1 LIBERTY CENTER 5645 Liberty-Fairfield Road Hamilton, Ohio 45011 March 14, 2013 at 6:00 p.m. BOARD MEETING MINUTES I. CALL TO ORDER The meeting was called to order by Board President,. II. ROLL CALL Roll call was conducted: The group recited the Pledge of Allegiance led by Hailey Quinn. read the Mission Statement: To support individuals so they can successfully live, work, and learn in the community. The group participated in a moment of silent reflection in memory of the following individuals who have passed away: Tina Sue Perkins and Marie Sears, who were served by the Board; and Gloria Rednour, mother of Sharon Sheets; and to remember individuals, families and staff who have experienced serious illness since the last Board meeting. III. ADOPTION OF AGENDA made a motion to approve the Order of Business as distributed at the meeting. seconded the motion. The motion passed unanimously.
2 IV. APPROVAL OF MINUTES made a motion to approve the minutes of the February 14, 2013 Board meeting. seconded the motion. The motion passed unanimously. V. AUDIENCE TO VISITORS None requested. VI. PROGRAM REPORT 1. Tour of InsideOut Studio and Explanation of CareTracker System postponed to April Board meeting. VII. COMMITTEE REPORTS 1. Finance Committee: met Thursday, March 14 at 5:00 p.m. at Liberty Center. Vouchers and Expenditure Reports were included in Attachment #1. Richard Meier reported that all items were reviewed and recommended for approval. 2. Personnel Committee: met Thursday, March 14 at 5:15 p.m. at Liberty Center. Personnel actions and current staff vacancies were included in Attachment #2. reported that all items were reviewed and recommended for approval. 3. Program Committee: did not meet. 4. Evaluation of the Superintendent Committee: did not meet, but will follow up on evaluation process. VIII. OLD BUSINESS 1. made a motion to ratify current expenditures (Attachment #1) as reviewed and approved by the Superintendent, as reviewed and endorsed by the Finance Committee. seconded the motion. The motion passed unanimously. 2. made a motion to ratify agreements approved by the Superintendent from 2/1/13 through 2/28/13 included in Attachment #3, in accordance with Administrative Policy #1.00, as reviewed and endorsed by the Finance Committee. seconded the motion. The motion passed unanimously. IX. NEW BUSINESS 1. made a motion to approve discontinuing optical allowance benefit for non-unit positions currently designated, effective 3/14/13, as reviewed and endorsed by the Personnel and Finance Committees. seconded the motion. The motion passed unanimously. 2. made a motion to approve making a formal request that the Board be released from the obligation to purchase dental insurance through the Butler
3 Health Plan in order to pursue other options, effective 3/14/13, as reviewed and endorsed by the Personnel and Finance Committees. seconded the motion. The motion passed unanimously. 3. made a motion to approve the following personnel policies, effective 3/14/13, as reviewed and endorsed by the Personnel Committee and seconded the motion. The motion passed unanimously. A. Amended policy #2.1, Personnel Policies (Attachment #4), to update and revise the review schedule for policies. B. Amended policy #2.4, Disclaimer (Attachment #5), to make minor change to wording to update policy. C. Amended policy #2.6, Objectives (Attachment #6), to make minor change to wording to update policy. D. Amended policy #2.7, Hiring Policy (Attachment #7), to allow Superintendent to revise the procedures associated with this policy as needed and to clarify that referral bonuses are for successful referrals of full-time staff and that the applicant must write the employee s name on the application. E. Amended policy #2.8, Prohibited Employment Harassment (Attachment #8), to allow Superintendent to revise the procedures associated with this policy as needed and to make minor changes to wording. F. Amended policy #2.10, Nondiscriminatory Contracts (Attachment #9), to make minor changes to update wording. G. Amended policy #2.11, Employee Reasonable Accommodations (Attachment #10), to make minor changes to update wording. H. New policy #2.93, Teleworking (Attachment #11), to allow teleworking for designated staff where it is reasonable and practical to positively impact operational needs, effectiveness and efficiency. 4. made a motion to authorize Superintendent to enter into the following agreements on behalf of the Board, as reviewed and endorsed by the Finance Committee and seconded the motion. The motion passed unanimously with a roll call vote as follows:
4 A. Amendment to agreement (#0612-14AA) with Resident Home Corp., effective 7/1/12 through 4/1/13 to extend end date to 4/30/13 for weekend respite program through Butler County START, rate to remain the same at $1,110.00 per weekend per individual (estimated cost for contract is $64,979.50). B. New master agreement (#0313-02A) with ECI, Inc., effective 3/14/13 through12/31/13, for supported living services for an individual who has spent time in the hospital and nursing home at a rate of $4.80 per unit (currently serving 1 individual at an estimated cost of $20,736.00). C. Renewal agreement (#0313-04) with YMCA Camp Campbell Gard, effective 4/1/13 through 12/31/13, for resident camp for 50 individuals, at a cost of $24,316.75, which is the same amount as the previous agreement. D. Renewal agreement (#0313-05) with YMCA Camp Campbell Gard, effective 4/1/13 through 12/31/13, for day camp for 30 individuals, at a cost of $24,316.75, which is the same amount as the previous agreement. 5. made a motion to approve award of contract (#0313-06) for lease of space for the Middletown Team Office to Kittyhawk Plaza, Ltd. as per bids received 3/13/13, effective 7/1/13 through 6/30/18 with an option for 2 additional years if the Board desires to continue the lease at that time. Total cost not to exceed $192,000.00 (five years) for the length of the agreement, as reviewed and endorsed by the Finance Committee. seconded the motion. The motion passed unanimously with a roll call vote as follows: X. SUPERINTENDENT S REPORT 1. Superintendent s Monthly Activity Report written report from Lisa Guliano included in packet. A. Accreditation we can receive a 4 year and can apply for a 5 th year. talked about the collaboration open to hearing how we can improve. She is proud of our agency. B. discussed the Community Recognition Dinner and how impressed he is with it. 2. Director and Supervisor Reports A. Medicaid Administration B. Office of Incident Review
5 C. SSA (including Eligibility, Enrollment, Waiting List and University Hospital stats) 3. Calendar of Upcoming Events A. March 27 Community Basketball Game at New Life Vineyard Church (2470 Princeton Rd. Hamilton) at 10:30 a.m. B. April 12 Best Buddies Annual Walk (contact Connie Mehlman for details) C. April 19 Art and Soul Artist s Reception from 6:30 to 8:00 p.m. at the Town and Country Fine Art Center, 300 E. Stroop Road, Kettering. InsideOut Studio has 12 pieces in this juried exhibit. D. April 28 - Best Buddies End of the Year Banquet at 5:00 p.m. at Oxford Community Arts Center 4. Date for next regular meeting: Thursday, April 11, 2013 at 6:30 p.m. at Janet Clemmons Center, 282 N. Fair Avenue, Hamilton. 5. Scheduled dates for April Committee Meetings: A. Finance Committee meeting: Thursday, April 11 at 5:00 p.m. at JCC. B. Personnel Committee meeting: Thursday, April 11 at 5:15 p.m. at JCC. C. Program Committee meeting: Thursday, April 11 at 5:30 p.m. at JCC. XI. EXECUTIVE SESSION made a motion to go into Executive Session to discuss confidential issues related to individuals served by the Board and seconded the motion. The motion passed unanimously with a roll call vote as follows: XII. ADJOURNMENT There being no further business before the Board, made a motion to adjourn and seconded the motion. The motion passed unanimously.
6, Board President, Recording Secretary