RECENT BOARD MEETING MINUTES
September 15, 2011
Neighborhood Housing
Services
Second Floor Meeting Room
Board Members Present Absent
Dr. Theodore Hunter X
Dr.
Dr. Jose Bonilla X
Dick Chartier X
Jason Crank X
Celeste Didlick-Davis X (arrived at
5:15 p.m.)
Monyca Gordon X
Pat Irwin X
Martin Langlais X
Lauren Marsh X (arrived at 5:20 p.m.)
Rabbi Eric Slaton X (left
at 5:55 p.m.)
Rev.
Dr. Kenneth Willman X
Burt Young X
Staff Present
Dr.
Angela Creech
Ann Elam
Guests Present
Shelly
Wallpe, Community Behavioral Health
I. CALL TO
ORDER
Dr. Hunter called the meeting to order
at 5:10 p.m. Dr. Bohley read the roll
call of attendance. Dr. Hunter welcomed
the board members and guests.
New board member Dr. Jose Bonilla and
reappointed board members Ms. Vivian Crooks, Dr. Theodore Hunter, and Mr. Burt
Young were sworn in by Ms. Angela Creech.
Dr. Hunter called board members’
attention to an email written by Dr. Eliopulos regarding his not seeking
reappointment to the Board and expressing his thanks and best wishes for the
Board.
II. APPROVAL OF
MINUTES
Mr.
Young made a motion to approve the minutes of the June 16, 2011 Board Meeting. Ms. Irwin seconded the motion. The motion passed unanimously.
III. REQUIRED
APPROVALS AGENDA
Dr.
Bohley reviewed the handouts for the following items: proposed revised SFY 2012 budget for the
Butler County Coalition for Healthy, Safe, and Drug-Free Communities (agenda
item D), agreement on behalf of the Butler County Coalition with Ms. Angela
Ledgerwood for translator services (added to agenda item E), and proposed
revised allocations for SFY 2012 (agenda item G).
After
review of the handouts, Dr. Amspaugh made a motion to approve the Required
Approvals Agenda items as follows:
A. Financial Report: to approve the financial reports for May and
June 2011 for the Board accounts and for the Butler County Coalition for
Healthy, Safe, and Drug-Free Communities and all financial transactions
recorded in the general ledger sheets included in these reports.
B.
Board Assurances: to endorse the approval of
the ODADAS Board Assurances.
C.
Review/Revision of Staff Policies: to approve the proposed
revised staff policies and to authorize Dr. Hunter to sign these policies to
signify board approval and to approve the review of unchanged policies and to
authorize Dr. Hunter to sign these policies to signify board approval of the
review of such policies without change.
D.
Revised County Coalition Budget for SFY
2012:
to approve the proposed revised SFY 2012 budget for the Butler County
Coalition for Healthy, Safe, and Drug-Free Communities.
E.
County Coalition Agreements: to approve the proposed
agreements on behalf of the Butler County Coalition for Healthy, Safe, and
Drug-Free Communities with the Alcohol and Chemical Abuse Council (one
agreement for personnel and one agreement for expenses), Bob Ratterman, Angela
Ledgerwood, and Miami University and to authorize Dr. Bohley to sign these
agreements on behalf of the Butler County Alcohol and Drug Addiction Services
Board.
F.
Agreements for Consultant/Trainer: to approve the proposed
agreements with Children Services and with Dr. Mark Godley for consultation/training
services and to authorize Dr. Bohley to sign these agreements on behalf of the
Butler County Alcohol and Drug Addiction Services Board.
G.
Revised Board Allocations for SFY 2012: to approve the proposed revised
Board allocations for SFY 2012.
H.
Carryover of Unspent Opiate Treatment
Dollars:
to approve the carryover of unspent treatment dollars awarded by ODADAS
to the Butler County Alcohol and Drug Addiction Services Board in SFY 2011 and
the expenditure of these funds for SFY 2012 services in accordance with ODADAS
requirements and allocations approved at the June 16, 2011 board meeting of the
Butler County Alcohol and Drug Addiction Services Board.
Mr.
Langlais seconded the motion. The motion
passed unanimously.
IV. INTERNAL MONITORING
REPORTS
Dr.
Willman made a motion to accept the internal monitoring reports for board
policy B-2 (Provider Contracting), board policy B-4 (Financial Planning and
Budgeting), and board policy B-5 (Financial Condition and Activities) as
demonstrating compliance with a reasonable interpretation of board policy. Ms. Didlick-Davis seconded the motion. The motion passed unanimously.
V. EXECUTIVE LIMITATIONS POLICIES
A. Proposed
Exceptions to Board Policy B-5. Dr. Bohley requested that the Board consider
adding Cox Media Group and Geisler I.T. Services as exceptions to B-5, 6b which
reads: “(the executive director shall not) make a single purchase or financial
commitment of over $10,000 without having obtained comparative prices and
quality unless approval of the board is obtained.” He stated that the services provided by
these vendors are unique and that the expectation of seeking comparative
pricing should be waived. He stated that while the initial contract
with the Cox Media Group was for less than $10,000, the Coalition planned to
propose a second contract in January which would bring the total for the two
contracts above $10,000. After
discussion the Board declined to amend the policy to include these exceptions
because the current board policy allowed for approval by the board as an
alternative to seeking comparative pricing.
Mr. Young made a motion to approve the proposed contracts with Cox Media
Group and with Geisler I.T. Services.
Dr. Amspaugh seconded the motion.
The motion passed unanimously.
B. Proposed Revision of
Board Policy B-2. Dr. Hunter
presented the rationale for the revision of Board Policy B-2 as developed by
the Governance Committee for the Board’s consideration. He stated that the initial impetus for
revising the policy came from the awareness that technically Dr. Bohley did not
have the authority to enter into provider contracts. His role was to keep the board informed about
matters relevant to the contracts and to make recommendations to the board
regarding such contracts. The proposed
policy also makes it explicit that recommended provider contracts are to be
aligned with the Board’s Ends. Ms.
Crooks made a motion to approve the proposed revision of Board Policy B-2. Dr. Willman seconded the motion. The motion passed unanimously.
VI. GOVERNANCE PROCESS
A. Conflict of Interest
Statements. Dr. Hunter reminded
board members of the requirement to complete and sign their annual Conflict of
Interest Statements by the end of September.
B.
Board Retreat. Dr. Hunter stated that the
Board Retreat is scheduled for Thursday, November 17th at the
C.
Board Bylaws. Dr. Hunter reported that
the Governance Committee reviewed the current bylaws and had no suggested items
for possible changes. He asked if any
other board members had identified any bylaws issues for discussion. No substantive issues were identified;
however, Dr. Willman found a typo to be corrected. Ms. Crooks made a motion to consider the
board’s periodic review of its bylaws completed with no changes made. Ms. Didlick-Davis seconded the motion. The motion passed unanimously. Dr. Bohley will ensure that the identified
typo is corrected. Rabbi Slaton left
after this motion.
VII EXECUTIVE
DIRECTOR UPDATE ON BOARD CONSOLIDATION
Dr. Bohley stated that the
preliminary draft performance audit report completed by the State Auditor’s
Office for the County Commissioners to provide ideas for cost savings
identified consolidation of the Mental Health and ADAS Board not as a
recommendation but as an issue for further consideration by the
Commissioners. He added that in response
to the State Auditor’s request for feedback he provided some corrective
information and a statement regarding the benefit and value of a specialty
board whose sole focus is on alcohol and other drug issues. A revised draft is being developed by the
State Auditor’s Office and will allow for a final round of feedback before the
final report is provided to the Commissioners.
At this time no date has been communicated for the presentation of the
final report. Dr. Bohley agreed to
forward to board members the response that he sent to the State Auditor’s
Office.
VIII. OPEN
FORUM
No
items were presented for discussion.
VIII. MEETING
PROCESS REVIEW
Board members provided
positive feedback to Dr. Hunter about his facilitation of his first meeting as
chair.
IX. PUBLIC
COMMENT
There were no guest
comments.
X. ADJOURNMENT
Dr. Hunter thanked the
board members and guests for their attendance.
The meeting ended by consensus at 6:05 p.m.
June 16, 2011
Neighborhood Housing
Services
Second Floor Meeting Room
Board Members Present Absent
Dick Chartier (chair) X
Dr.
Jason Crank X
Celeste Didlick-Davis X
Dr. Nicholas Eliopulos X
Monyca Gordon X
Dr. Theodore Hunter X
Martin Langlais X
Lauren Marsh X
Rabbi Eric Slaton X
Rev.
Dr. Kenneth Willman X
Burt Young X
Staff Present
Dr.
Angela Creech
Ann Elam
Guests Present
Shelly
Wallpe, Community Behavioral Health
I. CALL TO
ORDER
Mr. Chartier called the meeting to order
at 5:08 p.m. Dr. Bohley read the roll
call of attendance. Mr. Chartier
welcomed the board members and guests.
Dr. Hunter made a motion to accept with regret
the resignation of Ms. Angela Diver from the ADAS Board effective June 7,
2011. Ms. Didlick-Davis seconded the
motion. The motion passed unanimously. Mr. Chartier noted that Ms. Diver had served
on the board since July 2005 and expressed appreciation for her years of
dedicated service.
Dr. Hunter presented Mr. Chartier with a
plaque recognizing him for his dedicated service and leadership as board chair
for the last two years.
II. APPROVAL OF
MINUTES
Dr.Willman
made a motion to approve the minutes of the May 19, 2011 Board Meeting. Ms. Marsh seconded the motion. The motion passed unanimously.
III. REQUIRED
APPROVALS AGENDA
Dr.
Bohley reviewed the handouts for the following items: facility budgets for SFY 2012 (item C),
proposed board allocations to providers for SFY 2012 (item M), other
funding-related issues (item N), and revised agreement with The Ohio Department
of Alcohol and Drug Addiction Services for the VRP3 project (item O). The handout for item M (board allocations) is
attached to these minutes. The other
handouts can be found with the board meeting information packet in the record
of board meetings. During the review of
item M (board allocations), Dr. Bohley stated in response to a question by Mr.
Young that he felt reasonably confident that the proposed allocations to
providers would not need to be reduced at the September board meeting unless
the evolving state budget for SFY 2012-2013 saw a drastic reduction in ODADAS’
allocation.
After
review of the handouts, Ms. Diclick-Davis made a motion to approve the Required
Approvals Agenda items as follows:
A. Financial Report: to approve the financial report for April
2011 for the Board accounts and for the Butler County Coalition for Healthy,
Safe, and Drug-Free Communities and all financial transactions recorded in the
general ledger sheets included in this report.
B.
Distribution of Property Rental Income
for SFY 2012:
to approve the proposed distribution of SFY 2012 property rental income
as follows: $75,096 to facilities
account, $20,000 to board administration budget, and $10,000 to operations
reserve.
C.
Facility Budgets for SFY 2012: to approve the SFY 2012
facility budgets for the
D.
Property Leases for SFY 2012: to approve the proposed
SFY 2012 property leases for the
E.
County Coalition Budget for SFY 2012: to approve the SFY 2012
budget for the
F.
County Coalition Agreement with the
Alcohol Council for SFY 2012 for the SPF-SIG Grant: to approve the proposed agreement
between the Butler County Alcohol and Drug Addiction Services Board on behalf
of the Butler County Coalition for Healthy, Safe, and Drug-Free Communities and
the Alcoholism Council of Butler County, Ohio and to authorize the Executive
Director to sign this Agreement on behalf of the Butler County Alcohol and Drug
Addiction Services Board.
G.
Board Administrative Budget: to approve the proposed
Board Administrative Budget for SFY 2012.
H.
Family and Children First Council
Collaborative Fee Agreement for SFY 2012: to approve the proposed Family and Children
First Council Collaborative Fee Agreement for SFY 2012 and to authorize the
Executive Director to sign this Agreement on behalf of the Butler County
Alcohol and Drug Addiction Services Board.
I.
Agreement with Ohio Valley Goodwill
Industries:
to approve the proposed Agreement with the Ohio Valley Goodwill
Industries and to authorize the Executive Director to sign this Agreement on
behalf of the Butler County Alcohol and Drug Addiction Services Board.
J.
Agreement with Center for Chemical
Addiction Treatment for SFY 2012: to approve the proposed SFY 2012 Agreement
with the Center for Chemical Addiction Treatment and to authorize the Executive
Director to sign this Agreement on behalf of the Butler County Alcohol and Drug
Addiction Services Board.
K.
Reallocation of Opiate Treatment Dollars
for SFY 2012:
to approve the proposed reallocation of opiate treatment dollars.
L.
Provider Agreement Template for SFY 2012: to approve the proposed
template for the SFY 2012 Non-Medicaid Contract Provider Agreements.
M.
SFY 2012 Board Allocations: to approve the proposed
board allocations to providers for SFY 2012 and to authorize the Board Chair
and the Executive Director to sign the provider contracts on behalf of the
Butler County Alcohol and Drug Addiction Services Board.
N.
Other Funding-Related Issues: to approve the following:
1. to continue to
provide ODADAS specifically designated funds to the Alcohol and Chemical Abuse
Council (youth leadership) with the amount of such funds determined by
ODADAS.
2. to continue to
provide ODADAS specifically designated funds to the Alcohol and Chemical Abuse
Council (HIV prevention) and to Sojourner (484 and state women’s funds) with
the amount of these funds determined by ODADAS if ODADAS decides to allocate
these designated funds for SFY 2012.
(FYI. ODADAS has communicated its
intent to discontinue providing these designated funds after June 30, 2011.)
3. to use any unspent
SFY 2011 ADAS allocated county coalition funds and unallocated/contingency SFY
2011 prevention funds to prepay SFY 2012 prevention allocations.
4. to increase the SFY
2012 ADAS allocation for the Butler County Coalition for Healthy, Safe, and
Drug-Free Communities by the same amount as unspent SFY 2011 ADAS allocated
county coalition funds and to include these funds in the salary line item of
the county coalition’s SFY 2012 budget.
5. to carry over
unspent SFY 2011 board administrative budget funds to the SFY 2011 board
administrative budget (carry-over estimated to be approximately $4000).
6. to carry over
unspent SFY 2011 detoxification,
medication assisted treatment, and program development funds and
incorporate these funds within the $17,000 SFY 2012 board allocation for
detoxification, medication assisted treatment, and program development.
7. to authorize the
Executive Director to expend VRP3 funds for case services as authorized by the
Ohio Rehabilitation Services Commission and provided by Sojourner Recovery
Services, Inc. and vocational rehabilitation service providers in accordance
with the VRP3 Agreement between the Ohio Department of Alcohol and Drug
Addiction Services and the Butler County Alcohol and Drug Addiction Services
Board.
8. to carry over any
unexpended enhanced FMAP (ARRA) funds for SFY 2012 Medicaid match contingency.
O.
Revised Agreement with ODADAS for VRP3
Project:
to approve the proposed revised Agreement with ODADAS for the VRP3
Vocational Rehabilitation Project and to authorize the executive director to sign
this Agreement on behalf of the Butler County Alcohol and Drug Addiction
Services Board.
Dr. Amspaugh seconded the motion. The motion passed unanimously.
IV. INTERNAL
MONITORING REPORTS
Dr.
Willman made a motion to accept the internal monitoring reports for board
policy B-7 (Compensation and Benefits) and board policy B-9 (Communication and
Support) as demonstrating compliance with a reasonable interpretation of board
policy. Ms. Crooks seconded the
motion. The motion passed unanimously.
V. ENDS POLICY
A. Ends Priority 2.
Ms. Marsh made a motion to accept the Ends Report for Ends Priority 2 as
demonstrating compliance with a reasonable interpretation of board policy. Ms. Irwin seconded the motion. The motion passed unanimously.
B. HIV Prevention. Dr. Bohley reported that ODADAS stated its
intention not to continue funding for HIV prevention beyond June 30, 2011. In recent years the Alcohol and Chemical
Abuse Council has been awarded these funds by the board for the provision of
HIV prevention services to clients being treated by our contract providers and
other related high risk groups. He
stated that Sojourner and Community Behavioral Health expressed a willingness
to incorporate HIV prevention education into their client education efforts if
the Alcohol Council’s program is not continued.
He added that his interpretation of the board’s current Ends policy is
that HIV prevention is not a board priority.
Hence, his recommendation was that board discretionary funds be used for
services more clearly aligned with Ends policy and not used to continue this
program unless the board wishes to establish HIV prevention as a priority in
its Ends policy. The Board declined to
modify its Ends policy and no board funding was allocated to continue this
program beyond June 30, 2011.
VI. GOVERNANCE PROCESS
A. Board Officers. Ms. Marsh made a motion to select Dr. Hunter
as the board chair for SFY 2012. Ms.
Didlick-Davis seconded the motion. The
motion passed unanimously. Ms.
Didlick-Davis made a motion to select Mr. Chartier as the board secretary for
SFY 2012. Ms. Gordon seconded the
motion. The motion passed
unanimously.
B. Ownership Linkage. Mr. Chartier offered to serve as chair for an
ad hoc ownership linkage committee. Dr.
Hunter, Ms. Crooks, and Dr. Willman offered to serve on the committee as
well.
C. Board Member
Recruitment. Mr. Chartier reported
that there will be two board member vacancies as of July 1, 2011. He encouraged board members to provide Dr.
Bohley with information about any possible board members that they might
identify so that he can follow up with them.
VII OPEN
FORUM
No
items were presented for discussion.
VIII. MEETING
PROCESS REVIEW
No
items were presented for discussion.
IX. PUBLIC
COMMENT
Ms. Wallpe thanked the
board for its allocation of funds to Community Behavioral Health for SFY 2012.
X. ADJOURNMENT
Mr. Chartier thanked the
board members and guests for their attendance.
The meeting ended by consensus at 6:10 p.m.
May 19, 2011
Butler County
Six
Board Members Present
Absent
Dick Chartier (chair) X
Dr.
Jason Crank X
Celeste Didlick-Davis X
Angela Diver X (left
at 6:00 p.m.)
Dr. Nicholas Eliopulos X
Dan Ferguson X
Monyca Gordon X
Dr. Theodore Hunter X
Martin Langlais X
Lauren Marsh X
Rabbi Eric Slaton X
Rev.
Dr. Kenneth Willman X
Burt Young X
Staff Present
Dr. John Bohley
Ann Elam
Guests Present
Shelly
Wallpe, Community Behavioral Health
Kathy
McKinney,
Nick
DeFazio,
I. CALL TO
ORDER
Mr. Chartier called the meeting to order
at 5:05 p.m. Dr. Bohley read the roll
call of attendance. Mr. Chartier
welcomed the board members and guests.
II. APPROVAL OF
MINUTES
Mr.
Ferguson made a motion to approve the discussion notes of March 17, 2011,
minutes of the March 17, 2011 Board Meeting, and minutes of the April 28, 2011
Board Retreat. Ms. Crooks seconded the
motion. The motion passed unanimously.
III. REQUIRED APPROVALS
AGENDA
Ms.
Marsh made a motion to approve the Required Approvals Agenda items as
follows:
A.
Approval of the financial reports for February 2011 and March 2011
for board operations, property management, and the Butler County Coalition for
Healthy, Safe, and Drug-Free Communities and all transactions in the general
ledger sheets included in these reports.
B.
Approval of the proposed Agreement with the Butler County Adult
Probation Department for drug testing for SFY 2012 and authorization of the
executive director to sign this Agreement on behalf of the Butler County
Alcohol and Drug Addiction Services Board.
C.
Approval of the proposed revision of the SFY 2011 budget of the
Butler County Coalition for Healthy, Safe, and Drug-Free Communities.
D.
Approval of the proposed Agreement of the Butler County Coalition
for Healthy, Safe, and Drug-Free Communities with the Alcohol and Chemical
Abuse Council for implementation of the Strategic Prevention Framework grant
and to authorize the executive director to sign this Agreement on behalf of the
Butler County Alcohol and Drug Addiction Services Board.
Ms.
Irwin seconded the motion. The motion
passed unanimously.
IV. INTERNAL
MONITORING REPORTS
The following issues were
raised during discussion of the internal monitoring reports:
A. Interpretation for
Policy Prohibition B-5, 3: (Accordingly,
the executive director shall not) Expend funds for provider contracts in such a
manner as to deviate substantially from board priorities established in Ends
policies. Mr. Chartier raised concerns
about part of the interpretation. Dr.
Bohley and the Governance Committee will follow up with this and discuss this
prohibition and interpretation at a Governance Committee meeting.
