Region Ten - Board Meeting Minutes

Board Meeting Minutes - July 9, 2007

6:00 PM
502 Old Lynchburg Rd
Charlottesville, VA

Members Present

Mike Kelley, Chair
Carol Johnston
William Hale
Steve Welsh
Roxanne White
Barbara Barrett
Steven Stern
Angela Hammond
Kathy Tolton, Secretary

Members Absent

Pat Morris
Wendi Willis El-Amin, M.D.
Joe Szakos, Vice Chair
Myra Anderson
Neal Walters

Others Present

Robert Johnson, Executive Director
Caruso Brown, Administrative Director
Marcia Becker, Director of Access and Quality Assurance
Martha Maltais, Director of Mental Retardation
Jessica Spears, Administrative Assistant
Jane Lewis, Human Resources and Training Director
Reed Banks, Director of Mental Health
Ken Moore, Consumer Advocate
David Moody, Medical Director

I. Call to Order
Mr. Kelley called the meeting to order at 6:00 PM.

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

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

IV. Specification of Other Items to be added to the Agenda
There were no items to be added at this time.

V. Approval of June 11, 2007 Board Meeting Minutes
Mr. Kelley asked for approval of the June 11, 2007 Board Meeting Minutes.

On a motion made by Ms. Hammond and seconded by Ms. Barrett, the June 11, 2007 minutes were unanimously approved.

VI. Board Member Orientation
Ms. Barrett suggested that Board Members take advantage of the Board Tours provided by Division Directors. Mr. Kelley suggested setting up another round of tours for this coming fall. Ms. Spears will take care of scheduling. Ms. Johnston suggested having meetings at the different program locations. The concern of sufficient meeting space was discussed and the suggestion was put on hold for the time being. Mr. Kelley also suggested going to events held at the program locations. Program Presentations on DVD were also suggested.

VII. Executive Director’s Report
Mr. Johnson stated that he had been to several meet and greets, meeting both staff and stakeholders. The parties presented several good opportunities as well as opened the door for business cards to be exchanged. At each party Mr. Johnson was able to learn the history of the locations, as well as being able to speak community service providers. Mr. Johnson went on to state that Mary Miller set up several of the parties as well as provided rides to most of them. At the Crozet party Mr. Johnson met with mostly consumers. In Louisa he was able to speak with one of the Board of Supervisors. Mr. Johnson indicated that most of the counties spoke of cramped spaces. The idea of multiplexes was suggested. Partnering with agencies such as DSS, DRS, Probation, etc.

Evadne Deeds was provided a large retirement party. Mr. Banks stated that a surprising number of people came by the party to say goodbye to Evadne.

Mr. Johnson indicated that the Management Plan would be used as background material to support the work at the July 25th Retreat, and from that a new Strategic Plan would come from it. He stated that a great deal was accomplished during the last year with the help of the Management Team and the Management Plan. Mr. Johnson stated that more emphasis should be placed on consumers (person-centered). There should also be more consumer communications, such as the Executive Director providing some form of monthly communication.

VIII. Executive Committee
The final format of the Executive Director Evaluation is currently being refined by Ms. Lewis, and then will be provided to the full Board upon completion. Mr. Kelley stated that the first evaluation would be around March 2008, to be completed before April’s contract renewal, if not completed sooner.

The Board will have representatives at the Retreat on July 25th. The Board will hold a separate Retreat on July 25th from 9:00 AM to 3:00 PM here in the Board Room. Charlie Harris will moderate the Retreat.

IX. Public Education & Development
There was no meeting held this month. The committee will meet again next month after the Retreat.

X. Finance Committee
A copy of the audit was provided last month for review. The Management Team will make their responses to the audit directly to the Finance Committee, who will then ask for approval of the audit. A correction plan has been prepared, to which the auditors feel are good steps.
· Staffing Analysis. (Hire Fiscal Director)
· Systems Efficiency
· Review Monitoring Process: Ensure better future audits.
· Meet with the Audit Firm in September, a pre-audit meeting.

The Finance Committee recommends accepting the audit and the corrective action plan. All Board Members accepted the Audit and Corrective Action Plan.

XI. VACSB
Ms. Barrett indicated there was a Public Policy Meeting tomorrow to finalize the policy agenda for the upcoming legislative year. She stated that the VACSB Board Meeting is July 20th if anyone is interested in attending. And she reminded everyone present that October 3-5 in Wintergreen the VACSB is hosting a Conference.

