Rappahannock Rapidan Community Services Regular Board Meeting October 9, 2018 at 1:00pm MINUTES Members Present: Members Excused: Staff Present: Others present: Alan Anstine, Pat Balasco-Barr, Marcia Brose, Elizabeth Davis, Amber Foster, Dawn Klemann, Jack Ledden, Donalda Lovelace, Valerie Ward, Robert Weigel Ann Baumgardner, William Hepler, Paula Howland, Clare Lillard, Demaris Miller James LaGraffe, Anna McFalls, Ryan Banks, Ray Parks, Paula Stone, Jeanette Nord Dr. Charles Stein, MD, Pediatrician 1. Call to Order Board Chair, Elizabeth Davis Elizabeth Davis, Board Chair, called the meeting to order at 1:02 pm. 2. Moment of Silence 3. Agenda Review Board Chair, Elizabeth Davis Additions/Deletions a. Employee Service Awards b. Recommendation to Appoint Judith Kimpflen, CSAC, to the RRCS Aging and Advisory Council ACTION: A motion was made by Jack Ledden and seconded by Alan Anstine to approve the agenda with the additions of the employee service awards and recommendation for Judith Kimpflen to serve on the Aging and Advisory Council. There being no further discussion, the Board voted unanimously to approve the agenda with the additions. 4. Board Chair Remarks / Announcements New Date for November Board Meeting (to November 20, 2018) The Board meeting originally scheduled for October 13 was to be moved to Tuesday, November 20 th ; however, after a brief discussion, it was determined that the 20 th is not a good date. Jim LaGraffe said he would send a message to Board members with suggested alternative dates. 5. Public Comment None 6. Corrections / Review / Approval of Minutes September 11, 2018 Board Meeting Minutes ACTION: A motion to approve the September 11, 2018 Board meeting minutes was made by Marcia Brose and seconded by Amber Foster. There being no further discussion, the Board voted unanimously to approve the motion.
7. Employee Recognition Jim LaGraffe presented service awards to formally acknowledge the contributions employees have made to the organization. 8. Appointment to the RRCS Aging & Advisory Council Jim noted that Ray Parks, Director, Aging & Transportation Division, had spoken at the last meeting for the Aging & Advisory Council and received a request from Ms. Judith Kimpflen to serve on the Council. Jim therefore recommended her appointment to the Board. ACTION: A motion to approve Ms. Kimpflen s membership on the Council was made by Dawn Klemann and seconded by Pat Balasco-Barr. There being no further discussion, the Board voted unanimously to approve the motion. 9. Executive Director Report State General and DARS fund reductions We have received our State General Funds reductions as reported at the September Board Committees. Additionally we received notice from DARS that due to an accounting error at the State Agency, our fiscal year 19 and 20 allocations are being reduced. For FY 19 the net funding reduction from VDA/DARS is $35,272. This actually represents a reduction to additional FY18 funds that we were notified of in mid- June. We planned to carryover $30,468 of those additional funds and included them on our FY19 Area Plan. That now goes away for FY19. The remaining $4,804 reduction will impact FY18 which ends 9/30/18. Presentation of Agency Annual Plan to County Supervisors Our annual Plan was presented to the Madison County Board of Supervisors on September 25, 2018 and the Rappahannock County Board Supervisors on October 1, 2018. Orange County is scheduled for October 9, 2018. We are still awaiting a date from Fauquier County. Fauquier Facility Update We will discuss current updates to the Fauquier Clinic in closed session as allowable per VA FOIA requirements. REACH Homes The following updates to the Reach Homes has been provided by Brian Duncan who is managing the project. During the month of September the following activities have been completed: Construction is ongoing Despite significant amounts of rain General Contractor is still working for a February completion schedule Visit to site by Easter Seals will be arranged for November.
