Region Ten - Board Meeting Minutes

Board Meeting Minutes - April 11, 2005

800 Preston Avenue
Charlottesville, Virginia

Members Present

Susan Garrett, Chairman
Michael Murphy, Vice Chair
Barbara Barrett
Bondy Shay Gibson
Carol Johnston
Peter L. Sheras, Ph.D.
Steven Stern
Roxanne White
Rev. David Cameron
Angela Hammond
Paul Belair
Michael W. Kelley

Members Absent

Rodney D. Kibler, Ph.D.

Others Present

Philip Campbell, Executive Director
Marcia Becker, Ph.D., Director, Access and Quality
Assurance
Martha Maltais, Director, Mental Retardation Services
Caruso Brown, Director, Administrative Services
Neta Davis, Director, Substance Use Disorders
Ronelia Smith, Administrative Assistant

I. Call to Order

Ms. Garrett called the meeting to order at 6pm.

II. Welcome

Ms. Garrett welcomed the public as well as welcome Ms. Jan Dorman, the facilitator for the upcoming board retreat.

III. Comments from the public

There were none.

IV. Specifications of Other Items to be Added to the Agenda

Ms. Barrett’s report regarding the VACSB and Ms. Hammonds report regarding the Personnel Committee were added to the agenda. Mr. Murphy stated that the board would need to go into closed session in order to discuss a personnel issue.

V. Chairman’s Remarks

VI. Approval of the March 14th Board Meeting

ON A MOTION MADE BY MS. BARRETT AND SECONDED BY MS. GIBSON, THE MINUTES OF THE March 14, 2005 BOARD MEETING WERE UNANIMOUSLY APPROVED.

Ms. Barrett asked Mr. Campbell if he had checked on bringing Dr. Braddock to speak at Region Ten. Mr. Campbell stated that he would check into possible dates. Ms. Barrett also suggested they invite people from around the state to hear Dr. Braddock speak.

VII. Executive Director’s Report

Mr. Campbell stated that the board retreat on May 7th has been moved from Graves Mountain in Madison, VA to the Boar’ Head Inn in Charlottesville, VA. Mr. Campbell stated that the Executive Committee addressed difficulties regarding the May 9th board meeting and decided to cancel the May 9th board meeting and, instead, have the May board meeting follow the May 7th board retreat from 2-4pm. A public notice will go out for both the board retreat and board meeting in the Daily Progress.

Ms. Barrett asked where within the Boar’s Head Inn would the retreat take place. Ms. Smith stated the board retreat and board meeting would take place at the Blue Ridge Room. Mr. Campbell stated that the specifics regarding the board retreat and board meeting would be sent to everyone.

Mr. Campbell stated that on April 15th there would be a luncheon and open house to honor John Pezzoli at the Blue Ridge Clubhouse. The luncheon would begin at noon, (please RSVP), and a tour of the Blue Ridge Clubhouse would follow from 1-3pm.

Ms. Garrett stated that there is a gift in the works for Mr. Pezzoli but another suggestion from Mary Miller is to plant a tree in honor of Mr. Pezzoli as well as a tree in honor of Jim Peterson.

Mr. Campbell stated the VACSB conference is May 11th – 13th in Virginia Beach, Virginia.

Mr. Campbell stated that the Partnership of People with Disabilities had contacted the Region Ten Community Service Board in reference to the Region Ten CSB being the piloting CSB to develop materials to be used around the state in what they refer to as the rebalancing initiative through CMS (Centers for Medicare and Medicaid Services).

Mr. Campbell stated that the board was probably familiar with the Olmstead Plan but he felt it relevant to speak briefly about. The Olmstead Plan was a case where two women in Georgia sued the state of Georgia for unlawful confinement to a state run institution and not being allowed to live within the community, stating it violated the integration mandate of ADA. Mr. Campbell stated that the US Supreme Court found in favor of these women and the state was challenged to develop a comprehensive plan to better address the needs of an individual.

Ms. Barrett stated that Virginia planning staff additional information regarding Olmstead could be found on their website www.olmstead.com. Ms. Barrett stated that Olmstead had made hundreds of recommendations and accomplished very little.

