Region Ten - Board Meeting Minutes

Board Meeting Minutes - September 13, 2004

800 Preston Avenue
Charlottesville, Virginia

Members Present

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

Members Absent

Rodney D. Kibler, Ph.D.
Carole Z. Wernstrom, RN, MSN

Others Present

James R. Peterson, Executive Director
Marcia Becker, Ph.D., Director, Access and Quality
Assurance
Neta Davis, Director, Substance Use Disorders Services
Martha Maltais, Director, Mental Retardation Services
John Pezzoli, Director, Mental Health Services
Evelyn Cotton, Mental Retardation Residential Services, Program Manager
Meg Keener, Administrative Assistant
Arthur Brown, Former Chairman

I. CALL TO ORDER

Ms. Garrett, chairman, called the meeting to order at 6:03 p.m.

II. WELCOME AND INTRODUCTIONS

Mr. Brown stated that he was here for Mr. Peterson’s last Board meeting and to pay respects to Mr. Peterson.

III. COMMENTS FROM THE PUBLIC

Ms. Garrett asked if there were any comments from the public. There were none.

IV. SPECIFICATION OF OTHER ITEMS TO BE ADDED TO THE AGENDA

Ms. Garrett asked if there were any items to be added to the agenda. There were none.

V. CHAIRMAN’S REMARKS

Ms. Garrett deferred any remarks at this time.

VI. APPROVAL OF THE JULY 12, 2004, BOARD MEETING MINUTES

ON A MOTION BY MR. MURPHY, SECONDED BY MS. HAMMOND, THE MINUTES OF THE JULY 12, 2004, BOARD MEETING WERE UNANIMOUSLY APPROVED AS CORRECTED.

VII. EXECUTIVE COMMITTEE REPORT

Ms. Garrett said that most of the Executive Committee had been devoted to planning for this board meeting, and so the items discussed by the Executive Committee will be discussed under the remaining board meeting agenda items.

VIII. PERSONNEL COMMITTEE REPORT

Ms. Hammond stated that the Quality Management Council and Dr. Lewis, along with Mr. Campbell will meet with the consultant on Thursday September 16, 9-11:00 a.m. to discuss the range of issues related to classification and compensation. The Personnel Committee decided to wait til Mr. Campbell was aboard to start the study.
Ms. Hammond reported that the “sabbatical” benefit was discussed, since the “sabbatical” benefit wasn’t used in the traditional sense. Ms. Hammond suggested that the leave be called “paid leave incentive”

IX. Board Calendar for FY 2005.

ON A MOTION BY MS. HAMMOND,SECONDED BY MS.GARRETT THE FY05 CALENDAR WERE UNANIMOUSLY APPROVED.

X. REPORT ON REGION TEN’S TRANSPORTATION RESOURCES.

Mr. Peterson passed out a packet that had been prepared by Kathy Williams of all Region Ten’s vehicles’ information. This included auto information such as year, model, make, VIN#, and location. A bar graph and pie chart were also provided. Meadowcreek day support was shown to have the most vehicles. Region Ten as a whole has 49 vehicles, which most have been purchased in the last five years also several have been donated to Region Ten.
Mr. Pezzoli provided information on the vehicle needs of Region Ten. There are
currently no staff that are dedicated to maintaining or managing these vehicles, program staff does it all. Maintenance services are arranged for us at the Albemarle County garage (cost $38,000 in FY04). The current needs for vehicles are as follows in the Charlottesville/Albemarle area Carlton needs 1 minivan to carry groups of consumers shopping, etc. Child needs 3-5 cars for home-based staff use;3 12-passenager vans for summer camp. Surrounding county needs are Greene- 1 car for outreach, 1 12-passenger van when clubhouse starts. Crozet-1 car for outreach, 12-passenger van for club program. Louisa- 2 cars for outreach, activity bus if shared use of new buses doesn’t work. Nelson- 1 additional car, 7 passenger van; activity bus need is likely. Fluvanna- 1 car for outreach. ACCESS including MH/MR case management-3 cars are needed for case management outreach staff use.
Mr. Murphy questioned where does the cost associated with purchasing a new vehicle (gas, repairs and insurance) obtain. Mr. Brown stated that the analyze information is obtained from Albemarle County Maintenance Department.
Mr. Brown reported that Region Ten is insured through Virginia Risk. When an employee is driving their own automobile to transport consumers their insurance is used first and then Region Ten’s is used secondary. Ms. Johnson stated that there ought to be a policy that employees not use their own vehicles for transporting consumers.

XI. REPORT ON CRISIS STABILIZATION TASK FORCE

Dr. Becker reported that the Task Force has been meeting for the past two years monthly. Dr. Becker presented a proposal for crisis stabilization services to the Region Ten Services Board this would propose the implementation of a comprehensive crisis stabilization program. Crisis Stabilization Services are direct mental health care to non-hospitalized individuals of all ages experiencing an acute crisis of a psychiatric nature that may jeopardize their current community living situation.
The Crisis Stabilization Program is a supportive 6 bed capacity, voluntary, flexible staffing, respite and step-down level, part-time medical and nursing staffing, 24 hour supervision program. The goal of this program is to provide consumers assistance in their homes or a Crisis Stabilization Program center and avoid hospitalization.

