MINUTES OF THE JANUARY MEETING OF

CENTRAL VIRGINIA COMMUNITY SERVICES BOARD

Child & Family Center, 3410 Old Forest Road

Lynchburg, Virginia

 

January 23, 2008

 

 

PRESENT:     Nancy Brockman, Vice-Chair              Amherst County

                        William Craft                                        Appomattox County

                        Lynn Doss, Chair                                 Appomattox County

Lindsey Edwards                                  City of Lynchburg

Stan Goldsmith                                     Campbell County         

                        Jeff Helgeson                                        City of Lynchburg

Don Kidd                                             Amherst County

Dana Koenig                                        Bedford County, Consumer Rep

                        Gary Marple                                        Bedford County, ARC Rep

Debbie Parker                                      City of Bedford

                        Clyde Porter                                         Campbell County

                        Marsha Rose                                        Amherst County

William Schneider                                 City of Lynchburg

Phil Theisen                                          Bedford County

 

ABSENT:       Annie Pollard                                        Bedford 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:        Rick Boothe, Program Manager, Child & Family Services

                        Chris Burch, Quality Improvement Manager, Compliance Department                    

                        Celena Hopkins, Administrative Assistant, Child & Family Services

                        Martha Link, Administrative Assistant, Compliance Department

                        Cynthia Pegram, Reporter, News and Advance

                       

           

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.

 

  1. Adoption of the Agenda

                 

Lynn Doss made the following revisions to the proposed agenda:

A. 4. City of Lynchburg, Citizen Representative, William Schneider

After C. 1. add a new Section D. BOARD PRESENTATION – Child and Family Services

 

RECOMMENDATION:  Phil Theisen made a motion to approve the revised agenda as presented.  The motion was seconded by Clyde Porter and carried by unanimous vote.

 

4.   New Board Member Recognition

 

      Chair, Lynn Doss, welcomed new Board members Stan Goldsmith, Elected Official representing Campbell County, Don Kidd, Elected Official representing Amherst County, and William Schneider, Citizen Member representing the City of Lynchburg.  Mr. Doss also recognized Annie Pollard in her absence as an Elected Official representing Bedford County.

 

5.   New Adult and Family Services Director Recognition

 

      Lynn Doss welcomed Felicia Prescott the new Director of Adult and Family Services.

 

B.  PUBLIC COMMENT

 

      There was none. 

 

C.  MINUTES

 

1.   Consideration of the Board Minutes of December 12, 2007                                                                                   

RECOMMENDATION:  Secretary Dana Koenig made a motion to approve the minutes as mailed.  The motion was carried by unanimous vote.  Don Kidd abstained.

           

D.    DEPARTMENT PRESENTATION

 

Rick Boothe, Program Manager with Child and Family Services gave a brief PowerPoint presentation on ASIST a suicide prevention program.

 

E.   BOARD ACTION

 

      1.   Lease or Acquisition of Real Property

 

Lynn Doss made a consideration to enter into a Closed Meeting according to Section 2.2.3711.A.3 of the Code of Virginia in order to discuss the lease or acquisition or real property.  Gary Marple made a motion to enter into a Closed Meeting.  The motion was seconded by Clyde Porter and carried by unanimous vote.

 

Exit out of Closed Meeting

 

Jeff Helgeson made a motion to exit out of the Closed Meeting therefore resolving that the Board of Directors hereby certifies that, to the best of each members knowledge, (i) only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting to which this certification resolution 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 Board of Directors of Central Virginia Community Services.  The motion was seconded by William Craft and carried by majority roll call vote as follows:

 

Nancy Brockman - aye

Dana Koenig - aye

William Craft - aye

Gary Marple - aye

Lynn Doss - aye

Debbie Parker - aye

Lindsey Edwards - aye

Clyde Porter - aye

Stan Goldsmith - aye

Marsha Rose – aye

Jeff Helgeson - aye

William Schneider - abstained

Don Kidd - aye

Phil Theisen – aye

 

RECOMMENDATION:  Jeff Helgeson made a motion to approve the purchase of the Altavista Group Home located at 101 Avoca Lane, Altavista, VA for the sum of $250,000.00 with the contingency of the property closing successfully and obtaining a Conditional Use Permit.   In addition Jeff included authorizing Nancy Cottingham, Executive Director for Central Virginia Community Services to execute any necessary documents relating to this purchase on behalf of the Board of Directors.  The motion was seconded by Gary Marple and carried by unanimous vote.

 

F.   COMMITTEE REPORTS

 

            Personnel Committee

 

            1.         Annual Review of the Executive Director                                  

 

Gary Marple made a consideration to enter into a Closed Meeting according to Section 2.2.3711.A.1 of the Code of Virginia in order to discuss personnel matters.  Clyde Porter made a motion to enter into a Closed Meeting.  The motion was seconded by Debbie Parker and carried by unanimous vote.

 

 

 

Exit out of Closed Meeting

 

Dana Koenig made a motion to exit out of the Closed Meeting therefore resolving that the Board of Directors hereby certifies that, to the best of each members knowledge, (i) only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting to which this certification resolution 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 Board of Directors of  Central Virginia Community Services.  The motion was seconded by Marsha Rose and carried by majority roll call vote as follows:

 

Nancy Brockman - aye

Dana Koenig - aye

William Craft - aye

Gary Marple - aye

Lynn Doss - aye

Debbie Parker - aye

Lindsey Edwards - aye

Clyde Porter - aye

Stan Goldsmith - aye

Marsha Rose – aye

Jeff Helgeson - aye

William Schneider - abstained

Don Kidd - aye

Phil Theisen – aye

 

      Committee Chair, Gary Marple stated that the evaluation of Executive Director, Nancy Cottingham was very good.  Nine out of fifteen evaluations were received.  He also stated that the Personnel Committee has revised the evaluation format based on the Executive Director’s job description and he will forward to Sandy Farmer for completion.

 

RECOMMENDATION:  Gary Marple, made a three-part motion:  1. accept the executive director’s evaluation  ratings of the Personnel Committee, 2. approve recommended new evaluation criteria to be used for future evaluations of the Executive Director, 3. approve a 2% annual pay increase in addition to the annual cost of living increase.  The motion was seconded by Nancy Brockman and carried by unanimous vote.

                       

G.  STAFF REPORTS

           

            1.         Executive Director’s Report                                     Nancy Cottingham

 

                        Nancy highlighted several items from her submitted report.  She gave a brief overview of her meetings with the Delegates in Richmond.

                       

2.         Administration                                                            Wayne Trent

 

                        Wayne reviewed the Statement of Cash Flows handout.

 

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 his submitted report.

                       

H.  CHAIRMAN’S ITEMS

 

Lynn asked members to consider membership on the Ethics Committee which meets quarterly on the first Thursday of the month from 10:30 a.m. until 12:00 p.m.  If no one volunteers Mr. Doss will make an assignment.

 

Mr. Doss highlighted the letter from the Governor’s Office concerning the Western State Hospital replacement.  Lynn reminded members of the next meeting of the Board of Directors Wednesday, February 27, 2008 beginning at 4:00 p.m. noting that the meeting will take place 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 Dana Koenig and carried by unanimous vote.

 

The meeting was adjourned at 5:05 p.m.

     

     Above minutes were approved at the meeting held on February 27, 2008.

             

            ATTEST:  Recording Secretary

 

Respectfully submitted for Dana Koenig

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