MINUTES OF THE OCTOBER MEETING OF

CENTRAL VIRGINIA COMMUNITY SERVICES BOARD

Administration Board Room

Lynchburg, Virginia

 

October 24, 2007

 

 

PRESENT:     Sue Boyers, Treasurer                         City of Lynchburg

                        Nancy Brockman, Vice-Chair              Amherst County

                        William Craft                                        Appomattox County

                        Lynn Doss, Chair                                 Appomattox County

                        Charles Falwell                                     Campbell County

                        Jeff Helgeson                                        City of Lynchburg

                        Gary Marple                                        Bedford County, ARC Rep

Debbie Parker                                      City of Bedford

                        Marsha Rose                                        Amherst County

Phil Theisen                                          Bedford County

 

 

ABSENT:       Lindsey Edwards                                  City of Lynchburg

Thomas Fore, Sr.                                 Amherst County

Gary Lowry                                          Bedford County

                        Clyde Porter                                         Campbell County

 

                       

STAFF:           Sandy Bryant, Director, Child & Family Services

                        Nancy Cottingham, Executive Director

Sandy Farmer, Executive Assistant

Beth Ludeman-Hopkins, Interim Director Adult & Family Services

Wayne Trent, Director, Administration and Interim Director, Compliance

 

GUESTS:        Ann Arrington, Health Information Assistant, Adult & Family Services

                        Linda Fontaine, Operations Administrator, Child & Family Services

                        Kim MacPherson, Health Information Manager, Adult & Family Services

                        Cynthia Pegram, Reporter, News and Advance

                        Caroll Stinnette, Program Manager, Adult & Family Services

                        Gwen Wheeler, 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 Revised Agenda

                 

Debbie Parker made a motion to adopt the revised agenda as presented.   The motion was seconded by Nancy Brockman and carried by unanimous vote. 

 

  1. Celebration Recognition

 

      Retirement celebration for Ann Arrington, Health Information Assistant, Adult & Family Services, and 25th Service Anniversary celebration for Caroll Stinnette, Program Manager, Adult & Family Services.

 

Kim MacPherson and Linda Fontaine recognized Ann Arrington for her outstanding achievements and Lynn presented her with a gift on behalf of the Board of Directors. 

Gwen Wheeler recognized Caroll Stinnette for his 25 years of service to our agency and Lynn presented him with a gift on behalf of the Board.

 

B.  PUBLIC COMMENT

 

      There was none. 

           

C.  BOARD ACTION

 

            1.         Draft Board Contract

 

Mr. Doss gave a brief overview from the Executive Committee meetings on their discussion and development of the proposed Draft Board Contract.  After much discussion it was decided that this topic would be tabled for a future meeting.

 

C.  MINUTES

 

1.         Consideration of the Minutes of the July 25, 2007 Board Meeting                                                                                        

RECOMMENDATION:  Sue Boyers made a motion to approve the minutes as mailed.  The motion was carried by unanimous vote.  Nancy Brockman abstained from voting due to her absence at the last meeting.

 

2.         Consideration of the Minutes of the September 26, 2007 Board Meeting                                                                                         

RECOMMENDATION:  Sue Boyers made a motion to approve the minutes as mailed with one revision to correct William Falwell to Charles Falwell under WELCOME.  The motion was carried by unanimous vote.  Phil Theisen abstained from voting due to his absence at the last meeting.

 

3.         Consideration of the Minutes of the August 13, 2007 Executive Committee Meeting

                                                                                               

RECOMMENDATION:  Lynn Doss made a motion to approve the minutes as mailed.  The motion was carried by unanimous vote. 

 

4.         Consideration of the Minutes of the September 26, 2007 Executive Committee Meeting

                                                                                               

RECOMMENDATION:  Lynn Doss made a motion to approve the minutes as mailed.  The motion was carried by unanimous vote. 

 

D.  DEPARTMENT PRESENTATION

 

2007 Employee Satisfaction Survey                                                            Nancy Cottingham

 

Nancy gave a brief overview of the recent 2007 Employee Satisfaction Survey results.  She stated that an update would be given to members at the next Personnel Committee meeting.