Mr. Campbell stated that Region Ten has formed a partnership with the Charlottesville Writing Center. Region Ten will underwrite the cost so that their clients would be able to participate in this program.

Ms. Barrett asked if Region Ten would be using the writing center as a means to recovery.

Mr. Campbell stated that the writing center could possibly help clients express themselves more freely, but the writing center’s goal, at this time, would not be for recovery but for recreational purposes.

Mr. Belair stated that this type of program has been implemented within the prisons.

Mr. Campbell stated that the writing center has been very receptive and the center would be able to serve 6-8 clients. If the interest from clients to have the writing center turns out to be higher then Region Ten would look into getting more individuals to help teach the program. Mr. Campbell stated that the writing center location would be at the Jefferson Regional Library.

Mr. Campbell stated the Region Ten should feel proud of themselves because the Western State Hospital issued their “report card” and Region Ten scored exceptionally well. Western State Hospital viewed Region Ten as the best Community Service Board.

Ms. Barrett stated that she would like to see the report regarding the Executive Summary from the US Department of Health and Human Services. Mr. Campbell stated that he would obtain the report for Ms. Barrett and the other board members to view.

Mr. Campbell stated that the FY06 budget proposal is almost complete. Mr. Campbell and Mr. Brown will be presenting the budget at the Finance Committee meeting on April 18th.

Mr. Campbell stated the FY04 budget was recently added onto the Region Ten website and the updating of the website was of the highest priority.

Mr. Campbell stated that the Crisis Stabilization program continues to meet. The Governor has put into his budget, two Crisis Stabilization programs being funded in the State, targeting the Shenandoah Valley and the Tidewater area through the legislative process with an additional five being funded.

Mr. Campbell stated that the CARF accreditation preparation is being continuously worked on.

Mr. Campbell stated that Mr. Pezzoli reported that Fluvanna County has increased its award to Region Ten by $13,000 and they are now open five days a week.

Mr. Campbell stated that unfortunately, the Children and Family Services component is now running at about a $250,000 deficit. But they are still working to see if the Mental Health division is in-balance.

Ms. White asked if there was a primary reason for this deficit. Mr. Campbell stated that there were some changes in Medicaid that had a negative impact on the program. Mr. Campbell stated that better monitoring tools have been developed to address this deficit.

Mr. Campbell stated that the Strengthing Families Program, which runs under the direction of Ms. Davis, was chosen as a Model Program and it will be featured at the VACSB conference in May.

Mr. Campbell stated that in the Mental Retardation division there have been continuous improvements in filling vacancies.

Mr. Campbell stated that the Annual Plant sale at Meadowcreek is Friday April 29th from 9am–6pm.

Ms. Barrett stated that there seems to be a re-occurring issue of petty cash monitering problems. Mr. Brown stated that there should be no concern regarding petty cash and that the monies being used are falling under the same topics but regarding different issues.

Ms. Barrett stated that there are checks being written that have no invoice. Mr. Brown stated that checks that are being written are being accounted for.

Mr. Campbell stated that he spends 2 1/2 hours every other weeks signing checks. Mr. Campbell stated this helps him see where the money is going to and it also allows him to keep track of the money. Mr. Campbell stated that divisions are being given credit cards to which they are responsible for and purchases made on the credit card would have to be signed for and this allows Region Ten to keep a record of money spent and the person(s) spending the money. Mr. Campbell stated that there are things to worry about and improve with respect to petty cash

VIII. Executive Committee Report

Ms. Garrett stated that the board met on April 4th. The committee discussed the process the Personnel Committee would take in evaluating Mr. Campbell and the decision to have a closed session meeting to discuss the Mountainwood property.

IX. Guest Speaker Jan Dorman
Consultant/Retreat Facilitator

Ms. Dorman stated that she would be the facilitator for the upcoming board retreat. Ms. Dorman handed out a proposed agenda for the retreat. Ms. Dorman asked the board what they wished to gain from the retreat. Ms. Dorman handed out a draft agenda for discussions. Ms. Dorman asked the board members to develop 3-5 goals they would like to see Region Ten accomplish within the next 3-5 years. There was significant discussion about hot the retreat should be run and what were some of the issues that should be included on the agenda.

