Board Meeting Minutes - March 9, 2009

March 9, 2009
5:00 PM
502-A Old Lynchburg Rd
Charlottesville, VA

Members Present
Joe Szakos, Chair
Angela Hammond, Secretary
Barbara Barrett, Vice-Chair
Michael Kelley
William Hale
Steven Stern
Clyde Gouldman
Julie Dickey
Carol Johnston
Weston Mathews
Neal Walters
Albert LaFave

Others Present
Robert Johnson, Executive Director
Caruso Brown, Deputy Executive Director
Jessica Shaw, Executive Assistant
Kathy Williams, Procurements and Operations Manager
David Foley, Robinson Farmer and Cox Associates, Auditor
Cass Kawecki, CBRE Representative
Carolyn Shears, CBRE Representative

I. Call to Order
Mr. Szakos called the meeting to order at 5:45 PM.

II. Welcome
Mr. Szakos welcomed everyone to the meeting.

III. Comments from the Public
There were no comments at this time.

IV. Specification of Other Items to be added to the Agenda
Letters to the governor and the Olmstead Decision were added to the end of the agenda.

V. Recess
The Region Ten Community Services Board called a recess at 5:58 PM.

VI.Return from Recess
The Region Ten Community Services Board meeting reconvened at 6:03 PM after a five-minute break.

VII. Audit Presentation
David Foley from Robinson, Farmer, Cox and Associates presented the Region Ten FY08 Audit.

On a motion made by Mr. Stern and seconded by Ms. Barrett, the Region Ten FY08 Audit was unanimously received.

VIII. CBRE Presentation
Cass Kawecki and Carolyn Shears introduced themselves and their company and presented their evaluation of the 4th Street Station property.

IX. Recess
The Region Ten Community Services Board called a recess at 7:30 PM.

X. Return from Recess
The Region Ten Community Services Board meeting reconvened at 7:34 PM after a four-minute break.

XI. Approval of the February 9, 2009 Minutes
Szakos asked for corrections to the minutes.

On a motion made by Ms. Johnston and seconded by Ms. Hammond, the February 9, 2009 Board Minutes were approved with two abstentions from Mr. Walters and Mr. LaFave.

XII. Executive Director's Report
See previous month’s packet.

XIII. Executive Committee
Mr. Szakos summarized the committee’s meeting minutes for the Board. The Board discussed the decision to move forward with the consolidation process for the Adult Clinical Center of Excellence and the Access and Case Management Center of Excellence.

On a motion made by Mr. Stern and seconded by Mr. Kelley, the Board ratified the direction of the Executive Director on the consolidation of services and was unanimously approved.

XIV.Personnel Committee
There will be a sharing session with the Board and Leadership Team to discuss how to proceed from the place Charlie Harris and Stefano Siciliano left off. The meeting will be April 6 at 5:30 PM.

XV. Finance Committee
The committee put together several motions for Board approval.

1. Senior staff should develop a plan to eliminate the 1.6 million dollar shortfall resulting from FY08 and current FY09 within the next two months, which was revised to be by the March 16 Finance Committee Meeting. The motion was unanimously approved.
2. Senior staff should develop a budget proposal that is balanced for FY10 to be presented at the April Finance Committee Meeting. The motion was unanimously approved.
3. Senior staff should develop a plan over the next few months to build a reserve of 10% of the current budget over the next three to five years. The motion was unanimously approved.

The 1% rule was looked at again and item 8 was revised.
On a motion made by Mr. Stern and seconded by Mr. Gouldman, the 1% rule was unanimously approved.

"Before any decision of the types listed below is made final or implemented by the Executive Director or any other senior staff member, that proposal shall be brought to the Board of Region Ten or Region Ten, Inc for approval. Decisions for which "pre-approval" will be needed include those which will or likely lead to:

1. a 1% change in an approved budget,
2. imply significant changes in future budgets,
3. imply significant additions to or reductions of services provided by Region Ten,
4. any grant or sale of real property, including permanent easements, and any long term (one year or more) lease to another person or entity of real or personal property,
5. any purchase of real property, and any long term lease, lease purchase, rental or other financing agreement for real or personal property where Region Ten is obligated to pay rent or monthly payments exceeding 12 months,
6. any type of borrowing by Region Ten, long or short term, including but not limited to mortgages, or initial lines of credit, secured or unsecured, (this pre-approval requirement does not apply to each draw on a given line of credit once the initial credit line has received Board approval),
7. final acceptance (not necessarily applications for) of any grant which exceeds $100,000, or,
8. "large contracts" (those likely to exceed $100,000) (a) to purchase goods or services, or (b) to deliver services. (Contracts which would otherwise require pre-approval under this subparagraph may be implemented without Board approval if the Executive Director determines that the new contract merely replaces an expiring contract of the same nature, scope and size.

When items 1-3 occur by actions or events out of Region Ten’s control, they should be reported to the Board as soon as practicable. This "pre-approval" requirement is a minimum standard. The Executive Director is encouraged to bring any other issues to the Board for advance approval, when in his judgment, such approval would be beneficial."

On a motion made by Mr. Hale and seconded by Ms. Barrett, the Board approved authorizing Mr. Johnson to negotiate the best deal possible to increase the credit line to $2 million and was unanimously approved.

XVI. Public Policy & Advocacy Committee
Ms. Barrett emailed Board members to encourage them to contact or write the Governor about possibly correcting budget items that the legislators didn’t fix. She suggested that Board members read the included letter from Mary Ann Bergeron and to contact the Governor with their concerns.

Ms. Barrett discussed the Olmstead Decision and the plan that Virginia developed. Virginia is not doing as they said they would. She asked the Board members to read the document.

Ms. Johnston reported that she would be meeting with Charlottesville City Council members Mr. Brown and Mr. Huja along with Mr. Johnson at the Mohr Center in the next few weeks.

XVII. VACSB Update
There is a Professional Development Conference in Richmond May 4-5. Registration information is coming soon.

XVIII. Strategic Planning Committee
The next meeting will be held on March 25 at 6:00 PM.

XIX. Adjournment
The meeting adjourned at 9:01 PM.