Board Approved

         October 24, 2007

 

 

MINUTES OF THE JULY MEETING OF

CENTRAL VIRGINIA COMMUNITY SERVICES BOARD

Administration Board Room

Lynchburg, Virginia

 

July 25, 2007

 

 

PRESENT:     Rick Boyer                                           Campbell County

                        Sue Boyers, Treasurer                         City of Lynchburg

                        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 Lowry                                          Bedford County

                        Gary Marple                                        Bedford County, ARC Rep

Debbie Parker                                      City of Bedford

                        Clyde Porter                                         Campbell County

                        Marsha Rose                                        Amherst County

Phil Theisen                                          Bedford County

 

ABSENT:       Nancy Brockman, Vice-Chair              Amherst County

                       

                       

STAFF:           Sandy Bryant, Director, Child & Family Services

                        Nancy Cottingham, Executive Director

Linda Edwards, Director, Adult & Family Services

Sandy Farmer, Executive Assistant

Beth Ludeman-Hopkins, Director, Compliance

Wayne Trent, Director, Administration

 

GUESTS:        Cynthia Pegram, Reporter, News and Advance

                        Gail Midkiff, Retired Former Employee

                        Rob Viohl, IT Manager, Administration

Sherri Walker-Thacker, Interim Director, Child & Family Services

                        Genevieve Whittemore, Program Manager, Child & Family Services

           

 

                                                                       

A.  INTRODUCTION

 

  1. Call to Order/Welcome

 

Chair, Lynn Doss, opened the meeting at 4:00 p.m.  Lynn welcomed Sandy Bryant back from her extended absence.

 

  1. Moment of Silence

 

A moment of silence was observed.

 

  1. Adoption of the Agenda

                 

Sue Boyers made a motion to adopt the agenda as mailed.   The motion was seconded by Debbie Parker and carried by unanimous vote. 

 

4.   Retirement celebration for Gail Midkiff, Program Manager, Child and Family Services, and Linda Edwards, Director, Adult and Family Services.

 

Nancy Cottingham recognized Linda Edwards for her outstanding achievements and Lynn presented her with a gift on behalf of the Board of Directors.  Sandy Bryant recognized Gail Midkiff on her retirement and Lynn presented her with a gift on behalf of the Board.

 

B.  PUBLIC COMMENT

 

      There was none. 

 

C.  MINUTES

 

1. Consideration of the Minutes of the June 27, 2007 Meeting                                                                                   

RECOMMENDATION:  Dana Koenig made a motion to approve the minutes as mailed.  The motion was carried by unanimous vote.  Thomas Fore abstained from voting due to his absence at the last meeting.

 

D.  DEPARTMENT PRESENTATION

 

Administration Department                                                                              Wayne Trent

 

Wayne introduced Rob Viohl, IT Manager, who gave a PowerPoint presentation on the Disaster Recovery Plan.

           

F.   COMMITTEE REPORTS

 

 

 

1.   Quality Improvement Committee                                                           Phil Theisen

 

      A. Consideration of the FY 2007 Fourth Quarter Goals and Objectives

 

Phil gave a brief overview of today’s meeting and asked Sandy Farmer to review the revision requests for board approval as follows:

 

            Administration

 

            Goal I: To convert the present manual time collection system for payroll to a computer based application.

 

            Objective I.3:  Implement computer based timekeeping management activities for CVCS by training appropriate administrative staff to support system.

 

            Request carry-over to FY 2008 Goals & Objectives

 

            Objective I.4:  Develop and implement training module for all other staff.

 

            Request carry-over to FY 2008 Goals & Objectives

 

            Goal III:  To develop a recommendation for replacing our current clinical and administrative system (CMHC) software package.

 

            Objective III.3:  Evaluate behavioral health care software vendors and develop a written request for proposal.

 

            Request carry-over to FY 2008 Goals & Objectives

 

            Objective III.4:  Select a software package for recommendation to the Board of Directors.

 

            Request carry-over to FY 2008 Goals & Objectives

 

            CARRY-OVER FROM FY 2006 – Administration Department

            Goal VI:  To insure continuity and accuracy of all Reimbursement functions to provide the best possible consumer services.

 

            Objective VI.2:  Implement centralized agency-wide billing.

 

            Request deletion of this goal

 

            Adult & Family Services Department

 

            Goal II:  To explore and develop grant funding for housing alternatives for Mental Health, Mental Retardation, and Substance Abuse Services (MH,MR,SAS).

           

            Objective II.2:  Establish at least one housing alternative for CVCS consumers, (funding permitting).

