MINUTES

MH&R BOARD of ERIE & OTTAWA COUNTIES

— February 20, 2007 —

Present:	Kenny Baughman	Sue Kane	Linda Smith
	Pamela McGlothlin	Toni DeLuca	Robert Kasayka
	Vee Reifsnyder	Barbara Limpert	John Fellhauer
	Steve Lippert	Dan Ward	Eric Martin

Office Staff:	Kirk Halliday	Debbie Kelley	Patty Notestine

Excused:	Mary Churchwell	Shirley Jackson

Absent:	Steven Prentice

Guests:	Lisa Byers	Marty Williams	Bruce Kijowski
	Jim Fischer

The Mental Health and Recovery Board of Erie and Ottawa Counties met on Tuesday, February 20, 2007 at Faith United Methodist Church in Port Clinton, Ohio. Mr. Baughman, Chair, called the meeting to order at 7:00 p.m.

Introduction of Guests — the Board welcomed all guests in attendance.

Approval of Agenda — Ms. Kane moved to approve agenda as presented. Ms. McGlothlin seconded; motion carried unanimously.

Secretary’s Report — Ms. Limpert moved to accept the minutes as presented of the January 16, 2007 board meeting. Rev. Ward seconded; motion carried unanimously.

Executive Director’s Report

Dr. Halliday reported on the following: a) Monitoring Reports – no questions were asked. Concerning the Monitoring Report for Staff Treatment Pursuant to Governance Policy 1-B (included in packet) Dr. Halliday noted that he will be attending a seminar relevant to said policy and will be reporting back to staff on his return. Many of our existing policies will be updated and reviewed in conjunction with the CQI planning format. b) Monthly Update, Incidental. Sadly, Sister Mary Gregory passed away on February 5^th. Shortly before her death, Dr. Halliday was able to visit with her, she was very pleased that the Board thought of her, and was delighted to receive the Lifetime Achievement Award. c) The Conestoga Program is generating a lot of enthusiasm with the City of Port Clinton and the City of Sandusky. Our ODMH representatives are also very impressed with the program and have offered to go along with us to area foundations in order to request start-up funds for the project. The Toledo area is also interested in this project, and Chris Galvin is going to pursue some of her contacts with the Toledo foundation. If successful, this project would be a great opportunity to prove to the average citizen as well as governmental agencies that developing your human resources is not only the right thing to do but it also can be financially benefiting by increasing property values. d) Program Division Report – Progress Report; Agency and Board System. Ms. Kelley gave an over-view on the MHRB system Progress Report, expenditures system wide (included in packet). Many factors impact the rate/amount of utilization. The requirements that agencies have to fiscally manage their contracts by Service Group was developed to ensure that actual expenditures across the Erie-Ottawa system remain consistent with local priorities. In 06 when agencies exceeded the contract cap for a given service group the Board elected to allocate additional resources to keep clients from being placed on a waiting list. Consequently, there is a fine line between balancing expenditures across the community system consistent with local planning processes and a given agency’s ability to draw down the dollars as anticipated in conjunction with getting what we plan for and what we pay for. With ongoing discussions with our current providers the recommendations for “systems adjustments” for the remainder of FY07 are to increase funding in the General Population Erie Service Groups by 25%, and increase funding in the AOD (Alcohol-Other-Drug) Ottawa Service Groups by 40%. The actual increases by dollar/agency are included on the Consent Agenda for Board consideration and/or approval. Questions/Board discussion followed.

CQI – Continuous Quality Improvement Planning:

1. FY08-09 Planning/time line recommendations – Incidental

A rough draft hand-out was supplied to the Board for review.

Ms. Kelley presented an overview of activities planned to solicit community feedback relative to the local system of behavioral health care, board priorities and programming needs for funding consideration in the upcoming biennium. Board members were asked to review the proposed (tentative) timelines and activities for consideration of adoption by formal action of the Board at the March meeting. A rough draft of the proposed strategic plan outline was distributed to the board members.

2. Governance Policy review – Policy No: II-H, Policy title: Plan for New Member Orientation – Decision Making

The draft orientation packet as well as Board recruitment process (discussed in January) was not available for the February Board meeting. This project will take more time than anticipated and will be available for review in the future.

