MINUTES OF THE FEBRUARY MEETING OF

CENTRAL VIRGINIA COMMUNITY SERVICES BOARD

Administration Board Room

2241 Langhorne Road

Lynchburg, Virginia

 

February 27, 2008

 

 

PRESENT:     Nancy Brockman, Vice-Chair              Amherst County

                        William Craft                                        Appomattox County

                        Lynn Doss, Chair                                 Appomattox County

Stan Goldsmith                                     Campbell County         

                        Jeff Helgeson, Treasurer                      City of Lynchburg

Dana Koenig, Secretary                       Bedford County, Consumer Rep

                        Gary Marple                                        Bedford County, ARC Rep

Debbie Parker                                      City of Bedford

                        Annie Pollard                                        Bedford County

                        Clyde Porter                                         Campbell County

                        William Schneider                                 City of Lynchburg

Phil Theisen                                          Bedford County

 

ABSENT:       Don Kidd                                             Amherst County

Marsha Rose                                        Amherst County

 

                       

STAFF:           Sandy Bryant, Director, Child & Family Services

Nancy Cottingham, Executive Director

Sandy Farmer, Executive Assistant

Beth Ludeman-Hopkins, Director of Compliance

Felicia Prescott, Director of Adult & Family Services

Wayne Trent, Director Administration & Finance

 

GUESTS:        Julie Cooper, HR Manager, Administration

                       

                       

                       

                       

 

 

                       


           

A.  INTRODUCTION

 

  1. Call to Order/Welcome

 

Chair, Lynn Doss, opened the meeting at 4:00 p.m.

 

  1. Moment of Silence

 

A moment of silence was observed.  Lynn asked members to remember the family of Dana Koenig in the loss of her Father-in-Law.

 

  1. Adoption of the Agenda

     

RECOMMENDATION:  Stan Goldsmith made a motion to approve the agenda as mailed.  The motion was seconded by Clyde Porter and carried by unanimous vote.

 

4.   New Board Member Recognition

 

      Chair, Lynn Doss, welcomed new Board member Annie Pollard, Elected Official representing Bedford County.

 

B.  PUBLIC COMMENT

 

      There was none. 

 

C.  MINUTES

 

1.   Consideration of the Board Minutes of January 23, 2008                                                                                  

RECOMMENDATION:  Secretary Dana Koenig made a motion to approve the minutes as mailed with three revisions:  1. page 7 - D. BOARD ACTION, RECOMMENDATION- In addition Jeff included authorizing Nancy Cottingham, Executive Director for Central Virginia Community Services to execute any necessary documents on behalf of the Board of Directors.  Add …any necessary documents relating to this purchase… also adding 2.  Add - The motion was seconded by Gary Marple and carried by unanimous vote.  3.  Page 8 – G. STAFF REPORTS 4.  delete Sherri Walker-Thacker’s name and replace with Sandy Bryant.  The motion to approve the minutes with three revisions was carried by unanimous vote. 

           

D.    DEPARTMENT PRESENTATION

 

Julie Cooper, Human Resources Manager gave a brief presentation on two of the recruitment and retention projects, CVCS Classification and Compensation System and the Employment Open House.

 

E.   BOARD ACTION

 

      1.   Certificate of Resolution to Borrow

 

Wayne gave an overview of the Certificate of Resolution to Borrow packet mailed to all members.

 

RECOMMENDATION:  William Craft made a motion to approve the Certificate of Resolution to Borrow as mailed with one revision, under RESOLVED, that ANY TWO of the present holders…be changed to ANY THREE.   The motion was seconded by Clyde Porter and carried by unanimous vote.

 

F.   COMMITTEE REPORTS

 

            1.         Personnel Committee

 

RECOMMENDATION:  Committee Chair, Gary Marple, made a motion to approve the revisions to the Human Resources Policy – Volunteers, Students and Interns that was mailed to each member.  The motion was carried by unanimous vote.

 

2.                  Quality Improvement Committee

 

FY 2008 Second Quarter Goals and Objectives

 

RECOMMENDATION:  Committee Chair, Phil Theisen, made a motion to approve the FY 2008 Second Quarter Goals & Objectives as mailed with 8 revisions listed below.  The motion was carried by unanimous vote.

