Past DAC NW Board Minutes

March 15, 2018 Board Minutes

These are minutes for the annual meeting of the Board of Directors, taking place March 15, 2018 at 10:00 a.m. at Alturas Business Park, Moscow, Idaho.

ATTENDEES:

Mark Leeper

Karl Johanson

Tom Trail

Jean Coil

Ashley Center

Mike Smith

STAFF:

Vicki Leeper

Steve Corr

ABSENT:

Larry Topp

Sonia VanWoerkom

Dianne Milhollin – unable to get in touch with her at Shaw Mountain of Cascadia Skilled Nursing facility.

Shirley Ringo

Bill Foster

PUBLIC:

Mike Smith’s assistant Sherry

Board Applicant Katherine Haggard

CALL TO ORDER:

Meeting called to order at 10:12 a.m. by Jean Coil.

Roll Call – Introduced Katherine Haggard who is applying for the board. Update on Dianne Milhollin. Board sent a card to Dianne.

APPROVAL OF AGENDA:

Agenda was introduced. Mark has some things to add. Add to New Business: NCIL Conference is coming up in July, Health Insurance Package for Staff added to New Business.

  • Tom Trail made the motion to approve agenda as amended.
  • Mike Smith seconded the motion
  • Motion passed by unanimous vote

APPROVAL OF PREVIOUS MINUTES:

Minutes from December 28, 2017 meeting were approved.

  • Tom Trail made the motion to approve the minutes
  • Ashley Centers seconded the motion
  • Motion passed by unanimous vote

ADMINISTRATIVE UPDATES

 Financial Report – as attached.Mark presented the bank balances and investment. Investment has done well, but January had a drop. Steve gave an explanation for the numbers on customer count. The board requested info about paying assistants better. In CDA typically they start at $9.50 per hour. Corrected a typo on Financial Report for years. Could look at retroactive bonus based on hours worked.

Administrative Report– We have submitted the 89 page 704 Report and it has been reviewed by Independent Living Administration.  Transition Services had reported 0. Mark explained to this new person about how the data collection works. Mark gave an annual report explained of what the 704 Report shows for services we have provided over the last year.

Mark has also been on the committee to rework the State Plan for Independent Living.

Workload has been heavy, the administrative assistant had a baby and the in office hours aren’t working.

Marketing update – as attached. Highlights is traffic on the website is at an all time high, and our Q-Ramp Demonstration generated a KLEW TV story

http://klewtv.com/news/local/disability-action-center-helps-people-stay-in-theirhomes-with-qramps

Staff Board Reports – as attached. Staff is working to not spend so much time at interagency meetings and more time connecting with consumers. This has resulted in staff organizing workshops and other events in house.

1stChoice PAS Report – Steve presented info previously on customer count, etc. He works hard to stay on top of Medicaid reporting.

Property Update– Bids for Awning Repairs Lewiston. One bid was hard to get, took 3 tries to actually get the bid and didn’t include the painting.

Old Business

Contract for WA Part B Services in Spokane – We have done very little with this so far, there are contracting problems with VR in Washington State and whether there will be enough funds. We will wait until they know the funding is there. They are excited about Career Mentoring Day and a Youth Conference.

Q Ramp Project – Medicaid Provider – We have been asked to bid on a ramp already.

Social Media Policy –NPIP sample policy is attached.We have had issues lately with staff people posting stuff on their personal page and getting complaints because it traced back to where he works. Mark has directed staff to not use work computers for this. Everyone can take a look at it and if they have comments get it back to Mark. He will edit this sample policy and pare it down. It will be brought to the next board meeting for their approval.

By-Laws Changes – as attached. Strike throughs and added verbage is indicated by color. Mark mentioned “shall meet minimally one meeting per quarter.” Updated bylaws will be provided at the next board meeting.

Karl Johanson moved to amend the By-Laws as edited.

Tom Trail seconded the motion

Motion passed by unanimous vote. 

Personal Assistants Salary & Health Insurance – we will go back retroactively and provide increases as a bonus. We will move up from $9 to $10.