All Staff Appreciation Picnic An All Staff Appreciation Picnic was held at The Inn at Kelly s Ford on Friday September 28, 2018. The event was attended by approximately 200 staff and was very positively received by those attending. Office and Service Location Security Based upon a recent event where a community member entered Boxwood, an office security representative visited Boxwood, the Culpeper Clinic and the Bradford Rd. Main Office to review office security systems and options. A proposal is being drafted to agency management for pricing on security options. VACSB Conference Several members of agency Leadership are attending the fall VACSB Public Policy Conference in Roanoke on October 2nd-5th. Center for Non-Profit Excellence training Elizabeth Davis and Jim LaGraffe are attending a multi-week training at The Center for Non-Profit Excellence entitled From Walk to Talk: Putting Diversity, Equity, and Inclusion into Action. 10. Fiscal 2020 Local Tax Request Jim requested that RRCS local tax request from our local counties for FY2020 remain at $6.69 per capita. ACTION: A motion to maintain the current local tax at 6.69 per capita was made by Marcia Brose and seconded by Robert Weigel. There being no further discussion, the Board voted unanimously to approve the motion. 11. Closed Session Discussion on Property Acquisition ACTION: Elizabeth Davis moved that the Board enter closed session for the purpose of discussing issues relating to property acquisition. This motion is made pursuant to Virginia Code Section 2.2-3711, Subsection A, Paragraph 3. After reconvening the open session, the Chair polled each Board member, asking, "To the best of your knowledge, do each of you certify that only public business matters lawfully exempted from the open meeting requirements under existing Virginia law, and only such public business matters as were identified in the motion by which the closed session was convened were heard, discussed, or considered by the Board in the closed session just held?" Each Board member present responded as follows: Alan Anstine Pat Balasco-Barr Ann Baumgardner Marcia Brose Elizabeth Davis Amber Foster William Hepler Paula Howland Dawn Klemann Clare Lillard Jack Ledden Donalda Lovelace Demaris Miller Valerie Ward Robert Weigel
ACTION: A motion to support our share of the purchase price of 12 North Hill Drive, not to exceed $775,000, was made by Pat Balasco-Barr and seconded by Valerie Ward. There being no further discussion, the Board voted unanimously to approve the motion. 12. RRCS Giving Proposal Jim explained that he often receives requests for sponsorship of community organizations and events and noted that our budget allows for us to do so. He requested authorization to utilize $7,500 to sponsor these groups and their initiatives as follows: - Jim would have authority to authorize sponsorships for requests of $1 to $500 and will maintain a spreadsheet of the events sponsored. - The Executive Committee would authorize requests for $501 to $2,500. - The full Board would authorize all requests over $2,500. Board members agreed that such efforts not only help the community, but also let everyone know that RRCS is a resource. 13. Discuss Nominations Committee Jack Ledden reported that the committee was formed in October with five members, one from each county, as follows: Jack Ledden (Fauquier), Dawn Klemann (Culpeper), Donalda Lovelace (Orange), Demaris Miller (Rappahannock), and Amber Foster (Madison). He said that a slate of nominations for Board officers would be brought before the Board at its November meeting for members to vote on at its December meeting. He pointed out that, while a formal slate will be presented, Board members will still be able to make nominations at the December meeting. Donalda Lovelace will be contacting members with a request to notify her of their intent to run, and asked that responses be sent by November 6, 2018. The Committee will meet again prior to the November board meeting to prepare the slate for presentation to the Board. Elizabeth Davis reminded members that the elected Board officers will also serve on the Executive Committee. Donalda asked Board members to contact their nominees to ensure that they wish to serve in the position for which they re being nominated. 14. Discuss FOIA Board Training Megan Rhyne from the Virginia Coalition for Open Government will provide Freedom of Information Act (FOIA) training to Board members at its January 8, 2019 meeting. 15. Committee Reports to the Board of Directors Executive Committee: Chair s report o Action: Resolution - Title VI Plan and Procedures Elizabeth Davis briefly explained the Title VI Plan and Procedures and requested that Board members pass a resolution committing RRCS to its tenets. ACTION: A motion to pass the Resolution for the Title VI Plan and Procedures was made by Pat Balasco- Barr and seconded by Alan Anstine. There being no further discussion, the Board voted unanimously to approve the motion. Additionally, Elizabeth noted that Dr. Hughes Melton, Commissioner of DBHDS, would be visiting RRCSB on October 11, 2018 for lunch with senior management and to visit one or two of our facilities, such as Boxwood and/or Bridges.
Administrative Services Committee: Chair s report o Action: None Program Committee: Chair s report o Action: None Donalda noted that the committee received a presentation on the National Leadership Consortium on Developmental Disabilities from Paula Stone, Director of Community Support Services. 16. Other Business Board members discussed articles recently published in several local newspapers regarding Medicaid expansion and treatment at RRCS centers. Jim pointed out that the target for medication assisted treatment is December, and not November as was reported. 17. Announcements (members and staff) None 18. Call to Adjourn There being no further business, the meeting adjourned at 2:24 pm.