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Board Meeting Minutes - October 13, 2003
Members Present
Susan Garrett, Chairman
Barbara Barrett
Paul Belair
Angela Hammond
Carol Johnston
Michael C. Murphy
Irene S. Rebholz
Peter L. Sheras, Ph.D.
John J. Trippel
Carole Z. Wernstrom, RN, MSN
Roxanne White
Members Absent
Rev. David M. Cameron
Rodney D. Kibler, Ph.D.
Others Present
James R. Peterson, Executive Director
Caruso Brown, Director, Administrative Services
Downing Miller, Director, Access and Quality Assurance
John Pezzoli, Director, Behavioral Health Services
Evelyn Cotton, Mental Retardation Residential Services
Program Manager
Amy Downey, Human Resources Specialist
Jane Lewis, Human Resources and Training Director
Jonathan Somers, Application Help Desk Specialist
I. CALL TO ORDER
Ms. Garrett, chairman, called the meeting to order at 6:03 p.m.
II. WELCOME AND INTRODUCTIONS
Ms. Garrett welcomed everyone and said how wonderful it was to be meeting in the beautiful clubhouse building.
III. COMMENTS FROM THE PUBLIC ON ITEMS NOT ON THE AGENDA
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 other items to add to the agenda. Ms. Rebholz said she would like to discuss how other Community Service Boards are receiving funding for bed purchases.
V. CHAIRMAN’S REMARKS
Ms. Garrett announced that toward the end of the meeting, the board would recess in order to convene into a meeting of the board of Region Ten, Inc., and then would reconvene as the regular board and go into closed session to discuss personnel matters.
Ms. Garrett said that the Virginia Association of Community Services Board conference held at Wintergreen was wonderful, and that Region Ten was better represented by board members than any other Community Services Board (CSB). Ms. Barrett commented that many who attended the conference did not think it was a good location because the terrain is so physically demanding, and that some board members from other CSBs did not attend because of the terrain. She will provide this feedback on the conference evaluation. The next meeting will be at the Ramada Plaza in Virginia Beach on May 5-7, 2004, and then the fall conference will be at the DoubleTree in Charlottesville on October 6 - 8, 2004.
VI. APPROVAL OF THE SEPTEMBER 8, 2003, BOARD MEETING MINUTES
ON A MOTION BY MS. BARRETT, SECONDED BY MS. REBHOLZ, THE MINUTES OF THE SEPTEMBER 8, 2003, BOARD MEETING WERE UNANIMOUSLY APPROVED AS DISTRIBUTED.
VII. PRESENTATION ON REGION TEN’S WEB SITE
Ms. Garrett introduced Ms. Jane Lewis, human resources and training director, Ms. Amy Downey, human resources specialist, and Mr. Jonathan Somers, application help desk specialist. Ms. Lewis said that the Human Resources department got the assignment in April to revamp Region Ten’s web site. The approach they have taken is to target people looking for information, jobs, and services, and the site was designed to be easy to navigate and to find information. After this approach was determined, then Ms. Downey took over to carry out the actual design, and Mr. Somers uploaded and download information into the new site.
Ms. Downey distributed copies of the site map showing the overall organization of the web site. She then demonstrated the features of the site through a live presentation and touched on all major aspects of the site. The site includes program descriptions of all services, locations and maps to all of the service sites, on-line job applications, and many more features. Board members commended the staff for a job well done.