New Business 

Current Legislative Issues:Preservation of ADA and IL, Board Stance
DAC is always very careful to not support anything that is partisan. But we have expressed concerns about undermining the ADA. We can use grant funds to lobby for policy issues, but not support candidates.

– House Bill 620

– NCIL Independent Living Funding shows a cut to CIL funding.

– Senate Bill S2227 Empower Care Act, money follows the person
– Air Carriers Access Act –strengthens the air carriers act

– HR 5004

– Idaho Health Care Act – Federal Response

– HB 547 Building Code

1:00– Janice Carson informed the board what they do here at the U of I Center on Disability and Human Development.

NCIL Conference– July 23-26. Ashley would like to look into doing it travel by train or single shorter flights.

Health Insurance and Workers Comp – Costs increased by 9% for this year’s health insurance. Mark asks for approval to stay with BlueCross with the 9% increase. Based on $100 share of cost, we will find out how many PA’s want to buy into the Health Insurance. But most likely taking the fine will be cheaper.

Workers Comp recommended additional insurance to get coverage up to $1,000,000.

Tom Trail moved to approve the increase.

Ashley seconded the motion.

Motion passed by unanimous vote

SILCs and CILs – Roles and Relationships – short presentation. Might be time for the board to meet and look at the vision and mission statement again for re-branding. 

2017-2018 Workplan – at attached.

Transportation Funding – Funding will be cut almost in half.Karl will be on the committee

 Action Items

 Board Terms and Elections:

Jean Coil is serving as President.

Karl Johanson is serving as Treasurer

Karl Johanson is up for another term.

Karl Johanson moved to approve all the current open positions for another term.

Ashley Centers seconded the motion.

Motion passed by unanimous vote

 

Katherine Haggard presented her application to join the board.

Tom Trail moved to accept Katherine Haggard to the board

Karl Johanson seconded the motion.

Motion passed by unanimous vote.

Larry resigned as Vice President last board meeting.  We can wait until the next board meeting to select a Vice President.

Ashley Centers volunteered to serve as Secretary in the future.  We can wait until the next board meeting to select a Secretary.

Tom Trail Moved to adjourn the meeting at 2:44 pm

Karl Johanson seconded the motion.

Motion passed by unanimous vote. 

 

 3:00 pm Adjourn  

December 28, 2017 Board Minutes

These are minutes for the meeting of the Board of Directors, taking place December 28, 2017 at 11:00 a.m. at Good Sam, Main Lounge, Moscow, Idaho.

ATTENDEES:

Mark Leeper

Karl Johanson

Tom Trail

Jean Coil

Sonia VanWoerkom by phone

Ashley Center by phone

Mike Smith

Staff:

Vicki Leeper

Steve Corr

ABSENT:

Dianne Milhollin

Shirley Ringo

Larry Topp by phone

PUBLIC: Mike Smith’ attendant
CALL TO ORDER:

Meeting called to order at 11:19 a.m. by Karl Johanson.

  • Roll Call

APPROVAL OF AGENDA:

Agenda was introduced.

  • Tom Trail made the motion to approve agenda.
  • Ashley seconded the motion
  • Motion passed by unanimous vote

APPROVAL OF PREVIOUS MINUTES:

Minutes from September 28, 2017 meeting were approved.

Tom Trail made the motion to approve the minutes

Mike Smith seconded the motion

Motion passed by unanimous vote

ADMINISTRATION

Financial Report – Karl reported a good quarter for our investments. Cash flow is robust. Staff changes has put us below our grant expenditures. Customer count is 84 and up from the last board meeting. Primary grant is $7,000 under budget but we should be making that up with insurance costs. Under on ADA Center grant because we haven’t used travel money. We are looking at a reduced amount for transportation funding for next year.
Tom moved to approve Fiscal Report as presented.

Mike Smith seconded.

Motion passed by unanimous vote

Administrative Report – Fiscal year ended September 30th, so Mark has been busy with Annual Report.  APRIL happened in Spokane this year and we set a record with youth attending it this year. Mark and staff presented two workshops, one on BluePath and one on Social Media. BluePath has a presence in 9 different states. United Way in Post Falls will be taking on the mapping of accessible businesses there.  Starbucks is interested if it is an app. Access for All is starting to load businesses. 