B. Report for Policy
Prohibition B-6, 1: (Accordingly, he or
she shall not) Fail to follow a proactive approach to asset maintenance and
planning. Dr. Willman raised the issue
of whether or not the independent contractor providing maintenance services is
covered under worker’s compensation. Dr.
Bohley will follow up on this.
C. Interpretation for
Policy Prohibition B-6, 2: (Accordingly,
he or she shall not) Develop property rental fees without regard to: a) board
financial goals, and b) support of provider services. Ms. Crooks pointed out that the
Interpretation begins with the comment “CHANGES IN ITALICS’ but that no words
of the interpretation are in italics.
Dr. Bohley stated that he would follow up on this to determine if any
changes had been made to the interpretation.
He stated that he expected that no changes had been made to the
interpretation and that he had neglected to change the comment “CHANGES IN
ITALICS” to “NO CHANGE SINCE LAST REPORT” when he was creating the current
document from the word document of last year’s report.
Mr. Young made a motion to
accept the regular monitoring reports for Board Policies B-5 (Financial
Condition and Activities) and B-6 (Asset Protection) as demonstrating
compliance with a reasonable interpretation of board policy. Dr. Hunter seconded the motion. The motion passed unanimously.
V. ENDS POLICY
A. Ends Priority 1. Dr. Willman made a motion to accept the Ends Report for Ends Priority 1 as demonstrating compliance with a reasonable interpretation of board policy. Ms. Diver seconded the motion. The motion passed unanimously. During the course of the board discussion, Mr. Langlais inquired about Sojourner’s policy regarding the attendance of their clients at Alcoholics Anonymous meetings. Dr. Bohley stated that he would request clarification from Sojourner.
B.
Ends Priority 2. Discussion deferred to the June Board
Meeting.
VI. EXECUTIVE SESSION FOR
PERSONNEL: PERFORMANCE EVALUATION OF THE
EXECUTIVE DIRECTOR
Ms. Crooks made a motion to convene an executive session regarding personnel for the annual performance evaluation of the executive director. Dr. Willman seconded the motion. The roll call vote was unanimous in support of the motion. The executive session was convened at 5:50 p.m.
The general public session
was reconvened at 6:20 p.m. The roll
call of attendance recorded that all board members present from the beginning
of the board meeting remained except for Ms. Diver who left during the executive
session at 6:00 p.m.
Mr. Young made a motion to
accept Dr. Bohley’s Annual Performance Evaluation and to increase his annual
salary to $94,000 effective July 3, 2011.
Mr. Langlais seconded the motion.
The motion passed unanimously.
Mr. Young made a motion to
authorize Mr. Chartier to sign the Payroll Adjustment Report Form (PARF) on
behalf of the Butler County Alcohol and Drug Addiction Services Board to effect
the approved salary adjustment for Dr. Bohley.
Dr. Hunter seconded the motion.
The motion passed unanimously.
VII ADJOURNMENT
After the passage of the
motion authorizing Mr. Chartier to sign the Payroll Adjustment Report Form, the
meeting ended as board members left and a quorum was lost at 6:30 p.m.
Board Retreat
April 28, 2011
Board Members Present Absent
Dick Chartier (chair) X
Dr.
Jason Crank X
Celeste Didlick-Davis X
Angela Diver X
Dr. Nicholas Eliopulos X
Dan Ferguson X
Monyca Gordon X
Dr. Theodore Hunter X
Martin Langlais X
Lauren Marsh X
Rabbi Eric Slaton X
Rev.
Dr. Kenneth Willman X
Burt Young X
Staff Present
Dr. John Bohley
Ann Elam
Guests Present
I. CALL TO
ORDER
Mr. Chartier called the meeting to order
at 12:35 p.m. after a buffet luncheon that began around noon. Dr. Bohley read the roll call of
attendance. Mr. Chartier welcomed the board
members and Mr. Craymer.
III. REQUIRED
APPROVALS AGENDA ITEM
Dr.
Willman made a motion to approve the proposed Training Agreement with Goodwill
Industries, Inc. and to authorize Dr. Bohley to sign the Agreement on behalf of
the
IV. OWNERSHIP
LINKAGE WORKSHOP
Mr.
Craymer conducted the ownership linkage workshop which included a presentation
on ownership linkage (an overview), a review of a model for planning and
conducting the ownership linkage function, and a facilitated discussion of
board issues related to ownership linkage and the ownership linkage model. Attached to these minutes are a powerpoint
presentation handout, a handout detailing the various elements of an ownership
linkage model for planning and conducting ownership linkage, and Mr. Craymer’s
report on the workshop.
The workshop session ended
around 5:00 p.m.
March 21, 2011
Butler County
Six
Minutes
of Special Board Meeting
Board Members Present Absent
Dick Chartier (chair) X
Dr.
Jason Crank X
Celeste Didlick-Davis X
Angela Diver X
Dr. Nicholas Eliopulos X
Dan Ferguson X
Monyca Gordon X
Dr. Theodore Hunter X
Martin Langlais X
Lauren Marsh X
Rabbi Eric Slaton X
Rev.
Dr. Kenneth Willman X
Burt Young X
Staff Present
Dr. John Bohley
Ann Elam
Guests Present
None
I. CALL TO
ORDER
Mr. Chartier called the meeting to order
at 5:00 p.m. Dr. Bohley read the roll
call of attendance. Mr. Chartier
welcomed the board members.
II. APPROVAL OF
MINUTES
Dr.
Amspaugh made a motion to approve the minutes of the January 20, 2011 Board
Meeting. Ms. Irwin seconded the
motion. The motion passed unanimously.
III. REQUIRED
APPROVALS AGENDA
Prior
to voting on the Required Approvals Agenda items, Dr. Bohley provided an
overview of the Rehabilitation Services Commission (RSC) project and the
Strategic Prevention Framework – State Incentive Grant (SPF-SIG). The RSC project represents an opportunity for
the Board to receive access to three federal dollars for every one dollar the
Board provides as local match with the resulting pool of funds available to pay
for addiction treatment and vocational rehabilitation services for addiction
treatment clients. He recommended that the Board invest $60,000 as local match
for this project. Regarding the SFP-SIG grant,
Dr. Bohley announced that the ADAS Board in partnership with the Butler County
Coalition for Healthy, Safe, and Drug-Free Communities has been awarded a
multi-year grant by ODADAS to reduce high risk use of alcohol among adults 18
to 25 years old. This grant-funded project will focus on commuter students at
the regional compasses of
Ms.
Marsh made a motion to approve the Required Approvals Agenda items as
follows:
E.
Approval of the financial reports for November and December 2010
and January 2011 for board operations, property management, and the Butler
County Coalition for Healthy, Safe, and Drug-Free Communities and all
transactions in the general ledger sheets included in these reports.
F.
Approval of the allocation of $60,000 of Board funds to the
Rehabilitation Services Commission Project as recommended by Dr. Bohley, to
approve the VRP3 Agreement between the Ohio Department of Alcohol and Drug
Addiction Services and the Butler County Alcohol and Drug Addiction Services
Board, and to authorize Dr. Bohley to sign this Agreement on Behalf of the
Butler County Alcohol and Drug Addiction Services Board.
G.
Approval of the following proposed revised staff policies: Policy 2.3:
Claims Audits, and HIPAA Security Policy HS17: Disaster Recovery Plan
and Emergency Mode Operations.
H.
Approval of the proposed revised budget for the
I.
Approval of the expenditure of Strategic Prevention Framework –
State Incentive Grant Funds from the Ohio Department of Alcohol and Drug
Addiction Services in accordance with ODADAS grant requirements, and
authorization to enter into an Agreement on behalf of the Butler County
Coalition for Healthy, Safe, and Drug-Free Communities with the Alcohol and
Chemical Abuse Council, and authorization for the Executive Director to sign
this Agreement on behalf of the Butler County Alcohol and Drug Addiction
Services Board.
Ms.
Gordon seconded the motion. The motion
passed unanimously. (All board members attending
this meeting were present for this vote.
Dr. Amspaugh left after this vote.)
IV. PROVIDER
CONTRACTING (BOARD POLICY B-2)
Dr.
Bohley requested that consideration be given to amending Board Policy B-2
(Provider Contracting) to allow him to enter into contracts with new providers
to implement the Rehabilitation Services Commission project. While the Board
declined to amend the policy at this time, Mr. Ferguson made the motion to
authorize the executive director to provisionally enter into contracts for
vocational rehabilitation services subject to ratification at a subsequent
board meeting and to delegate to the executive director the authority to enter
into these contracts without the need for subsequent board ratification if the
county prosecutor’s office provides counsel that this is an acceptable
delegation of board authority. Mr. Crank
seconded the motion. The motion passed
unanimously.
V. INTERNAL
MONITORING REPORTS
Mr. Young made a motion to
accept the regular monitoring reports for Board Policies B-3, B-8, and B-5 as
demonstrating compliance with a reasonable interpretation of board policy and
also to accept the special monitoring report for Board Policy B-5, 8 as
demonstrating a satisfactory response to the identified policy violation. Mr. Ferguson seconded the motion. The motion passed unanimously.
VI. THANK YOU
Mr. Chartier thanked the
board members and the meeting ended by consensus at 5:55 p.m.
March 17, 2011
Neighborhood Housing Services
Homeownership Center
Second Floor Meeting Room
Discussion
Notes
Board Members Present Absent
Dick Chartier (chair) X
Dr.
Jason Crank X
Celeste Didlick-Davis X
Angela Diver X
Dr. Nicholas Eliopulos X
Dan Ferguson X
Monyca Gordon X
Dr. Theodore Hunter X
Martin Langlais X
Lauren Marsh X
Rabbi Eric Slaton X
Rev.
Dr. Kenneth Willman X
Burt Young X
Staff Present
Dr. John Bohley
Ann Elam
Angela Kilby
Holly Wilson
Guests Present
Shelly
Wallpe, Community Behavioral Health
I. CALL TO
ORDER
Because of the absence of a quorum, the
meeting was not called to order.
Discussion began at 5:15 p.m. Mr.
Chartier welcomed the board members and guests.
II. STATE BUDGET
UPDATE
Dr.
Bohley provided an update on the state budget.
He reported that the Ohio Department of Alcohol and Drug Addiction
Services was one of a handful of state departments that actually saw increases
in their state funds in the governor’s proposed budget. However, federal funds were projected to
decrease. Local impact should become
clearer as the budget language is released and ODADAS’ allocation priorities
are communicated to Boards. The state
House, then Senate will deal with the budget with the expectation that the
governor will approve the final state budget by the end of June. It should be noted that while dramatic cuts
to alcohol and other drug addiction services are not included in the governor’s
proposed budget, the current ODADAS budget is not adequate to the need.
III. REHABILITATION SERVICES COMMISION (RSC) PROJECT
Dr. Bohley provided an
overview of the RSC project opportunity.
Federal dollars are being made available to community boards to pay for
addiction treatment as well as vocational rehabilitation services for addiction
treatment clients. Dr. Bohley
recommended that the Board provide local match of $60,000 to create a total
pool of $240,000 available for treatment and vocational rehabilitation
services. To participate in this
project, the Board is required to send in the local match check by March 18,
2011 or early the following week. While
the matter was discussed by board members, the Board was unable to take action
on Dr. Bohley’s recommendation because of lack of a quorum.
IV. SPECIAL BOARD MEETING
Monday, March 21, 2011 was selected as the tentative date for a special board meeting to be convened at the ADAS Board offices to conduct official business including addressing the RSC project issue.
V. THANK YOU
Mr. Chartier thanked the
board members and guests and discussion ended at 5:55 p.m.
January 27, 2011
Neighborhood Housing Services
Homeownership Center
Second Floor Meeting Room
Minutes
Board Members Present Absent
Dick Chartier (chair) X
Dr.
Jason Crank X
Vivian Crooks X (left at 6:35 p.m.)
Celeste Didlick-Davis X
Angela Diver X (left
at 6:35 p.m.)
Dr. Nicholas Eliopulos X
Dan Ferguson X
Monyca Gordon X
Dr. Theodore Hunter X
Martin Langlais X
Lauren Marsh X
Rabbi Eric Slaton X (in
at 5:20 p.m.)
Rev.
Dr. Kenneth Willman X
Burt Young X
Staff Present
Dr. John Bohley
Ann Elam
Angela Kilby
Holly Wilson
Guests Present
I. CALL TO
ORDER
Mr. Chartier called the meeting to order
at 5:10 p.m. Dr. Bohley read the roll call
of attendance. Mr. Chartier welcomed the
board members and guests.
II. APPROVAL OF
MINUTES
Mr.
Young made a motion to approve the minutes of the November 18, 2010. Dr. Hunter seconded the motion. The motion passed unanimously.
III. REQUIRED
APPROVALS AGENDA
Ms.
Crooks made a motion to approve the Required Approvals Agenda which included
the following items:
A.
Approval of the financial reports for September and October 2010
for board operations, property management, and the Butler County Coalition for
Healthy, Safe, and Drug-Free Communities and all transactions in the general
ledger sheets included in these reports.
B.
Approval of the appointment of Daniel Urra as County Coalition
Project Manager effective November 29, 2010.
C.
Approval of the ODADAS Community Plan for SFY 2012 – SFY 2013 and
authorization of the Board Chair and Executive Director to sign the plan’s
signature page on behalf of the Butler County Alcohol and Drug Addiction
Services Board.
D.
Approval of the Executive Director’s recommendation regarding the
allocation of one-time ODADAS monies for opiate addiction treatment. (See attached Proposed Allocation of One-Time
Opiate Addiction Treatment Dollars.)
E.
Approval of the Agreement with Butler County Children Services for
Calendar Year 2011 and authorization of the Executive Director to sign this
Agreement on behalf of the Butler County Alcohol and Drug Addiction Services
Board.
Dr.
Amspaugh seconded the motion. The motion
passed unanimously.
IV. INTERNAL
MONITORING REPORT
A.
Financial Condition and Activities (B-5)
Mr. Young made a motion to accept the
internal monitoring report for Board Policy B-5 (Financial Condition and
Activities) as demonstrating compliance with a reasonable interpretation of
board policy. Ms. Irwin seconded the
motion. The motion passed unanimously.
Mr. Young requested that for future
internal monitoring reports on Policy B-5, 7, it be made clear whether or not
there were any audit reports communicated to the ADAS Board during the
three-month period of time being reported on.
V. BOARD –
EXECUTIVE DIRECTOR LINKAGE
A.
Executive Director Evaluation and Compensation Process
Mr. Chartier reviewed the process and
timeframes developed by the Governance Committee for the Executive Director’s
annual evaluation and compensation process as reflected in the minutes of the
December 7, 2010 meeting of the Governance Committee. The process is to be initiated at the March
meeting of the Governance Committee and conclude with an executive session at
the May ADAS Board meeting.
VI. GOVERNANCE
PROCESS
A.
Ownership Linkage Overview
Dr. Bohley provided a brief overview of
Ownership Linkage and Ownership Linkage Planning.
B.
Board Member Training
Mr. Chartier reviewed plans for the Board
Retreat. The Board Retreat is to be held
at
Rabbi Slaton made a motion to amend
Board Policy D-9, 1 (Cost of Governance) to read as follows: “Board development and enhancement will occur
in the following manner with annual costs not to exceed $5000.” Ms. Diver seconded the motion. The motion passed unanimously.
Board members engaged in a discussion
about board member training on the basics of policy governance. Various options were discussed including
length of the training session (from 2 ½ hours to a full day), offering
different training for new board member orientation and as a refresher for
board members already trained in the basics, training offered in conjunction
with other local organizations such as the Butler County United Way, use of
local trainer resources or bringing in a policy governance consultant such as
Miriam Carver, and having a training session in the morning of the board
retreat or at another time.
C.
Board Policy B-2, 2 (Provider Contracting)
This policy statement currently
reads: “(Accordingly, the executive
director shall not:) Enter into or maintain any contracts with providers that
do not provide services in an environment that is safe, dignified, pleasant,
and supportive.” Mr. Chartier provided
an overview of policy wording change options developed by the Governance
Committee to clarify the board’s intent in this policy prohibition, that is,
whether the board wished to provide guidance only with respect to the physical
environment in which contracted services are provided or with respect to the
physical environment as well as the social/interpersonal climate in which
contracted services are provided. After
discussion, no action was taken to amend the current policy.
D.
Governance Committee and Board Leadership for SFY 2012
Mr. Chartier requested that any board
members interested in serving as board officers for SFY 2012 and/or serving on
the Governance Committee contact him.
VII. ENDS POLICY
A.
Ends Priority 4
Ms. Marsh made a motion to accept the executive
director’s revised report of Ends Priority A-1, 4 as demonstrating compliance
with a reasonable interpretation of Board Policy. Dr. Amspaugh seconded the motion. The motion passed unanimously. (Ms. Crooks and Ms. Diver left the meeting
just prior to this vote. Ms. Carter and
Rev. Smith left just after this vote. At
that point, there was no longer a quorum.)
B.
Ends Priorities 1 and 2
Discussion deferred until the March
Board Meeting.
VIII. OPEN FORUM
There were no comments at this time.
IX MEETING
PROCESS REVIEW
There
were not comments at this time.
X. PUBLIC
COMMENT
There
were no comments from guests.
XI. THANK YOU
Mr. Chartier thanked the board members
and guests and discussion ended at 6:45 p.m.
Attachment to Board Minutes: Proposed
Allocation of One-Time Opiate Addiction Treatment Dollars
Background Information: ODADAS is allocating to
the
|
Program |
Current ADAS Board Allocations (approved June 2010) |
Proposed Additional Allocations |
Proposed Total Allocations |
|
Sojourner Men’s Residential |
$358,264 |
$115,000 |
$473,264 |
|
Community Behavioral Health Adult Outpatient (regular outpatient, SAMI court, drug
court) |
$178,879 (reg. outpt.) $101,109 (SAMI) $0
(drug court) $279,988 (total) |
$34,793 |
$314,781 (total) |
|
Total |
|
$149,793 |
|
Rationale:
a)
Sojourner men’s residential has the
longest waiting list of all board funded services, a large number of men’s
residential clients are involved with opiate drugs, and additional beds are readily
available for use at the facility.
b)
With a significant reduction in county
funding for the drug court program, the proposed allocation is intended to keep
the program whole through calendar year 2011.
County funding for calendar year 2011 is $55,000 compared with $110,000
per year for previous years. (The
proposed additional allocation is less than $55,000 because of unspent
carryover funds available from last year.)
The proposed total allocation for Community Behavioral Health is for
Adult Outpatient Services and can be used flexibly for regular outpatient
services, SAMI court, and drug court.
November 18, 2010
Neighborhood Housing Services
Homeownership Center
Second Floor Meeting Room
Minutes
Board Members Present Absent
Dick Chartier (chair) X
Dr. Linda Amspaugh X
Jason Crank X
Vivian Crooks X
Celeste Didlick-Davis X
Angela Diver X
Dr. Nicholas Eliopulos X
Dan Ferguson X
Monyca Gordon X
Dr. Theodore Hunter X
Martin Langlais X
Lauren Marsh X
Rabbi Eric Slaton X
Rev.
Dr. Kenneth Willman X
Burt Young X
Staff Present
Dr. John Bohley
Ann Elam
Angela Kilby
Guests Present
No guests
were present.
I. CALL TO
ORDER
Mr. Chartier called the meeting to order
at 5:15 p.m. Dr. Bohley read the roll
call of attendance. Mr. Chartier
welcomed the board members.
II. APPROVAL OF
MINUTES
Dr.
Amspaugh made a motion to approve the minutes of the September 16, 2010 Board
Meeting. Mr. Young seconded the
motion. The motion passed unanimously.
III. REQUIRED
APPROVALS AGENDA
Ms.
Marsh made a motion to approve the entire Required Approvals Agenda which
included the following items:
F.
Approval of the financial reports for July and August 2010 for board
operations, property management, and the Butler County Coalition for Healthy,
Safe, and Drug-Free Communities and all transactions in the general ledger
sheets included in these reports.
G.
Approval of the proposed Agreements between the Butler County
Alcohol and Drug Addiction Services Board on behalf of the Butler County
Coalition for Healthy, Safe, and Drug-Free Communities and both the Alcoholism
Council of Butler County, Ohio and the Safety Council of Southwestern Ohio for
Federal Fiscal Year 2011 contingent upon approval as to form by the County
Prosecutor’s Office.
H.