VIII. UPDATE ON ADVANCED PHARMACY SOLUTIONS
Mr. Pezzoli noted that he had sent out an e-mail at the end of September providing a detailed update on the developments with Advanced Pharmacy Solutions (APS), but that he wanted to first clarify a miscommunication at the September board meeting and emphasized that the pharmacy services at Meadowcreek had been terrible, and only fair at Preston Avenue and Fourth Street. He had not made it clear that there had been many errors in APS’s filling of over 600 prescriptions for 80 consumers at Meadowcreek, and that the situation reached a crisis right after the September board meeting. Some consumers did miss some days of medications, but the staff worked very hard to get the medications locally. A very intense meeting was held on September 10 with representatives from APS at which time they described a massive organizational shakeup at the national level. That was followed by a weekend of crises with continuous calls trying to get all of the prescriptions delivered. Mr. Pezzoli said that his hat was off to Ms. Martha Maltais and Ms. Lisa Hearl for all the work they did to stay on top of a very bad situation. Then, on the weekend of September 15, Region Ten severed the contract with APS for services at Meadowcreek, and instead arranged with local pharmacies to supply the medications. All in all, APS was unable to deliver a single order correctly in four months of operation. Since then, Crozet Parkway Pharmacy was able to fill 600 prescriptions with only a few minor errors. Mr. Pezzoli had set up a users group of all of the Community Services Boards that had contracted with APS, and through this mechanism, all of the boards were able to track the problems. APS has been making a good faith effort, but they had changed their policies to adjust to the financial realities (primarily, Virginia’s very limited Medicaid reimbursement program), and so the benefits of contracting with them will be reduced even if they are able to fill orders properly and on time. The experience of other boards has been variable, but none as bad as Region Ten’s due to the poor performance of the regional APS representative serving Region Ten, who was fired last week. Sixty percent of our consumers have no way to pay for their medications, and the indigent medication programs are very difficult to manage. It is still undetermined if APS now has a viable business plan, but it is doubtful given the very poor ratio of Medicaid to indigent consumers.
Ms. Garrett asked what the current situation was, and Mr. Pezzoli responded that Preston and Fourth Street are still being served by APS, and if they are able to work successfully in these outpatient areas, then the service would be expanded to include outpatients in Louisa.
IX. EXECUTIVE COMMITTEE REPORT
Ms. Garrett referred to the goals from the retreat and the process of strategic planning. She indicated that the board should take action on the proposed amendments to the bylaws, and she noted that this involved adding a new section (c) to Article VII which would read:
It is the responsibility of the Executive Committee to assure that the organization has a clear mission statement and a strategic plan. The committee works with the executive director to update and implement a long range strategic plan that enables Region Ten to best achieve its mission.
Ms. Barrett suggested a language change so that the amended version would read:
It is the responsibility of the Executive Committee to assure that the organization has a clear mission statement and a strategic plan. The committee shall work with the executive director to update and implement a long range strategic plan that enables Region Ten to best achieve its mission.
Given that the board members had been properly notified of the proposed amendment, and that the language change proposed by Ms. Barrett did not substantively change the proposed amendment and could therefore be included in the proposed amendment, Mr. Belair called for the question.
IT WAS UNANIMOUSLY VOTED TO ADOPT THE AMENDMENT TO THE BYLAWS INCLUDING THE REVISION AS PROPOSED BY MS. BARRETT.
Ms. Garrett said that action was also called for in the language revision in the bylaws of the Mental Retardation Advisory Committee which renames the Director of Mental Retardation to the Director of Behavioral Health Services.
IT WAS UNANIMOUSLY VOTED TO ADOPT THE AMENDMENT TO THE BYLAWS OF THE MENTAL RETARDATION SERVICES ADVISORY COMMITTEE.
X. PERSONNEL COMMITTEE REPORT
Ms. Rebholz described the four year rotational cycle for the routine review of all human resources policies. The employee Code of Ethics is scheduled for review in October, and the committee approves the polices unless there are major changes, and then it is brought to the board for approval.
The committee is reporting to the board now on the proposed retiree health benefit in order to keep the board to be up to date on what is under consideration. The committee is not asking for action at this time because all of the information is not yet available. Ms. White asked how much the benefit would cost, and Ms. Rebholz said that information was pending the receipt of information on Medi-Gap rates. Mr. Belair said he supported the plan, and the board could vote to endorse the plan in principle. Mr. Murphy asked if the cost of the benefit would be shown as a separate line item in the budget so that changes in cost over the years could be tracked, and Mr. Brown responded affirmatively.