PAS Report – Steve reported we could be looking at an increase in reimbursement rate from Medicaid. We had increased Homemaker pay by $1.00 at the last board meeting. We estimate a $30,000 fine for not providing medical insurance to providers, but not sure when that fine would be levied. Steve mentioned other agencies pay the same for attendant, homemaker, companion care, and chore services.

Marketing Update

Vicki Leeper presented the marketing update to the Board. Showed our video on Service Animals in Emergency Work Settings that DAC produced. Once we have the closed captioned copy so we can distribute to APRIL, ILRU, NCIL, and to Karl for transportation sites.

Staff Board Reports

Vicki Leeper presented the staff board reports. Staff was here to meet the new board members.

Property Update

We sloped the threshold in the Moscow office to control the water that comes inside. Looking at snow removal. Still looking to stripe the office in Lewiston. We got a request for lien against our former contractor for Lewiston. Jean knows someone that might be able to help. Shower enclosure is available in Lewiston.

 LUNCH

OLD BUSINESS

Contract for WA Part B Services in Spokane– ($130,295.00 1/1/2018 -9/30/2019 #1812-22198) Not a two year contract. It’s around $6,000 per month and requires a detailed work plan by middle of January. Staff person will be working out of Post Falls Office.

Ramp Project– Q Ramp Medicaid Provider has been approved. Background checks were required, but Mark doesn’t know why.

Social Media Policy– (example from NPIP) Still waiting for feedback after the holidays.

By-Laws Committee–Can send out the changes out to everyone and vote on the changes at the next board meeting.

NEW BUSINESS

SILCs and CILs – Roles and Relationships – tabled until the annual meeting in March

704 Report – We have completed the report with help from staff person Steve. The way the software collects data doesn’t always have the numbers match since the reporting has changed from previous year. Copies available once they are submitted, and electronic copies will be sent out. We have had 1800 Information and Referrals this year. Our number of consumer service records is way down. We are working on training staff to be more peer supportive. New monthly reports from staff will be implemented. We will change Independent Living Specialist to Independent Living Advocate. We need to look at branding at the March meeting.

Tom moved to approve the 704 Report as presented.

Karl seconded the motion.
Motion passed by unanimous vote.

ACTION ITEMS

Permission to apply for project funds from Craig H Neilson Foundation – to support peer counseling for spinal cord injury ($25,000)

Karl moved to approve as presented.

Ashley seconded the motion.

Motion passed by unanimous vote

Flexibility on computers – staff has requested to be able to purchase outdated computers or can they be donated if it is not grant supported inventory items. Mark can come up with a  protocol to make equipment available and supply a written report of any sales to board.

Jean moved to approve as presented.

Karl seconded the motion.

Motion passed by unanimous vote

Holiday Bonus for ED and Marketing $250 and $200 would be the same as last year

Karl moved to approve the bonus the same as last year.

Tom seconded the motion.

Motion passed by unanimous vote

Larry Topp move from Vice President to Honorary Board Member

Jean moved to approve his resignation for the Vice President to Honorary Board Member. The plan would be to honor him in some way at the Annual Meeting.

Karl seconded the motion.

Motion passed by unanimous vote 

Personal Assistants Salary– Karl asked if we can use some of our resources to increase the pay for personal assistants so we are competitive with other agencies. We could estimate what that cost would be. If we faced a severe downturn we can reduce the wages again. Mark will research the market rate and come back with costs.

Karl moved to have staff research what the estimated cost is for increasing attendant care wages in all three markets, develop a proposal to present at either a special meeting or the next board meeting.

Tom seconded the motion

Motion passed by unanimous vote

MEETING AJOURNED
Jean Coil adjourned the meeting at 1:31 pm.

September 28, 2017 Board Minutes

These are minutes for the meeting of the Board of Directors, taking place September 28, 2017 at 11:00 a.m. at DAC NW office, Moscow, Idaho.

ATTENDEES:

Mark Leeper

Larry Topp by phone

Karl Johanson

Tom Trail

Jean Coil

Sonia VanWoerkom by phone

Staff:

Vicki Leeper

Steve Corr

Vanessa Bachman

ABSENT:

Dianne Milhollin

Shirley Ringo

PUBLIC:  Mike Smith and his attendant

CALL TO ORDER:

Meeting called to order at 11:07 a.m. by Jean Coil.