Approval of the ADAS Board county budgets for Calendar Year 2011
for Board operations, Board facilities, and the Butler County Coalition for
Healthy, Safe, and Drug-Free Communities.
Ms.
Crooks seconded the motion. The motion
passed unanimously.
IV. ENDS POLICY
C.
Ends Priority 4
Ms. Marsh made a motion to accept the
executive director’s report of Ends Priority 4 as demonstrating a reasonable
interpretation of Board policy with respect to the family members and friends
of dependent persons who are in treatment and a reasonable approach to
interpretation of Board policy with respect to family members and friends of
dependent persons not in treatment with the understanding that the executive
director will modify his interpretation with respect to the latter to
incorporate a broader approach to making information available to family
members and friends through a larger number of community organizations. Mr. Young seconded the motion. The motion passed unanimously. Dr. Bohley will submit to the Board a revised
interpretation of Ends Priority 4 at the January board meeting.
D.
Ends Priority 3
Dr. Amspaugh made a motion to accept the
executive director’s report on Ends Priority 3 as demonstrating compliance with
a reasonable interpretation of the Board’s Ends Policy A-1, 3. Ms. Crooks seconded the motion. The motion passed unanimously.
Mr. Young requested that Dr. Bohley
incorporate into the summary page for the Butler County Survey on Attitudes and
Understanding of Alcohol and Drug Addiction the number of persons surveyed and
the margin of error for the Butler County survey and for the comparison state
and national surveys and to include this revised summary page in the record of
board meeting documents. (See attachment
to these minutes.)
V. EXECUTIVE SESSION FOR PERSONNEL: PERFORMANCE EVALUATION OF THE EXECUTIVE DIRECTOR
Mr. Chartier called for a roll call vote to convene an executive session for personnel. A roll call vote was conducted and revealed unanimous approval. An executive session was convened at 6:10 p.m. The regular board meeting reconvened at 6:35 p.m. A roll call revealed that all ten board members remained present.
Ms. Crooks made a motion to accept the annual performance evaluation summary for Dr. Bohley and to approve a 0% annual raise at this time because of budgetary considerations. Ms. Marsh seconded the motion. The motion passed unanimously.
Board members expressed a desire to begin the process of preparing for board consideration of a possible salary adjustment for the executive director for SFY 2012 early next year utilizing the Governance Committee in its roles as defined in Board Policy D-8, 8e and 8f: “coordinate annual evaluation of the executive director,” and “make recommendations to the full board regarding executive director compensation.”
VI. THANK YOU
Mr. Chartier thanked the
board members and the meeting was adjourned at 6:40 p.m.
June 17, 2010
Neighborhood Housing Services
Homeownership Center
Second Floor Meeting Room
Minutes
Board Members Present
Absent
Dick Chartier (chair) X
Dr.
Jason Crank X (left at 6:15
p.m.)
Vivian Crooks X
Celeste Didlick-Davis X
Angela Diver X
Dr. Nicholas Eliopulos X (left at 6:25
p.m.)
Dan Ferguson X
Monyca Gordon X
Dr. Theodore Hunter X (left at 6:20
p.m.)
Lauren Marsh X
Maureen Noe X (in at 5:30 p.m.)
Rabbi Eric Slaton X (in
at 5:15 p.m.)
Rev.
David Swigonski X
Burt Young X
Staff Present
Dr. John Bohley
Ann Elam
Angela Kilby
Guests Present
Ken
Willman, Board Member effective July 1, 2010
I. CALL TO
ORDER
Mr. Chartier called the meeting to order
at 5:10 p.m. Dr. Bohley read the roll
call of attendance. Mr. Chartier
welcomed the board members and Mr. Willman.
(Mr. Langlais arrived later in the meeting.
II. APPROVAL OF
MINUTES
Ms.
Crooks made a motion to approve the minutes of the May 20, 2010 Board Meeting.
Dr. Amspaugh seconded the motion. The
motion passed unanimously.
III. REQUIRED
APPROVALS AGENDA
In
response to Mr. Chartier’s question about the Board Administrative Budget, Dr.
Bohley stated that administrative cost savings were achieved through bringing
MACSIS-related functions in-house in conjunction with the ending of the MACSIS
administrative service contract with the Mental Health Board.
Mr.
Crank made a motion to approve the entire Required Approvals Agenda which
included the following items:
A.
Approval of the financial reports for April 2010 for board
operations, property management, and the Butler County Coalition for Healthy,
Safe, and Drug-Free Communities and all transactions in the general ledger
sheets included in these reports.
B.
Approval of the Amendment to the current Agreement of the Coalition
for Healthy, Safe, and Drug-Free Communities with the Alcohol and Chemical
Abuse Council contingent upon approval as to form by the County Prosecutor’s
office and authorization of the Executive Director to sign this Amendment on
behalf of the Board.
C.
Approval of the SFY 2011
Agreement with the Adult Probation Department contingent upon approval as to
form by the County Prosecutor’s Office and authorization of the Board Chair and
the Executive Director to sign this Agreement on behalf of the Board.
D.
Approval of the distribution of SFY 2011 property rental income as
follows: $66,556 to facilities account,
$20,000 to board administrative budget, and $15,000 to operations reserve.
E.
Approval of the SFY 2011 facility budgets for the
F.
Approval of the SFY 2011 budget for the
G.
Approval of the Board Administrative Budget for SFY 2011.
H.
Approval of the SFY 2011 Agreement with the Center for Chemical
Addiction Treatment contingent upon approval as to form by the
I.
Approval of the SFY 2011 provider allocations and authorization of
the Board Chair and the Executive Director to sign the provider contracts on
behalf of the Board.
J.
Approval of the following Other Funding-Related Issues:
1. To continue to
provide ODADAS specifically designated funds to the following agencies with the
amounts of such funds determined by ODADAS:
Alcohol and Chemical Abuse Council (HIV prevention, youth leadership),
and Sojourner Recovery Services (484 funds, state women’s funds).
2. To use any unspent
SFY 2010 ADAS allocated county coalition funds and unallocated SFY 2010
prevention and treatment funds to prepay SFY 2011 prevention allocations.
3. To increase the SFY
2011 ADAS allocation for the county coalition by the same amount as unspent SFY
2010 ADAS allocated county coalition funds.
3. To allocate CCBH
funds (Children’s Community Behavioral Health funds) to Sojourner Recovery
Services for adolescent outpatient treatment services with the amount of such
funds determined by the Ohio Department of Mental Health.
4. To carry over unspent SFY 2010 board
administrative budget funds to the SFY 2011 board administrative budget
(carry-over estimated to be approximately $3000).
5. To carry over unspent
SFY 2010 detoxification/medication assisted treatment funds and add these to
the $10,000 SFY 2011 board allocation for detoxification, medication treatment,
and program development.
6. To carry over any
unexpended SFY 2010 state per capita funds allocated by the board for Medicaid
match and any unexpended enhanced FMAP (ARRA) funds for the SFY 2011 Medicaid
match pool.
Mr.
Swigonski seconded the motion. The
motion passed unanimously.
IV. INTERNAL
MONITORING REPORTS
Ms.
Didlick-Davis made a motion to accept the internal monitoring reports for Board
Policy B-7 (Compensation and Benefits), and Board Policy B-9 (Communication and
Support) as demonstrating compliance with a reasonable interpretation of board
policy. Ms. Crooks seconded the
motion. The motion passed unanimously.
V. BOARD –
EXECUTIVE DIRECTOR LINKAGE
Dr.
Amspaugh made a motion to add the following to Board Policy C-7 (Executive
Director Compensation and Benefits) as number 6: Whenever any income is generated by the
Executive Director’s provision of policy governance training and/or
consultation, this income is to be provided to the ADAS Board. Ms. Irwin seconded the motion. The motion passed unanimously.
VI. ENDS POLICY
In
response to a request for information from the ADAS Board at its meeting of
March 18, 2010, Dr. Bohley developed a report entitled “Addiction Recovery
Assistance Outside the ADAS System.” He
reviewed a powerpoint summary handout of this report and referenced a fuller
narrative report, both of which were distributed to board members prior to the
board meeting via email and also at the board meeting. Mr. Chartier thanked Dr. Bohley for the
report. No board action was taken.
VII. GOVERNANCE
PROCESS
A.
Board Officers for SFY 2011 and Succession Planning
Mr. Chartier reported that he and Dr.
Hunter were willing to continue as chair and secretary respectively for SFY
2011 if that is the pleasure of the Board.
Ms. Crooks made a motion to elect Mr. Chartier and Dr. Hunter as chair
and secretary respectively for SFY 2011.
Ms. Noe seconded the motion. The
motion passed unanimously.
B.
Board Member Recruitment
Ms. Didlick-Davis, chair of the Board
Recruitment and Orientation Committee, reported that Mr. Langlais and Mr. Willman,
both in attendance at the board meeting as guests, have been appointed to serve
on the Board effective July 1, 2010 and that therefore the positions being vacated by Mr. Swigonski and
Ms. Noe at the end of June 2010 have been filled.
C. Board Job Description (D-4) and
Ownership Linkage
Mr. Ferguson shared his thoughts
regarding a possible role for the Board with respect to broader public policy
issues. He mentioned the following as
examples of such possible issues: 1) the
war on drugs, and 2) intervention in lieu of incarceration. Board roles could include analysis of broader
policy issues, linkage with the ownership regarding these issues, and taking a
public stance on such issues. There was
also discussion about development of a three-year ownership linkage plan for
the Board. An ad hoc committee to
explore ownership linkage planning issues and the roles of the Board and the
Executive Director with respect to broader public policy issues was established
with the following members: Mr. Ferguson,
Ms. Crooks, Rabbi Slaton, Rev. Smith, Mr. Willman, and Ms. Noe.
D. Cost of Governance
This agenda item was deferred to the
September Board Meeting.
E. Board Committees
An ad hoc committee was established
during the board discussion of item VII C above. There was no other discussion of board
committees.
VIII. RECOGNITION OF
BOARD MEMBERS
Loss
of a quorum occurred at 6:30 p.m. and the meeting was thereby officially
adjourned at that time. Hence, no formal
action was taken beyond this point though informal discussion continued. Mr.
Chartier recognized and thanked Ms. Noe and Mr. Swigonski for their many years
of board service and valuable contributions to the board. He also presented them with certificates of
appreciation for their service. Ms. Noe
and Mr. Swigonski stated their appreciation for having the opportunity to serve
and for their many positive experiences related to board service.
IX. OPEN FORUM
Mr.
Chartier welcomed the new board members Mr. Langlais and Mr. Willman.
X. PUBLIC COMMENT AND ANNOUNCEMENTS
There were no public
comments or announcements.
XI. EXECUTIVE SESSION FOR PERSONNEL: PERFORMANCE EVALUATION OF THE EXECUTIVE DIRECTOR
This was deferred to the September Board Meeting.
XII. THANK YOU
Mr. Chartier thanked the
board members and future board members and discussion ended at 6:45 p.m.
May 20, 2010
Neighborhood Housing Services
Homeownership Center
Second Floor Meeting Room
Minutes
Board Members Present
Absent
Dick Chartier (chair) X
Dr. Linda Amspaugh X
Jennifer Carter X
Jason Crank X
Vivian Crooks X
Celeste Didlick-Davis X
Angela Diver X
Dr. Nicholas Eliopulos X
Dan Ferguson X
Monyca Gordon X
Dr. Theodore Hunter X
Pat Irwin X
Lauren Marsh X
Maureen Noe X
Rabbi Eric Slaton X
Rev. Gary Smith X
David Swigonski X
Burt Young X
Staff Present
Dr. John Bohley
Ann Elam
Angela Kilby
Guests Present
Jim
Beiting, Community Behavioral Health
Ken
Willman, Prospective Board Member
Dawn
Jones, Board Chair,
David
Martin, Board Member,
Patrick
McGown, Board Member,
I. CALL TO ORDER
Mr. Chartier called the meeting to order
at 5:10 p.m. Dr. Bohley read the roll
call of attendance. Mr. Chartier
welcomed the board members and guests.
II. APPROVAL OF
MINUTES
Ms.
Marsh made a motion to approve the minutes of the March 18, 2010 Board Meeting
and the May 6, 2010 Board Retreat. Mr.
Young seconded the motion. The motion
passed unanimously.
III. REQUIRED
APPROVALS AGENDA
Ms.
Crooks made a motion to approve the entire Required Approvals Agenda which
included the following items:
A.
Approval of the financial reports for February and March 2010 for
board operations, property management, and the Coalition for Healthy, Safe, and
Drug-Free Communities and all transactions in the general ledger sheets
included in these reports.
B.
Approval of the proposed template for the SFY 2011 Non-Medicaid
Contract Provider Agreements pending approval as to form by the county
prosecutor’s office.
C.
Approval of the proposed SFY 2011 allocations for non-Medicaid
treatment services to be provided by Community Behavioral Health and Sojourner
Recovery Services.
D.
Approval of the proposed SFY 2011 property leases for the
E.
Approval of the proposed Family and Children First Council
Collaborative Fee Agreement for SFY 2011 and to authorize the Executive
Director to sign this Agreement on behalf of the Board.
F.
Approval of the proposed revised Business Associate Agreement
Template.
G.
Approval of the proposed position descriptions for the MACSIS
Specialist and the
H.
Approval of the proposed revised Schedule of
I.
Approval of the appointment of Grace Marie Eckman as Project
Specialist for the
Mr.
Swigonski seconded the motion. The
motion passed unanimously.
IV. INTERNAL
MONITORING REPORTS
Ms.
Gordon made a motion to accept the internal monitoring reports for Board Policy
B-5 (Financial Condition and Activities), and Board Policy B-6 (Asset
Protection) as demonstrating compliance with a reasonable interpretation of
board policy. Ms. Irwin seconded the
motion. The motion passed unanimously.
V. GOVERNANCE
PROCESS
A.
Board Officers for SFY 2011 and Succession Planning
Mr. Chartier reported that he and Dr. Hunter
were willing to continue as chair and secretary respectively for SFY 2011 if
that is the pleasure of the Board.
Election of officers is to occur at the June board meeting. He also requested that board members contact
him if they would be interested in serving on the Governance Committee with a
willingness to consider serving as a board officer in a few years.
B.
Board Member Recruitment
In the absence of Ms. Didlick-Davis,
chair of the Board Recruitment and Orientation Committee, Dr. Bohley reported
that there are no current board member vacancies, that two vacancies will occur
with the ending of current board member terms the end of June, and that
candidates have been identified for both of these vacancies.
C. Board Job Description (D-4)
Mr. Chartier reported that Mr. Ferguson
wished to suggest for board consideration a possible Board Job Description
task. He added that Mr. Ferguson has
requested to present this issue at the June board meeting since he was unable
to attend this meeting.
V. ENDS POLICY
DEVELOPMENT
Ms.
Crooks made a motion to accept the Board’s Ends Policy as currently written as
ready for any reasonable interpretation by Dr. Bohley. Mr. Young seconded the motion. After considerable discussion focused largely
on the notion of “partnership with the community” in the global ends statement
and on the first priority’s intended recipients (i.e., dependent persons), the motion
passed unanimously.
VIII. MEETING PROCESS
REVIEW
Mr.
Chartier stated that he felt the meeting’s process went well.
IX. PUBLIC COMMENT AND ANNOUNCEMENTS
Ms. Irwin encouraged
people to watch the film Crazy Heart.
Mr. McGown thanked the board for the opportunity for
X. THANK YOU AND ADJOURNMENT
Mr. Chartier reminded
members that the next Governance Committee meeting is scheduled for June 1,
2010 and the next Board Meeting is scheduled for June 17, 2010. He also thanked the board members and guests
and the meeting was adjourned at 6:35 p.m.
Board Retreat
Miami University-Hamilton Campus
May 6, 2010
Board Members Present Absent
Dick Chartier (chair) X
Dr. Linda Amspaugh X
Jennifer Carter X
Jason Crank X
Vivian Crooks X
Celeste Didlick-Davis X (left at 3 p.m.)
Angela Diver X
Dr. Nicholas Eliopulos X
Dan Ferguson X
Monyca Gordon X
Dr. Theodore Hunter X
Pat Irwin X
Lauren Marsh X
Maureen Noe X (out
2:30 till 4 p.m.)
Rabbi Eric Slaton X
Rev. Gary Smith X
David Swigonski X (left
at 1:15 p.m.)
Burt Young X
Staff Present
Dr. John Bohley
Guests Present
Bruce Jewett,
Mr. Chartier called the
session to order at 12:35 p.m. after a buffet luncheon that began around noon.
Dr. Eliopulos and Ms.
Irwin were sworn in as new board members by Mr. Jewett.
Ms. Diver presented a
training session entitled “Understanding Addiction.” The presentation handout is attached to this
report.
Mr. Jewett served as
host for a Jeopardy-style game designed to enhance participants’ understanding
of basic policy governance® concepts.
Mr. Chartier facilitated a discussion of
the Ends Policy Development Process. The
flow chart used to guide this discussion is attached to this report. It is planned that this discussion is to
continue at the May Board meeting with a focus on the specific question:
Is the Board ready to
accept any reasonable interpretation of its current Ends Policy articulation?
The Board Retreat ended at 5:05 p.m.
March 18, 2010
Neighborhood Housing Services
Homeownership Center
Second Floor Meeting Room
Minutes
Board Members Present Absent
Dick Chartier (chair) X
Dr. Linda Amspaugh X
Jennifer Carter X
Jason Crank X
Vivian Crooks X (left
at 6:30 p.m.)
Celeste Didlick-Davis X
Angela Diver X
Dan Ferguson X
Monyca Gordon X
Dr. Theodore Hunter X
Lauren Marsh X
Maureen Noe X
Rabbi Eric Slaton X
Rev. Gary Smith X
David Swigonski X
Burt Young X
Staff Present
Dr. John Bohley
Ann Elam
Angela Kilby
Julie Payton
Holly Wilson
Guests Present
Jim
Beiting, Community Behavioral Health
Pat
Irwin, Prospective Board Member
I. CALL TO
ORDER
Ms. Marsh called the meeting to order at
5:10 p.m. Dr. Bohley read the roll call
of attendance. Ms. Marsh welcomed the
board members and guests.
Rev. Gary Smith was sworn in as a new
board member by Ms. Kilby.
II. APPROVAL OF
MINUTES
Mr.
Swigonski made a motion to approve the minutes of the January 21, 2010 Board
Meeting. Mr. Crank seconded the
motion. The motion passed unanimously.
III. REQUIRED
APPROVALS AGENDA
Since
item B below was added to the Required Approvals Agenda after the preparation
of the board information packet, Dr. Bohley explained that the proposed
administrative budget revision was in response to a recent major computer
system failure. He added that purchasing
new servers would also provide better computer support for bringing
MACSIS-related functions in house as a cost savings alternative to the present
contract with the Mental Health Board.
Rabbi
Slaton made a motion to approve the following Required Approvals Agenda
items:
J.
Approval of the financial reports for December 2009 and January
2010 for board operations, property management, and the Coalition for Healthy,
Safe, and Drug-Free Communities and all transactions in the general ledger
sheets included in these reports.
K.
Approval of revised board administrative budget for SFY 2010.
Dr.
Amspaugh seconded the motion. The motion
passed unanimously.
IV. INTERNAL
MONITORING REPORTS
Ms.
Didlick-Davis made a motion to accept the internal monitoring reports for Board
Policy B-3 (Treatment of Staff), Board Policy B-5 (Financial Condition and
Activities), and Board Policy B-8 (Emergency Executive Director Succession) as
demonstrating compliance with a reasonable interpretation of board policy. Ms. Crooks seconded the motion. The motion passed unanimously.
V. GOVERNANCE
PROCESS
C.
Update on Board Consolidation Issue
Dr. Bohley referenced the copy of the
letter sent by Mr. Chartier to the Mental Health Board regarding the ADAS Board’s
decision to support continuing as a separate board. He added that he and Mr. Chartier attended
the February 17, 2010 meeting of the Mental Health Board. At this meeting, the Mental Health Board
reviewed the letter from Mr. Chartier and did not take any action regarding
pursuing possible consolidation of the ADAS and Mental Health Boards.
D.
Board Member Recruitment
Ms. Didlick-Davis reported that there
are currently two board vacancies and that there are applications pending with
ODADAS for both of these positions. She
added that there are two applicants for the two board positions being vacated
the end of June.