XII. Other Business
Mr. Johnson referred to handouts provided in the board packets regarding SA Medicaid. He directed everyone’s attention to the page entitled Charlottesville and Albemarle Comments on the Proposed Foster Care Prevention Guidelines. This is feedback we are getting to guidelines that are requirements per the Attorney Generals Office. Families were risking losing custody of their children to receive these services. If these guidelines become regulations, there is great potential as noted in a JLARC survey that an additional 2000 children’s cases will be added to an already stretched service system with no additional funds to provide treatment. Efforts are being made to postpone the date of enforcement beyond August until further study can be done. We are hopeful that this will indeed happen.

RUM (Regional Utilization Management). Mr. Banks is very involved with the RUM. Mr. Banks stated that currently beds are purchased through private hospitals. The goal is to have full diversion boards divert consumers to private hospitals in lieu of using state hospitals. He also indicated that Western State Hospital was almost always at capacity. There is a need to address back door issues, which currently keeps beds open for consumers who ready for discharge and testing out community placements. Consumers will visit the new places before actually leaving the hospital. Executives want to minimize the length of passes to prevent hospital beds remaining empty for longer than a week. Community stays beyond this period will now require the ED’s signature. Region Ten has been fairly successful in limiting longer passes between hospitalization and discharge.

Mr. Johnson then recognized the MR Council, and Ms. Maltais, chair of the council. Ms. Maltais indicated she was excited about the Legislative Agenda and that the council was asking the General Assembly to step up to the plate. She stated that there is currently a MR Waiver study going on. The council is also discussing and developing a statewide position on Autism services and needed funding.

Mr. Stern raised the question of Board Member attendance. Mr. Kelley indicated he had spoken to Ms. El-Amin and that she would be attending the Board Retreat in August. He has left a message with Ms. Morris but has not yet heard back from her. He will try speaking to Don Lewis from Greene County’s office before sending a letter to Greene County.

Little High St Renovation of the first 24 units has been completed and work is beginning on the next 16 units.

XIII. Adjournment

On a Motion made at 7:45 PM by Ms. Johnston and seconded by Ms. Barrett the July 9, 2007 Region Ten Board Meeting was adjourned and the Board moved into the Region Ten, Inc. Meeting.

REGION TEN COMMUNITY SERVICES BOARD, Inc.

Meeting Minutes
July 9, 2007
7:45 PM
502 Old Lynchburg Rd
Charlottesville, VA

Members Present

Mike Kelley, Chair
Carol Johnston
Kathy Tolton, Secretary
Steve Welsh
William Hale
Roxanne White
Barbara Barrett
Angela Hammond
Steven Stern

Members Absent

Pat Morris
Wendi Willis El-Amin, M.D.
Joe Szakos, Vice-Chair
Myra Anderson
Neal Walters

Others Present

I. Call to Order
Mr. Kelley called the meeting to order at 7:55 PM.

II. Approval of June 11, 2007 Region Ten, Inc. Minutes
Mr. Kelley asked for approval of the June 11, 2007 Meeting minutes.

On a motion made by Ms. Barrett and seconded by Ms. Tolton, the June 11, 2007 minutes were unanimously approved.

III. Other topics
Mr. Kelley indicated the October ground breaking for the Nelson project.

Mr. Brown stated that the HUD application was turned in for Louisa, which locks Region Ten in for our part of it. HUD will contact us to let us know when we can move forward. Preliminary closing documentation working with our attorney to get us in place.

Mr. Stern asked about projections of funding for the Mountainwood Property Apartments. Mr. Brown indicated that there had not been a very targeted report as far as projections for the funding of this property. Occupancy goals have not been as fulfilling as Region Ten had hoped. A few residents expressed safety concerns upon being notified of the Wellness Recovery Center opening, but that never developed into a big issue. Occupancy rates have decreased from 92 to 65 percent. One beneficial effect of the drop is a new consideration of looking at the use of the space for program expansion.

IV. Adjournment
A Motion was made by Mr. Stern and seconded by Ms. Hammond to adjourn the July 9, 2007 Region Ten Community Services Board, Inc Meeting at 7:50 PM and was unanimously approved.

Click here for Bus route information getting to Region Ten.