MINUTES

MH&R BOARD of ERIE & OTTAWA COUNTIES

— August 19, 2008

 

 

 

Present:

 

Steve Lippert

 

Kenny Baughman

 

Jude Hammond

 

Barbara Limpert

Eric Zgodzinski

Leroy Sizemore

 

Sue Kane

Steve Prentice

Margy VanLerberghe

 

Robert Warner

Ann Duez

Pamela McGlothlin

 

Bill Kimberlin

 

 

 

MHRB Staff:

 

 

Excused:

 

Absent:

 

Guests:

 

Kirk Halliday

Debbie Kelley

 

Marlene Boas

 

 

 

Bruce Kijowski

 

Beth Williams

 

 

Barbara Hemphill

 

 

 

Mariann Davids

 

Patty Notestine

 

 

 

 

 

 

Marty Williams

 

Lisa Byers

Henrietta Whelan

Consumers

 

Ed Enderle

 

 

 

 

The Mental Health and Recovery Board of Erie and Ottawa Counties met on Tuesday, August 19, 2008 at the Oak House in Port Clinton, Ohio. At 7:00 p.m. Steve Lippert, Chair called the meeting to order. A work of thanks was given to the volunteer mentors assisting our newest members; Kenny Baughman will mentor Jude Hammond, Sue Kane will mentor Margy VanLerberghe, and Barbe Lippert will be mentoring Ann Duez.

 

Introduction: The Board welcomed all guests in attendance.

 

Approval of AgendaBill Kimberlin moved to add Executive Session to the agenda after the CQI planning presentation, Kenny Baughman seconded, motion carried unanimously. Robert Warner moved the agenda be approved as revised. Leroy Sizemore seconded, motion carried unanimously.

 

Secretary’s Report — Pam McGlothlin moved to accept the minutes of the July 15, 2008 board meeting as presented. Robert Warner seconded; motion carried unanimously.

 

Executive Director’s Report

Dr. Halliday reported on the following: a) Monitoring Reports – Budgeting; no questions, Emergency Executive Succession (Internal Report once a year); Debbie Kelley and Beth Williams are staff persons familiar with Board and Executive Director issues and processes. b) Monthly Update; 1) State Hospital Bed Day Report (see hand-out Background Memo on Bed Day Use and Efficiency); One of the essential tasks of a MHR Board is to keep costs down in the area of In-Patient Hospitalization, which now costs $481 per patient per day at the State mental hospital system. The ability to do this can make or break the budget of a local Board. The Erie-Ottawa Board has a substantial improvement over the average utilization compared to the rest of the State. This past year in 2007 we saved the Board $468,252 compared with what we would have had to spend if we were simply average at the State level. This means basically that we have that much extra money for such things as youth and family services because of our efficient expenditures. This has happened primarily because we have put together an outstanding system including the following seven reasons; 1) having specific SMD serving agencies, 2) outstanding follow-up and problem solving with Firelands and Giving Tree, 3) legal guardianship program, 4) utilization review reports, 5) open-door policy with Dr. Halliday directly, 6) flexible and coordinated housing program operated by Volunteers of America, and 7) using a team approach. Salary Reconsideration Request; the Board was previously sent a request for authorization of staff salary line item. As indicated at the July Board meeting, Dr. Halliday is requesting that the Board approve the line item budget for staff salaries, allowing the executive director the latitude to use his judgment in distributing that among staff, except for the Executive Director (himself). In the past the Board has gotten into the habit of allocating specific dollars for staff members. Dr. Halliday believes a better way of handling the situation would be for the Board to directly set the Executive Director’s salary, and then set a maximum salary line item for the organization with the Executive Director having the administrative authority to set salaries within the constraints of that line item. Dr. Halliday requested that no consideration of change be made to his salary increase and allowing MHRB staff to be treated the same as other County employees. 3) Other; Sundown Motel update presented by Beth Williams. Basically, the plans are moving along, zoning changes need to be made as well as having a public hearing announcement. The owner plans to sell at the appraisal price, structurally the building looks good. Unfortunately the owner passed away after papers were signed (purchase option), but his survivors still want to sell the property. A $10,000 retainer was put into an escrow account and this gives us a year to finalize. We should soon find out if State funding for this purchase will be awarded to us. The architect is in the process of drawing up plans for the remodeling phase. We plan on having ten 1-bedroom apartments with the house being used for programming. Right now it is zoned for manufacture and this is the reason for the public hearing. A conditional-use permit will probably be needed. The new over-pass being built will take some of the property of the hotel, but this does not affect what we want to use it for.  The pool will most likely need to be taken out because of liability purposes.