 

Administration (3 revisions)

 

I.  Convert the current manual identification badge process to a digital system to include access to secure sites. 

           

            I.2:  Purchase and install the system.

(est $6,000.00)

 

Incomplete– Deferred until funded.

 

II. Implement new procedures that will streamline the payments process in Fiscal Services for both payroll and accounts payable functions.

 

II.2:  Replace a minimum of 80% of payments currently being made by check with payments made by Electronic Funds Transfer.

 

Incomplete for target date of 12-31-07.  Changing banks in February 2008.  Request extension date of March 31, 2008.

 

III. Upgrade IT Systems (hardware and software).

 

 

           

 

III.1:  Replace current Windows Server 2000 Domain Operating Systems with Windows Server 2003. (est. $13,600.00)

 

Incomplete– Deferred until funded.

 

Adult & Family – (3 revisions)

 

I:  Develop and implement a wellness and recovery program for persons with co-occurring disorders through the transformation initiative and grant funding.

 

I.3:  Complete the licensure process.

 

Incomplete– Deferred until funded.

 

I.4:  Hire staff and implement programming.

                       

Incomplete– Deferred until funded.

 

            II. Implement respite care services for persons with mental retardation.

 

            II.2:  Develop written policies and procedures for the program

 

Incomplete– Deferred until funded.

 

            Child & Family – (2 revisions)

 

            II. Further development of assessment and uniform outcome tools.

 

II.1:  Implement CANS (Child & Adolescents Needs & Strengths) for Mental Retardation person’s ages 0-21.

           

Request deletion of entire Goal due to 2009 State implementation which is out of the FY 2008 year.

           

            IV. Improve staff recruitment and retention.

 

            IV.1:  Create a specific training manual for each program to be given to new staff with the Program Management Team.

 

Incomplete-request extension to 6-30-08 for one additional program completion.

 

            Human Rights Policy

 

            RECOMMENDATION:  Phil Theisen made a motion to approve the Human Rights Policies as mailed with revisions highlighted in blue.  The motion was carried by majority yes vote with Gary Marple and Jeff Helgeson voting no.

 

            After much discussion Board Chair, Lynn Doss recommended that additional time be allowed at a future board meeting to review and discuss in detail discussed revision recommendations.  Mr. Doss asked that no board presentation be given during this future meeting with limited time allotted for staff reports.

 

G.  STAFF REPORTS

           

            1.         Executive Director’s Report                                     Nancy Cottingham

                       

                        Nancy stated that 2009 would be the 40th anniversary of our CSB and asked members to give suggestions to her on possible celebrations. 

 

                        Ms. Cottingham also announced the 3-year CARF accreditation just received by our agency.

                       

2.         Administration                                                            Wayne Trent

 

                        Wayne gave an update on the purchase of the Altavista Group Home.  He also reviewed the STATEMENT OF CASH FLOWS handout given to all members with information on steps being taken to improve our current budget crisis.

 

3.         Adult & Family Services                                           Felicia Prescott

                 

                        Felicia had nothing to add to her submitted report. 

 

4.         Child & Family Services                                            Sandy Bryant

 

            Sandy had nothing to add to her submitted report.

 

5.         Compliance Department                                            Beth Ludeman-Hopkins

 

                        Beth had nothing to add to her submitted report.

                       

H.  CHAIRMAN’S ITEMS

 

Lynn stated that board representation on the Ethics Committee is not required, however if a board member is interested he encouraged members to contact the Compliance Department.

 

Mr. Doss invited members interested in serving on the VACSB (Virginia Association of Community Services Board) Board of Directors to contact him or Nancy Cottingham.

 

Lynn advised members that Lindsey Edwards a citizen member on our board representing the City of Lynchburg has resigned.

 

Lynn reminded members of the next meeting of the Board of Directors Wednesday, March 26, 2008 beginning at 4:00 p.m. at the Administration Building, 2241 Langhorne Road, Lynchburg. 

. 

 

 I.   ADJOURNMENT

 

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

 

The meeting was adjourned at 5:20 p.m.

     

     Above minutes were approved at the meeting held on March 26, 2008

             

            ATTEST:  Recording Secretary

 

Respectfully submitted for Dana Koenig

By Sandy Farmer CAP, Executive Assistant & Recording Secretary of the Board of Directors