Policy II-H was presented to the board as rewritten per the suggestions of the Board at January’s Board meeting. The Board staff will be responsible for implementation of said policy. Rev. Martin motioned to adopt the amended Policy No. II-H, seconded by Mr. Kasayka. Discussion: Mr. Baughman noted on #5 that it would be the Chair’s responsibility to ensure the proper order of the meeting. If it is the Director’s responsibility to ensure that the oath of office is administered, according to the ORC, it would infringe on the Chair’s duty in that respect. Therefore, it is the Chair’s responsibility more so than the Director’s. The Chair entertained a motion to amend #5 to state that “the Executive Director and the Chairperson shall ensure”. Dr. Halliday noted that this change would be proper, but suggested adding another sentence stating “who shall receive assistance as requested from the Executive Director”. This would still allow the Chairperson responsibility for implementation, but could receive assistance upon request from the Executive Director. The Chair entertained said amendment; a motion to amend was made by Mr. Lippert, seconded by Ms. DeLuca, amendment carried unanimously. The motion currently on the floor to adopt this policy as amended - Policy II-H; motion carried unanimously.

Committee Meetings/Reports:

AOD Committee; FY08-09 Community Plan – Incidental/Decision Making

A motion was made by Mr. Kasayka to go into recess and enter into the AOD Committee at 8:05 p.m., seconded by Ms. DeLuca, motion carried unanimously.

Ms. Kelley reviewed the contents of the FY08/09 Community Plan. Topics of discussion consisted of the stages of change model, less traditional treatment, additional screening tools, flexibility with funding structure, seven challenges, better outcomes, intensive case management, and the additional levy dollars. A recommendation was made from the AOD Committee by Ms. DeLuca to authorize the Board Chair to sign the community plan and for the Board to submit the plan, seconded by Rev. Martin. At 8:35 p.m. Mr. Kasayka motioned to adjourn from the AOD Committee, and resume the regular board meeting, seconded by Ms. Limpert, motion carried unanimously.

Commentary:

Mr. Naughton noted that BCS has exceeded their ADA usage, and the need for additional funding at this time is truly realistic.

Mr. Kijowski shared with the Board that FCRS was actually looking at for the first time turning down or closing referrals to their services for GP adults. This is something they have never done and would not like to do because they feel it would be very bad publicity to do so.

A motion was made by Rev. Martin to authorize the Board Chair to sign the community plan and the Board to submit the Community Plan, seconded by Mr. Kasayka, motion carried unanimously.

Consent Agenda

Resolution No. 02-2007-01: Whereas the attached Consent Agenda has been reviewed for appropriateness and compliance with Board Policies; therefore Ms. McGlothlin resolved the Mental Health and Recovery Board of Erie and Ottawa Counties approve the business contained in the Consent Agenda. Ms. Limpert seconded. Roll call vote as follows: Ms. DeLuca, yes; Mr. Fellhauer, yes; Ms. Kane, yes; Mr. Kasayka, yes; Ms. Limpert, yes; Mr. Lippert, yes; Rev. Martin, yes; Ms. McGlothlin, yes; Ms. Reifsnyder, yes; Ms. Smith, yes; Rev. Ward, yes; and Mr. Baughman yes; resolution carried unanimously.

Resolution No. 02-2007-02 (Then & Now): When expenditure exceed $5,000 affirmation of the MH&R Board is required. It is hereby certified that both at the time of the making of this contract or order and at the date of the execution of this certificate, the amount of $8,795.98 required to pay this contract or order has been appropriated for the purpose of this contract or order and is in the treasury or in the process of collection to the credit of the MH&R Board Fund free from any previous encumbrance. Account #74601 8300 532240, Vender #4300, Name: Ottawa Department of Job & Family Services, Description: FY07 Fast $, Date: 02/20/07, affirmed by: Pamela McGlothlin. Roll call vote as follows: Ms. DeLuca, yes; Mr. Fellhauer, yes; Ms. Kane, yes; Mr. Kasayka, yes; Ms. Limpert, yes; Mr. Lippert, yes; Rev. Martin, yes; Ms. McGlothlin, yes; Ms. Reifsnyder, yes; Ms. Smith, yes; Rev. Ward, yes; and Mr. Baughman yes; resolution carried unanimously.