C. Board Retreat
Dr. Bohley reported that the identified
possible date that seemed to work best for board members was May 6, 2010. Board members then affirmed this date as the
date for the Board Retreat. Ms. Diver
has agreed to provide an overview of addiction at the retreat.
V. ENDS
Dr.
Bohley reviewed the handout entitled “Ends Policy, Intended
Recipients/Beneficiaries.” After a
discussion about Dr. Bohley’s proposed further specifications of recipients
identified in the Board’s Ends Policy, board members expressed consensus on the
following two issues: 1) not to make any
modifications to Ends Policy at this time, and 2) to direct Dr. Bohley to
gather information about how many residents of Butler County are accessing
addiction recovery assistance outside the formal Board-funded treatment system
(e.g., Alcoholics Anonymous, faith-based programs, and private clinicians). (Ms. Crooks left the meeting prior to the
expression of consensus at the end of this discussion.)
VI. OPEN FORUM
No
comments were made.
VIII. MEETING PROCESS
REVIEW
No
comments were made.
IX. PUBLIC COMMENT AND ANNOUNCEMENTS
No comments or announcements
were made.
X. THANK YOU AND ADJOURNMENT
Ms. Marsh thanked the
board members and guests and the meeting was adjourned at 6:45 p.m.
January 21, 2010
Neighborhood Housing Services
Homeownership Center
Second Floor Meeting Room
Minutes
Board Members Present Absent
Dick Chartier (chair) X
Linda Amspaugh X
Jennifer Carter X
Jason Crank X
Vivian Crooks X (left
at 6:45 p.m.)
Celeste Didlick-Davis X
Angela Diver X
Dan Ferguson X
Monyca Gordon X (arrived
at 5:25 p.m.)
Dr. Theodore Hunter X (arrived at 5:25 p.m.)
Lauren Marsh X
Maureen Noe X
Rabbi Eric Slaton X
David Swigonski X
Burt Young X
Staff Present
Dr. John Bohley
Ann Elam
Holly Wilson
Guests Present
Jim
Beiting, Community Behavioral Health
Chris
Connolly, Community Behavioral Health
Pat
Deis-Gleeson, board member, Mental Health Board
Carol Jones,
board member, Mental Health Board
Bruce
Jewett, Job and Family Services/Interim
I. CALL TO
ORDER
Mr. Chartier called the meeting to order
at 5:15 p.m. Dr. Bohley read the roll
call of attendance. Mr. Chartier
welcomed the board members and guests.
Rabbi Slaton made a motion to accept the
resignation of Bruce Jewett from the ADAS Board with regret. Ms. Noe seconded the motion. The motion passed unanimously. Mr. Chartier and Ms. Noe thanked Mr. Jewett
for his service to the board and offered recognition for his substantial
contributions to the board. Ms. Noe also
presented Mr. Jewett with a mounted certificate of appreciation for his years
of service. Mr. Jewett thanked the board
for the opportunity to serve on the board and for the many effective and
rewarding relationships he has experienced with board members over the course
of his tenure on the board.
Dr. Linda Amspaugh, Mr. Dan Ferguson,
and Mr. Burt Young were sworn in as new board members by Mr. Jewett. The three new board members introduced
themselves with Dr. Amspaugh sharing that she is a retired
Dr. Hunter and Ms. Gordon joined the
meeting before the approval of the minutes.
II. APPROVAL OF
MINUTES
Mr.
Swigonski made a motion to approve the minutes of the November 19, 2009 Board Meeting. Ms. Crooks seconded the motion. The motion passed unanimously.
III. REQUIRED
APPROVALS AGENDA
Ms.
Noe made a motion to approve the following Required Approvals Agenda
items:
L.
Approval of the financial reports for September, October, and
November 2009 for board operations, property management, and the Coalition for
Healthy, Safe, and Drug-Free Communities and all transactions in the general
ledger sheets included in these reports.
M.
Approval of revised staff policy 2.5: Travel and Employee Expense
Reimbursement.
N.
Approval of the proposed county budget for calendar year 2010 for
the Coalition for Healthy, Safe, and Drug-Free Communities.
Ms.
Marsh seconded the motion. The motion
passed unanimously.
IV. INTERNAL
MONITORING REPORT
Ms.
Marsh made a motion to accept the internal monitoring report for Board Policy
B-5 (Financial Condition and Activities) as demonstrating compliance with a
reasonable interpretation of board policy.
Ms. Noe seconded the motion. The
motion passed unanimously.
V. GOVERNANCE
PROCESS
E.
Board Member Recruitment
Dr. Bohley reported that there are three
board member applications in process for the remaining three board member
vacancies. He added that one additional
application has been received and that two vacancies are to occur the end of
June when two board members complete their final terms of board service.
F.
Report of Ad Hoc Committee on Board Consolidation
Mr. Chartier chaired the discussion on the
issue of possible consolidation of the ADAS and Mental Health Boards. After a thorough discussion of the issues,
Dr. Amspaugh called the question. Ms.
Gordon seconded and the calling of the question was sustained by all board
members present. Rabbi Slaton then made
the following motion: The research
presented and years of substantial discussion do not present a compelling case
for either long-term cost savings or improvement of services that warrant
further exploration of a merger between the ADAS and Mental Health Boards;
therefore, merger discussions will cease.
Dr. Amspaugh seconded the motion.
The motion passed with the unanimous support of board members present. (Ms. Crooks left the meeting shortly before
the question was called.)
V. ENDS
Dr.
Bohley referenced the handouts distributed at the board meeting: Ends Policy, Intended
Recipients/Beneficiaries, and Ends Interpretation Grid. He stated that in these handouts he attempted
to organize information in response to questions raised by board members at the
last board meeting regarding his ends interpretation. Further discussion of ends interpretation was
deferred to the next board meeting.
VI. OPEN FORUM
Ms.
Noe commented that our communication to the Mental Health Board about the consolidation
issue should express our board’s appreciation for being able to participate
with the Mental Health Board in a thorough examination of this issue and our
board’s desire for our two boards to engage in productive collaboration in the
future.
VIII. MEETING PROCESS
REVIEW
No
comments were made.
IX. PUBLIC COMMENT AND ANNOUNCEMENTS
Mr. Hertel provided an
update of developments at Community Behavioral Health including grants
received, quality improvement efforts based on the NIATx (Network for the
Improvement of Addiction Treatment) model, and a planned merging with
Comprehensive Counseling in Middletown.
Ms. Jones expressed hope for enhanced collaboration between the Mental
Health and ADAS Boards in the future as well as collaboration with other
systems.
X. THANK YOU AND ADJOURNMENT
Mr. Chartier thanked the
board members and guests and the meeting was adjourned at 6:58 p.m.
November 19, 2009
Neighborhood Housing Services
Homeownership Center
Second Floor Meeting Room
Minutes
Board Members Present Absent
Dick Chartier (chair) X
Jennifer Carter X
Jason Crank X (left
at 6:40 p.m.)
Vivian Crooks X (left at 6:40 p.m.)
Celeste Didlick-Davis X
Angela Diver X
Monyca Gordon X
Dr. Theodore Hunter X
Bruce Jewett X
Lauren Marsh X
Maureen Noe X
Rabbi Eric Slaton X
David Swigonski X
Staff Present
Dr. John Bohley
Ann Elam
Angie Kilby
Julie Payton
Holly Wilson
Guests Present
Jim
Beiting, Community Behavioral Health
Chris
Connolly, Community Behavioral Health
Pat
Deis-Gleeson, board member, Mental Health Board
Carol
Jones, board member, Mental Health Board
Heather Nguyen, board
member, Mental Health Board
Kay Waldo, board
member, Mental Health Board
Karen Murray, Coalition
for Healthy, Safe, and Drug-Free Communities
Dan
Ferguson
Burt
Young
I. CALL TO
ORDER
Mr. Chartier called the meeting to order
at 5:35 p.m. Dr. Bohley read the roll
call of attendance. Mr. Chartier
welcomed the board members and guests.
While Mr. Ferguson was appointed by the Commissioners as an ADAS Board
member effective November 19, 2009, he was not sworn in as a new board
member. He attended the board meeting
and participated not as a board member but as a guest since the Prosecuting
Attorney’s office is researching whether it is permissible for him as an
Assistant Prosecuting Attorney to serve on the ADAS Board because the
Prosecuting Attorney’s Office provides legal counsel to the ADAS Board.
Ms. Didlick-Davis was sworn in by Mr.
Jewett as a reappointed board member.
II. APPROVAL OF
MINUTES
Mr.
Jewett made a motion to approve the minutes of the September 17, 2009 Board
Meeting. Mr. Swigonski seconded the
motion. The motion passed unanimously.
III. REQUIRED
APPROVALS AGENDA
Mr.
Jewett requested that the Children Services Agreement item be removed from the
Required Approvals Agenda and addressed separately. Mr. Jewett made a motion to approve the
following remaining items of the Required Approvals Agenda:
O.
Approval of the financial reports for July and August 2009 for
board operations, property management, and the Coalition for Healthy, Safe, and
Drug-Free Communities and all transactions in the general ledger sheets
included in these reports.
P.
Approval of new policy H4.8: Notification of Breach of Unsecured
PHI.
Q.
(Item removed for separate consideration.)
R.
Approval of the Agreements between the ADAS Board on behalf of the
Coalition for Healthy, Safe, and Drug-Free Communities and the Alcohol and
Chemical Abuse Council and the Southwestern Ohio Safety Council as revised and
approved as to form by the prosecuting attorney’s office and to authorize the
executive director to sign these two Agreements on behalf of the ADAS
Board.
S.
Approval of the proposed ADAS Board county budget for calendar year
2010.
Ms.
Marsh seconded the motion. The motion
passed unanimously.
Ms.
Didlick-Davis made a motion to approve the Agreement between Children Services
and the ADAS Board for CY 2010 and to authorize the executive director to sign
this Agreement on behalf of the ADAS Board.
Ms. Diver seconded the motion.
The motion passed with all present members voting affirmatively except
for Mr. Jewett who abstained.
IV. GOVERNANCE
PROCESS
G.
Board Member Recruitment
Mr. Chartier reported that there are
four board member vacancies (not counting Mr. Ferguson’s position which is
being reviewed by the Prosecuting Attorney’s office as mentioned above). In addition, three current board members will
complete their final terms the end of June 2009. Dr. Bohley added that he has sent out several
board member information packets to prospective board members over the last few
weeks, including three packets to persons responding to the newspaper notice
about board member vacancies. Ms. Marsh
reported that Ms. Christina Williams, who had attended the September board
meeting as a guest and had expressed interest in a possible appointment to the
ADAS Board, has decided not to pursue board membership at this time but may
pursue such membership in the future.
H.
Report of Ad Hoc Committee on Board Consolidation
Mr. Chartier made the committee
report. He stated that the ad hoc
committees of the ADAS and Mental Health Boards have been meeting together for
over a year. He recalled the two
“must-have’s” for board consolidation articulated by the ADAS Board at its
meeting of September 2008: 1) alcohol
and other drug issues be retained by a consolidated board as a priority, and 2)
that Policy Governance be adopted by the consolidated board as its model for
governance board operations. He
mentioned the charge of the ADAS Board to the committee to gather data and
report back to the board regarding the options of consolidating or remaining
separate. He then reviewed the Board
Consolidation Summary sheet prepared for board discussion (attached to the
board minutes). Members discussed
potential benefits and concerns regarding the two options. Mr. Jewett stated that board structure is not
in itself determinative of success and that both structures could be made to
work and that both structures could also fail to work. Rabbi Slaton stated that the board needs to
decide which structure would be better for the people we serve. He added that attention could be given to
developing an organizational design for a combined board that preserves the
benefits of a specialty board and to developing an organizational strategy for
a specialty board that would achieve the benefits of a combined board. Mr. Jewett added that to date the Mental
Health Board ad hoc committee members have not expressed an interest in
pursuing the policy governance model of board operations. Several board members expressed a need for
additional information before they would be comfortable in deciding whether to
support consolidation or remaining separate.
Specific information items mentioned included organizational charts for
a combined board, more detailed cost information (estimated cost savings and
one-time costs), and information from boards that have recently
consolidated. It was the consensus of
the board members that Dr. Bohley poll all board members regarding their
information needs, gather the requested information, and then work with the ad
hoc committee regarding the organization of this information for presentation
to the board.
V. ENDS
In
the discussion of the Ends Policy Interpretation Draft Document for Board
Discussion submitted by Dr. Bohley for board consideration, three issues were
raised during the discussion of the first Ends priority:
A. Is
adequate priority being given to dependent persons not receiving formal
addiction treatment?
B. Should
more attention be given to developing a better source of data for measuring
achievement of this Ends priority?
C. Should the bar be raised for policy
compliance targets?
Ms.
Didlick-Davis made a motion that further discussion of Ends interpretation be
deferred until the January 21, 2010 board meeting. Rabbi Slaton seconded the motion. The motion passed unanimously. (Mr. Crank and
Ms. Crooks left the meeting prior to the discussion on Ends.)
VI. OPEN FORUM
No
issues were addressed.
VIII. MEETING PROCESS
REVIEW
No
comments were made.
IX. PUBLIC COMMENT AND ANNOUNCEMENTS
Mr. Young stated that he
found the meeting to be very enlightening.
Ms. Jones thanked the ADAS Board for its hospitality in welcoming the
Mental Health Board members, stated that she appreciated the ADAS Board’s
decision-making process, and expressed hope for enhanced collaboration between
the Mental Health and ADAS Boards in the future.
X. THANK YOU AND ADJOURNMENT
Mr. Chartier thanked the
board members and guests and the meeting was adjourned at 7:15 p.m.
September 17, 2009
Neighborhood Housing Services
Homeownership Center
Second Floor Meeting Room
Minutes
Board Members Present Absent
Dick Chartier (chair) X
Jennifer Carter X
Jason Crank X
Vivian Crooks X
Celeste Didlick-Davis X
Angela Diver X
Monyca Gordon X
Dr. Theodore Hunter X
Bruce Jewett X
Lauren Marsh X
Maureen Noe X (arrived
at 5:15 p.m.)
David Swigonski X
Staff Present
Dr. John Bohley
Angie Kilby
Guests Present
Jim
Beiting, Community Behavioral Health
Bob
Myron, board member, Mental Health Board
Pat
Deis-Gleeson, board member, Mental Health Board
Christina
Williams
I. CALL TO
ORDER
Mr.
Chartier called the meeting to order at 5:08 p.m. Dr. Bohley read the roll call of
attendance. Mr. Chartier welcomed the
board members and guests.
Ms. Gordon was sworn in as a new board
member and Ms. Diver as a reappointed
board member by Mr. Jewett.
II. APPROVAL OF
MINUTES
Mr.
Jewett left the meeting temporarily for a cell phone call. Ms. Crooks made a motion to approve the
minutes of the June 18, 2009 Board Meeting.
Ms. Diver seconded the motion.
The motion passed unanimously.
III. REQUIRED
APPROVALS AGENDA
Ms.
Marsh made a motion to approve the following items of the Required Approvals
Agenda:
T.
Approval of the financial reports for May and June 2009 and all
transactions in the general ledger sheets included in these reports.
U.
Approval of revised staff policy 1.2 Compensation.
V.
Approval of the change of position title for ADAS Staff member
Karen Murray from Community Coalition Project Coordinator to Director, Butler
County Coalition for Healthy, Safe, and Drug-Free Communities effective October
1, 2009.
W.
Approval of the proposed revised Board Administrative Budget for
SFY 2010 except for the suggested reduction in board consultation expense but
including the carryover of $7443 of unspent SFY 2009 Board Operating
funds.
X.
Approval of the proposed revised Community Coalition budget for SFY
2010.
Y.
Approval of the proposed revised board allocations for services as
listed on the summary sheet entitled Proposed SFY 2010 Provider Allocations,
Column SFY 10R. (See attachment to these
minutes which also reflects change produced by motion in VI A below.)
Z.
Approval of the continued provision of ODADAS specifically
designated funds to the following agencies with the amounts of such funds
determined by ODADAS: Alcohol and
Chemical Abuse Council (HIV prevention, youth leadership), and Sojourner
Recovery Services (484 funds, state women’s funds).
Mr.
Swigonski seconded the motion. The
motion passed unanimously.
IV. INTERNAL
MONITORING REPORTS
Prior to the motion on the internal
monitoring reports, Ms. Noe entered the meeting and Mr. Jewett returned to the
meeting. Mr. Jewett made a motion to
accept the monitoring reports for Board Policy B-2 (Provider Contracting),
Board Policy B-4 (Financial Planning and Budgeting), and Board Policy B-5
(Financial Condition and Activities) as demonstrating compliance with
reasonable interpretations of these policies.
Mr. Crank seconded the motion.
The motion passed unanimously.
V. BOARD-EXECUTIVE
DIRECTOR LINKAGE
Mr.
Chartier reported that Dr. Bohley has proposed to reduce his salary and
compensation consistent with reductions being effected for other board staff in
response to ODADAS funding cuts. In
addition, Dr. Bohley is proposing to assume financial responsibility for the
leased vehicle that the board has been providing for his business and personal
use. Ms. Noe made a motion to accept the
recommendation of the Governance Committee to approve the changes to Executive
Director compensation and benefits as proposed by the Executive Director and to
approve the proposed change to Board Policy C-7. Mr. Jewett seconded the motion. The motion passed unanimously.
VI. GOVERNANCE
PROCESS
I.
Board Development Budget Revision and Cost of Governance Policy
(D-9)
Several board members expressed a desire
to contribute to reducing board administrative budget expenses in response to
ODADAS funding cuts and to lessen the impact of such cuts on provider
services. Ms. Noe made a motion to
change the annual amount budgeted for board development in Board Policy C-9
from $4500 to $500 with Dr. Bohley to revise the Board Administrative budget
for SFY 2010 accordingly. Mr. Jewett
seconded the motion. The motion passed
unanimously. (See attachment to these
minutes. Note: a suggested reduction from $4500 to $3000 had
already been incorporated in the proposed revision to the board budget. This motion effects an additional reduction
of $2500.)
J.
Board Member Eligibility and Code of Conduct Statement
Dr. Bohley reported that most board
members have already signed and returned their Board Member Eligibility and
Code of Conduct Statements.
K.
Report of Ad Hoc Committee on Board Consolidation
Mr. Chartier reported that the ADAS/MH
joint committee has met three times since the board’s June board meeting with
the last of these meetings on September 14, 2009. He noted that at the last meeting the
executive directors of both boards shared proposed staffing plans for a
consolidated board and the cost implications of such a consolidation. At the committee’s next meeting scheduled for
September 23, 2009 committee members will continue to discuss the cost and
value implications of a possible consolidation of the boards.
D. Board Member Recruitment
Mr. Chartier stated that with the
appointment of Ms. Gordon, there are five remaining board vacancies. He added that three current board members are
scheduled to complete their final terms on the board on June 30, 2010. He encouraged board members to try to
identify candidates for board membership.
L.
Board Goals
Mr. Chartier reported that discussion of
Ends interpretations being developed by Dr. Bohley will be initiated at the
November board meeting. Mr. Jewett
suggested that dialogue with the developing county coalition and local coalitions
might inform the board’s thinking about possible board positions on policy
issues. Dr. Bohley referenced the fact
sheet and handout on accidental drug overdoses in the General Information
section of the Board Information Packet because of the board’s earlier
identification of “accidental drug overdoses” as a possible topic for its
educational agenda.
M.
Ownership Linkage
Ms. Noe recalled past ownership linkage
mechanisms utilized by the board such as surveys, individual interviews, and
bringing representatives of other organizations to board meetings to educate
the board. Targets of ownership linkage
activity such as law enforcement and hospitals were identified and also
opportunities for information dissemination at events like the county fair.
VII. OPEN FORUM
Dr.
Bohley mentioned a postcard campaign being coordinated by the
VIII. MEETING PROCESS
REVIEW
Board
members thanked Mr. Chartier for a good job in chairing his first board
meeting.
IX. PUBLIC COMMENT AND ANNOUNCEMENTS
Mr. Myron thanked Mr.
Chartier for his thorough reporting on the joint ADAS/MH committee process.
X. THANK YOU AND ADJOURNMENT
Mr. Chartier thanked the
board members and guests and the meeting was adjourned at 6:10 p.m.
June 18, 2009
Neighborhood Housing Services
Homeownership Center
Second Floor Meeting Room
Minutes
Board Members Present Absent
Chris Xeil Lyons (chair) X (left
at 6:00 p.m.)