X. Other Business

Ms. Garrett asked Ms. Barrett for an update regarding the VACSB.

Ms. Barrett stated that Mr. Campbell had already relayed the information regarding the VACSB conference in May.

Ms. Barrett stated that the VACSB would try to approach the making recommendations about public policy goals differently than in the past. In particular, they would try harder to focus on a smaller number of prioritized goals to increase the likelihood of positive progress.

Ms. Garrett asked Ms. Hammond for an update from the Personnel Committee.

Ms. Hammond stated that the Personnel Committee had another meeting on March 30th to discuss the evaluation of Mr. Campbell.

Ms. Hammond stated that a correction to the Personnel Committee minutes needed to be addressed. Ms. Smith was not present at the last Personnel Committee but Ms. Johnston was.

Ms. Hammond stated that the Personnel Committee decided to retain Mr. Campbell’s contract for another year and an evaluation would be completed near the end of that contract. Ms. Hammond stated that an evaluation form would go out to the 60 directors in Region Ten asking them their opinion of Mr. Campbell’s performance thus far.

Ms. Hammond stated that Mr. Campbell and Ms. Jane Lewis gave a report stating the results of the Classification and Compensation Study. The results found that one group is being paid below the minimum range, a second group is being paid above the minimum range but below market, and a third group is being paid above the range. Ms. Hammond stated that the Personnel Committee decided that it needed time to see a complete report to make any recommendations, and that it was likely to make recommendations after the budget was completed.

XI. Adjournment

ON A MOTION MADE BY MR. SHERAS AND SECONDED BY MS. GIBSON TO SUSPEND THE REGION TEN BOARD MEETING AND ENTER INTO CLOSED SESSIONS TO DISCUSS A PERSONNEL MATTER AND RECONVENE FOR THE REGION TEN INC. MEETING.

REGION TEN COMMUNITY SERVICES BOARD, INC.

BOARD MEETING MINUTES
April 11, 2005
800 Preston Avenue
Charlottesville, Virginia

Members Present

Members Absent

Rodney D. Kibler, Ph.D.

Others Present

XII. Region Ten, Inc.
A. Approval of the March 14th minutes

Mr. Murphy stated that the Region Ten Inc. titled needs to be corrected to read Region Ten, Inc.

ON A MOTION MADE BY MS. BARRETT AND SECONDED BY MS. GIBSON THE MINUTES OF THE March 14, 2005 MINUTES WERE APPROVED.

B. Update of Projects

Mr. Campbell stated that Nelson County Building Project is going up for bid this week after a year and a half. Also, HUD would be going forward on the Louisa Pine Ridge Residence Inc. project. Mr. Campbell handed out a form needing the signature of each board member. The form gave the board members names, address, the article of incorporation, bylaws and HUD’s information.

XIII. Convene into Closed Session

Ms. Garrett announced that a request has been made for the Board to enter into Closed Meeting to discuss a personnel matter. The meeting is warranted and complies with Section 2.2-3112 of the Code of Virginia.

ON A MOTION MADE BY MS. WHITE AND SECONDED BY MS. HAMMOND THE BOARD WENT INTO CLOSED SESSIONS BUT INVITED MS. SMITH AND THE DIVISION DIRECTORS TO ATTEND THE MEETING.

Ms. Garrett stated that no resolution, ordinance, rule, contract, regulation or motion was adopted, passed or agreed to in the closed session. The Region Ten Community Services Board hereby certifies that to the best of each Member’s knowledge (i) only public business matters lawfully exempted from Open Meeting requirements by Virginia pursuant to Section 2.2-3112 of the Code of Virginia were discussed in the Closed Meeting to which this certification applies and (ii) only such public business matters as were identified in the motion convening the Closed Meeting were heard, discussed, or considered by the Region Ten Community Services Board.

ON A MOTION MADE BY MS. GIBSON AND SECONDED BY MS. BARRETT THE APRIL 11TH, 2005 BOARD MEETING WAS ADJOURNED AT 9:05 PM.

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