 

c) Program Division Report presented by Debbie Kelley; 1) Agency Progress Reports (included in packet) were presented for Bayshore Counseling, Firelands Counseling and the Giving Tree. The Board System Report will be presented next month under the Board Fiscal Year 2008 Year in Review. 2) ODMH has approved prevention certification for the Big Brothers and Big Sisters organization, and they are now waiting for official notification. 3) Meeting with Judge DeLamatre took place concerning joint issues, the behavioral health program at the detention home, program expectations, community forums and shared funding. 4) The Futures Group (a.k.a. Infinity and Beyond) will also be presented to the Board a regular basis. 5) Annual Planning Cycle Checklist/Calendar (included in packet), in adopting the calendar representative of the annual planning cycle, the Board is affirming the proposed general tasks, topics and timeframes as a meaningful outline for getting their work done. The checklist (to be filled out by Board Trustees) will serve as the guide for the brief presentation prior to Board discussion and adoption.

     

v  Robert Warner moved to accept the September 2008 through August 2009 Board Calendar as presented, seconded by Bill Kimberlin, motion carried unanimously.

 

CQI Planning: MHRB Trustee Role, Responsibilities and Conduct

A PowerPoint presentation (included in packet) was delivered by Debbie Kelley with concentration on Policy II-A: Governance Style, Governance Policies (By-Laws), Policy II-B: Governing Board Membership and Duties, and Policy II-G: Board Members Code of Conduct.

 

Executive Session:

v  Kenny Baughman moved to enter into executive session to discuss personnel compensation and benefits of the staff and the executive director, seconded by Leroy Sizemore. Roll Call Vote for Executive Session: Kenny, yes; Ann, yes; Jude; yes, Sue, yes; Bill, yes; Barbe, yes; Pam, yes; Steven, yes; Leroy, yes; Margy, yes; Robert, yes; Eric, yes; and Steve, yes. Motion carried unanimously.

 

v  Robert Warner moved to exit executive session and enter back into regular session, seconded by Bill Kimberlin. Roll Call Vote: Kenny, yes; Ann, yes; Jude; yes, Sue, yes; Bill, yes; Barbe, yes; Pam, yes; Steven, yes; Leroy, yes; Margy, yes; Robert, yes; Eric, yes; and Steve, yes. Motion carried unanimously.

 

v  Kenny Baughman moved to rescind Resolution Number 06-2008-02, hearing no second, motion failed.

 

v  Jude Hammond noted that in executive session it was agreed as a group that the previously stated merit format expressed by Dr. Halliday should work. However, to move forward with some of the ideas and including it into an Ad Hoc Committee consisting of Board Members and Dr. Halliday to formulate as we move forward. As a group it was also agreed that the decisions made in June stay in place.

 

v  As stated by Steve Lippert, Jude Hammond moved to establish an Ad Hoc Committee to look at wages and benefits of the staff members exclusive of Dr. Halliday, with Dr. Halliday as a member, and come back to the Board with recommendations. Seconded by Leroy Sizemore. Clarification was made to the above stated motion. Jude Hammond moved having Dr. Halliday as an ex-officio member of the Ad Hoc Committee, seconded by Robert. All were in favor of revised motion, motion carried unanimously.

 

Consent Agenda:

Ms. Williams presented an overview of the consent agenda items.

 

Resolution No. 08-2009-01:  Whereas: The attached Consent Agenda has  been reviewed for appropriateness and compliance with Board Policies; therefore Pam McGlothlin resolved the Mental Health and Recovery Board of Erie and Ottawa Counties approve the business contained in the Consent Agenda. Sue Kane seconded.  Roll call vote as follows: Kenny, no; Ann, yes; Jude, yes; Sue, yes; Bill, yes; Barbe, yes; Pam, abstain; Steven, yes; Leroy, yes; Margy, yes; Robert, yes; Eric, yes; and Steve, yes. Resolution carried.