Jennifer Carter X
Richard Chartier X
Jason Crank X
Vivian Crooks X
Celeste Didlick-Davis X
Angela Diver X
John Holcomb X (arrived
at 5:40 p.m.)
Dr. Theodore Hunter X
Bruce Jewett X
Lauren Marsh X
Chief Erik Niehaus X
Maureen Noe X (left
during executive session at 6:50 p.m.)
Rabbi Eric Slaton X
David Swigonski X
Staff Present
Dr. John Bohley
Ann Elam
Guests Present
Andy
Hertel, Community Behavioral Health
Artie
Sanders, Community Behavioral Health
Laura
Amiott, board member, Mental Health Board
Pat
Deis-Gleeson, board member, Mental Health Board
Monyca
Gordon
I. CALL TO ORDER
Ms. Lyons called the meeting to order at
5:10 p.m. Dr. Bohley read the roll call
of attendance. Ms. Lyons welcomed the
board members and guests.
Ms. Lyons recognized Mr. Holcomb
(2006-2009) and Chief Niehaus (2006-2009) for their years of service on the
ADAS Board. Ms. Lyons presented a
certificate of recognition to Mr. Holcomb later in the meeting after his
arrival. A certificate of recognition
will be mailed to Chief Niehaus.
Ms. Marsh presented Ms. Lyons with a
certificate of recognition for her service on the ADAS Board (2002-2009) and
with a plaque in recognition for her service as board chair (2008-2009).
II. APPROVAL OF
MINUTES
Mr.
Jewett made a motion to approve the minutes of the May 21, 2009 Board
Meeting. Ms. Marsh seconded the
motion. The motion passed unanimously.
III. REQUIRED
APPROVALS AGENDA
Ms. Noe made a motion to approve the
following items of the Required Approvals Agenda:
AA.
Approval of the financial report for April 2009 and all
transactions in the general ledger sheets included in this report.
BB.
Approval of the MACSIS Agreement for SFY 2010 and the related
Business Associate Agreement and to authorize the Executive Director to sign
these Agreements with the Butler County Mental Health Board on behalf of the
ADAS Board.
CC.
Approval of the Agreement with the Adult Probation Department for
SFY 2010 and to authorize the Board Chair and the Executive Director to sign
this Agreement on behalf of the ADAS Board.
DD.
Approval of the proposed revisions to Staff Policy 1.21 (Equal
Employment
Mr.
Jewett seconded the motion. The motion
passed unanimously.
After
a review of the following Required Approvals Agenda items by Dr. Bohley, Mr.
Jewett made a motion to approve them:
EE.
Approval of the proposed board allocations for services as listed
on the attached summary sheet entitled Proposed SFY 2010 Provider Allocations,
approval of the provider contracts, and authorization of the Executive Director
to sign these contracts on behalf of the ADAS Board.
FF.
Approval of the following:
1. To continue to provide
ODADAS specifically designated funds to the following agencies with the amounts
of such funds determined by ODADAS:
Alcohol and Chemical Abuse Council (HIV prevention, youth leadership),
and Sojourner Recovery Services (484 funds for Children Services clients and
state women’s funds for outpatient services
for female adolescents).
2. To use any unspent SFY
2009 community coalition initiative funds to prepay SFY 2010 prevention allocations.
3. To allocate System of
Care funds (formerly Access to Better Care funds) to Sojourner Recovery
Services for adolescent outpatient treatment services with the amount of such
funds determined by the Ohio Department of Mental Health.
GG.
Approval of the Board Assurances document and authorization of the
board chair and the executive director to sign this document on behalf of the
ADAS Board.
Ms.
Noe seconded the motion. The motion
passed unanimously.
IV. INTERNAL
MONITORING REPORTS
Mr. Chartier made a motion to accept the
monitoring reports for Board Policy B-7 (Compensation and Benefits) and Board
Policy B-9 (Communication and Support) as demonstrating compliance with
reasonable interpretations of these policies.
Ms. Crooks seconded the motion.
The motion passed unanimously.
V. GOVERNANCE
PROCESS
N.
Board Officers and Committee Chair for SFY 2010
Ms. Noe nominated Mr. Chartier for SFY
2010 board chair. Ms. Didlick-Davis
seconded the nomination. Mr. Chartier
accepted the nomination. No other
nominations were made. Board members
voted unanimously to select Mr. Chartier board chair.
Ms. Crooks nominated Dr. Hunter for SFY
2010 board secretary. Ms. Marsh seconded
the motion. Dr. Hunter accepted the
nomination. No other nominations were
made. Board members voted unanimously to
select Dr. Hunter as board secretary.
Ms. Noe nominated Ms. Didlick-Davis for
chair of the board recruitment and orientation committee for SFY 2010. Mr. Chartier seconded the nomination. Ms. Didlick-Davis accepted the nomination. No other nominations were made. Board members voted unanimously to select Ms.
Didlick-Davis as chair of the board recruitment and orientation committee.
O.
Board Member Recruitment
Dr. Bohley reported that there will be
six board member vacancies as of July 1, 2010.
Ms. Lyons encouraged board members to attempt to find candidates for
board membership.
P.
Report of Ad Hoc Committee on Board Consolidation
Ms. Lyons reported that at the last
meeting of the ADAS and Mental Health Boards Ad Hoc Committees on June 9, 2009,
Mr. Jewett and Dr. Bohley made a presentation on policy governance. The next joint meeting is scheduled for July
1, 2009 and will focus on each Board’s funding allocations by provider and
descriptions of programs funded by each board.
VI. ENDS POLICY
DEVELOPMENT
Mr.
Jewett reported that the Governance Committee continued the Ends Policy
discussion from the last Board meeting.
He then incorporated ideas from the Board meeting and Governance
Committee meeting discussions into an Ends Policy draft for discussion at this
board meeting. Rabbi Slaton made a
motion to approve the Ends Policy draft with the insertion of the word “other”
in the Global Ends Statement prior to the words “drug use.” Ms. Didlick-Davis seconded the motion. The motion passed unanimously. (The approved Ends Policy is attached to
these minutes.)
VII. OPEN FORUM
At
6:00 p.m. Ms. Lyons left the meeting and Mr. Jewett assumed the role of
chair. Several board members expressed
an interest in exploring whether or not Board Ends should include a focus on
tobacco. Mr. Holcomb raised the question
of whether or not tobacco cessation contributed to or undermined recovery from
other addictions. Mr. Jewett suggested
addiction treatment medications as a topic for board member education.
VIII. MEETING PROCESS
REVIEW
Mr.
Jewett articulated a sense of accomplishment shared by board members regarding
the development of a new Ends Policy.
Rabbi Slaton commented that the board is spending too much time on means
issues. Ms. Noe stated that she
appreciated the open dialogue during the meeting.
IX. PUBLIC COMMENT AND ANNOUNCEMENTS
Ms. Amiott and Ms.
Deis-Gleeson expressed appreciation for being able to observe our board meeting
and its policy governance process. Mr.
Sanders expressed an interest in medication-assisted treatment. Ms. Gordon stated she enjoyed observing the
board process. .
X. EXECUTIVE SESSION FOR PERSONNEL
Mr. Chartier made a motion
to go into executive session for personnel for the annual evaluation of the
executive director. Ms. Noe seconded the
motion. Mr. Jewett called for a roll
call vote. Dr. Bohley read the roll
call. All board members present voted
affirmatively. (Those present were those
listed as present at the beginning of these minutes except for Ms. Lyons who
left earlier as noted above.)
The Executive Session was
convened at 6:25 p.m. The public session
was reconvened at 6:55 p.m. Mr. Jewett
reported that at the end of the Executive Session a motion to reconvene the
public session was made by Ms. Didlick-Davis, seconded by Ms. Marsh, and
affirmed by all board members present.
After the general session was reconvened, Dr. Bohley read the roll of
attendance. All board members present at
the beginning of the Executive Session were present at the beginning of the
reconvened public session except for Ms. Noe who had left during the Executive
Session.
Rabbi Slaton made a motion
to approve the following: the summary of
monitoring reports was accepted as demonstrated compliance with all executive
limitations policies, Ends objectives were seen as accomplished to the extent
feasible, severance agreement was accepted as amended, and compensation was to
be continued in SFY 2010 at the current rate.
Dr. Hunter seconded the motion.
The motion passed unanimously.
XI. THANK YOU AND ADJOURNMENT
Mr.
Jewett thanked the board members and the meeting was adjourned at 7:00 p.m.
|
|
|
Proposed SFY 2010 Provider
Allocations |
|
||||
|
Provider Allocations SFY 10 -
Prevention |
|
|
|
|
|||
|
|
|
|
|
|
|
|
|
|
Agency |
SFY 08 |
SFY 09 |
SFY 09 R |
SFY 10 |
Variations |
Comments for SFY 10 |
|
|
Big Brothers/Big Sisters |
38,500 |
38,500 |
37,549 |
37,549 |
|
exact amount determined by ODADAS |
|
|
FCFC |
10,000 |
10,000 |
10,000 |
10,000 |
|
|
|
|
Sojourner Perinatal |
31,000 |
31,000 |
31,000 |
29,000 |
-2,000 |
cut |
|
|
|
10,500 |
10,500 |
10,500 |
0 |
-10,500 |
program discontinued |
|
|
Alcohol Council Prevention |
341,834 |
325,834 |
316,834 |
304,546 |
-12,288 |
cut |
|
|
Alcohol Council Prevention - New Maimi |
9,000 |
0 |
-9,000 |
program discontinued |
|
||
|
Community Coalition Initiative |
65,524 |
65,000 |
59,863 |
74,000 |
14,137 |
$74,735 allocated SFY 09 before cuts |
|
|
Subtotal |
|
|
474,746 |
455,095 |
-19,651 |
|
|
|
Special Project - Alcohol Council |
|
|
19,500 |
0 |
-19,500 |
|
|
|
Wind-down for New |
|
|
5,000 |
0 |
-5,000 |
|
|
|
Total |
|
|
499,246 |
455,095 |
-44,151 |
|
|
|
|
|
|
|
|
0 |
|
|
|
ODADAS Funds (per cap & BB/BS) |
480,834 |
480,834 |
469,095 |
455,095 |
-14,000 |
|
|
|
Prepay with previous years funds |
16,524 |
TBD |
|
|
0 |
|
|
|
Carry-over & other |
|
|
30,151 |
|
|
|
|
|
Total |
497,358 |
480,834 |
499,246 |
455,095 |
-44,151 |
|
|
|
|
|
|
|
|
0 |
|
|
|
Provider Allocations SFY 10 - Treatment
and Other |
|
|
|
||||
|
|
|
|
|
|
|
|
|
|
Agency/Program |
SFY 08 |
SFY 09 |
SFY 09 R |
SFY 10 |
Variations |
Comments for SFY 10 |
|
|
Adult Outpatient (Horizon) |
273,879 |
248,879 |
274,879 |
248,879 |
-26,000 |
cut |
|
|
Drug Court (Horizon) |
51,000 |
26,000 |
0 |
0 |
|
|
|
|
|
101,109 |
101,109 |
101,109 |
101,109 |
|
|
|
|
Men's Residential (Sojourner) |
478,264 |
378,264 |
378,264 |
378,264 |
|
|
|
|
Adolescent Outpatient (Sojourner) |
155,500 |
65,500 |
65,500 |
10,500 |
-55,000 |
Some other funding available |
|
|
Detox (CCAT) & Med-Assisted Tx |
25,000 |
20,000 |
10,000 |
10,000 |
|
|
|
|
Drug Screening (Probation) |
20,000 |
20,000 |
20,000 |
20,000 |
|
|
|
|
Medicaid Match |
587,018 |
797,832 |
793,968 |
768,742 |
-25,226 |
FFP increase |
|
|
Board Operations |
539,111 |
539,111 |
524,101 |
528,992 |
4,891 |
|
|
|
Total |
2,230,881 |
2196695 |
2,167,821 |
2,066,486 |
-101,335 |
|
|
|
|
|
|
|
|
|
|
|
|
Revenue |
SFY 08 |
SFY 09 |
SFY 09R |
SFY 10 |
Variations |
Comments for SFY 10 |
|
|
|
|
|
|
|
|
|
|
|
ODADAS Per Cap |
2,030,892 |
2,030,892 |
1,989,869 |
1,908,869 |
-81,000 |
|
|
|
TANF |
70,140 |
70,140 |
68,737 |
68,737 |
|
|
|
|
Julie Co-Chair Income |
1,000 |
1,000 |
0 |
0 |
|
|
|
|
Rental Income |
13,770 |
15,000 |
21,186 |
20,000 |
-1,186 |
used for board admin |
|
|
ODADAS Carryover For Match |
45,736 |
0 |
0 |
0 |
|
|
|
|
Health Foundation Carryover |
13,961 |
TBD |
0 |
0 |
|
|
|
|
ABC Encumbered for Match |
6,495 |
TBD |
8,366 |
0 |
-8,366 |
|
|
|
Adolescent Medicaid Match |
34,663 |
34,663 |
34,663 |
34,663 |
|
|
|
|
Medicaid Match Reimbursement CS |
0 |
20,000 |
20,000 |
30,000 |
10,000 |
|
|
|
Board Administration Carryover |
14,224 |
25,000 |
25,000 |
4,217 |
-20,783 |
|
|
|
Total |
2,230,881 |
2,196,695 |
2,167,821 |
2,066,486 |
-101,335 |
|
|
POLICY TYPE: ENDS
POLICY TITLE: ENDS POLICIES (A-1)
The
1.
The first priority is that those who are
dependent on alcohol and/or other drugs will effectively manage their
dependencies and live lives minimally impeded by them.
2.
The second priority is that
non-dependent persons will be aware of the possible dangers associated with the
use of alcohol and other drugs and will make low-risk choices about their use.
3.
The third priority is that the people of
4.
The fourth priority is that family
members and friends of those who are dependent on alcohol and/or other drugs
will have the information they need to be as helpful and supportive as they
choose to be.
May 21, 2009
Neighborhood Housing Services
Homeownership Center
Second Floor Meeting Room
Minutes
Board Members Present
Absent
Chris Xeil Lyons (chair) X
Jennifer Carter X
Richard Chartier X
Jason Crank X
Vivian Crooks X
Celeste Didlick-Davis X
Angela Diver X
John Holcomb X
Dr. Theodore Hunter X (arrived 5:20)
Bruce Jewett X
Lauren Marsh X
Chief Erik Niehaus X
Maureen Noe X
Rabbi Eric Slaton X
David Swigonski X
Staff Present
Dr. John Bohley
Ann Elam
Angie Goldson
Holly Wilson
Guests Present
Jim
Beiting, Community Behavioral Health
Chris
Connolly, Community Behavioral Health
I. CALL TO ORDER
Ms. Lyons called the meeting to order at
5:15 p.m. Dr. Bohley read the roll call
of attendance. Ms. Lyons welcomed the
board members and guests.
II. APPROVAL OF
MINUTES
Mr.
Jewett made a motion to approve the minutes of the March 19, 2009 Board Meeting
and the April 30, 2009 Special Board Meeting.
Mr. Crank seconded the motion.
The motion passed unanimously.
III. REQUIRED
APPROVALS AGENDA
Mr.
Jewett made a motion to approve the following items of the Required Approvals Agenda:
HH.
Approval of the financial reports for January, February, and March
2009 and all transactions in the general ledger sheets included in these
reports except the transaction in the February report for the purchase of board
member training for $200 from the United Way.
II.
Approval of the template for the SFY 2010 Non-Medicaid Contract
Provider Agreements.
JJ.
Approval of the distribution of SFY 2010 property rental income as
follows: $63,112 to facilities account,
$20,000 to board administration budget, and $15,000 to operations reserve.
KK.
Approval of the SFY 2010 facility budgets for the
LL.
Approval of the SFY 2010 property leases for the
MM.
Approval of the SFY 2010 Community Coalition Initiative
budget.
NN.
Approval of the Board Administrative Budget for SFY 2010
except for the two line items pertaining
to board training and development (board member education and other contract
services, board consultation).
OO.
Approval of the Community Plan for SFY 2010 – SFY 2011 and to
authorize the executive director and the board chair to sign the Signature Page
of this document on behalf of the Board.
Mr.
Swigonski seconded the motion. The
motion passed unanimously.
Ms.
Crooks made a motion to approve the transaction in the February financials for
the purchase of policy governance training from the
IV. INTERNAL
MONITORING REPORTS
A.
Financial Condition and Activity (B-5)
Ms. Noe made a motion to accept the
monitoring report for board policy B-5 (Financial Condition and Activity) as
demonstrating a correction of noted policy violations and as demonstrating
compliance with a reasonable interpretation of this
policy. Mr. Jewett seconded the
motion. The motion passed unanimously.
B.
Asset Protection (B-6)
Mr. Jewett made a motion to accept the
monitoring report for board policy B-6 (Asset Protection) as demonstrating
compliance with a reasonable interpretation of this policy. Ms. Didlick-David seconded the motion. The motion passed unanimously.
V. GOVERNANCE
PROCESS
Q.
Board Officers for SFY 2010
Ms.
Lyons stated that board officers (chair and secretary) are still needed for SFY
2010. She encouraged board members to consider
serving as board officers and asked board members who might be interested to
contact her.
R.
Board Member Recruitment
Dr.
Bohley reported that there are currently three board member vacancies and at least
two additional vacancies are expected at the end of June of this year. Board member information packets have been
sent to two persons identified by Ms. Didlick-Davis. Ms. Lyons encouraged board members to attempt
to find candidates for board membership.
S.
Cost of Governance Policy (D-9) and Board Development Budget for
SFY 2010.
Ms.
Didlick-Davis made a motion to approve the line items of the board
administrative budget pertaining to board
training and development in the following amounts: board member education ($1000), and other
contract services (board consultation, policy governance) ($3500) and to amend
Board Policy D-9 (Cost of Governance) accordingly. Ms. Diver seconded the motion. The motion passed unanimously.
T.
Report of Ad Hoc Committee on Board Consolidation
Ms.
Lyons reported that at the last meeting of the ADAS and Mental Health Boards Ad Hoc Committees on May 12, 2009,
the group decided to work towards a
joint analysis of the information provided by the two Board executive directors. At this same meeting, the group discussed the
table of organization and job descriptions of the staff of both boards. The next meeting is scheduled for June 9,
2009 and will focus on the policy governance model of board operations.
VI. ENDS POLICY
DEVELOPMENT
Discussion
continued from the April Special Board Meeting about the board’s Ends Policy
under development. Board members seemed
to like the tone and style of the sample Ends Policy for a county mental health
system that was developed by John and Miriam Carver and included in their
recently published booklet entitled:
Carver Policy Governance Guide:
Ends and the Ownership (2009) (attached to these minutes). Ms. Lyons asked board members to email her
any additional ideas they might have about the board’s
Ends Policy by June 1, 2009 so that these would be available for the Governance
Committee meeting scheduled for June 2, 2009.
VII. MEETING
PROCESS REVIEW
Rabbi
Slaton commented that he appreciated the chair’s attentiveness to time allotted
for the meeting.
VIII. PUBLIC COMMENT AND ANNOUNCEMENTS
There
were no public comments or announcements.
IX. THANK YOU AND ADJOURNMENT
Ms. Lyons thanked the board members and guests
for their attendance and the meeting was adjourned at 6:30 p.m.
Example Ends Policy of a Mental Health System
The
1.
The first priority is that
those with acute illness will rapidly resume optimal functioning.
a.
Persons susceptible to acute episodes of illness will know how to
prevent these episodes and how to respond to their occurrence.
2.
The second priority is that people with chronic illness will have a
productive and enjoyable way to spend their time.
a.
Those capable of work will have jobs suitable to their health
status.
b.
Those disabled by their condition will enjoy acceptance and
friendship in as independent an environment as they choose.
3.
The third priority is that persons with addictive disorders,
including to alcohol and chemicals but excluding gambling and chocolate, will
control their addictions and live lives minimally impeded by them.
a.
Those at risk of developing addictions will be aware of the dangers
they expose themselves to and have the ability to choose more healthful behaviors.
4.
The public of
5.
Family members of any patients will have the information they need
to be as understanding and as helpful as they choose to be.
John Carver and Miriam Carver.
Carver Policy Governance Guide:
Ends and the Ownership (2009), page 19.
