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DeKalb County, Illinois |
Minutes of the
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DeKalb County Community Mental Health Board June 16, 2008
Approved
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Board Members Present: Charles G. Rose, Doug Fraley, Eileen Dubin, Cynthia Luxton, Donna Schoenfeld, Thomas Kirts, Janice Abizaid, Bob Krogman, John Rogalin Board Members -Excused Absence: None Board Members - Absent: None. Other Persons Present: None Office Staff Present: Elizabeth Carney, Kathy Ostdick
1. CALL TO ORDERThe meeting was called to order by the President, Mr. Rose, at 7:02 p.m.
2. AGENDAMs. Dubin moved to approve the agenda as amended; seconded by Dr. Kirts. The motion passed unanimously on a voice vote.
3. INTRODUCTIONSThe newly appointed member, John Rogalin, introduced himself.4. MINUTESDr. Kirts moved to approve the minutes of the May 2008 Board meeting; seconded by Ms. Schoenfeld. The motion passed unanimously on a voice vote.
5. COMMUNITY INPUTThere was no community input.
6. CORRESPONDENCE AND ANNOUNCEMENTSMr. Rose thanked Ms. Schoenfeld for the Outcomes Management education she presented to the Board before the start of the meeting, and thanked Mr. Fraley for bringing in a delicious dinner for the members.
Ms. Carney noted that articles on Board-related topics were on the table for member’s review. And informed the members that the ACMHAI quarterly meeting would be held in June in Bloomington. As this location would be readily accessible to members, she reminded them that if they would like to attend that the Board would cover their travel costs.
7. FINANCE REPORTS Ms. Abizaid moved to approve the June 2008 agency claims in the amount of $128,053.38; seconded by Ms. Dubin. The motion passed unanimously on a roll call vote.
Ms. Abizaid moved to approve the June 2008 office claims in the amount of $1,465.95; seconded by Mr. Krogman. The motion passed unanimously on a roll call vote.
8. BOARD MEMBER ISSUES There were no Board Member issues this month.
9. DIRECTOR’S REPORT
10. COMMITTEE REPORTSExecutive Committee: Ms. Luxton gave a brief summary of the June Executive Committee meeting. The Community Assessment Survey was discussed in length and edited. The Committee also discussed postponing two projects until fall; Strategic planning and meeting with the County Auditor.
Finance Committee: Ms. Luxton gave a brief summary of the June Finance Committee meeting. The Committee felt that the Board needs a further explanation from the County Auditor on his recommendation that agencies submit compliance audits to the Board. The Financial Policy was discussed and is being recommended for adoption. Clarification of several motions made at the May 2008 Board meeting is being requested. The Committee also discussed the FY09 budget.
Personnel and Nominations Committee: The Personnel and Nominations Committee did not meet.
11. OLD BUSINESSStrategic Planning Consultant: The Board decided to wait until fall to start the strategic planning process. Ms. Carney will communicate this to the consultant, Ms. Sylvester. The Executive Committee had discussed how to utilize the consultant’s services, whether to request that she educate the Board members on the process separately or to combine that information with the strategic planning process itself. Ms. Luxton felt that going through the actual planning process was training in itself. Ms. Carney offered to develop a packet of information on current issues in mental health, developmental disability, and substance abuse services and funding that would help members prepare for the strategic planning process. Mr. Fraley added that even receiving information on pertinent websites would be of help.
Board Education: The Board Education survey results were given to the members and reviewed. The Board also discussed the FY 2007 audit recommendations. The Board suggested that the Auditor attend the July Board meeting to allow the members to discuss the recommendations and related issues.
Community Assessment Survey: The survey has been revised and now meets the suggested length of six pages. Dr. Kirts had concerns over some technical wording and was asked to meet with Joel Cowen to discuss these issues. It was suggested that a sentence be added to the cover letter stating that it will only take a few minutes to complete the survey. The Board reviewed and revised the cover letter. The next phases of the assessment process are publicity and key informant issues.