  • Roll Call
  • Announcements & Introductions: Dianne Milhollin says hello and sends her love to all. She is still in Brookdale assisted living and not able to attend the meeting. The board will send flowers again to Dianne and Mark will visit her the middle of October.

APPROVAL OF AGENDA:

Agenda was introduced.  Mark requested to add Social Media Policy to the new business.

  • Karl Johanson made the motion to approve agenda as amended.
  • Tom Trail seconded the motion
  • Motion passed by unanimous vote

APPROVAL OF PREVIOUS MINUTES:

Minutes from June 22, 2017 meeting were approved.

  • Karl Johanson made the motion to approve the minutes
  • Larry Topp seconded the motion
  • Motion passed by unanimous vote

ADMINISTRATION

Financial Report

Karl mentioned we were on track everywhere financially. Reserves are greater than last time. Reviewing the grants, Part C is under slightly, DAC is sponsoring people to attend APRIL. We will use the rest to upgrade computer systems. Part B shows way under, but that’s what pays for attendance to APRIL. NW ADA Center funding is under, but we will look at spending that down with marketing materials. Customer count will be discussed by Steve in the PAS report. Karl talked about our investment with Edward Jones. Original 2016 investment is $300,000 and we had a return over 13%. Umpqua checking was too high and not earning so we added $50,000 to the investment. We’ve made $66,000 on the investment so far for a rate of 14.4%. Finance committee can meet to look at moving the profits to a more secure investment.

Administrative Report

Mark presented the Administrative report. It’s been a busy travel summer. National Committee is being built to review the State Plan for Independent Living guide.

PAS Report

We have 94 customers and billable hours is down. The drop in hours can be explained by redeterminations which are done every year. These hours are dictated by Medicaid. The reason a customer leaves is their inability to find their assistants. Vanessa wondered if moving the office from CDA to Post Falls has had any influence. Larry felt the factor that hurts us the most is Washington pays more. A Caregiver Coalition has started in the quad cities to address these issues. We are working to make this kind of work is important. We may create lanyards with ID for working for us. Jean mentioned the customer may not want the caregiver labeled but an ID they can carry in their wallet might work. But this is optional. Karl asked if we can subsidize employees to incentivize staying with us. Mark explained we did unbundle the different rates for homemaker and attendant care so they pay they same. Collection policy has been updated, they sign an agreement and we shortened the period they can go without paying. PAS needs an absolute of when to send to collections and it was suggested 3 months rather than a dollar amount. We could vote on the policy at the next meeting. Larry offered to speak about the importance of being a caregiver.

Marketing Update

Vicki Leeper presented the marketing update to the Board.

Staff Board Reports

Vicki Leeper presented the staff board reports.

Property Update

We did have someone come out to bid on striping the Lewiston parking lot, still waiting to hear from an engineering firm about the Moscow awning. Moscow Glass and Awning won’t install a automatic door opener that isn’t theirs.

OLD BUSINESS

Update on Part C Funds

Our primary federal grant has been erratic this past year. Funding for this next year just showed up this past week so we are set.

NEW BUSINESS

AARP Update – Tom Trail

Idaho AARP October 17, 2-4 will have a Medicare update at the Best Western in Moscow. Tom is serving on the Alzheimer Review Plan. They are working with legislators to protect health care funding. 21% had no health insurance pre-Obamacare compared to 9% now. Pre-existing conditions are now covered and lifetime caps have been lifted. The current health care plan would have returned everything back to pre-Obamacare. Trumps new tax plan will divert Medicare and Medicaid to tax cuts to the wealthy. 

SILC’s and CIL’s Roles and Relationships – Mark Leeper

Tabled until our next meeting with our new board members.

Ramp Project – QRamp Medicaid Provider

Christopher Reeve foundation ramp project has been wrapped up. Boise center is a provider with Medicaid to bid to do ramps. QRamp does a modular ramp that’s easier to install, cheaper, and prettier than the aluminum ramps. Mark asked the board’s permission to explore becoming a Medicaid provider for our area. Very little time involved in bidding, and we could do it in Washington, and potentially make some income from it. There aren’t many people providing this service in our area.


