in the minutes all that Ms. Payne said. Mr. Hale said he felt the intent of Ms. Payne’s comment was not that we only serve low-income people but that we served everyone, not just low-income people. Mr. Welsh added that if we don’t get the word out about who is served and what is offered, then the public would focus on the negative issues. He indicated the need to get the positive things out there. Mr. Szakos then asked whom the check would be made out to for the foundation. Ms. Johnson responded that checks should be made payable to Region Ten Services Board Inc. Finance CommitteeMs. White indicated that as Mr. Brown had mentioned earlier, the Finance Committee would need to meet and look at starting to frame up next year’s budget. She also stated that they would lock in a date as soon as possible for the Finance Committee to meet. Ms. White also mentioned that the Finance Committee would also be working on ways to present the financial picture of Region Ten toward programs, so that members would have a better understanding of how the finances are related to the program. VACSB UpdateMr. Kelley asked if there was an update on Ms. Barrett’s condition. Mr. Brown indicated that a live peace lily and a card were sent to her on behalf of the Board Members and Region Ten staff, along with many warm wishes from us all. He also stated that from what he understood, she should be home now, and that he would call to confirm. Mr. Brown indicated that Ms. Barrett had previously made it clear that she intended to come back 3 times stronger than before. Other BusinessMr. Kelley reminded board members that he, Ms. Hammond and Ms. Johnson circulated a Personal Development Plan. It was stated that they hoped instead of everyone completing them at the same time, that a few members would complete their plan each month, and that perhaps the first three could be used as models. Mr. Kelley also stated that he had learned a lot by looking at the other plans turned in. AdjournmentOn a Motion made by Mr. Walters and seconded by Ms. Hammond at 7:57 PM the September 11, 2006 Region Ten Board Meeting was adjourned and the Board entered into the Region Ten, Inc. Board Meeting. REGION TEN COMMUNITY SERVICES BOARD, Inc. Meeting Minutes 502 Old Lynchburg Rd Members Present Members Absent Mike Kelley, Chair Barbara Barrett, Past Chair Others Present Caruso Brown, Interim Executive Director
I. Call to OrderMr. Kelley called the meeting to order at 7:57 PM. II. Approval of September 11, 2006 Region Ten, Inc. minutes Mr. Kelley called for approval of the September 11, 2006 Meeting minutes. On a motion made by Kathy Tolton and seconded by Joe Szakos, the September 11, 2006 minutes were approved with one abstention by Neal Walters who was not present during the September 11, 2006 Meeting. III. Other topics Mr. Brown indicated that other than the information brought up during the Davenport & Company LLC Presentation, there were no other topics to discuss. Mr. Brown went on to indicate that the only thing he would add would be regarding the issue on space needs for Region Ten. An RFP had been considered, however, there is already a state contract with 2-3 vendors who provide this service already, and that we interview those vendors and decide who we might want to use. IV. Adjournment On a Motion made by Ms. Johnson and seconded by Mr. Szakos the October 9, 2006 Region Ten Community Services Board, Inc. Meeting was adjourned at 8:00 PM.
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