 

Resolution No. 08-2009-02 (CY09 Tax Levies):  Whereas: The attached Consent Agenda has been reviewed for appropriateness and compliance with Board Policies; therefore Pam McGlothlin resolved the Mental Health and Recovery Board of Erie and Ottawa Counties approve the business contained in the Consent Agenda. Jude Hammond seconded.  Roll call vote as follows: Kenny, yes; Ann, yes; Jude, yes; Sue, yes; Bill, yes; Barbe, yes; Pam, yes; Steven, yes; Leroy, yes; Margy, yes; Robert, yes; Eric, yes; and Steve, yes. Resolution carried unanimously.

 

Board Concerns:

1)     Erie Co. MR/DD – A meeting was attended by Dr. Halliday, Steve Lippert and Mr. Plassenthal last week. Dr. Halliday noted that a lot of progress has been made as far as trying to resolve some outstanding issues. It has been decided to put together a committee to iron out the areas that are not clear, and to have a guideline to proceed from.  If there is a shared client(s) that would fit into our system, why not move them into our system where they would receive the exact same care at a much lower cost, and then figure out a way of sharing the savings. This is an example of the type of thinking that is going on and with this type of cooperation we should be able to come up with some good results.

2)     Kenny Baughman is concerned that year after year the Annual Banquet loses money. In this tight economy he suggested that the Board think about as a possible means of saving money forfeiting this year’s Annual Banquet.

3)     Bill Kimberlin noted that looking at the figures provided dealing with our attorney’s cost he suggested that the Board offer other attorneys within the two local counties the opportunity to come in and express their thoughts and their prices which could save us potentially tens of thousands of dollars. It was noted that it is very important that we have trained people to work in the guardianship area.

 

·       Steve Lippert, Chair, indicated that the previous two suggestions will be added to next month’s agenda under Old Business, thus allowing a chance to focus, and to receive feedback from Dr. Halliday.

 

Old Business:

County Fair Comments:

·       Many thanks to the board members who helped at the fairs contributing their time & effort

·       Jude Hammond enjoyed his time and the camaraderie at the fair

·       Surveys went well

·       T-shirts were well received, need to order larger sizes next time

·       No surveys and not enough give-aways available on Sunday at the Erie County Fair

 

New Business:

            Communications from Board Chair deferred to the next meeting due to time schedule running 40 minutes over.

 

Review Decisions Made and Action — Erie Zgodzinski reviewed the actions of the Board.

 

  1. Bill Kimberlin moved to add Executive Session to the agenda, Kenny Baughman seconded, motion carried unanimously.
  2. Robert Warner moved the agenda be approved as revised. Leroy Sizemore seconded, motion carried unanimously.
  3. Pam McGlothlin moved to accept the minutes of the July 15, 2008 board meeting as presented. Robert Warner seconded; motion carried unanimously.

4.     Robert Warner moved to accept the September 2008 through August 2009 Board Calendar as presented, seconded by Bill Kimberlin, motion carried unanimously.

  1. Kenny Baughman moved to enter executive session to discuss personnel compensation and benefits of the staff and the executive director, seconded by Leroy Sizemore. Roll call vote was taken and passed unanimously.
  2. Robert Warner moved to exit executive session and enter back into regular session, seconded by Bill Kimberlin. Roll Call Vote was taken and passed unanimously.

7.     Kenny Baughman moved to rescind Resolution Number 06-2008-02, hearing no second, motion failed.

8.     Jude Hammond moved to establish an Ad Hoc Committee to look at wages and benefits of the staff members exclusive of Dr. Halliday, with Dr. Halliday as a member, and come back to the Board with recommendations. Seconded by Leroy Sizemore.

9.     Clarification was made to the above stated motion. Jude Hammond moved having Dr. Halliday as an ex-officio member of the Ad Hoc Committee, seconded by Robert. All were in favor of revised motion, motion carried unanimously.

10.  Resolution 08-2009-01, roll call vote - approved.

11.  Resolution 07-2009-02 (CY09 Tax Levies), roll call vote – approved unanimously.

  1. The two suggestions made (Annual Banquet and Attorney fees) during New Business will be added to next month’s agenda under Old Business.

 

 

Commentary:

Maryann Davids, Giving Tree, stated that the guardianship program is very important and that emergency guardianships are an invaluable piece and plays a vital role.

 

Lisa Byers, Oak House, no surveys were available on Monday afternoon at the O.C. Fair. The food that was served tonight was prepared by the Oak House members. An invitation was extended to all to come in for lunch; the phone number is 419-734-4117.

 

Adjournment — Kenny Baughman moved the meeting adjourn.

 

Respectfully submitted,