XII. UPDATE ON VIRGINIA ‘S OLMSTEAD INITIATIVE.

Ms. Barrett reminded the board members that the information on the Virginia’s Olmstead Initiative had been e-mailed to the members previously, and that given the extensive recommendations and associated costs, it was difficult to see how they could all be implemented.

XII. REGION TEN LOCAL HUMAN RIGHTS COMMITTEE

Mr. Peterson reported that affiliate agreements had been sent out to be signed and returned with the affiliate’s dues, which are $50.00 for the period to cover January1-June 30, 2005 after that the annual fee will be $100.00.

XIII. DIVISION UPDATES

Dr. Becker deferred on providing a report for the Division of Access and Quality Assurance.
Ms. Maltais of the Division of Mental Retardation Services stated that the 17 waiver slots had been assigned. Ms. Maltais stated that 3 of the receipts were young.
Ms. Davis, in reporting for the Division of Substance Use Disorders, said that Ms. Cara Marinucci has been appointed to the position of prevention director. With regard to various grant submissions, Ms. Davis said that a grant proposal to BAMA Works (Dave Matthews) of the Charlottesville-Albemarle Community Foundation as a start to meeting women’s residential needs was awarded. The award was in the amount of $15,000.00, which will be used in the women’s drug court. Also, the federal SAMHSA (Substance Abuse and Mental Health Services Administration) grant was awarded in the amount of $25,000.00, which will used to help with rental properties in Project Link
Mr. Brown of the Division of Administrative Services reported that the audit had started.
XIV. VIRGINIA ASSOCIATION OF COMMUNITY SERVICES BOARDS (VACSB)
REPORT

Ms. Barrett asked who would be interested in meeting for dinner after the VACSB Conference on Tuesday October5th that is being held at the Doubletree hotel in Charlottesville, Va October 5-7th.

XV. BOARD MEMBERS’ REPORTS ON PROGRAM VISITS AND OTHER
REGION TEN ACTIVITIES

Ms. Garrett stated that there were none at this time.
XVI. OTHER BUSINESS

Ms. Garrett stated that were none at this time.
The meeting was adjourned at 7:35 p.m.

Respectfully submitted,

Carol Johnston

REGION TEN COMMUNITY SERVICES BOARD, INC.

September 13, 2004, BOARD MEETING MINUTES
800 Preston Avenue
Charlottesville, VA 22903

Members Present

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

Members Absent

Rodney D. Kibler, Ph.D.
Carole Z. Wernstrom, RN, MSN

Others Present

I. Call to Order

Ms. Garrett, chairman, called the meeting to order at 7:35 p.m.

II. Approval of the July12, 2004, Board Meeting Minutes

On a motion by Mr. Belair, seconded by Dr. Sheras, the minutes of the July 12 , 2004, board meeting were unanimously approved as corrected.

III. REGION TEN SERVICES BOARD, INC. BUDGET

Mr. Peterson stated that although the revenues and expenses of Region Ten, Inc., have been reported and incorporated in the annual independent audit, a budget per se has never been adopted. Occasionally foundations request copies of the budget for grant applications, and that reason along with good practice would suggest that a budget should be adopted. Mr. Brown has prepared a budget for the current year that incorporates what we know about rental income and expenses, and projections have been made with regard to foundation and private donor support and project expenses.

On a motion by Ms. Johnston, seconded by Ms. Gibson, the FY 2005 budget for Region Ten Services Board, Inc., was unanimously adopted.

IV. Finnegan & Associates, Inc.

Mr. Peterson presented a document that stated that the deadline for the extension of their Agreement for Professional Services would be October 1, 2004. Finnegan & Associates agreed to waive the $25,000.00 retainer fee for the period of the extension. Finnegan & Associates, Inc. further agreed to reduce its incentive payment for the first $250,000.00 of new grant funding under this extension to 8% and then the regular payment schedule , Section VIII, Option A of the agreement will apply.

On a motion by Mr. Belair , seconded by Ms White , it was unanimously voted to extend the Agreement for Professional Services .

V. Housing of Urban Development Grants

Mr. Pezzoli reported that although an official from the Department of Housing and Urban Development had earlier said that the signature of the board chair on a Conflict of Interest statement would suffice, they have now indicated that a board resolution would be required.

On a motion by Ms. Johnson and seconded by Ms. Bondy, it was unanimously voted to adopt the Department of Housing and Urban Development Conflict of Interest Resolution.

On a motion by Ms. Hammond and seconded by Ms. White the meeting was adjourned at 7:55pm

Respectfully submitted,

Carol Johnston

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