Ms. Rebholz said the Personnel Committee adopted as a top priority the full implementation of the compensation plan, and Ms. Garrett said that the Executive Committee had also endorsed this and it would be included as part of the strategic planning process. Ms. Barrett asked how far behind the salaries were, and Mr. Murphy responded that most had been brought within ninety-five percent of their targets. However, some staff are still below even the entry level step. Ms. White asked how the salaries compared to the market, and Mr. Brown replied that he did not have that specific information, but that he thought they were 6 to 10 percent below, and that the implementation of the compensation was not attempting to address that situation.
Ms. Rebholz said that the Personnel Committee will begin the process for the annual evaluation of the executive director in February, and that the next meeting of the committee will be held on Tuesday, October 21, at 4:30 p.m.
XI. MENTAL RETARDATION SERVICES ADVISORY COMMITTEE REPORT
Ms. Barrett referred to the minutes in the board packet and said that the next meeting will be held on November 6 at 3:00 p.m. Dr. Sheras commented on the attendance of the members, and Ms. Barrett responded that some members have been lost and the minutes reflect the kinds of persons that would like to recruit to serve on the committee, and also to participate in “Friends of Meadowcreek” activities. Mr. Pezzoli noted that there was full attendance at the last meeting.
XII. FOURTH QUARTER BUDGET REPORTS
Mr. Brown reported that although the financial statements in the packet are unaudited, they have been reviewed with the auditors, so he would not expect that there would be any significant changes. Revenues closed out at 100.5 percent of the budget, and expenditures at 98.6 percent, resulting in a positive fund balance.
Ms. Garrett asked if any of the positive budget outcome could be attributed to the David Lloyd initiative, and Mr. Brown responded that it has prompted staff to think differently, to think from the perspective of the business concept. He thought that the positive outcome speaks primarily to everything going right. Ms. White asked if the comparison of “actual” to “budget” was based on the original budget or a later revised version, and Mr. Brown responded that it was the most recent revision. Ms. White noted that the comparison does not capture the state cut backs. Mr. Murphy asked about the amount of the fund balance, and Mr. Brown said it was $412,881 for the year. The cumulative fund balance is over $1 million.
Ms. Barrett asked why every year mental health shows a loss. Mr. Brown responded that for mental retardation, Medicaid Waiver represents the largest part of the budget, and the revenues are more predictable. Substance addiction services remain primarily grant funded, and so once again, after the grant amounts are known, the revenue picture is predictable. The revenues for mental health are extremely volatile, with very large numbers served but from many fees sources. Ms. Barrett said that Mr. Pezzoli had reported that things were getting better with fees. Mr. Pezzoli replied that it should be recognized that the mental health budget has been in a deficit position only three of the past 10 years, and that every organization has some parts generating more than their costs and others losing. Mr. Brown said that to further place the issue in perspective, the mental health budget is $9 million, and that the shortfall was $100,000.
Mr. Brown distributed copies of the Fourth Quarter Performance Contract report and then used a PowerPoint presentation to describe the annual budget cycle.
XIII. FY 2005 BUDGET PLANNING
Mr. Peterson discussed the assumptions that were incorporated into the initial FY 2005 budget planning. The budget would reflect full implementation of the compensation plan effective February 1, 2004, which would cost $200,000 for the current year and would be annualized in the FY 2005 budget at a cost of $500,000. Also, the scale has been frozen for two years, and so an across-the-board increase would be budgeted for July 1, 2004. No increase will be budgeted for employee health insurance because the current contract extends through the next fiscal year with no increase in rates.
With regard to revenues, state funding increases are anticipated for specific targeted services only, and with no projected increases in Medicaid rates. The local governments, with the exception of Fluvanna County, froze the local shares for the current year, and so board guidance is needed for the local share request. Ms. White commented that the local governments need to be informed of the impact of the lack of services. Mr. Belair said that Louisa pays $100,000 but gets $1.7 million in services, and so he would like to see the amount of the local shares shown on the sheet of services and costs. Ms. White said that board members can attend the public budget hearings to get the word out. Ms. Wernstrom suggested that the numbers are important, but most of the emphasis should be given to quality of life issues.