WA Part B Services in Spokane

SCIL center in Spokane has lost their funding through Washington.  Funding should go to the Spokane area to provide services. Would DAC NW be interested in taking on the grant for $70,000 and VR’s funding for services. We have a new staff person, Miriam Hertz, who would be able to put this program into place. We could take the 10% indirect cost to fund manager from Moscow office, and utilize SCIL’s staff for implementation. Board is in favor of what was outlined. A future issue could be for SCIL to be unable to continue to operate and then we could take over and operate it as another office of DAC NW. We currently serve Whitman and Asotin counties without Washington funding. There is also Washington funding for youth transition, DAC has prepared a proposal to do fee for service on youth transition to capture some of that funding.

  • Karl Johanson moved to proceed with providing these services with Spokane.
  • Tom Trail seconded the motion
  • Motion passed by unanimous vote

Social Media Policy

A phone call came in about Facebook comments that were considered “racist” and that DAC NW was represented on the thread as a link. Presented to the board to see if we needed some sort of social media policy. Karl mentioned Sarah at NPIP and others could have sample policies we could look at i.e. not to list where they work on their own page. We will explore some policies.

ACTION ITEMS

ITD Transportation Grant Acceptance

DAC has offered match for vehicles at COAST and they will have our logo on the back. We will have one of the older ones stationed in Moscow for volunteer drivers. The 5310 pass thru grant is coming due end of October. DAC needs permission to reapply for $40,000.  We will write the request for more in hopes the money will become available.

  • Karl Johanson made the motion to approve
  • Jean Coil seconded the motion
  • Motion passed by unanimous vote

Part B New Fiscal Year

  • Karl made the motion to accept a contract for Part B $54,000 funds for Oct 2017-Sept 2018
  • Tom Trail seconded the motion
  • Motion passed by unanimous vote

NEW ADA Center Grant 65000

  • Tom Trail made the motion to approve $65,000 that we use to provide services through NW ADA Center Idaho
  • Jean Coil seconded the motion
  • Motion passed by unanimous vote

New Board Members Vote

Three applicants are for the vacant board positions.

  • Tom made the motion to approve Mike Smith
  • Jean Coil seconded the motion
  • Motion passed by unanimous vote
  • Tom Trail made the motion to approve Ashley Centers
  • Sonja Van Woerkam seconded the motion
  • Motion passed by unanimous vote
  • Larry Topp made the motion to approve Kristin Blevins
  • Karl Johanson seconded the motion
  • Motion passed by unanimous vote

Administrative Compensation

Mark explained about our past successful year. Vanessa is at the current pay limit for her position. 3% one time bonus for her and the executive director.

  • Karl made the motion to approve the 3% one time bonus for the Executive Director and Financial Manager.
  • Tom Trail seconded the motion
  • Motion passed by unanimous vote

MEETING AJOURNED

Jean Coil adjourned the meeting at 1:43 pm.

June 22, 2017 Board Minutes

These are minutes for the meeting of the Board of Directors, taking place June 22, 2017 at 11:00 a.m. at Rants & Raves Brewery, Moscow, Idaho.

ATTENDEES:
Mark Leeper
Larry Topp by phone
Karl Johanson
Bill Foster Honorary Member
Tom Trail
Jean Coil
Sonia VanWoerkom

Staff:

Vicki Leeper
Steve Corr

ABSENT:
Dianne Milhollin
Shirley Ringo
Paulette Jordan

PUBLIC: Ashley Lorraine, board applicant, and Alia, Jean’s daughter, Mike Smith, board applicant

CALL TO ORDER:

Meeting called to order at 11:23 a.m. by Jean Coil.

• Roll Call
• Announcements & Introductions: Jean and Mark presented an award to Bill Foster for his dedicated service on the board. Karl talked about the founders award for transportation he received in Detroit. Introduced Ashley Lorraine who is applying to be on the board. Mike Smith and Heather Niccoli have also submitted applications.

