Board Approved

March 28, 2007

MINUTES OF THE FEBRUARY MEETING OF THE CVCS BOARD

THE CENTRAL VIRGINIA COMMUNITY SERVICES BOARD

Administration Board Room

Lynchburg, VA

February 28, 2007

PRESENT:     Sue Boyers, Treasurer    City of Lynchburg

                        Nancy Brockman, Vice-Chair Amherst County

                        William Craft                                        Appomattox County

                        Lynn Doss, Chair Appomattox County

Lindsey Edwards                                  City of Lynchburg

Thomas Fore, Sr.                                 Amherst County

                        Jeff Helgeson                                        City of Lynchburg

Dana Koenig, Secretary                       City of Lynchburg

                        Gary Marple Bedford County, ARC Rep

Debbie Parker                                      City of Bedford

                        Clyde Porter                                         Campbell County

Marsha Rose                                        Amherst County

Phil Theisen Bedford County

ABSENT:       Rick Boyer                                           Campbell County

                        Gary Lowry                                          Bedford County

STAFF:           Nancy Cottingham, Executive Director

Linda Edwards, Director, Adult & Family Services

Sandy Farmer, Executive Assistant

Beth Ludeman-Hopkins, Compliance Director

Wayne Trent, Director, Administrative Services

GUESTS:        Tim Campbell, Fiscal Services Manager, Administration

                        Linda Fontaine, Operations Administrator, Child & Family Services

                        Cynthia Pegram, Reporter, News and Advance

Danielle Ross, Program Manager, Adult & Family Services

A.  INTRODUCTION

1. Call to Order/Welcome

Chair, Lynn Doss, opened the meeting at 4:02 p.m. 

2. Moment of Silence

Lynn asked members to remember Sandy Bryant during her son’s hospitalization.  A moment of silence was observed.

3. Adoption of the Agenda

Sue Boyers moved to adopt the agenda as presented.  The motion was seconded by Nancy Brockman and carried by unanimous vote. 

4.   Recognition of New Board Members

Lynn welcomed our newest board member, Lindsey Edwards representing the City of Lynchburg. 

B.  PUBLIC COMMENT

      There was none. 

C. MINUTES

1.   Consideration of the Minutes of the January 24, 2007 Meeting

RECOMMENDATION:  Dana Koenig made a motion to approve the minutes as mailed. The motion was carried by unanimous vote.   Tom Fore, and Lindsey Edwards abstained from voting due to their absence at the last meeting.

D.  DEPARTMENT PRESENTATION

Adult & Family Services Department – Group Home Presentation

Linda Edwards introduced Danielle Ross, Program Manager for Adult and Family Services responsible for all of the Group Homes.  Danielle gave a PowerPoint presentation overview and introduced the Residential Managers from each home.

F.   COMMITTEE REPORTS

1.         Finance Committee                                                                            Sue Boyers

Sue Boyers gave an overview of today’s committee meeting.  She asked Wayne to give the details on the Finance Committees recommendation pertaining to the acquisition of the Forest Hills Group Home.

RECOMMENDATION 1:  The Finance Committee recommended approval of the amended Resolution to purchase the Forest Hills Group Home for $500,000 and to assume the VHDA loan, with locality approval, with an additional $31,775.00 purchase of a replacement fund which will come back to the CSB at the point the VHDA loan is liquidated.  The motion was approved by unanimous vote.

RECOMMENDATION 2:  The Finance Committee recommended funding the difference of $160,000.00, as well as the replacement fund the committee recommends be taken from the reserve fund of the agency, with any excess monies available from purchasing versus renting the property going back into the reserve fund.  It is possible the fund balance may be able to cover it; however, the committee requests approval of the possibility of using the reserve fund.  The motion was approved by unanimous vote.

RECOMMENDATION 3:  The Finance Committee recommended approval of the Adult and Family Services request to convert one half-time position to a full time position at the Amherst/Appomattox Counseling Centers.  The motion was approved by unanimous vote.

RECOMMENDATION 4:  The Finance Committee recommended approval of the Child and Family Services request to approve the use of $42,000 of the FAST contract grant program to operate the program at Bass Elementary School.  The motion was approved by unanimous vote.

2.         Personnel Committee                                                                        Dana Koenig

1.         FY 2007 Second Quarter Exit Interview Reports         

            RECOMMENDATION:  The Personnel Committee recommended approval of the FY 2007 Second Quarter Exit Interview Reports.  The motion was approved by unanimous vote.

2. Code of Conduct Policy and Inclement Weather Policy

            Dana asked members to review and approve the handout of the two above listed policies.

RECOMMENDATION:  The Personnel Committee recommended approval of the Code of Conduct Policy and the Inclement Weather Policy as submitted.  The motion was approved by unanimous vote.

3.         Executive Committee                                                                        Lynn Doss

            Lynn Doss gave a brief overview of the Board Policies and Procedures reviewed by the Executive Committee, handouts at each members place.  After much discussion non-committee members suggested having the option to review the policies prior to approval. 

RECOMMENDATION:  Tom Fore made a motion to table the Executive Committee recommendation for approval until the March meeting, allowing non-committee member’s time for review. The motion was seconded by Jeff Helgeson and carried by unanimous vote.

G.  STAFF REPORTS

1.         Executive Director’s Report Nancy Cottingham

Nancy explained the new format for this months board reports and will send a questionnaire to board members prior to the next meeting for feedback on this change.  She recognized Phil Theisen as the new permanent Executive Director for LACIL, Lynchburg Area Center for Independent Living, and Debbie Parker and Sandy Bryant for being appointed by the first lady in the “For Keeps” Initiative.

Nancy made several suggestions for a board retreat and asked members for their feedback.  After much discussion it was a consensus that September would be the preferred month taking the place of the September Board meeting beginning early afternoon.

            2.         Administration.                                                           Wayne Trent

Wayne reviewed the Disaster Planning Costs section of his submitted report.    

3.         Adult & Family Services Linda Edwards

                        Linda reviewed items from her submitted report.

4.         Child & Family Services                                            Sandy Bryant

                        In Sandy’s absence, Linda Fontaine reviewed segments from Sandy’s submitted report.

5.         Compliance Department        Beth Ludeman-Hopkins

                        Beth reviewed items from her submitted report.

H.  CHAIRMAN’S ITEMS

Lynn asked members to review the Board Policies and Procedures and bring them to the next meeting for approval.  He reminded all members of the next scheduled board meeting March 28, 2007 at the Administration Building.

I. ADJOURNMENT

There being no further business, Gary Marple made a motion to adjourn.  The motion was seconded by Tom Fore and carried by unanimous vote.

The meeting was adjourned at 5:15 p.m.

Above minutes were approved at the meeting held on ___________________________.

      ATTEST: _______________________________________

                                               Recording Secretary

Respectfully submitted for Dana Koenig

By Sandy Farmer, Executive Assistant