XIV. DIVISION UPDATES
The division directors deferred any updates at this time.
XV. VIRGINIA ASSOCIATION OF COMMUNITY SERVICES BOARDS (VACSB)
Ms. Garrett said that VACSB conference held at Wintergreen October 8 - 10 was excellent and that the session on drug court was suburb. Ms. Barrett reported that the term “substance abuse” is being replaced by “substance use disorders,” and that “dual diagnosis” will only refer to mental health-mental retardation while mental health-substance use disorders will be referred to as “co-occurring” disorders rather that “dual diagnosis.”
Ms. Barrett said that a crisis will develop in the next 10 to 15 years given that persons with long term disabilities will be aging out along with their care givers. Persons with Downs syndrome are living twice as long, and other persons with disabilities are living as long as persons without disabilities. The crisis will be for both elderly persons with disabilities and their care givers.
Ms. Wernstrom commend that Commissioner Reinhard’s speech was suburb, that it addressed philosophical issues and how we need to pay attention to philosophical issues just as much as the “how” of what we do. She also found the presentation by the attorney, Mr. Pat McDermott, to be excellent, and wondered if he might be able to come and attend a meeting of the board.
Ms. Rebholz said she felt very proud to have a board chair like Ms. Garrett who gave very moving welcoming remarks at the beginning of the conference. The other board members echoed Ms. Rebholz’s sentiments.
XVI. BOARD MEMBERS’ REPORTS ON PROGRAM VISITS AND OTHER
REGION TEN ACTIVITIES
Mr. Belair said that he thought the Wintergreen conference had been suburb, and that the conferences keep getting better in terms of the information and issues considered. He noted that he also visited Friendly Oaks and will visit the Louisa offices.
Ms. Rebholz attended Western State Hospital’s 175th anniversary observance, and that it was well attended and she enjoyed the exhibits. She also attended the opening of the new facility for the Sexual Assault Resource Agency.
Dr. Sheras said that he wanted to thank Region Ten for the staff who were available during hurricane Isabel. Ms. Barrett said that the state is in the process of compiling statistics on the impact of Isabel.
XVII. OTHER BUSINESS
Ms. Rebholz asked how other Community Services Boards were getting funding to purchase acute care beds from private facilities. Mr. Peterson said that years ago, as the state was trying to reduce bed usage at the state hospitals--and particularly the use of Northern Virginia of Western State Hospital--a pool of funding was established for the use of boards in the Northern Virginia and Richmond areas. The region of which Region Ten is a part has established as a top legislative priority the seeking of a pool of state funds for this purpose.
Ms. Wernstrom said that the next meeting of the state Stakeholders group will be held this Friday, and she will look at the issue of acute care beds because we do not have private beds in our area. Also, it is not necessary to use psychiatric hospital beds for longer term care, but rather use residential programs with psychiatric treatment. The key element is to provide a place where the person can feel absolutely secure.
Ms. Garrett said that she would call for a recess of the meeting (8:21 p.m.) of Region Ten Community Services Board in order to convene into a meeting of the board of Region Ten Community Services Board, Inc.
Ms. Garrett reconvened the meeting of Region Ten Community Services Board at 8:25 p.m.
XVIII. CONVENE INTO CLOSED SESSION
Ms. Garrett announced that a request has been made for the Board to enter into a Closed Meeting to receive information on personnel matters. The Meeting is warranted and complies with Section 2.1?344 of the Code of Virginia, 1950, as amended.
ON A MOTION BY MR. BELAIR, SECONDED BY MS. WHITE, IT WAS UNANIMOUSLY VOTED TO ENTER INTO A CLOSED MEETING TO RECEIVE INFORMATION ON PERSONNEL MATTERS.