Financial policy: Ms. Luxton reported that the Finance Committee reviewed the policy at the Committee meeting and were concerned with several areas. There was a question about the fixed asset inventory. It was explained that any items that were purchased with taxpayer dollars are to be returned to the county when these items are no longer needed or are outdated. The majority of the rest of the questions were about monitoring of contract compliance by agencies that receive Board funding. There was discussion about the need to develop procedures for this process.
Ms. Luxton moved to approve the Financial Policy, with the notation in the minutes that the Finance Committee has asked that procedures be developed for implementation of the policy; seconded by Mr. Fraley.
Mr. Rogalin suggested that the Financial Policy be amended to substitute the word “requirement” for the word “expectation” in the Allocations section, under #7. This section would then read as follows, “The CMHB will communicate to entities that apply for and receive funding that it is the requirement of the Board that the entities follow best practices in their governance and fund raising, including full financial disclosure for their entity, for each program for which funding is being sought, and for its foundation and holding company, as applicable.
The motion passed on a voice vote.
GY09 Funding Requests:
Ms. Carney clarified the Safe Passage appeal for additional funding due to severe federal and possible state grant cuts. Ms. Schoenfeld recused herself from the discussion due to her work-related membership on the Safe Passage Sexual Assault Advisory Committee.
Dr. Kirts moved to approve the Safe Passage 20-hour position for $18,848 for GY09, out of line item 8201; seconded by Ms. Dubin. The motion passed on a roll call vote. Ms. Abizaid, yes; Ms. Dubin, yes; Mr. Fraley, yes; Dr. Kirts, yes; Mr. Krogman, yes; Ms. Luxton, yes; Mr. Rogalin, yes; Ms. Schoenfeld, abstain; Mr. Rose, yes.
Ms. Carney stated that some minor changes to the wording of two allocation motions from the May Board meeting and one motion from the April Board meeting needed to be done so they would meet auditing standards. The first motion from the May Board meeting is the Ben Gordon Center APN funding motion.
Mr. Fraley moved to amend the motion adopted May 19, 2008
that stated for GY09, to complete the GY08 funding of up-to $105,000 and to
allocate up-to an additional $70,000 to be utilized through the end of Grant
Year 2009, out of line item 8201; by striking
The second motion from the May Board meeting that needs amending was the funding for 3 staff positions at the Gordon Center.
Mr. Fraley moved to amend the motion adopted May 19, 2008
to fund the following 3 positions up to a total for all positions of $150,000
out of line item 8201; one adult mental health masters level non-licensed
professional at $35,000 plus 25% fringe benefits, one BA level case
manager/vocational specialist at $27,000 plus 25% fringe benefits, and one FTE
Psychiatric RN at $60,000 plus 25% fringe benefits by inserting at the Ben
Gordon Center for Grant Year 2009 after the following 3 positions, by striking
The motion from the April Board meeting that needs clarification is the Executive Director’s salary adjustment. Mr. Fraley asked to have the minutes reflect that he wanted the Board to start the Executive Director’s evaluation process early enough so it would be done by the anniversary date. Ms. Luxton moved to amend the motion adopted April 21, 2008 to increase the Executive Director’s salary by a Cost of Living amount according to the County’s COLA by inserting “retroactive to the anniversary date” after COLA; seconded by Mr. Fraley. The motion passed unanimously on a voice vote.
12. NEW BUSINESSThere was no new business.
13. CLOSED SESSION
Mr. Fraley moved to go into Closed Session to discuss personnel issues at 8:46 p.m.; seconded by Ms. Dubin. The motion passed unanimously on a voice vote.
There was a brief break taken before the Closed Session actually started.
The Board returned to Open Session at 8:57 p.m.
13. ADJOURNMENTThe meeting was adjourned at 8:58 p.m.
Respectfully submitted,
_____________________________________ Charles G. Rose, President
_________________________________ Kathy Ostdick, Recording Secretary
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