April 30, 2009
Special Board Meeting
Minutes
Board Members Present
Absent
Chris Xeil Lyons (chair) X
Jennifer Carter X
Richard Chartier X
Jason Crank X
Vivian Crooks X
Celeste Didlick-Davis X
Angela Diver X
John Holcomb X
Dr. Theodore Hunter X
Bruce Jewett X
Lauren Marsh X
Chief Erik Niehaus X
Maureen Noe X
Rabbi Eric Slaton X
David Swigonski X
Staff Present
Dr. John Bohley
Guests Present
No guests
present
I. CALL TO ORDER
Ms. Lyons called the meeting to order at
5:15 p.m. after a buffet supper beginning at 5:00 p.m. Dr. Bohley read the roll call of
attendance. Ms. Lyons welcomed the board
members.
II. WORK SESSION
ON ENDS DEVELOPMENT
Ms. Lyons introduced the work
session task of continuing to develop Ends policies and reviewed the handouts provided for the session. (See attached.)
Those present formed two workgroups, one focusing on the report
entitled “Alcohol and Drug Abuse and Addiction in
A broad discussion followed about
Ends policies, their purpose and construction and policy possibilities for the ADAS Board.
Discussion participants were
encouraged to draft their ideas about ADAS Board Ends Policies and forward these to Ms. Lyons who will decide
next steps in the board’s Ends Policy
development process.
III. THANK YOU AND ADJOURNMENT
Ms.
Lyons thanked the board members and the meeting was adjourned at 6:40 p.m.
March 19, 2009
Neighborhood Housing Services
Homeownership Center
Second Floor Meeting Room
Minutes
Board Members Present Absent
Chris Xeil Lyons (chair) X
Jennifer Carter X
Richard Chartier X
Jason Crank X
Vivian Crooks X
Celeste Didlick-Davis X
Angela Diver X
John Holcomb X (arrived
at 5:30)
Dr. Theodore Hunter X
Bruce Jewett X
Lauren Marsh X
Chief Erik Niehaus X
Maureen Noe X
Rabbi Eric Slaton X (arrived
at 5:25)
David Swigonski X
Staff Present
Dr. John Bohley
Angie Goldson
Holly Wilson
Guests Present
Jim Beiting, Community Behavioral
Health
Brother David Talles,
I. CALL TO
ORDER
Ms. Lyons called the meeting to order at
5:13 p.m. Dr. Bohley read the roll call
of attendance. Ms. Lyons welcomed the
board members and guests. Brother Talles announced a faith-based rehabilitation
program called The Refuge that he is working to make available for
II. APPROVAL OF
MINUTES
Dr.
Hunter made a motion to approve the minutes of the January 15, 2009 Board
Meeting and the February 19, 2009 Board Retreat. Mr. Jewett seconded the motion. The motion passed unanimously.
III. REQUIRED
APPROVALS AGENDA
At
the request of Mr. Jewett, the Agreement with Children Services was removed
from the Required Approvals Agenda.
Mr.
Chartier made a motion to approve the following remaining items of the Required
Approvals Agenda:
PP.
Approval of the financial report for December 2008 and all transactions
recorded in the general ledger sheets included in this report.
QQ.
Approval of the proposed revision of the SFY 2009 Board
Administrative Budget.
RR.
Approval of the reallocation of SFY 2009 funds in the amount of
$26,000 from
SS.
Approval of the proposed revised Community Coalition Initiative
budget for SFY 2009.
TT.
Approval of the appointment of Karen Murray as Community Coalition
Project Coordinator effective February 17, 2009.
UU.
(Item removed from Required Approvals Agenda)
VV.
Approval of new policy 1.36 (Nepotism), revised policy 1.1 (General
Information), and revised policy 1.33 (Ethical Conduct and Conflicts of
Interest).
Ms.
Crooks seconded the motion. The motion
passed unanimously.
Mr.
Chartier made a motion to approve the renewed Agreement with Children Services
for Medicaid match reimbursement and to authorize the executive director to
sign this Agreement on behalf of the
IV. PERFORMANCE
MONITORING
C.
Treatment of Staff (B-3)
Ms. Didlick-Davis made a motion to
accept the monitoring report for board policy B-3 (Treatment of Staff) as
demonstrating compliance with a reasonable interpretation of this policy. Mr. Jewett seconded the motion. The motion passed unanimously.
D.
Financial Condition and Activity (B-5)
Mr. Jewett made a motion to accept the
monitoring report for board policy B-5 (Financial Condition and Activity) as
demonstrating correction of an identified policy violation and overall
compliance with a reasonable interpretation of this policy. Ms. Didlick-Davis seconded the motion. The motion passed unanimously.
E.
Emergency Executive Director Succession
(B-8)
Ms. Marsh made a motion to accept the monitoring
report for board policy B-8 (Executive Director Succession) as demonstrating
compliance with a reasonable interpretation of this policy. Ms. Didlick-David seconded the motion. The motion passed unanimously.
V. GOVERNANCE
PROCESS
U.
Board Policy D-7 (Board Members’ Code of Conduct)
Ms.
Crooks made a motion to accept revised board policy D-7 (Board Members’ Code of
Conduct). Ms. Diver seconded the
motion. The motion passed unanimously.
V.
Board Officers and Board Member Recruitment
Ms.
Lyons mentioned that the Board is still in need of a chair and a secretary for
SFY 2010 and urged board members to consider serving as a board officer. Dr. Bohley reported that there are currently
three board member vacancies and at least one additional vacancy expected at
the end of June of this year. Ms. Lyons
encouraged Board members to attempt to find candidates for board membership.
W.
Board Consolidation Issue
Board
members requested that ADAS members of the ad hoc committee on possible board
consolidation develop an analysis of related factors including cost data and
invite the mental health board to participate in the analysis process. Board members would like to see one or more
reports that analyze the pros and cons of consolidation and separate boards. Such a report (or reports) could provide a
basis for the board’s development of an informed recommendation about the
issue. A report could be generated
jointly by both boards or separate reports could be generated that detail
differing positions on the issue.
VI. ENDS POLICY
A
special board meeting is to be held for the board to continue its Ends policy
development work. The meeting is to be
held at the
VII. MEETING
PROCESS REVIEW
There were
no specific comments regarding meeting process.
VIII. PUBLIC COMMENT AND ANNOUNCEMENTS
With respect to the issue
of possible board consolidation, Mr. Beiting commented that each board had its
strengths. He added that it has been his
experience that addiction counselors have tended to be quicker to embrace
mental health issues than mental health counselors have been to embrace
addiction issues.
IX. THANK YOU AND ADJOURNMENT
Ms. Lyons thanked the
board members and guests for their attendance and the meeting was adjourned at
6:25 p.m.
Board Education Event
February 19, 2009
Board Members Present Absent
Chris Xeil Lyons (chair) X
Jennifer Carter X
Richard Chartier X
Jason Crank X
Vivian Crooks X
Celeste Didlick-Davis X
Angela Diver X
John Holcomb X
Dr. Theodore Hunter X
Bruce Jewett X
Lauren Marsh X
Maureen Noe X
Chief Erik Niehaus X
Rabbi Eric Slaton X
David Swigonski X
Staff Present
Dr. John Bohley
A buffet luncheon was available
beginning at 11:45 a.m. Ms. Lyons called
the meeting to order at 12:25 a.m. and welcomed board members.
Ms. Lyons reported that the next meeting
of the ADAS and Mental Health Board committees on board consolidation is
scheduled for Tuesday, February 24, 2009.
Dr. Bohley reported that at the Mental Health Board meeting held
February 18, 2009, the issue of possible board consolidation was not placed on
that meeting’s agenda for discussion and that Ms. Laura Amiott, chair of the
Mental Health Board’s ad hoc committee, stated that she would provide a report
at the next Mental Health Board meeting (March 18, 2009) regarding the next
meeting of the ADAS and Mental Health Boards’ committees.
Dr. Bohley provided a situational
overview of the ADAS Board including types of funding, current board
allocations for prevention and treatment, and financial trends impacting the
board.
The board reviewed the following data
sources for its Ends policy development:
1.
2008 Board Retreat Information
2.
Alcohol and Other Drug Abuse and
Addiction in
3.
Ends Policy Report (January 2009)
Ms. Noe provided a summary of the 2008
Board Retreat Information. Rabbi Slaton
provided an overview of the November 2008 draft Report entitled Alcohol and
Other Drug Abuse and Addiction in
For the remainder of the afternoon,
board members discussed various possible Ends priorities and worked to craft a
revised Ends policy. The working draft
developed at this session is attached to these minutes. It is planned that Ms. Lyons will convene a
follow-up session to continue work on the Ends policy.
The discussion was concluded at 5:00
p.m. and the meeting was adjourned.
January 15, 2009
Neighborhood Housing Services
Homeownership Center
Second Floor Meeting Room
Minutes
Board Members Present
Absent
Chris Xeil Lyons (chair) X
Jennifer Carter X
Richard Chartier X
Jason Crank X
Vivian Crooks X
Celeste Didlick-Davis X
Angela Diver X
John Holcomb X
Dr. Theodore Hunter X
Bruce Jewett X
Lauren Marsh X
Maureen Noe X
Chief Erik Niehaus X
Rabbi Eric Slaton X
David Swigonski X
Staff Present
Dr. John Bohley
Ann Elam
Angie Goldson
Guests Present
Jim
Beiting, Community Behavioral Health
Andy
Hertel, Community Behavioral Health
I. CALL TO
ORDER
Mr. Jewett called the meeting to order
at 5:15 p.m. Dr. Bohley read the roll
call of attendance. Mr. Jewett welcomed
the board members and guests.
II. REQUIRED APPROVALS AGENDA
Mr.
Chartier made a motion to approve the following items of the Required Approvals
Agenda:
WW.
Approval of the Minutes of the November 20, 2008 Board Meeting.
XX.
Approval of the financial reports for October and November 2008 and
all transactions recorded in the general ledger sheets included in these
reports.
YY.
Approval of the proposed revision to staff policies on Tuition
Reimbursement and Employee Safety.
ZZ.
Approval of the calendar year 2009 county budget for the Butler
County Alcohol and Drug Addiction Services Board.
AAA.
Approval of the following proposed reductions in response to cuts
from ODADAS: $10,202 from the coalition
initiative, $6000 from detoxification, $9000 from board administration, $5000
from Medicaid match, and $6186 from operations reserve.
BBB.
Approval of the amendment of the June 19, 2008 board motion as
follows: “Approval of the
following: to continue to provide ODADAS
specifically designated funds to the following agencies with the amounts of
such funds determined by ODADAS: ….and
Sojourner Recovery Services (484 funds for Children Services clients; also, state
women’s funds used for child care for children of clients unless these latter
funds are used for Medicaid match or other allowable services). (underlined words added)
CCC.
Approval of reallocation of an amount up to a maximum of $5000 at
the discretion of the executive director from the community coalition
initiative to the Alcohol and Chemical Abuse Council for the New Miami Conflict
Management Program.
DDD.
Approval of the revised schedule of staff salary ranges.
Ms.
Crooks seconded the motion. The motion
passed unanimously.
III. PERFORMANCE
MONITORING
Dr. Hunter made a motion to accept the
audit of the county and to approve the proposed corrective action plan of the
ADAS Board to seek guidance from the
IV. GOVERNANCE
PROCESS
X.
Board Member Resignations
Ms. Marsh made a motion to accept
the resignations of Mr. David Washington and
Ms. Janyth Williams from the ADAS Board.
Mr. Crank seconded the motion. The motion passed unanimously.
Y.
Revision to Board Policy D-4:
Board Job Description
Dr. Hunter made a motion to approve
the proposed revision to Board Policy D-4:
Board Job Description. Chief Niehaus seconded the motion. The motion passed unanimously.
Z.
Board Member Recruitment Information Sheet
Dr. Bohley referenced the Board Member
Recruitment Information Sheet included in the board meeting packet. This sheet is a reference for board members
in their recruitment of new board members.
Dr. Bohley added that there are currently three board member vacancies.
AA.
Board Officers for SFY 2010
Mr. Jewett mentioned that board
officers for SFY 2010 have not yet been identified
and encouraged board members to consider serving in these roles.
BB.
Indemnification Policy
Dr. Bohley distributed the legal opinion
prepared by Ms. Nardiello, assistant county prosecuting attorney. Mr. Holcomb made a motion to accept the legal
counsel of Ms. Nardiello to refrain from adopting an indemnification policy and
also to withdraw the proposed indemnification policy that had been approved at
the September 18, 2008 board meeting contingent upon approval of the county
prosecutor’s office. Chief Niehaus
seconded the motion. The motion passed
unanimously.
CC.
Report regarding Joint Board Committee
Mr. Jewett reported an apparent shift in
momentum from “consolidation as inevitable to no compelling reason for
consolidation.” He added that at the
next committee meeting in early
February (exact date to be determined), the committee will be discussing whether to continue meeting. If the committee decides to continue meeting,
goals and timelines are to be established.
VI. ENDS POLICY
A.
Ends Policy Report
Dr. Bohley commented on the report
previously distributed through the board meeting
packet. Ms. Crooks made a motion to
approve the Ends Policy Report as demonstrating
compliance with a reasonable interpretation of current board policy. Mr. Chartier seconded the motion. The motion passed unanimously.
B.
Organizational Interviews
Dr. Bohley mentioned that 13 completed
interview forms have been received to date.
Mr. Jewett encouraged board members to continue to conduct organizational
interviews and return the completed forms to Dr. Bohley by the end of January.
C.
Board Retreat Preparation
Dr. Bohley distributed and reviewed a
handout entitled “Alcohol and Other Drug-Related Problems.” The handout was shared as an aid for
conceptualizing Ends or community impacts
to be achieved by the Board and also for identifying data needs which board members might wish staff to
address for the Board Retreat. Mr.
Jewett asked board members to communicate to Dr. Bohley by the end of January
any data requests they may have for the Board Retreat.
VII.
MEETING PROCESS REVIEW
here were no specific comments regarding
meeting process. Mr. Jewett and Ms.
Marsh reported on their very positive experiences in attending a recent
training on policy governance conducted by Miriam Carver.
VIII. PUBLIC COMMENT AND ANNOUNCEMENTS
There
were no public comments or announcements.
IX. THANK YOU AND ADJOURNMENT
Mr. Jewett thanked the
board members for their attendance and the meeting was adjourned at 6:40 p.m.
Board Education Event
February 19, 2009
Board Members Present Absent
Chris Xeil Lyons (chair) X
Jennifer Carter X
Richard Chartier X
Jason Crank X
Vivian Crooks X
Celeste Didlick-Davis X
Angela Diver X
John Holcomb X
Dr. Theodore Hunter X
Bruce Jewett X
Lauren Marsh X
Maureen Noe X
Chief Erik Niehaus X
Rabbi Eric Slaton X
David Swigonski X
Staff Present
Dr. John Bohley
A buffet luncheon was available
beginning at 11:45 a.m. Ms. Lyons called
the meeting to order at 12:25 a.m. and welcomed board members.
Ms. Lyons reported that the next meeting
of the ADAS and Mental Health Board committees on board consolidation is
scheduled for Tuesday, February 24, 2009.
Dr. Bohley reported that at the Mental Health Board meeting held
February 18, 2009, the issue of possible board consolidation was not placed on
that meeting’s agenda for discussion and that Ms. Laura Amiott, chair of the
Mental Health Board’s ad hoc committee, stated that she would provide a report
at the next Mental Health Board meeting (March 18, 2009) regarding the next
meeting of the ADAS and Mental Health Boards’ committees.
Dr. Bohley provided a situational
overview of the ADAS Board including types of funding, current board
allocations for prevention and treatment, and financial trends impacting the
board.
The board reviewed the following data
sources for its Ends policy development:
4.
2008 Board Retreat Information
5.
Alcohol and Other Drug Abuse and
Addiction in
6.
Ends Policy Report (January 2009)
Ms. Noe provided a summary of the 2008
Board Retreat Information. Rabbi Slaton
provided an overview of the November 2008 draft Report entitled Alcohol and
Other Drug Abuse and Addiction in
For the remainder of the afternoon,
board members discussed various possible Ends priorities and worked to craft a
revised Ends policy. The working draft
developed at this session is attached to these minutes. It is planned that Ms. Lyons will convene a
follow-up session to continue work on the Ends policy.
The discussion was concluded at 5:00
p.m. and the meeting was adjourned.
September 18, 2008
Neighborhood Housing Services
Homeownership Center
Second Floor Meeting Room
Minutes
Board Members Present Absent
Chris Xeil Lyons (chair) X
Jennifer Carter X
Richard Chartier X (reappointment in process)
Vivian Crooks X
Celeste Didlick-Davis X
Angela Diver X
John Holcomb X
Theodore Hunter X
Bruce Jewett X
Lauren Marsh X
Maureen Noe X
Lieutenant Erik Niehaus X
David Swigonski X
David Washington X
Janyth Williams X
Staff Present
Dr. John Bohley
Ann Elam
Angie Goldson
Holly Wilson
Guests Present
Jim
Beiting, Community Behavioral Health
Andy Hertel, Community
Behavioral Health
Artie
Sanders, Community Behavioral Health
Rabbi
Eric Slaton
I. CALL TO ORDER
Ms. Lyons called the meeting to order at
5:07 p.m. Dr. Bohley read the roll call
of attendance. Ms. Lyons welcomed the
board members and guests.
Dr. Hunter was sworn in as a new board member
and Ms. Marsh was sworn in as a reappointed board member by Mr. Jewett.
II. REQUIRED APPROVALS AGENDA
Mr.
Jewett made a motion to approve the following items of the Required Approvals Agenda:
EEE.
Approval of the Minutes of the June 19, 2008 Board Meeting.
FFF.
Approval of the financial reports for June 2008 and all
transactions recorded in the general ledger sheets included in these reports.
GGG.
Approval of the Family and Children First Interagency Agreement
addendum for SFY 2009 and authorization of the executive director to sign this
document on behalf of the Butler County Alcohol and Drug Addiction Services
Board.
HHH.
Approval of the SFY 2009 Subcontractor Agreement with the Alcohol
and Chemical Abuse Council for services related to the New Miami Schools Second
Step/Conflict Management Program and authorization of the executive director to
sign this agreement on behalf of the Butler County Alcohol and Drug Addiction
Services Board.
III.
Approval of two new staff policies on Exiting of Employees
(1.35) and Purchase Orders (3.12) and
also approval of the review and revision of all policies in the current staff
policy manual.
JJJ.
Approval of the letters of support for the two Shelter Care Plus
county grant applications for federal funding for rental subsidies for homeless
persons.
KKK.
Approval of the transfer of $12,396.79 from Community Behavioral
Health’s SFY 2008 allocation for Drug Court to Community Behavioral Health’s
SFY 2008 allocation for Outpatient Services.
LLL.
Approval of the retention as working capital/operations reserves
the remaining unspent and unallocated $4,239.77 of working capital/operations
reserves budgeted in the SFY 2008 board administrative budget and approval of
the use of the SFY 2008 funds unspent by Sojourner’s Perinatal Program in the
amount of $20,801.69 to prepay SFY 2009 prevention services.
Lieutenant
Niehaus seconded the motion. The motion
passed unanimously.
III. PERFORMANCE
MONITORING
Mr. Jewett made a motion to accept the monitoring reports
as demonstrating compliance with reasonable interpretations of the following
board policies: Provider Contracting (B-2), Financial Planning and Budgeting
(B-4), and Financial Condition and Activities (B-5). Ms. Marsh seconded the
motion. The motion passed unanimously.
IV. EXECUTIVE
LIMITATIONS
Dr.
Bohley proposed that the following prohibition be added to the board’s Asset
Protection Policy (B-6) after prohibition #3:
“(The executive director shall not) fail to maintain a prudent level of
insurance coverage to protect the board’s assets.” He added that the proposed prohibition with
interpretation and report are being presented to demonstrate compliance with
standards established by the
Mr.
Jewett made a motion to approve that the proposed prohibition be added to the
board’s Asset Protection Policy (B-5) after prohibition #3 of this policy and
also to accept the report of the executive director as demonstrating compliance
with a reasonable interpretation of the proposed policy prohibition. Lieutenant Niehaus seconded the motion. The motion passed unanimously.
V. GOVERNANCE
PROCESS
DD.
Revision of Board Policy D-7:
Board Members’ Code of Conduct
Dr. Bohley proposed that Board Policy
D-7 be amended to include the addition of the following: “(A board member may not be …) and may not
have a relative who serves as a
Ms. Noe made a motion to approve the
proposed revision of Board Policy D-7. Mr. Jewett seconded the motion. The motion passed unanimously.