Ms. Garrett reconvened the board in Open Meeting at 8:36 p.m. She stated that no resolution, ordinance, rule, contract, regulation or motion was adopted, passed or agreed to in Closed Meeting. 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 law pursuant to Section 2.1?344 of the Code of Virginia, 1950, as amended, were discussed in the Closing 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. Ms. Garrett asked for a role call from all members certifying to the foregoing.
MEMBERS VOTING AYE: MR. TRIPPEL, MR. BELAIR, MS. JOHNSTON, DR. SHERAS, MR. MURPHY, MS. GARRETT, MS REBHOLZ, MS. WHITE, MS. BARRETT, MS. WERNSTROM, AND MS. HAMMOND; NO MEMBERS VOTING NAY.
The meeting was adjourned at 8:38 p.m.
Respectfully submitted,
Carol Johnston
Secretary
November 10, 2003, Board Meeting Agenda Item VII.
REGION TEN COMMUNITY SERVICES BOARD
EXECUTIVE COMMITTEE MEETING
November 3, 2003
316 East Main Street, Charlottesville, Virginia
Committee Members Present
Susan Garrett, Chairman
Michael Murphy, Vice Chairman
Carol Johnston, Secretary
Paul Belair, Member-at-Large
Others Present
James Peterson, Executive Director
Caruso Brown, Director, Administrative Services
Downing Miller, Director, Access and Quality Assurance
John Pezzoli, Director, Behavioral Health Services
1. Planning for the November 10 board meeting
The committee members reviewed the draft minutes of the October 13 meetings of the Region Ten and Region Ten, Inc., boards, and then the proposed agenda for the November 10 meeting.
2. Annual board reviews
Included in the board mailing will be the reports specified for board review in November. These were included in the annual board calendar in response to the CARF accreditation requirements. The items to be reviewed are (a) Accessibility Plan; (b) Outcomes Management Report; (c) Insurance Coverage; and (d) Use of Technology in Management. Ms. Garrett said that an update on the strategic plan should be included along with the annual board reviews.
3. Personnel Committee Report
The members reviewed the recommendation from the Personnel Committee regarding the proposed retiree health benefit. Mr. Belair said that he favored the recommendation with the Medi-Gap coverage capped at half of the pre-Medicare benefit, and said he would like to recommend board approval. Ms. Garrett said that since that was the recommendation of the Personnel Committee, the board can act on the recommendation put forth by the Personnel Committee.
Ms. Johnston added that the committee members had also discussed the need to fully implement the compensation plan, and by their action they were just emphasizing how important they felt this would be. Mr. Murphy asked about the cost once it was annualized in FY 2005 assuming that there would also be some increase in the scale. Mr. Brown said that although a specific recommendation as to the amount of the scale increase is still to be established, the typical increase in years past was 3.2 percent. Therefore, although a 3.2 percent increase on the entire salary budget would be a substantial amount, the increase on the projected $500,000 annualized amount of the compensation plan implementation would be modest (about $16,000).
4. Finance Committee Report
Mr. Peterson reported that the Finance Committee was recommending that the board accept the auditor’s reports, and that the committee also discussed the time frame for the consideration and approval of the initial proposed FY 2005 budget. The committee will meet Tuesday, November 11, to adopt a proposed budget for recommendation to the board, and then the budget will be mailed to the board prior to the December meeting so that it can be approved at that meeting.
5. Update on the David Lloyd Initiative
Mr. Peterson recapped how the management team has been holding regular, extended meetings--almost weekly--ever since embarking on the David Lloyd initiative, and more recently the focus has been on looking at what is working and what is not and how to make corrections. He said that it is clear now that the burdensome paperwork situation will not see relief until the electronic record can be brought on line, that in the effort to develop one record that handles all services, it is necessary for the record to be available in multiple sites, and this has resulted in more paperwork and more records. On the other hand, the operation of the new Access and Quality Assurance Division is successfully addressing central issues that have faced Region Ten during its entire 30 year history, and so no changes will be made in light of Ms. Miller’s announced retirement. Rather, a full recruitment will be initiated immediately to fill the position.