 

            Request carry-over to FY 2008 Goals & Objectives

 

            Objective II.3:  Complete a strategic plan for expanded housing for MH, MR, and SAS.

 

            Request carry-over to FY 2008 Goals & Objectives

 

            Goal III:  To establish crisis intervention beds for Mental Health/Mental Retardation.

 

            Objective III.4:  Renovate the house beside the Courtland Center for Crisis Intervention Services MH,MR,SAS as funding permits.

 

            Request carry-over to FY 2008 Goals & Objectives

 

            CARRY-OVER FROM FY 2006 – Adult & Family Services Department

            Goal II:  To establish crisis intervention beds for Mental Health/Mental Retardation.

 

            Objective II.2:  Create programming for crisis intervention Mental Retardation, Mental   Illness beds.

           

            Objective II.3:  Complete licensure process by submitting application.

 

            Request deletion of this goal

 

            Goal V:  To develop and implement crisis stabilization services for persons with mental retardation, mental illness, and substance abuse.

 

            Objective V.2:  Establish and implement a crisis stabilization unit at Central Virginia Training Center.

 

            Request Deletion of this goal           

 

            Child and Family Services Department

 

            Goal I:  To enhance recruitment and retention of staff for the Child and Family Services department.

 

            Objective I.1:  Develop processes to enhance the recruitment of new staff by developing a brochure or handout, and by attending at least two college job fairs.

 

            Request deletion of this goal

 

            Goal III:  To develop an integrated Individualized Service Plan (ISP) for each client with fully integrated quarterlies.

 

            Objective III.2:  Implement and pilot the ISP.

 

            Request deletion of this goal

 

            Goal IV:  To further the development of outcome measures to focus on functional rating scales within the homes, school, community, and legal systems.

 

            Objective IV.3:  Access the impact of findings on Child and Family Services processes and programs biannually.

 

            Request carry-over of this goal to FY 2008 Goals & Objectives    

 

            Compliance Department

 

            Goal I:  To revise the CVCS Human Rights Policies and Procedures to comply with changes on Virginia Human Rights Regulations.

 

            Objective I.1:  Revise Human Rights Policies and Procedures with consumer input.

 

            Objective I.2:  Implement the revised Human Rights Policies and Procedures.

 

            Request deletion of this goal

 

RECOMMENDATION:  Phil made a motion to approve the FY 2007 Fourth Quarter Goals and Objectives as amended.  The motion was approved by unanimous vote.

 

            B.         Consideration of the FY 2008 Goals and Objectives

 

RECOMMENDATION:  Phil Theisen made a motion to approve the FY 2008 Goals and Objectives as presented.   The motion was carried by unanimous vote.

 

            C.        Annual Approval of the Compliance Policies and Procedures

 

RECOMMENDATION:  Phil Theisen made a motion to approve the Compliance Policies and Procedures as mailed.  The motion was carried by unanimous vote.

           

 

 

           

2.   Finance Committee                                                                                        Sue Boyers

 

            Sue gave an overview of today’s committee meeting.

 

1.                  Courtland Financing

                                                                                                           

      RECOMMENDATION:  Sue Boyers made a recommendation to conduct a brief full board meeting September 26, 2007 prior to the board training at Sweet Briar College to finalize updates from administration at that time.  The recommendation was carried by unanimous vote.

 

G.  STAFF REPORTS

           

1.         Executive Director’s Report                                                             Nancy Cottingham

 

                        Nancy highlighted several items from her submitted report.  She welcomed Sandy Bryant back after her extended absence and thanked Sherri Walker-Thacker for her hard work as Interim Director.

 

            2.         Administration                                                                                    Wayne Trent

 

                        Wayne had nothing to add to his submitted report.

 

3.         Adult & Family Services                                                                   Linda Edwards

                 

                        Linda thanked everyone for their support during her employment with CVCS.

 

4.         Child & Family Services                                                                    Sandy Bryant

 

                        Sandy reviewed several items from her submitted report.

 

5.         Compliance Department                                                                    Beth Ludeman-Hopkins

 

                        Beth reviewed items from her submitted report.

                       

H.  CHAIRMAN’S ITEMS

 

      Lynn Doss thanked Rick Boyer for his service on our board and wished him well in his future endeavors.  Lynn reminded members that there will be no meeting in August and also reminded members of the September board meeting beginning at 12 noon at Sweet Briar College with the Board Training following.

 

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 4:45 p.m.

     

Above minutes were approved at the meeting held on ___________________________.

             

 

ATTEST: _______________________________________

                                               Recording Secretary

 

Respectfully submitted for Dana Koenig

By Sandy Farmer, Executive Assistant