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Home November 2017 Board Meeting
Home Region Ten Minutes November 2017 Board Meeting

November 2017 Board Meeting

November 13, 2017 | 4:00 PM | 800-C, 800 Preston Ave.


Members Present

 Patricia Hughes, Chair                                                                              

Daniel Krasnegor, Vice-Chair                                                                   

Claudia Allen                                                           

Dr. Jerry Swiggett

Jeff Gould

Missy Wernstrom

Albert LaFave

Barbara Barrett

Summer Sage

Brian Pinkston, Secretary

Stephen Wunsh

Nora Demleitner


Others Present

 Jessica Phipps, Executive Assistant

Marcia Becker, Interim Executive Director

Kathy Williams, Senior Director

Genhi Whitmer, Senior Director

Joel Rothenberg, DBHDS

Meeting Minutes

I.   Call to Order

Ms. Hughes called the meeting to order at 4:00 PM.

 II.   Welcome

Ms. Hughes welcomed everyone to the meeting.

 III.   Comments from the Public

There were no comments at this time.

 IV.   Chair’s Remarks

Ms. Hughes welcomed everyone to the meeting. She has no remarks at this time.

 V.   Executive Director’s Remarks

See previous month’s packet. Have received audit responses requesting additional information. Item 3 on the second page, while the personnel audits are taking place, Ms. Becker wanted to assure the Board this is not an agency wide concern. The other centers are monitored and audited on a regular basis and are doing well. Leadership Team has been looking at risk management. There is no one specific area that could be improved to avoid things such as the embezzlement or criminal activity beyond what is already being done. However, the Training Department will be looking at this more closely and an additional position has been added to Compliance.

 VI.   Consent Agenda

Ms. Hughes asked that the order of the agenda be adjusted for a Board member who needs to leave early. She asked for any additional changes to the agenda. Ms. Hughes requested approval of the consent agenda.

 On a motion made by Mr. Gould and seconded by Ms. Krasnegor, the consent agenda was unanimously approved with a change to adjust the agenda’s order.

 VII.   Fundraising Update

$65,000 in grants requested. 29 grants in total were sent in to the committee. In December the committee will bring the finalized list of grants for approval.

 VIII.   Closed Session

Mr. Pinkston moved that the Board go into closed meeting in compliance with VA. Code 2.2-3712 for the purposes of; Discussion of employment matters pursuant to 2.2-3711.A.1. The motion was seconded by Ms. Wernstrom and unanimously approved. Mr. Rothenberg, Ms. Becker, Ms. Williams, Ms. Whitmer and Ms. Phipps were invited to remain for the closed meeting.

 Mr. Pinkston: The Board hereby certifies as follows in compliance with Va. Code 2.2-3712(D): To the best of each individual board member’s knowledge, only public business matters lawfully exempted from open meeting requirements under Va. Code 2.2-3711 and only such public business matters as were identified in the motion by which the closed session was convened were heard, discussed, or considered in the closed meeting. On a recorded vote: Mr. Wunsh, aye; Mr. Gould, aye; Ms. Allen, aye; Ms. Demleitner, aye; Mr. LaFave, aye; Ms. Sage, aye; Ms. Barrett, aye; Mr. Swiggett, aye; Ms. Wernstrom, aye; Mr. Pinkston, aye; Mr. Krasnegor, aye; and Ms. Hughes, aye.

 Mr. Pinkston moved to approve the contract that was presented during closed session to the Board between Region Ten and Lisa Beitz, on November 13, 2017 with a date modification from 2018 to 2017. Mr. Gould seconded the motion and it was approved.

 Mr. Gould left at 4:45pm.

 Ms. Whitmer will update the date on the contract. Ms. Hughes will sign the contract and it will be sent to Ms. Beitz to be signed and returned to Region Ten.

 IX.   Personnel Committee

Ms. Whitmer asked for questions regarding the Strategic Plan and Quarterly Update, which there were none. She then summarized some of the audits Region Ten has been going through. One of the audits raised a concern about personnel files. Compliance completed an internal personnel file audit. 568 current employee files were reviewed. Reviewing which staff need annual checks, such as TB testing. Spot audits and more detailed audits will take place moving forward on a regular basis. This does appear to be oversight from management in the department. The concern has been addressed with current H.R. staff. No agency wide notice will go out. Directors, managers, and staff directly impacted by any missing documentation will be notified. This audit can be completed in a timely manner. A progress report was requested for January.