EE.
Annual Conflict of Interest Statements
Ms. Lyons asked board members
present to sign the Annual Conflict of Interest Statement forms distributed during the board meeting. Board members not present at the meeting will be mailed forms for their
signature.
FF.
Proposed New Board Policy D-10:
Indemnification
Dr. Bohley proposed new Board Policy
D-10 for board consideration and added that this policy would allow the board
to be in compliance with standards established by the
Ms. Noe made a motion to approve the
proposed new Board Policy D-10: Indemnification, with the correction of
the typographical error noted above, the addition
of wording stating that the Board maintains insurance to cover costs associated with legal actions, and
contingent upon approval by the County Prosecutor’s
Office. Mr. Jewett seconded the
motion. The motion passed unanimously.
GG.
Board Recruitment and Orientation Committee Report
Ms. Noe, chair of the Board Recruitment
and Orientation Committee, made the committee report. She mentioned that three candidates have been
identified for the remaining three
board member position vacancies and that two of these candidates as well as Dr.
Hunter participated in the new board member orientation sesion held earlier on
the same day as this board meeting. She
was hopeful that all three candidates would be appointed by the
Ms. Noe reported on the board member
recruitment process developed by the committee
and outlined in minutes of the committee’s meeting of August 25, 2008. Recruitment is to be a responsibility of all
board members. A contract is to be designed to delineate
expectations of board members and the board.
Ms. Marsh suggested that the board
recruitment function include anticipating board
vacancies by asking board members whose terms are ending in six months or so if they intend to seek reappointment
if they are eligible.
HH.
Specialty Boards or Consolidated Board
Ms. Lyons reviewed a handout on the
board consolidation issue including the purpose and proposed structure of a
joint board committee. She added that
use of a meeting process facilitator was proposed and asked board members for
suggestions of persons who might be candidates to serve in that role. She also asked Dr. Bohley to review the
Board’s administrative budget for financing of this function. Ms. Noe suggested that a timeline be
established for the joint committee’s task.
After discussion of the pros and cons of
a possible board consolidation or retention of separate specialty boards, ADAS
board representation on the joint committee, and ADAS board “must-haves” for
any consolidation, Ms. Noe made a motion that Ms. Lyons, Mr. Jewett, and Dr.
Hunter serve as the ADAS Board representatives on the joint board committee and
that the following two “must haves” for any board consolidation be supported by
the ADAS Board: 1)alcohol and other drug
issues be retained by a consolidated board as a priority, and 2) that Policy
Governance be adopted by the consolidated board as its model for governance
board operations. Mr. Jewett seconded
the motion. The motion passed
unanimously.
VI. ENDS POLICY
Ms.
Lyons announced that because of time limitations the Ends Policy discussion
would be deferred to the November board meeting.
VII. MEETING
PROCESS REVIEW
There were
no comments regarding meeting process.
VIII. PUBLIC COMMENT AND ANNOUNCEMENTS
Mr. Hertel shared that he had mixed feelings
about the possibility of a board merger.
Mr. Beiting shared his perception of the high prevalence of co-occurring
mental health and substance use disorders in the Horizon clientele. Ms. Lyons mentioned a 5 K Walk and Run to be
held on October 11, 2008 to benefit Parachute.
Mr. Jewett mentioned that the Juvenile Justice Center would be dedicated
in Judge Niehaus’ name on October 8, 2008.
IX. THANK YOU AND ADJOURNMENT
Ms. Lyons thanked the board members for their attendance and the
meeting was adjourned at 6:32 p.m.
June 19, 2008
Neighborhood Housing Services
Homeownership Center
Second Floor Meeting Room
Minutes
Board Members Present
Absent
Maureen Noe (chair) X
Jennifer Carter X
Richard Chartier X
Vivian Crooks X
Celeste Didlick-Davis X (left exec
session at 6:35 p.m.)
Angela Diver X
John Holcomb X
Bruce Jewett X
Chris Xeil Lyons X
Lauren Marsh X
Judge D. Andy Nastoff X
Lieutenant Erik Niehaus X
David Swigonski X
David Washington X
Janyth Williams X
Staff Present
Dr. John Bohley
Ann Elam
Angie Goldson
Holly Wilson
Guests Present
Jim
Beiting, Community Behavioral Health
Andy
Hertel, Community Behavioral Health
Artie Sanders,
Community Behavioral Health
Amelia
Orr, Community Counseling and Crisis Center
Cassandra
von Gerds, Community Counseling and Crisis Center
Dr.
Theodore Hunter, physician
I. CALL TO
ORDER
Ms. Noe called the meeting to order at
5:07 p.m. Dr. Bohley read the roll call
of attendance. Ms. Noe welcomed the
board members and guests.
Ms. Noe expressed the Board’s
appreciation to Mr. Chartier, Ms. Marsh, and Judge Nastoff for their service to
the Board since their current terms on the Board were ending June 30,
2008. She thanked Mr. Chartier and Ms.
Marsh for their decision to seek reappointment for another term and expressed
hope that Judge Nastoff would decide to seek reappointment as well.
Ms. Noe was recognized for her dedicated
service as board chair over the past year.
II. REQUIRED APPROVALS AGENDA
Mr.
Chartier requested that the following agenda items be removed from the Required
Approvals Agenda for separate consideration:
Provider Contracts and SFY 2009 Board Allocations, and Other Funding
Related Issues.
Mr.
Chartier made a motion to approve the following items of the Required Approvals
Agenda:
MMM.
Approval of the Minutes of the May 15, 2008 Board Meeting.
NNN.
Approval of the financial reports for April and May 2008 and all transactions
recorded in the general ledger sheets included in these reports.
OOO.
Approval of the proposed distribution of SFY 2009 property rental
income as follows: $54,800 to facilities
account, $15,000 to board administration budget, and $25,000 to operations
reserve.
PPP.
Approval of the SFY 2009 property leases for the
QQQ.
Approval of the SFY 2009 facility budgets for the
RRR.
Approval of the proposed staff salary line item of the board
administrative budget which will accommodate staff raises of 3% during SFY
2009.
SSS.
Approval of the proposed SFY 2009 board administrative budget.
TTT.
Approval of the MACSIS Agreement for SFY 2009 and the related
Business Associate Agreement and to authorize the Executive Director to sign
these Agreements with the Butler County Mental Health Board on behalf of the
ADAS Board.
UUU.
Approval of the SFY 2009 Agreement with the Adult Probation
Department for drug screening and to authorize the Board Chair and the
Executive Director to sign this Agreement on behalf of the Board.
VVV.
Approval of the SFY 2009 Agreement with the Butler County
Department of Job and Family Services for the funding of the New Miami Conflict
Management Program and to authorize the Executive Director to sign this
Agreement on behalf of the Board.
WWW.
Approval of the SFY 2009 Butler County Family and Children First
Collaborative Fee Agreement and to authorize the Executive Director to sign
this Agreement on behalf of the Board.
XXX.
Authorization of the transfer of SFY 2009 FAST funds and ABC funds
to the Butler County Family and Children First Council, to approve the SFY 2009
FAST and ABC Agreement related to this transfer of funds, and to authorize the
Executive Director to sign this Agreement on behalf of the Board.
YYY.
Approval of the proposed SFY 2009 Community Coalition Initiative
budget.
Mr.
Swigonski seconded the motion. The
motion passed unanimously.
Mr.
Chartier made a motion to approve the remaining items from the Required
Approvals Agenda:
A.
Approval of the proposed board allocations for services as listed
on the attached summary sheet entitled Proposed SFY 2009 Provider Allocations,
to approve the provider contracts, and to authorize the Board Chair and the
Executive Director to sign these contracts on behalf of the Board.
B.
Approval of the following:
1. to continue to
provide ODADAS specifically designated funds to the following agencies with
the amounts of such funds determined by ODADAS: Alcohol and Chemical Abuse Council (HIV
prevention, youth leadership), and Sojourner Recovery
Services (484 funds for Children Services
clients; also, state women’s funds used for child care for children of clients unless
these latter funds are used for Medicaid match).
2. to utilize any remaining SFY 2008 ABC funds for Medicaid
match subject to
state approval.
3. to use any unspent Health Foundation
funds allocated for detox in SFY 2008
but unspent in SFY 2008 for detox in SFY 2009 and to increase the allocation
for Medicaid match by the amount of this carryover of funds.
4. to use any unspent SFY 2008 community
coalition initiative funds to prepay
SFY 2009 prevention expenses and to increase the SFY 2009 allocation
for the community coalition initiative by the amount of this prepay
and to add this amount to the miscellaneous line item of the SFY 2009 community
coalition initiative’s budget.
Ms.
Didlick-Davis seconded the motion. The
motion passed unanimously.
III. INTERNAL
MONITORING REPORTS
Mr. Chartier made a motion to accept the
monitoring reports as demonstrating compliance with reasonable interpretations
of the following board policies: Financial Condition and Activities (B-5),
Asset Protection (B-6), Compensation and Benefits (B-7), and Communication and
Support (B-9). Ms. Carter seconded the
motion. The motion passed unanimously.
IV. ENDS POLICY
DISCUSSION
Board
members reviewed the handout entitled “Ends Policy Issues for Discussion” and discussed the Board’s movement from a
“Service Level” paradigm to a “Population Level” paradigm as well as data for
measuring success.
No changes
were made to current Ends Policy.
It was the
consensus of the group to request the Governance Committee to develop a proposed plan for continued Ends
Policy development.
V. GOVERNANCE
PROCESS
A.
Board Recruitment and Orientation Committee Report
No report was presented.
B.
Board Officers for SFY 2009
Mr. Holcomb made a motion to elect
Ms. Lyons as board chair for SFY 2009. Mr. Swigonski seconded the motion. The motion passed unanimously.
Ms. Crooks made a motion to elect
Ms. Marsh as board secretary for SFY 2009.
Mr. Holcomb seconded the
motion. The motion passed unanimously.
C.
Possible Board Consolidation
Mr. Chartier made a motion that the ADAS
Board agrees to actively participate on an ad hoc committee of the ADAS and
Mental Health Boards established to explore options and issues related to possible
board consolidation. Ms. Marsh seconded
the motion. The motion passed
unanimously.
D.
Board Development
It was suggested that the board retreat
for SFY 2009 include an educational component on policy governance and that the
new 90-minute DVD entitled “The Policy Governance Model: An Introduction by
John and Miriam Carver” be used for this purpose.
VI. REPORT OF THE
GOVERNANCE COMMITTEE
Ms.
Crooks made a motion to approve the revised board policy C-5 (Monitoring
Executive Director Performance) and the new board policies C-6 (Recruitment,
Selection, and Removal of the
Executive Director), and C-7 (Executive Director Compensation and
Benefits). Mr. Chartier seconded the
motion. The motion passed unanimously.
VII. OPEN FORUM
There were
no issues raised or comments made in open forum.
VIII. MEETING PROCESS
REVIEW
Members
expressed appreciation for the Guide for reviewing the Board Information Packet
developed by Dr. Bohley and that assigning time frames to agenda items was very
helpful.
IX. PUBLIC COMMENT AND ANNOUNCEMENTS
There
were no public comments or announcements.
X. EXECUTIVE SESSION FOR PERSONNEL: PERFORMANCE EVALUATION OF EXECUTIVE DIRECTOR
Ms. Noe called for the
convening of an executive session for personnel. A roll call revealed unanimous approval for
this. The executive session was convened
at 6:15 p.m. and the regular meeting
was reconvened at 6:50 p.m. (Ms.
Didlick-Davis left the executive session at 6:35 p.m.)
XI. PERFORMANCE
EVALUATION OF EXECUTIVE DIRECTOR
The
roll call revealed that Ms. Didlick-Davis had left during the executive session
and that eight board members remained
present.
Mr. Holcomb made a motion to accept the annual performance evaluation summary for Dr. Bohley, to approve a 3% annual raise for Dr. Bohley effective on his anniversary date of July 3, 2008, to authorize Ms. Noe to sign the Payroll Adjustment Report Form (PARF) on behalf of the Board for Dr. Bohley’s raise, to approve an Agreement Regarding Severance Benefit for Dr. John Bohley which includes six months compensation, benefits and outplacement services in the event of dissolution of the ADAS Board, and to authorize Ms. Noe to sign this Agreement on behalf of the Board, this Agreement to be effective June 19, 2008 until July 1, 2009. Mr. Swigonski seconded the motion. The motion passed unanimously.
XII. THANK YOU AND ADJOURNMENT
Ms. Noe thanked the board members for their attendance and the meeting was adjourned at 7:00 p.m.
|
SFY 2009 Provider Allocations |
|
|
|
|
|
|
|
|
Big Brothers/Big Sisters |
38,500 |
|
FCFC |
10,000 |
|
Sojourner Perinatal |
31,000 |
|
|
10,500 |
|
Alcohol Council Prevention |
325,834 |
|
Community Coalition Initiative |
65,000 |
|
Adult Outpatient (Horizon) |
248,879.00 |
|
Drug Court (Horizon) |
26,000.00 |
|
|
101,109.00 |
|
Men's Residential (Sojourner) |
378,264.00 |
|
Adolescent Outpatient (Sojourner) |
65,500.00 |
|
Child Care-Children of Clients (Soj) |
52,128.00 |
|
Detox (CCAT) & Med-Assisted Tx |
20,000.00 |
|
Drug Screening (Probation) |
20,000.00 |
|
Medicaid Match |
797,832.00 |
|
Board Operations |
539,111.00 |
May 15, 2008
Neighborhood Housing Services
Homeownership Center
Second Floor Meeting Room
Minutes
Board Members Present Absent
Maureen Noe (chair) X
Jennifer Carter X (arrived
at 5:30 p.m.)
Richard Chartier X
Vivian Crooks X (left
at 6:25 p.m.)
Celeste Didlick-Davis X
Angela Diver X
John Holcomb X
Bruce Jewett X
Chris Xeil Lyons X (arrived
at 5:25 p.m.)
Lauren Marsh X
Judge D. Andy Nastoff X (left
at 6:10 p.m.)
Lieutenant Erik Niehaus X
David Swigonski X
David Washington X
Janyth Williams X
Staff Present
Dr. John Bohley
Ann Elam
Angie Goldson
Guests Present
Jim
Beiting, Community Behavioral Health
Chris Connolly,
Community Behavioral Health
Amelia Orr, Community Counseling
and Crisis Center
Cassandra
von Gerds, Community Counseling and Crisis Center
I. CALL TO ORDER
Judge Nastoff called the meeting to
order at 5:15 p.m. Dr. Bohley read the
roll call of attendance. Judge Nastoff welcomed
the board members and guests.
Ms. Janyth Williams was introduced by
Ms. Marsh and sworn in as a new board member by Judge Nastoff.
II. REQUIRED APPROVALS AGENDA
Mr.
Holcomb made a motion to approve the following items of the Required Approvals
Agenda:
ZZZ.
Approval of the Minutes of the March 15, 2008 Board Meeting.
AAAA.
Approval of the financial reports for January, February, and March
2008 and all transactions recorded in the general ledger sheets included in
these reports.
BBBB.
Approval of the template for SFY 2009 Non-Medicaid Contract
Provider Agreements.
CCCC.
Approval of the Agreement with the Butler County Board of
Commissioners on behalf of Children Services and authorization of the executive
director to sign this Agreement on behalf of the Butler County Alcohol and Drug
Addiction Services Board.
DDDD.
Authorization of Ms. Noe to sign the payroll adjustment request
form on behalf of the Butler County Alcohol and Drug Addiction Services Board
for the salary increase approved for the executive director at the March 2008
board meeting in the amount of $50 per month ($600 per year) effective April 1,
2008.
EEEE.
Approval of the recommended Finance Procedures 3.6 through 3.11.
FFFF.
Approval of the proposed revised SFY 2008 facility budget for the
Lieutenant
Niehaus seconded the motion. The motion
passed unanimously.
After
the approval of the Required Approvals Agenda, Ms. Lyons assumed the role of
meeting chair.
III. INTERNAL
MONITORING REPORTS AND RELATED ISSUES
A. Board
Policy Issues
Dr. Bohley provided an
overview of issues impacting Board policy statements about operations reserve,
facility reserve, property rental fees, and the projected Medicaid match
shortfall.
Judge Nastoff made a
motion to approve the following revision of Board Policy B-5, 2: “(The executive director shall not) fail to
maintain an operations reserve for positive cash flow and financial
contingencies.” Ms. Didlick-Davis
seconded the motion. The motion passed unanimously.
Ms.
Didlick-Davis made a motion to approve the following revision of Board Policy B-6, 2: “(The executive director shall not) develop
property rental fees without regard to
board financial goals, and support of provider services.” Mr.
After
discussion of Board Policy B-6, 3 regarding the facility reserve fee, the policy statement was not changed.
B.
Medicaid Match Shortfall
Ms. Crooks made a
motion to approve the proposed plan to address the Medicaid match shortfall. Judge Nastoff seconded the
motion. The motion passed unanimously.
The
approved plan includes the following elements:
1. $12,999 previously allocated for
detoxification services are
to be used for Medicaid match.
2.
Next, $50,000 in operations reserves are
to be used to free up state per capita funds to be used for Medicaid match.
3.
Next, provider contracts are to be
amended with Sojourner’s allocation for men’s residential reduced by $24,000
and Community Behavioral Health’s allocation for adult drug court reduced by
$16,000 to free up $40,000 to be used for Medicaid match as needed. This money is to be expended after the
$62,999 mentioned above. (Any of this
$40,000 not needed for Medicaid match is to be used to pay claims for services
provided by Sojourner (men’s residential) and Community Behavioral (adult drug
court).
4.
Last, if any additional funds are needed
to cover Medicaid match liability for SFY 2008, additional operations reserve
funds are to be utilized to free up state per capita dollars to be used for
Medicaid match.
Judge
Nastoff left the meeting after the approval of the Medicaid shortfall plan.
C. Internal Monitoring Reports
The internal monitoring reports for
Board Policy B-5 (Financial Condition and Activities) and Board Policy B-6
(Asset Protection) are to be reviewed at the June board meeting.
IV. OPEN FORUM
Dr.
Bohley reported that the
Ms.
Lyons shared with board members that the agenda for the June board meeting will
include confirming selection of board officers for SFY 2009 and also board
officer succession beyond SFY 2010. She
also reminded board members to complete and return executive director annual
evaluations to Mr. Swigonski by Wednesday, May 21, 2008.
V. MEETING
PROCESS REVIEW
There were
no comments.
VI. PUBLIC COMMENT AND ANNOUNCEMENTS
There
were no public comments or announcements.
VII. THANK YOU AND ADJOURNMENT
Ms. Lyons thanked the
board members and guests for their attendance and the meeting was adjourned at
6:35 p.m.
March 20, 2008
Neighborhood Housing Services
Homeownership Center
Second Floor Meeting Room
Minutes
Board Members Present Absent
Maureen Noe (chair) X
Jennifer Carter X
Richard Chartier X
Vivian Crooks X
Celeste Didlick-Davis X
Angela Diver X
John Holcomb X
Bruce Jewett X
Chris Xeil Lyons X
Lauren Marsh X (left
at 5:55 p.m.)
Judge D. Andy Nastoff X
Lieutenant Erik Niehaus X
David Swigonski X
David Washington X
Staff Present
Dr. John Bohley
Ann Elam
Angie Goldson
Holly Wilson
Guests Present
Artie
Sanders, Community Behavioral Health
Janyth Williams
Pat Wilkerson,
Juvenile Court Magistrate
Ted
Hunter, M.D.
I. CALL
TO ORDER
Ms. Noe called the meeting to order
at 5:05 p.m. Dr. Bohley read the roll call
of attendance. Ms. Noe welcomed the
board members and guests. Ms. Williams
has an application for appointment to the board pending with ODADAS. Ms. Wilkerson and Dr. Hunter are exploring
possible board membership.
II. REQUIRED APPROVALS AGENDA
At
the request of Mr. Chartier the proposed staff policy on cell phones was
removed from the required approvals agenda.
Mr.
Jewett made a motion to approve the remaining item on the required approvals
agenda, approval of the minutes of the January 17, 2008 board meeting and the
February 21, 2008 board retreat. Ms.
Crooks seconded the motion. The motion
passed unanimously.
Mr.
Jewett made a motion to approve the proposed staff policy on cell phones. Mr. Chartier seconded the motion. The motion passed unanimously.