           

F.   COMMITTEE REPORTS

 

1.         Quality Improvement Committee                                                     Phil Theisen

 

Mr. Theisen asked Sandy Farmer to review the recommendations to the full board.

 

A.  New Fraud and Reporting Policy

 

      RECOMMENDATION:  Phil Theisen made a motion to approve the new Fraud and Reporting Policy as mailed.   The motion was carried by unanimous vote.

 

B.   Consideration of the FY 2008 First Quarter Goals and Objectives

 

            Phil asked Sandy Farmer to review the revision requests for board approval as follows:

 

            Administration

 

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

           

            Objective II.1:  Consolidate present Payroll and Accounts Payable positions to create one position charged with processing payments for all employees, vendors and contractors.

           

            Request target date extension to 6-30-08 due to future purchase of new financial software that includes electronic timekeeping.

 

            Adult & Family Services Department

 

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

           

            Objective I.1:  Renovate the Courtland House.

 

            Request extension to 6-30-08 pending A & F Director position permanently filled.

 

            Objective I.2:  Develop policies and procedures for the wellness and recovery drop-in   center.

           

            Request extension to 6-30-08 pending A & F Director position permanently filled.

 

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

           

            Objective II.1:  Evaluate the need for respite care, the cost of the program and the staffing needed to run the program.

           

            Request extension to 6-30-08 pending A & F Director position permanently filled.

 

            Goal V:  Increase consumer and stakeholder satisfaction.

           

            Objective V.1:  Implement measurable action plan to address results of Consumer survey.

           

            Request extension to 6-30-08 pending A & F Director position permanently filled.

 

            Objective V.2:  Implement measurable action plan to address results of Stake Holder

            survey.

 

            Request extension to 6-30-08 pending A & F Director position permanently filled.

 

RECOMMENDATION:  Phil Theisen made a motion to approve the FY 2008 First Quarter Goals and Objectives with six revisions as mailed.  The motion was approved by unanimous vote.

 

G.  STAFF REPORTS

           

            Due to time restraints Lynn asked directors to limit their presentations.

 

1.         Executive Director’s Report                                     Nancy Cottingham

 

                        Nancy highlighted several items from her submitted report.  She stated that the handouts THE CITY SOURCE and the LYNCHBURG COMMUNITY DIALOGUE ON RACE AND RACISM will be discussed at the November meeting.

 

2.         Child & Family Services                                            Sandy Bryant

 

                        Sandy asked members to consider wearing the Red Ribbon Week pins at each members place in support of a drug free community.

 

3.         Compliance Department                                            Wayne Trent

 

                        Wayne made a correction to his submitted report under – CHALLENGES – correcting the CARF acronym spelling to Commission on Accreditation of Rehabilitation Facilities.

 

            4.         Administration                                                            Wayne Trent

 

                        Wayne had nothing to add to his submitted report. 

 

3.         Adult & Family Services                                           Beth Ludeman-Hopkins

                 

                        Beth stated that several staff from our agency will be attending a regional disaster planning event this Saturday.

                       

H.  CHAIRMAN’S ITEMS

 

      Lynn presented Nancy Cottingham with a framed certificate of appreciation recognizing her for her vision and leadership with the Board Training September 26, 2007.

 

RECOMMENDATION:  Sue Boyers made a motion to develop a formal resolution to all staff that participated, planned, and presented at the September 26, 2007 Board Training.  This resolution would gratefully acknowledge staff for their hard work and the board further expresses their appreciation for the professionalism and expertise of all participating staff.  The motion was seconded by Debbie Parker and carried by unanimous vote.

 

            Nancy was tasked to send via email to all participating staff members on behalf of the    Board of Directors.

 

Lynn also reminded members of the next meeting of the Board of Directors Wednesday, November 14, 2007 beginning at 4:00 p.m. (this meeting is earlier due to the Thanksgiving 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 Debbie Parker and carried by unanimous vote.

 

The meeting was adjourned at 5:25 p.m.

     

Above minutes were approved at the meeting held on November 14, 2007.

             

 

            ATTEST: Sandy Farmer CAP,  Recording Secretary

 

Respectfully submitted for Sue Boyers

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