 Ms. Whitmer indicated they are looking at holding a few TB clinics to catch up the TBs and make sure everyone has one on file, then moving forward annually with anyone who is required to have one. Training and consumer records are regularly audited, so not a concern at this time. Leadership Team was asked to bring forward any concerns they might have regarding their centers. The Board would like these addressed prior to the new Executive Director coming in. Ms. Sage asked if there is a way for the Board to assist with getting these areas of missing information gathered. Ms. Allen pointed out there are some areas that are more important than others, and those should be addressed first. Clearer processes for new hires have already implemented. This will be tracked moving forward. Leadership Team has been fully supportive of the needs that Compliance needs. All information, such as transcripts, are asked to be in by December 15th, allowing Compliance time to review the documents and follow up as needed.

 Board Retreat and Onboarding will be considered to figure out what is best. Does that mean having both together with the new Executive Director, or is it best for them to be separate?

 Mr. Krasnegor motioned to appoint an Ad Hoc committee to report back to the Board at the January meeting with recommendations for the retreat. Ms. Sage seconded. All approved.

 Mr. Rothenberg will forward a PowerPoint to Ms. Hughes about responsibilities for the Board, Chair and staff. Ms. Sage, Ms. Barrett, Mr. LaFave, Ms. Hughes and Mr. Gould will comprise the Ad Hoc Committee.

 Mr. Krasnegor was researching information about Robert’s Rules and training. He did not get much response back. Mr. Krasnegor recommends having a class, either web-based or in person, to review these areas for the Board. The Ad Hoc Committee will consider this and whether to have Mr. Krasnegor do further research.

 X.   Audit Report Accept

Dr. Swiggett motioned that the Board accept the annual audit reviewed by the Finance Committee and reviewed by the Board in October. Ms. Sage seconded the motion. The motion was unanimously approved.

 XI.   Human Rights Motion

Ms. Sage wanted clarification on how the Board will monitor the Human Rights issues and complaints. Ms. Sage wants to see a better trail or process that can be followed when a complaint or issue arises, that details how the process is evolving and being handled. Ms. Allen questioned whether this motion is needed or not. Mr. Krasnegor would like more specific policies in place. Mr. Krasnegor would like to see issues and complaints be brought to the Board when they are initially made. He suggests that b) be changed to include language that has the Board taking a concrete action in regards to engaging the consumers for their input. It was suggested that the new Executive Director bring forward to the Chair or Personnel committee any new formal complaints that are received in Compliance. Ms. Sage indicated her concern is follow up and tracking from the Board to be sure things are being followed up on. That minutes can reflect that the Board did look into the complaint or concern and that it did not just fall through the cracks. She feels there should be some form of record to indicate the issue was addressed in some way. There is also no indication to the Board on how to handle individual contact from the public or consumers by email or phone calls. How should these be handled? What is the procedure? This concern should be forwarded to the Governance Committee for review and consideration. Ms. Sage would like to be part of this discussion. Ms. Whitmer indicated she’d speak to the committee as well about Human Rights complaints, formal complaints and procedures as well. A request was made that the complaints report indicate which complaints are new, which are current, and which are neither.

 Mr. Krasnegor motioned:

Given Region Ten’s commitment to human rights, the board of directors a) affirms its commitment to monitoring human rights issues moving forward. b) seeking consumer input and advice from consumers regarding human rights issues. The motion was seconded by Ms. Wernstrom. The motion was unanimously approved.

 XII.   Personnel Committee

See the motion in the packet. Motion is being withdrawn and a recommendation made that this be reviewed as part of the Governance Committee discussion.

 It may be worth looking at having the Executive Director provide most of this information in their monthly report. Mr. Krasnegor requested that any questions, concerns, or suggestions on how to better handle these situations be emailed to him.

 Ms. Sage has requested to meet with Ms. Whitmer and Ms. Becker to get better details in regards to consumer assistance among other things.

 XIII.   Other Business

There was no additional business at this time.

 XIV.   Adjournment

The meeting was adjourned.