Resolution No. 02-2007-03 (Then & Now): When expenditure exceed $5,000 affirmation of the MH&R Board is required. It is hereby certified that both at the time of the making of this contract or order and at the date of the execution of this certificate, the amount of $18,315.00 required to pay this contract or order has been appropriated for the purpose of this contract or order and is in the treasury or in the process of collection to the credit of the MH&R Board Fund free from any previous encumbrance. Account #74601 8300 532240, Vender #4300, Name: Ottawa Department of Job & Family Services, Description: FY07 Safety Net, Date: 02/20/07, affirmed by: Pamela McGlothlin. Roll call vote as follows: Ms. DeLuca, yes; Mr. Fellhauer, yes; Ms. Kane, yes; Mr. Kasayka, yes; Ms. Limpert, yes; Mr. Lippert, yes; Rev. Martin, yes; Ms. McGlothlin, yes; Ms. Reifsnyder, yes; Ms. Smith, yes; Rev. Ward, yes; and Mr. Baughman yes; resolution carried unanimously.

Board Concerns — Consumer or Quality Issues

Ms. Deluca clarified the issue brought up last month concerning the waiting time for a consumer and noted that the consumer specifically asked for a male counselor and this was the reason for the longer waiting period.

Rev. Ward asked if there was any action being taken on the youth at risk in Vermilion. Dr. Halliday fully expects to have some very good news to announce at the March board meeting, and he would like to publicly express his appreciation for the Mayor and her patience as well as her insistence that we work together to provide these necessary services for the youth.

Rev. Ward also asked if any of our board members were present at last night’s Sandusky commissioners meeting. This was a meeting with the commissioners and the “Faith Community”. It seems there was not many in the Faith Community in attendance. The Director of the Boys and Girls Club was quoted as well as the Pastor of the Memorial Methodist Church, and the YMCA Director. In reading the report it sounded like a meeting that was primary exploratory. Dr. Halliday noted that he would look into it further and include information in his next Executive Directors report.

Old Business — Signature sheets were handed out to the Board members to sign and return in acknowledgement of receipt of the Ethics Laws presented to them at the January board meeting.

New Business — Communications from Board Chair

Mr. Baughman asked the Board for their opinion on having an item placed before the consent agenda referred to any discussion, if needed, on the actual consent agenda items? It was agreed by the Board to add “Discussion” in the method area next to the consent agenda. Mr. Baughman also appreciates the high number of member attendance at the meetings.

Review Decisions Made and Action — Ms. Reifsnyder reviewed the actions of the Board.

Approval of agenda, motion by Ms. Kane; seconded by Ms. McGlothlin, motion carried unanimously.
Approval of 1/16/07 Secretary’s Report, motion by Ms. Limpert, seconded by Rev. Ward, motion carried unanimously.
Rev. Martin motioned to adopt the amended Policy No. II-H, seconded by Mr. Kasayka.
The Chair entertained a motion to amend #5 on policy II-H to state that “the Executive Director and the Chairperson shall ensure”.
Dr. Halliday noted that this change would be proper, but suggested adding another sentence stating “who shall receive assistance as requested from the Executive Director”.
A motion to amend was made by Mr. Lippert, seconded by Ms. DeLuca, amendment carried unanimously. The motion currently on the floor to adopt this policy as amended - Policy II-H; motion carried unanimously.
A motion was made by Mr. Kasayka to go into recess and enter into the AOD Committee Meeting at 8:05 p.m., seconded by Ms. DeLuca, motion carried unanimously.
A recommendation was made from the AOD Committee by Ms. DeLuca to authorize the Board Chair to sign the community plan and for the Board to submit the plan, seconded by Rev. Martin.
At 8:35 p.m. Mr. Kasayka motioned to adjourn from the AOD Committee, and resume the regular board meeting, seconded by Ms. Limpert, motion carried unanimously.
A motion was made by Rev. Martin to authorize the Board Chair to sign the FY08-09 Community Plan and the Board to submit the Community Plan, seconded by Mr. Kasayka, motion carried unanimously.
Approval of Resolution No. 02-2007-01, motion by Ms. McGlothlin, second by Ms. Limpert, resolution carried unanimously.
Approval of Resolution No. 02-2007-02 (Then and Now), affirmed by Ms. McGlothlin, roll call vote – resolution carried unanimously.
Approval of Resolution No. 02-2007-03 (Then and Now), affirmed by Ms. McGlothlin, roll call vote – resolution carried unanimously.
Dr. Halliday to present further information on the Sandusky Commissioners, Faith Community meeting previously held.
It was agreed by the Board to add “Discussion” in the method area next to the consent agenda.

Adjournment — Rev. Ward moved the meeting adjourn.

Respectfully submitted,