With regard to the Meadowcreek Center, the division directors concluded that any advantages to having it as part of a larger service division were outweighed by the reality of potential loss of advocacy and the unique aspects of Waiver funding. Therefore, Meadowcreek services would be restored as a division, and Ms. Martha Maltais would be promoted to be the division director. Finally, there has been growing interest and advocacy with regard to substance abuse disorders at both the board and community level at the very time that the agency reorganization has reduced the visibility and focus on these services. The divisions of substance use disorders and mental health will be reestablished with Mr. Pezzoli as division director of mental health (including counties, medical, and all children’s services), and a full recruitment initiated for the new director of the division of substance use disorders (including all central outpatient services). The Division of Administrative Services would continue under the leadership of Mr. Brown.
Mr. Belair said he was very pleased about the plan, and that he agreed this would bring mental retardation and substance abuse services to the table and provide points of focus that board members have sought.
Mr. Murphy said that he supported the reestablishment of the Division of Mental Retardation Services, but thought that substance abuse services were too small to merit the status of a full division. Rather, he suggested that someone be appointed to represent substance abuse but that the services remain with mental health in one division. Mr. Murphy then indicated that he needed to leave in order to keep another commitment. More discussion was given to the plan, and those present supported it without reservation.
On a motion by Mr. Belair, seconded by Ms. Johnston, it was unanimously voted to endorse the organization plan announced by the executive director, and to urge immediate initiation of recruitment for the positions of director of Access and Quality Assurance and Director of Substance Use Disorders.
6. Next Meeting
The next meeting of the Executive Committee will be held on Monday, December 1, 12:00 noon, at the Hardware Store Restaurant, 316 East Main Street, Charlottesville.
The meeting was adjourned.
November 10, 2003, Board Meeting Agenda Item VIII.
REGION TEN COMMUNITY SERVICES BOARD
PERSONNEL COMMITTEE MEETING
800 Preston Avenue, Charlottesville, VA
October 21, 2003
Committee Members Present
Irene Rebholz, Chair
Angela Hammond
John Trippel
Other Board Members Present
Carol Johnston
Others Present
James Peterson
Jane Lewis
1. Policy Reviews
Ms. Lewis had previously mailed and e-mailed copies of the revised Employee Code of Ethics policy (see attached), and she also provided additional copies at the meeting. Only one change was incorporated into the proposed revised version and that was the addition of the second sentence to Guideline 4.a., “Any exceptions deemed to be of a therapeutic nature must be approved by the program director.”
On a motion by Mr. Trippel, seconded by Ms. Hammond, it was unanimously voted to accept the revised employee Code of Ethics policy.
2. Proposed Retiree Health Benefit
Mr. Peterson discussed the extensive process Mr. Caruso Brown had employed to develop projections of the cost of the proposed benefit as requested by the board. He distributed copies of the report entitled, “Projected Annual Costs of Retiree Health Benefit” (see attached). The analysis is based on a number of assumptions outlined in the report, and also includes payment for Medi-Gap coverage once the retiree is eligible for Medicare (and the retiree would no longer be eligible to continue under the regular Region Ten insurance plan once they become eligible for Medicare). The cost to the board for the Medi-Gap coverage would be one-half the amount for regular coverage, and the retiree would arrange for their own Medi-gap policy and then would be reimbursed retroactively upon proof of coverage. The amount paid by the board would be either the amount of the benefit based on the retiree’s years of service with Region Ten, or the cost of their Medi-Gap coverage, whichever is less. The initial projected aggregate cost for the retiree health benefit for FY 2004 is $9,720, and then would rise to $70,308 in 20 years from now, and then begin to decline due to the trends identified in the analysis of employee longevity. The actual cost could be less because if as a result of this benefit, staff choose to advance the time of their retirement, there would be additional offsetting savings.