APPROVAL OF AGENDA:

Agenda was introduced.

• Tom Trail made the motion to approve agenda
• Karl Johanson seconded the motion
• Motion passed by unanimous vote

APPROVAL OF PREVIOUS MINUTES:

Minutes from March 29, 2017 meeting were approved.

• Tom Trail made the motion to approve the minutes
• Karl Johanson seconded the motion
• Motion passed by unanimous vote

ADMINISTRATION

Financial Report
Karl Johanson gave the financial report. After reviewing the report, he said we are in great shape. Under on a couple of budgets, own our office buildings, earning on our investments ($53,000.00), and have a million dollars in the bank. He reminds us that our investment advisor only makes money if we make money. He may make a recommendation in a few months about investing more. We have enough to provide the partial match for COAST when it is due in September. Mark discussed the Part B funding that will fund a conference this fall, and for the APRIL conference. We are under on our Part C funds because of loss of staff despite his efforts to hire. We will hire again and upgrade computers. News from Washington DC proposed budgets for the future, Part C funds are stable so far, Part B is going to disappear with the President’s budget. Steve presented the PAS report. We are down from last year but still at the average number for the last 10 years. We also provided a lovely lunch for all out personal assistants at the most recent trainings. Mark received a letter on budget award for October which is the same as last year.

Administrative Report
Mark Leeper presented the administrative report to the Board. Personnel issues as listed above, but he has also been busy travelling for trainings and helping the Idaho and Washington SILC. Trying to participate with the Spokane CIL staying afloat. We may face a decision as to DAC’s involvement in the future, which could be to take it over or process their Part B funding, and taking an admin fee for that. Idaho produced a draft brochure to explain what CIL’s are, who we serve, and where the funding goes.

Marketing Update
Vicki Leeper presented the marketing update to the Board.

Staff Board Reports
Vicki Leeper presented the staff board reports.

OLD BUSINESS

Update on Lewiston/Post Falls remodels
Post Falls ramp and eaves is all done. Lewiston is hard to find someone to do smaller jobs so the parking lot striping, automatic door opener, and awning. Mark is asking for Steve’s help in heading up that project.

NEW BUSINESS
Federal Update – Tom Trail
Tom went to DC for AARP lobby day. He met with the Idaho delegation and got a half hour of tie with each of them. Representative Simpson cared for their mother with Alzheimers, so he and Senator Crapo gets it. Medicaid: in Idaho 300,000 receive assistance, 36,000 low income people also receive Medicaid. Comparative costs of independence in their own homes = better care at lower cost. Proposed cuts to Medicaid is 8 billion over several years. 25% cut over 10 years. The proposed plan has not been vetted by the democratic senators and the public.

CILS, What does DAC NW do? – Mark Leeper
Postpone until a later meeting.

ACTION ITEMS

Wellness Benefit Clarification, Dependent Health Care Coverage
DAC has a wellness benefit of $600 for full time employees. Part time employees recommended at $300.
• Karl Johanson made the motion to approve to extend the coverage to $300 for part time the and retroactive it for our volunteer.
• Larry Topp seconded the motion
• Motion passed by unanimous vote

We have had coverage for employees dependents, but now recommend grandfathering in previous employees but change it to not cover dependents for future employees. Karl would like us to consult about definitions about employees compared to now. Or create different classes of employees, where this benefit comes in after 5 years of employment.
• Karl Johanson made the motion to table this until the next meeting
• Tom Trail seconded the motion
• Motion passed by unanimous vote

Salary Grid Approval
As presented. Our biggest need is to pay a flat fee for all services, and recognize longevity, but there has been no increase in reimbursement rates.
• Karl Johanson made the motion to approve the Salary Grid as presented
• Tom Trail seconded the motion
• Motion passed by unanimous vote

MOU with COAST
Karl presented it. Funding comes from 5310. Exception has been built into the regulations as long as it doesn’t displace the primary user.
• Karl Johanson made the motion to approve the MOU with Coast
• Sonia Van Woerkom seconded the motion
• Motion passed by unanimous vote

Approval of Part C Budget
As Mark presented, the amount of Part C funding is the exact same dollar amount as last year. Asking for board’s approval to submit the same budget.
• Tom Trail made the motion to approve the Part C Funding.
• Larry Topp seconded the motion
• Motion passed by unanimous vote

Constructive Thoughts Mark appreciates the ability of our local people to work together.

