MINUTES OF THE NOVEMBER MEETING OF

CENTRAL VIRGINIA COMMUNITY SERVICES BOARD

Administration Board Room

Lynchburg, Virginia

 

November 14, 2007

 

 

PRESENT:     Nancy Brockman, Vice-Chair              Amherst County

                        William Craft                                        Appomattox County

                        Lynn Doss, Chair                                 Appomattox County

                        Lindsey Edwards                                  City of Lynchburg

                        Charles Falwell                                     Campbell County

                        Jeff Helgeson                                        City of Lynchburg

                        Gary Marple                                        Bedford County, ARC Rep

                        Clyde Porter                                         Campbell County

                        Marsha Rose                                        Amherst County

Phil Theisen                                          Bedford County

 

ABSENT:       Sue Boyers, Treasurer/Secretary         City of Lynchburg

Thomas Fore, Sr.                                 Amherst County

Dana Koenig                                        Bedford County, Consumer Rep

Gary Lowry                                          Bedford County

Debbie Parker                                      City of Bedford

                       

STAFF:           Nancy Cottingham, Executive Director

Sandy Farmer, Executive Assistant

Beth Ludeman-Hopkins, Interim Director Adult & Family Services

Wayne Trent, Director, Administration and Interim Director, Compliance

Sherri Walker-Thacker, Program Manager, Child & Family Services

 

GUESTS:        Cynthia Pegram, Reporter, News and Advance

                        Beth Ulrich, Program Manager, Adult & Family Services

                       

                       

                       

 

 

                       


           

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

                 

Nancy Brockman made a motion to adopt the agenda as mailed.   The motion was seconded by Clyde Porter and carried by unanimous vote. 

 

B.  PUBLIC COMMENT

 

      There was none. 

 

C.  MNUTES

 

1.   Consideration of the Board Minutes of October 24, 2007                                                                              

RECOMMENDATION:  Lynn Doss, acting Secretary in Sue Boyers’ absence, made a motion to approve the minutes as mailed.  Jeff Helgeson suggested revising F. COMMITTEE REPORTS, 1.  Quality Improvement Committee , RECOMMENDATION: reference to Sandy Farmer made a motion on behalf…changed to …Phil Theisen made a motion to approve… The above mentioned revision to the October 2007 minutes was carried by unanimous vote.  Clyde Porter abstained from voting due to his absence at the last meeting.

 

D.  DEPARTMENT PRESENTATION

 

Beth Ulrich, Program Manager of the Appomattox and Amherst Counseling Centers for Adult and Family Services, gave a brief presentation on the programs offered at the centers.

           

E.   BOARD ACTION

 

      1.   VML/VACo Board Resolution

 

Wayne Trent reviewed the Resolution from the VML/VACo bond attorney, which was also emailed to members for review, explaining this would be the last piece needed to obtain financing.  He also reviewed the handout from the bond pool attorney, LeClair Ryan, explaining the bond pool concept and process. 

RECOMMENDATION:  Gary Marple made a motion to approve the VML/VACo Bond Pool Resolution as presented.  The motion was seconded by Charles Farwell and carried by unanimous vote.

 

Wayne explained that since the City of Lynchburg already has an existing Industrial Development Authority, we must ask them to give permission for the VML/VACo Industrial Development Authority to provide the financing.

 

F.   COMMITTEE REPORTS

 

Personnel Committee                                                                        Gary Marple

 

1.      FY 2007 Fourth Quarter and FY 2008 First Quarter Exit Interview Reports

 

RECOMMENDATION:  Gary Marple made a motion to approve the FY 2007 Fourth Quarter and the FY 2008 First Quarter Exit Interview Reports as reviewed by the Personnel Committee.   The motion was approved by majority vote, with Jeff Helgeson abstaining.

 

2.      Annual Review of the Personnel Policies

 

RECOMMENDATION:  Gary Marple made a motion to approve the Personnel Policies as mailed with one revision to the VEHICLE USAGE section adding guidelines when rental cars are used for transportation.  The motion was approved by unanimous vote.

 

3.   Evaluation Form for the Executive Director

 

RECOMMENDATION:  Gary Marple made a motion to approve the Executive Directors Evaluation Form using Goals/Objectives as presented with two additions for the 2008 evaluation:  1.  Executive Director is required to attend training at least one week per evaluation year, 2.  Executive Director will work to promote harmony with the Board of Directors. The motion was approved by unanimous vote.

 

Gary reviewed the Executive Director Evaluation process handout.  After much discussion it was decided that the process for the 2007 evaluation of the Executive Director would begin in December 2007 with the evaluation packets being given to all board members at the December 2007 board meeting.  Members will be asked to complete the evaluation form and return to the Personnel Committee Chair by January 11, 2008 with the actual evaluation taking place at the January 2008 board meeting.

 

For the 2008 Executive Director Evaluation the process will begin November 2008 and the actual evaluation will take place during the December 2008 board meeting.  This option is the preferred month for future evaluations.

 

RECOMMENDATION:  Gary Marple made a motion to approve the Executive Directors Evaluation process as stated above.  The motion was approved by unanimous vote.

 

G.  STAFF REPORTS

           

            1.         Executive Director’s Report                                     Nancy Cottingham

 

                        Nancy highlighted several items from her submitted report.  She suggested the possibility of the board authorizing the use of consulting firms in the future.  Lynn suggested Nancy present a proposal to the board for discussion.

 

                        Nancy announced that Felicia Prescott was named as the new Adult and Family Services Director.  Ms. Prescott will begin January 7, 2008.

 

2.         Administration                                                            Wayne Trent

 

                        Wayne reviewed the STATEMENT OF CASH FLOWS handout.

 

3.         Adult & Family Services                                           Beth Ludeman-Hopkins

                 

                        Beth had nothing to add to her submitted Adult and Family Services report.  She advised the board of the Board Members Survey, suggested by CARF that will be in the December board packets for board member completion.

 

4.         Child & Family Services                                            Sherri Walker-Thacker

 

                        In Sandy Bryant’s absence Sherri Walker-Thacker had nothing to add to her submitted report.

 

5.         Compliance Department                                            Wayne Trent

 

                        Wayne had nothing to add to his submitted report.

                       

H.  CHAIRMAN’S ITEMS

 

Lynn requested that Board members review the Holiday Open House schedule and asked members to make every effort to show their support by attending as many as possible.  Lynn also reminded members of the next meeting of the Board of Directors Wednesday, December 12, 2007 beginning at 4:00 p.m. (this meeting is earlier due to the Christmas holiday).  The meeting will take place in the Administration Board Room, 2241 Langhorne Road, Lynchburg.

 

I.  ADJOURNMENT

 

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

 

The meeting was adjourned at 5:02 p.m.

     

Above minutes were approved at the meeting held on December 12, 2007.

             

 

            ATTEST: Sandy Farmer CAP, Recording Secretary

 

Respectfully submitted for Sue Boyers

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