Mr.
Jewett made a motion to increase the salary of the Executive Director by $50 a
month with the Executive Director then responsible to acquire and maintain a
personal cell phone to be used for ADAS business. Mr. Chartier seconded the motion. The motion passed unanimously.
III. GOVERNANCE
PROCESS
A. Board
Member Recruitment Committee Update
Mr.
Jewett made the report and thanked Mr. Chartier and Ms. Marsh for their participation on the committee.
Mr.
Jewett made a motion to accept the committee’s recommendation that a standing committee, the Board
Recruitment and Orientation Committee, be established
and that the committee duties outlined in the committee’s meeting minutes of March 10, 2008 be incorporated into
Board Policy D-8 (Board Committee
Principles). Ms. Lyons seconded the
motion. The motion passed unanimously.
Ms.
Noe appointed Mr. Jewett chair of the new standing committee and Ms. Marsh and Mr. Chartier agreed to serve
on the committee.
C.
Board Member Recruitment/Orientation
Procedure
Mr. Jewett made
a motion to incorporate the proposed board member recruitment/orientation
procedure into Board Policy D-8 (Board Committee Principles) with the addition
of the following between steps four and five:
prospective board member completes application for appointment (if
requesting state appointment) or letter
requesting appointment (if requesting county appointment). Ms. Marsh seconded the motion. The motion passed unanimously.
C. Board Members’ Code of Conduct (D-7)
Mr. Chartier made a motion to
approve the revised Board Members’ Code of Conduct. Mr. Swigonski seconded the motion. The motion passed unanimously. Dr.
Bohley was asked to add
D. Board Member Recognition
Ms.
Noe awarded Mr. Jewett a Certificate of Appreciation from the Ohio Association
of County Behavioral Health Authorities recognizing Mr. Jewett as an Innovative
Leader for his expertise, dedication, and leadership as he has served his
community through his commitment to the Butler County Alcohol and Drug
Addiction Service Board.
IV. ENDS
POLICY DEVELOPMENT
A.
Ends Policy Language
Ms. Noe provided a recap of the
board retreat discussion on Ends.
Mr. Jewett made a motion to approve
the following Ends Policy language:
“Those residents who are or who may
be directly or indirectly affected by substance
abuse in
·
Fewer
1.
Fewer
2.
Fewer
Ms. Lyons seconded the motion. The motion passed unanimously.
In
the discussion it was decided not to add the following words at the end of the
global ends statement: “to the extent
possible for the available resources” because the board didn’t want to imply
satisfaction with currently available resources.
V. INTERNAL
MONITORING REPORTS
A.
Internal Monitoring Reports
Ms.
Marsh made a motion to accept the internal monitoring reports for board
policies B-3 (Treatment of Staff) and B-8 (Emergency Executive Director
Succession) as demonstrating compliance with reasonable interpretations of
board policy. Mr. Jewett seconded the
motion. The motion passed unanimously.
B.
Special Report Update
Dr.
Bohley reported that the Chief Financial Officer at ODADAS has communicated by
email that the board should expect receipt of the final payment of the SFY 05
SIG grant in the amount of $9375 by the end of March.
Ms.
Marsh left the meeting after the motion on the Internal Monitoring
Reports. At that point, there was no
longer a quorum and the official meeting ended.
Informal discussion continued
without any action taken.
VI. ENDS
POLICY DEVELOPMENT (continued)
B.
Executive Director Report on Indicators
Dr.
Bohley reviewed the handout entitled “Possible Community Level
Indicators.” He provided an overview of
identified measurements for community level indicators
and reviewed their strengths and limitations.
Mr. Jewett suggested that the board may wish to consider developing its
own tool for gathering county indicator data.
VII. OPEN FORUM
Ms. Noe
reported that the six-month old granddaughter of Angie Goldson, the board’s manager of fiscal operations, died
suddenly. Board members agreed to send
Ms. Goldson emails expressing
their condolences for her tragic personal loss.
VIII. MEETING
PROCESS REVIEW
Board
members reported that the Guide for Reviewing the Board Meeting Information
Packet was helpful, that they appreciated receiving a hard copy of the board
information packet, and that they felt grateful to the group for progress made
on the Ends Policies.
VII. PUBLIC COMMENT AND ANNOUNCEMENTS
There
were no public comments or announcements.
VII. THANK YOU AND ADJOURNMENT
Ms. Noe thanked
the board members and guests for their attendance and the discussion ended at 6:25 p.m.
January 17, 2008
Neighborhood Housing Services
Homeownership Center
Second Floor Meeting Room
Minutes
Board Members Present Absent
Maureen Noe (chair) X
Jennifer Carter X
Richard Chartier X
Vivian Crooks X
Celeste Didlick-Davis X
Angela Diver X
John Holcomb X (left
at 6:15 p.m.)
Bruce Jewett X
Chris Xeil Lyons X
Lauren Marsh X
Judge D. Andy Nastoff X
Lieutenant Erik Niehaus X
David Swigonski X
David Washington X
Staff Present
Dr. John Bohley
Ann Elam
Angie Goldson
Holly Wilson
Guests Present
Jim
Beiting, Community Behavioral Health
I. CALL TO
ORDER
Ms. Noe called the meeting to order at
5:15 p.m. Dr. Bohley read the roll call
of attendance. Ms. Noe welcomed the
board members and guests.
II. REQUIRED APPROVALS AGENDA
Mr.
Holcomb made a motion to approve the following items on the Required Approvals
Agenda:
A.
Approval of the Minutes of the November 29, 2007 Board Meeting.
B.
Approval of the financial reports for October, November, and
December 2007 and all financial transactions recorded in the general ledger
sheets included in these reports.
C.
Approval of the proposed revised facility budgets for the
D.
Approval of the proposed new personnel policies 1.30 through 1.34
and the following revised policies:
Equal Employment
Mr.
Swigonski seconded the motion. The
motion passed unanimously.
III. INTERNAL
MONITORING REPORTS
C.
Financial Condition and Activities (B-5)
Ms. Lyons made a motion to accept the
internal monitoring report for board policy B-5 (Financial Condition and
Activities) for the period October 2007 through December 2007 as demonstrating
compliance with reasonable interpretations of
board policy. Mr. Jewett seconded
the motion. The motion passed
unanimously.
D.
Special Report
Dr. Bohley reported that it was recently
learned that ODADAS never sent to the Board the last month’s amount of a grant
($9375) at the end of SFY 2005 even though the ADAS Board had filed the
appropriate paperwork for this payment.
He added that this payment will be sought from ODADAS and he proposed changes to the structuring of the board’s
financial statements to catch any such problems in the future. Mr. Chartier made a motion to accept this
special internal monitoring report with the corrective action recommended by
the executive director. Ms. Marsh seconded the motion. The motion passed unanimously.
IV. GOVERNANCE
PROCESS
A. Board
Member Resignation
Mr.
Jewett made a motion to accept with regret the resignation of Ms. Nancy O’Neill from the ADAS Board. MS. Lyons seconded the motion. The motion passed
unanimously.
D.
Board Member Recruitment
Mr. Jewett, chair of the
ad hoc board member recruitment committee, reported that the committee will
convene soon and that with the resignation of Ms. O’Neill there are four board
member vacancies.
C. Board Retreat Logistics
Ms. Noe reported that the Board
Retreat is planned for Thursday, February 21st from noon up until 6:00 p.m. (as
needed) at the
V. OWNERSHIP
LINKAGE AND ENDS POLICY INFORMATION NEEDS
C.
Community Member Input Form Development
Ms. Noe thanked Ms. Didlick-Davis, chair
of the Ad Hoc Interview Form Committee,
and Ms. Carter and Judge Nastoff, other members of the committee, for their excellent work in the development
of the Community Member Input Form.
D.
Interview Process and Results to Date
Ms. Noe reviewed a handout
summarizing information from twelve completed Community
Member Input forms. (See attached.) All board members are requested to complete a total of at least five forms (including
those already completed) and as
many more as they would like prior to the Board Retreat.
E.
Ad Hoc Quantitative Date Committee Report
Ms. Crooks, committee chair, provided
the report for the committee which also includes Mr. Chartier, Ms. Diver, and
Mr. Swigonski as members. The committee
has met twice and plans to meet again on February 1st. The committee has been reviewing data
compiled by Board staff and plans to prepare a data packet for distribution to
board members prior to the Board Retreat.
F.
Discussion
Ms. Noe facilitated a discussion of data
needs for board decision-making regarding Ends policies. It was requested that board staff attempt to
gather data from national studies on
the effectiveness of treatment and prevention services.
VI. MEETING
PROCESS REVIEW
Board
members reported that the Guide for Reviewing the Board Meeting Information
Packet was helpful and they asked that Dr. Bohley continue to include such a
document with future board packets. It
was also mentioned that time allocations on the agenda helped facilitate
efficient management of available meeting time.
Mr. Holcomb left the meeting at
6:15 p.m. and the meeting officially ended due to loss of a quorum.
VII. PUBLIC COMMENT AND ANNOUNCEMENTS
Mr. Beiting reported on
Community Behavioral Health’s plans to relocate certain services in September
to a facility being renovated on
VII. THANK YOU AND ADJOURNMENT
Ms. Noe thanked the board
members and guests for their attendance and the discussion ended at 6:20 p.m.
November 29, 2007
Neighborhood Housing Services
Homeownership Center
Second Floor Meeting Room
Minutes
Board Members Present Absent
Maureen Noe (chair) X
Jennifer Carter X
Richard Chartier X
Celeste Didlick-Davis X
Angela Diver X
John Holcomb X
Bruce Jewett X
Chris Xeil Lyons X (left
at 6:10 p.m.)
Lauren Marsh X
Judge D. Andy Nastoff X
Lieutenant Erik Niehaus X
Nancy O’Neill X
David Swigonski X
David Washington X
Staff Present
Dr.
Ann Elam
Guests Present
Andy
Hertel, Community Behavioral Health
Johnny
Vann
I. CALL TO
ORDER
Ms. Noe called the meeting to order at
5:10 p.m. Dr. Bohley read the roll call
of attendance. Ms. Noe welcomed the
board members and guests.
II. REQUIRED APPROVALS AGENDA
Ms.
Didlick-Davis made a motion to approve the following items on the Required
Approvals Agenda:
E.
Approval of the Minutes of the September 20, 2007 Board Meeting.
F.
Approval of the financial reports for July, August, and September
2007 and all financial transactions recorded in the general ledger sheets
included in these reports.
G.
Approval of the proposed Disclosure of Public Records policy, the
proposed Schedule of Records Retention and Disposition, and the proposed
revised position description for the Associate Executive Director.
H.
Approval of the proposed revised board administrative budget for
SFY 2008.
Mr.
Jewett seconded the motion. The motion
passed unanimously.
III. GOVERNANCE
PROCESS
A. Board Member Recruitment
Mr. Jewett reported that the
committee would be meeting soon. There
are currently three board member vacancies.
IV. PERFORMANCE
MONITORING/EXECUTIVE LIMITATIONS POLICY REVIEW
A. Provider
Contracting (B-2)
Judge
Nastoff made a motion to accept the interpretations of the internal monitoring
report for this policy as reasonable interpretations of board policy. Mr.
Swigonski seconded the motion. The
motion passed unanimously. Ms. Lyons
made a motion to accept the reports of the internal monitoring report for this
policy as demonstrating compliance with reasonable interpretations of policy.
Mr. Jewett seconded the motion. The
motion passed unanimously. Dr. Bohley
provided a follow-up report on adolescent client satisfaction with the
outpatient facility.
E.
Financial Planning and Budgeting (B-4)
Ms.
Lyons made a motion to accept the interpretations of the internal monitoring
report for this policy as reasonable interpretations of board policy. Mr. Chartier seconded the motion. The motion passed unanimously. Mr. Jewett made a motion to accept the
reports of the monitoring report for this policy as demonstrating compliance
with reasonable interpretations of policy.
Ms. Diver seconded the motion.
The motion passed unanimously.
C. Financial Condition and Activities (B-5)
Judge Nastoff made a motion to
accept the interpretations of the internal monitoring reports for this policy
as reasonable interpretations of board policy.
Ms. Lyons seconded the
motion. The motion passed unanimously. Mr. Chartier made a motion to accept the
reports of the April – June 2007 internal monitoring report as demonstrating
compliance with reasonable interpretations of policy. Mr. Swigonski seconded the motion. The motion passed unanimously. For the July – September 2007 report, Dr.
Bohley clarified that general county findings in the recent state audit and in
an ongoing IRS audit may lead to changes in ADAS Board policies and practices related to employee benefits. Mr. Jewett made a motion to accept the
reports of the July – September 2007 internal monitoring report as demonstrating compliance with
reasonable interpretations of policy.
Mr. Chartier seconded the motion.
The motion passed unanimously.
V. OWNERSHIP
LINKAGE AND ENDS POLICY INFORMATION NEEDS
G.
Performance Monitoring – Ends Policy (A-1)
After a discussion of the
interpretation of the prevention component of the Ends policy, a consensus of
the executive director and board members was reached that the following wording
be added to the second element of the interpretation: “Over time, it is expected that prevention
initiatives will embraces all ages.” Ms.
Mr. Swigonski made a motion to
accept the internal monitoring report on the treatment component of the Ends
policy as demonstrating compliance with board policy. Ms. Didlick-Davis seconded the motion. The motion passed unanimously.
H.
Guided Discussion
Two short-term ad hoc committees
were established to facilitate the gathering of information from owners and
other data sources. An interview
committee was established to finalize a questionnaire and define the protocol
for conducting interviews. Ms.
Didlick-Davis agreed to chair this committee.
Other appointed members
are Judge Nastoff and Ms. Carter. The
quantitative data committee was established to specify data needs and review
data provided by board staff in response to those needs. Ms. Crooks agreed to chair this
committee. Other appointed members are
Mr. Chartier, Ms. Diver, and Mr. Swigonski.
Board members unable to attend this board meeting will be invited to
participate in these committees.
VI. MEETING
PROCESS REVIEW
Board
member comments included: “healthy
dialogue,” “stressful,” “energetic discussion.”
The importance of board member preparation for the meeting was stressed. It was requested that the board packet
include a guide for board members identifying areas for special attention. For reference, an updated Board Policy Manual
will be maintained on the board’s web site.
VII. PUBLIC COMMENT AND ANNOUNCEMENTS
Mr.
Hertel thanked the board members for their thoughtful discussion and wished them
a happy holiday season.
VII. THANK YOU AND ADJOURNMENT
Ms.
Noe thanked the board members and guests for their attendance and the meeting
was adjourned at 6:35 p.m.
September 20, 2007
Neighborhood Housing Services
Homeownership Center
Second Floor Meeting Room
Minutes
Board Members Present Absent
Maureen Noe (chair) X
Jennifer Carter X
Richard Chartier X
Vivian Crooks X
Celeste Didlick-Davis X
Angela Diver X
John Holcomb X
Bruce Jewett X
Chris Xeil Lyons X
Lauren Marsh X
Judge D. Andy Nastoff X
Lieutenant Erik Niehaus X
Nancy O’Neill X
David Swigonski X
David Washington X
Staff Present
Dr. John Bohley
Ann Elam
Angie Goldson
Holly Wilson
Guests Present
Chris
Connolly, Community Behavioral Health
Jim
Beiting, Community Behavioral Health
Andy
Hertel, Community Behavioral Health
Artie
Sanders, Community Behavioral Health
I. CALL TO
ORDER
Ms. Noe called the meeting to order at
5:03 p.m. Dr. Bohley read the roll call
of attendance. Ms. Noe welcomed the
board members and guests.
Ms.
Vivian Crooks was sworn in as a new board member by Judge Nastoff.
II. REQUIRED APPROVALS AGENDA
Mr.
Jewett requested that two items be removed from the Required Approvals Agenda.
Judge
Nastoff made a motion to approve the following remaining items on the Required
Approvals Agenda:
A.
Approval of the Minutes of the June 27, 2007 Board Meeting.
B.
Approval of the financial report for June 2007 and all financial
transactions recorded in the general ledger sheets included in this report.
C.
Approval of the Transfer of Funds Agreement with the Butler County
Family and Children First Council for FAST and ABC funds and to authorize the
executive director to sign this Agreement on behalf of the Butler County
Alcohol and Drug Addiction Services Board.
Mr.
Jewett seconded the motion. The motion
passed unanimously.
Ms.
Lyons made a motion to approve the following items that had been removed from
the Required Approvals Agenda:
A.
Approval of the Agreement with the Butler County Department of Job
and Family Services for funding for the New Miami Schools conflict management
program.
B.
Approval of the Subcontractor Agreement with the Alcohol and
Chemical Abuse Council and to authorize the executive director to sign this
Agreement on behalf of the Butler County Alcohol and Drug Addiction Services
Board.
Ms.
O’Neill seconded the motion. The motion
passed with the affirmative vote of all board members present except for Mr.
Jewett who abstained.
III. GOVERNANCE
PROCESS
A. Board Member Recruitment
Dr. Bohley reported that with the
swearing in of new board member Ms. Crooks, there are three remaining
vacancies. Ms. Noe established an ad hoc
board member recruitment committee to be chaired by Mr. Jewett and with Ms.
Marsh and Mr. Chartier as members.
B.
Board Agenda Planning
Ms. Noe reviewed the Board Goals and
Tentative Agenda Items for SFY 2008 Meetings.
The Board Retreat has been scheduled for February 21, 2008. Board members were requested to block out the
whole day for this event but it was recognized that subsequent planning may
reduce the Retreat to a part-day event.
C. Board Packet Dissemination
In the absence of a consensus, Ms. Noe
decided that the board packet will continue to be disseminated via mailing of a
hard copy rather than electronically via email.
D. Governance Process Policies
After the board reviewed and discussed
the board’s Governance Process policies, Mr. Jewett made a motion to accept the
following policy revisions:
1.
Agenda Planning (D-5).
Change the beginning of 1 to read “The Ends policy cycle will conclude
each year on the last day of February….”
Change the beginning of 2 to read “The Board’s annual planning
cycle will start with the board’s
development of its agenda for the next fiscal year.” Add the words “of the fiscal year” to 2a to
read as follows: “Consultations with
selected groups in the ownership or other methods of gaining ownership input
will be determined and arranged in the first quarter of the fiscal year, ….” Switch the order of 1 and 2. Change “consent agenda” in 3 to “required
approvals agenda.” Delete “in June” and
“through March” in 5 to read as follows:
“Executive Director remuneration will be decided annually after a review
of monitoring reports received for the previous 12 months.”
2.
Board Committee Principles (D-8).
Delete 7a “coordinate transition to policy governance.”
3.
Cost of Governance (D-9).
Change “The board shall annually devote resources to board education” to
“The board shall annually devote resources for board education and linkage with
ownership.” Add the words “of $2000” to
1 to read as follows: “Board development
and enhancement will occur in the following manner with costs not to exceed the
annual budgeted amount of $2000;”
Mr. Swigonski seconded the motion
and the motion passed unanimously.
In conjunction with the discussion
of the Governance Process policy entitled Board
Members’ Code of Conduct (D-7), a conflict of interest statement was distributed to board members for their
signature.
IV. PERFORMANCE MONITORING/EXECUTIVE
LIMITATIONS POLICY REVIEW
Review of the performance monitoring
reports for Provider Contracting (B-2), Financial Planning and Budgeting (B-4),
and Financial Condition and Activities (B-5) was deferred to the November Board
Meeting. It is planned that at this
meeting Board members will have an opportunity to review and discuss the
executive director’s interpretations of board policy and make policy changes if
indicated. Dr. Bohley will provide an
update related to Provider Contracting (B-2), 2 regarding adolescent client
satisfaction with treatment facilities.
V. MEETING
PROCESS REVIEW
Board
members expressed satisfaction with having time allocations on the meeting
agenda as a process guide and also expressed appreciation for flexibility in
adapting the agenda and process as needed during the meeting. It was requested that board packet page
numbers be added to the board meeting agenda if a separate board meeting guide
is not being distributed.
VI. PUBLIC COMMENT AND ANNOUNCEMENTS
Mr. Connolly invited board members to an open
house for Community Behavioral Health’s mental health services at
Mr.
Jewett announced the
Ms. Lyons announced the
Park Run for Parachute to be held on October 13, 2007 at
VII. THANK YOU AND ADJOURNMENT
Ms. Noe thanked the board
members and guests for their attendance and the meeting was adjourned at 6:30
p.m.