Public Comments – Mike Smith said he is angry about what’s going on with the health care and he is not done fighting.

MEETING AJOURNED

Jean Coil adjourned the meeting at 1:43 pm.

March 29, 2017 Board Minutes

Disability Action Center

These are minutes for the annual meeting of the Board of Directors, taking place March 29, 2017 at 10:00 a.m. at the Fairfield Inn, 1000 West Pullman Rd, Moscow, Idaho.

ATTENDEES:

Mark Leeper, Larry Topp, Karl Johanson, Tom Trail, Jean Coil, Sonia VanWoerkom, Dianne Milhollin, Bill Foster

Staff: Vicki Leeper, Steve Corr

EXCUSED: Shirley Ringo, Paulette Jordan

PUBLIC: Larry Topp’s attendant

CALL TO ORDER: Meeting called to order at 10:15 a.m. by Larry Topp.

  • Roll Call

APPROVAL OF AGENDA: Agenda was introduced. Added information on By-laws New Business

  • Karl Johanson made the motion to approve agenda as amended
  • Tom seconded the motion
  • Motion passed by unanimous vote

APPROVAL OF PREVIOUS MINUTES: Minutes from December 29, 2016 meeting were approved. Karl cleared up that Dianne attending by phone doesn’t need to be noted. Mark explained what the salary grid is.

  • Jean Coil made the motion to approve the minutes
  • Dianne Milhollin seconded the motion
  • Motion passed by unanimous vote

ADMINISTRATION

Financial Report: Karl explained the detail which was presented on the screen. He stated that DAC’s finances are healthy. Mark explained why funds are in several different banks as a way to diversify. Investments are doing well made nearly $43,000 in one year. Customer count is 85 to date up from a year ago. We have identified a staff person to start working on collections. Mark explained the staff shortage in Post Falls and he is hiring a temporary person. After the staff loss in Moscow, and we are still hiring to replace one in Lewiston. These have led to being down in Part C funds. So we have added a position in Moscow to advance our partnership with youth transition through VR.

Administrative Report – Annual Report: DAC filed the annual 704 report using a new web based way to submit it. We are higher in community service records because of PAS records. Karl asked if we received response on the customer count as pointed out by the audit. Since the department has changed, they are working on a new reporting format that is based on numbers so that is what we are concentrating on. We effectively track about half I & R contacts, and office visits for information. We are setting up new tracking information. Karl suggested we could be capturing I & R information off the website. We could add the form to become a consumer on the website.

VR is looking to contract with someone to spend the 15% of their budget dedicated to youth transition. We are putting together a proposal to bring Working Well with a Disability into the schools and contract with VR to support this.

Marketing Update: Vicki Leeper presented the marketing update to the Board (attached). Added 3 new pages to our social media. We are working to implement Facebook Live at our events.

Staff Board Reports: As presented (attached). Vicki pointed out DAC is partnering with Kenworthy Theater on getting a stage lift.

1st Choice PAS Report: Steve had surgery yesterday. Mark already presented numbers on the PAS program in the financial report. DAC is looking at ways to increase assistants wages that have been with us for a while, using the funds made available from Washington State. We had an issue hiring an assistant from out of the country who did not have the right documents to work. Assistants are hard to come by. A customer can switch agencies and they don’t notify us, so we get stuck with no reimbursement for several weeks.

OLD BUSINESS

Update on Lewiston/Post Falls remodel: Ramp entrance to Post Falls is finished, just waiting for better weather to seal it. Power in for the automatic door opener. Can’t find a worker to install it. Looking for someone to stripe the lot now that the weather is better. Perhaps we can pay Gustov’s gas to do both jobs. Roof and drains are done. Putting blinds on the sunny windows at the back. We will look at insulation in the older half at a later date. 

Benefit Package: Mark recommended staying with Blue Cross but making the change to increase employee contribution from $50 to $100 per month and to make the waiting period for health care from 30 days to 90 days. This especially affects the personal assistants that are hired and work for 1 month only.