Projected Annual Costs of Retiree Health Benefit
FY 2004 - FY 2034
Cumulative
Year Cost per Year # of Retirees
2004 9,720 3
2005 12,960 4
2006 13,527 5
2007 18,306 7
2008 23,166 9
2009 26,406 10
2010 26,406 10
2011 32,481 13
2012 35,721 14
2013 40,500 17
2014 50,058 21
2015 59,778 24
2016 62,775 26
2017 57,915 26
2018 51,435 26
2019 57,915 28
2020 62,775 32
2021 62,775 32
2022 58,968 31
2023 58,968 31
2024 70,308 34
2025 68,688 34
2026 68,688 34
2027 64,233 32
2028 59,454 31
2029 64,395 32
2030 59,697 30
2031 59,697 30
2032 56,457 30
2033 54,837 29
2034 46,737 27
RETIREE HEALTH INSURANCE: EMPLOYER'S CONTRIBUTION
At time of Retirement:Year of Service From Time of Retirement toTime of Medicare Eligibility After Medicare Eligibility: Medi?Gap Coverage
Monthly Annually Monthly Annually
11 13.50 161.98 6.75 80.99
12 27.00 323.95 13.50 161.98
13 40.49 485.93 20.25 242.96
14 53.99 647.90 27.00 323.95
15 67.49 809.88 33.75 404.94
16 80.99 971.86 40.49 485.93
17 94.49 1133.83 47.24 566.92
18 107.98 1295.81 53.99 647.90
19 121.48 1457.78 60.74 728.89
20 134.98 1619.76 67.49 809.88
21 148.48 1781.74 74.24 890.87
22 161.98 1943.71 80.99 971.86
23 175.47 2105.69 87.74 1052.84
24 188.97 2267.66 94.49 1133.83
25 202.47 2429.64 101.24 1214.82
26 215.97 2591.62 107.98 1295.81
27 229.47 2753.59 114.73 1376.80
28 242.96 2915.57 121.48 1457.78
29 256.46 3077.54 128.23 1538.77
30 269.96 3239.52 134.98 1619.76
On a motion by Mr. Trippel, seconded by Ms. Hammond, it was unanimously voted to recommend approval of the proposed retiree health insurance benefit.
3. Executive director Employment Contract Renewal
Mr. Peterson distributed copies of a letter (see attached) confirming that he was requesting that his last active work day be established as September 30, 2004, and since the current employment agreement expires June 30, 2004, he is asking that the board take formal action to establish the final day.
On a motion by Mr. Trippel, seconded by Ms. Hammond, it was unanimously voted to recommend that the employment contract with the executive director be extended to provide that his last active work day would be September 30, 2004.
4. Compensation Plan
Ms. Johnston said she would like to have some follow-up discussion on the importance of resuming the implementation of the compensation plan as discussed at the October board meeting. She said that the board had worked so hard to try to bring salaries in line and we cannot just slide back to the way it used to be. Ms. Hammond said that she had learned from her many years in education that if you do not provide good salaries and good benefits, you will not have good employees. Mr. Trippel and Ms. Rebholz said they were in full agreement with these statements. Mr. Peterson said that to bring all staff in line as of February 1 and place them on their respective scales according to their length of service would cost $200,000 this year and would annualize out next year at $500,000.
On a motion by Ms. Hammond, seconded by Mr. Trippel, it was unanimously voted to recommend that all staff be brought onto the compensation plan scale according to their length of service effective February 1, 2004.
The next meeting of the Personnel Committee will be held on Tuesday, November 28, 2003, 4:30 p.m.
The meeting was adjourned.
November 10, 2003, Board Meeting Agenda Item IX.
REGION TEN COMMUNITY SERVICES BOARD
FINANCE COMMITTEE MEETING
October 24, 2003
800 Preston Avenue, Charlottesville
Committee Members Present
Roxanne White, Chair
Barbara Barrett
David Cameron
Carole Wernstrom
Others Present
Jim Peterson
Caruso Brown
Pam Lam
From Hantzmon, Wiebel & Company:
Robert A. Foster
Meg Haymans
The purpose of this meeting was to receive the FY 2003 draft audit reports from Hantzmon, Wiebel & Company, to review the reports with them, and determine if a recommendation from the Finance Committee to the board to accept the reports would be appropriate at this time.