3 Year Plan Document: as presented. This includes creating an exit strategy for the Executive Director.

  • Tom Trail moved to approve the 3 Year Plan
  • Larry Topp seconded the motion
  • Motion passed unanimously

Board Recruitment/Revenue Development – These were approved.

  • Sonja moved to approve the letters.
  • Jean seconded the motion
  • Motion passed unanimously

Executive Director Evaluation: These were sent to Karl and Larry to look over. Karl reported 4.8 is average response with 5.0 being perfect. No major area of improvement noted, lowest response was 4 vs 5. Area of concern related to growth of DAC and a need of the Executive Director delegating more things, and the board would need to expand to be responsive to the growth of DAC.

Salary Grid: Mark presented a salary grid he put together. This document would set policy on how to handle salary increases in the future. He can send it out to everyone individually to look at.

NEW BUSINESS

Moscow Awning Build/Lewiston Awning Replacement: We looked into building an awning in Moscow, but it requires engineering so it is hurricane proof. It needs to be built to prevent water damage. It would provide edge protection, protection from the weather. Potential cost could be $12,000 after the engineering. In Lewiston, the posts holding the covered walkway are rotten and the bid came in at $5000. Mark offered to come back with bids at the net

  • Larry Topp moved to approve awning replacement.
  • Jean Coil seconded the motion
  • Motion passed unanimously

Blue Path & CEI Presentation: Explanation of what BluePath is and what is going on.

By Laws Update: Karl took a class and then went through our bylaws that were so outdated (haven’t been updated since 2005) and made recommended changes. He would like to evaluate the board members with significant disability as stated in the bylaws. With Sonja identifying as having a significant disability so we are currently ok with the number that need to have that significant disability. And Mark is currently listed as a non-voting Board Member. It might be better if he was not listed as a board member. He also presented some simple meeting operating procedures. These were added at the last minute so Dianne did not get a copy. It was decided to wait to vote on these after everyone has had a chance to review these.

MOU with COAST: Karl read the memorandum of understanding between DAC and COAST. The accessible vehicles need to be ordered now before the money runs out. Karl presents this option to the board to have DAC provide the match with deliverables as attached.

  • Tom Trail moved to approve the match funds for MOU with COAST to front the match money, and COAST would repay the funds for one vehicle.
  • Dianne Milhollin seconded the motion
  • Motion passed unanimously

ACTION ITEMS

Costco Membership: Business membership goes through

  • Karl moved to accept funds as presented
  • Tom seconded the motion
  • Motion passed unanimously

Marketing Specialist Salary Increase: The board discussed raising the salary of Marketing Specialist by $1 an hour.

  • Karl moved to award an $1.00 an hour raise to the Marketing Specialist.
  • Tome seconded the motion
  • Motion passed unanimously

Health Insurance: Renew with Blue Cross, increase employee contributions, and increase waiting period to 90 days.

  • Karl moved accept new health insurance
  • Tom seconded the motion
  • Motion passed unanimously

Board Terms and Elections: Mark, with board permission, would like to offer Honorary Board Member position to Paulette Jordan. We will address that at the next meeting. Bill Foster stated his health is deteriorating and would like to shift to Honorary Board member. Most positions were up in 2017, but not sure how this happened.

  • Karl moved to renew everyone’s membership that is up except Bill Foster.
  • Dianne seconded the motion.
  • Motion passed unanimously.

Jean Coil has accepted the nomination for President.
Larry Topp has accepted the nomination for Vice President
Karl Johanson has accepted the nomination of Treasurer
Dianne Milhollin has accepted the nomination of Secretary

  • Karl moved to pass unanimous consent to staff of officers.
  • Motion passed unanimously
  • Tom Trail moved to send a letter/card to Bill Foster thanking for his service and inviting him to be an honorary member.
  • Sonja seconded the motion
  • Motion passed unanimously

Public Comments: none

MEETING AJOURNED

  • Karl Johanson moved to adjourn.
  • Jean Coil seconded the motion.
  • Motion passed by unanimous vote.

Mark Leeper adjourned the meeting at 3:14 pm.