Mr. Foster distributed copies of the audit reports and an agenda for the meeting which called first for a review of the Region Ten, Inc., audit report and then the Region Ten board audit report. This included: (a) changes to reporting formats; (b) financial statements (Exhibits 1-2); (c) combining financial statements (A-1 through A-3); and (d) schedule of findings and questioned costs (Schedule 2).
Ms. Haymans noted that unqualified audits were issued for both entities, and that the closing positive changes in net assets ($982,709) represented a very positive achievement given the magnitude of budget cuts experienced by the board during the year.
Mr. Foster discussed a number of items that remain open but will be included in the final audit reports. These include (a) management discussion and analysis; (b) corrective action plan (Schedule 4); (c) client representation letter; (d) statement from Mutual of America for retirement contributions for the quarter ending September 30, 2003, including amounts withheld for June 30, 2003); and (e) schedule of fund balances on cash basis.
Committee members asked for explanations or clarifications on a number of items. Discussion was also given to the complexities introduced because the state requires financial reporting on a cash basis, and the required auditing procedures call for an accrual basis. For this reason, the audit process must reconcile the two approaches.
On a motion by Ms. Barrett, seconded by Rev. Cameron, it was unanimously voted to recommend to the board the acceptance of the FY 2003 audit report as prepared by Hantzmon, Wiebel & Company.
Discussion was given to the schedule and process for approval of the initial FY 2005 proposed budget. Committee members felt that there was insufficient time to consider a budget prior to the November board meeting, and so it was agreed that the Finance Committee would meet on Tuesday, November 11, 4:00 p.m., to consider the initial budget, and that the proposed budget would then be mailed to the board prior to the December meeting for final approval at that time.
The meeting was adjourned.
REGION TEN COMMUNITY SERVICES BOARD, INC.
October 13, 2003, BOARD MEETING MINUTES
100 Burnet Street
Charlottesville, VA 22903
Members Present
Susan Garrett, Chairman
Barbara Barrett
Paul Belair
Angela Hammond
Carol Johnston
Michael C. Murphy
Irene S. Rebholz
Peter L. Sheras, Ph.D.
John J. Trippel
Carole Z. Wernstrom, RN, MSN
Roxanne White
Members Absent
Rev. David M. Cameron
Rodney D. Kibler, Ph.D.
Others Present
James R. Peterson, Executive Director
Caruso Brown, Director, Administrative Services
Downing Miller, Director, Access and Quality Assurance
John Pezzoli, Director, Behavioral Health Services
I. Call to Order
Ms. Garrett, chairman, called the meeting to order at 8:21 p.m.
II. Approval of the September 8, 2003, Board Meeting Minutes
On a motion by Dr. Sheras, seconded by Ms. Hammond, the minutes of the September 8, board meeting were unanimously approved as distributed.
III. Nelson County Office Facility
Mr. Peterson presented architectural drawings of the Lovingston facility and noted that these were the initial plans, and that the architect has subsequently met with the staff and will make some changes including increasing the amount of available office space.
A press conference to be held on the site with Congressman Virgil Goode had been planned for October 22, but since that time would conflict with the previously schedule meeting of the Finance Committee, and other key persons are not available for that time, the press conference will be rescheduled for another date.
IV. Contract for Grant Writing Services
Mr. Peterson reported that following the September board meeting, he contacted the references for Finnegan & Associates, Inc., and received very positive feedback. Although the firm is relatively new, and therefore with one exception, a track record had not been established, the interactions reported by mayors, county administrators and other officials was very complimentary. The changes recommended for the contract were made, and the contract was executed effective October 1, with Region Ten to be the first organization in Virginia to engage their services. A copy of the services needs section of Region Ten’s strategic plan was provided to them as a starting point for identifying possible grant sources.
The meeting was adjourned at 8:25 p.m.
Respectfully submitted,
Carol Johnston
Secretary
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