Delaware-Morro Mental Health& Recovery ervices Bo rd

Supporting Wellness. Building Hope. Transforming Lives.

Board of Directors Meeting Minutes Thursday, November 14, 2019Brown Township Hall

5555 St. Rt. 521 Delaware, OH 43015

CALL TO ORDER/ROLL CALL: Joseph Gigliotti. Board Chair

The meeting was called to order at approximately 9:45 a.m. and Roll Call was taken.

Board Members Present:

Dr. Lynnette Cook Joseph (Joe) Gigliotti Kathleen Johnson Zachary (Zach) Miller Del Robeson

Steve Serio Christopher Shamro Lynn Stacy Mamie Whaley-Buckel

Board Members Excused:

Jann Heffher Vanessa Marks Jane McCray Carolyn Slone

Board Members Not Excused:

Staff Present: Deanna Brant Dawn Kuhn Rhianna Mattix Karen Mohr Dorothy Spain

Staff Members Excused: Amy Hill

PPROVAL OF AGENDA: Mr. Joe Gigliotti, Board Chair

Mr. Joe Gigliotti, Board Chair, asked for a motion to accept the agenda as presented.

MOTION Mr. Adelbert (Del) Robeson made a motion to approve the agenda for the November 14, 2019 Board19.11.01 meeting. The motion was seconded by Mr. Steve Serio. Motion carried.

3. INTRODUCTION/PUBLIC COMMENTS:

> Jim Averill, HUB Director, PPS no comment> Don Chenoweth, Interim Executive Director, Safe Harbor Peer Support Services announced a new

Executive Director has been hired.> Lisa Kay Dooley, VISTA Volunteer no comment> Julie Erwin-Rinaldi, Chief Executive Officer, Syntero no comment> Nate Green, Southeast Healthcare no comment> Ms. Sue Hanson, Executive Director of HelpLine no comment> Melissa Meyer, Maryhaven no comment> Ms. Rhonda Milner, Maryhaven - no comment> Cynthia Tizzano, community member no comment> Mall Walls, Executive Director, Jacob’s Way no comment> Wendy Williams, COO, Southeast no comment

40 North Sandusk~ Street. Suite 301 DeIat~are, 01-1 430l~ Office: ~40 368 1’40 Fax 740 368.1744 I www.dnimhrsb.org

November14, 2019 Board Meeting Minutes Page 2 of 5

4. OCT 2019 FINANCIAL REPORTS

a. Receipts & Disbursements:We began the month of October with a balance of$12,160,666.82. We received $780,463.45 and disbursed$895,737.97 during the month; giving us an ending balance of $12,045,412.30. $500,000 is set aside in thestabilization fbnd while $4,482,574.54 is encumbered for Carryover and 2019 and 2020 P0’s and$7,062,837.56 is unencumbered and available for operating use.

b. Board Expense Report:In the Percent Budget column where we are over 8.33°o month and 33.33°o YTD (assuming expenses arepaid 112 each month) , this indicates that we may be over budget in that particular line item. The Board iscurrently at 5.74°o of the total budget for the month and 26.69°o of the Fiscal Year to Date budget. TheProviders are at 5.l3°o of the total budget for the month and 2O.45°o of the Fiscal Year to Date budget. Totalfiscal year-to-date expenses for the month of October are at 5.22° 0 of the total budget for the month and21.470o of the Fiscal Year to Date budget. During the month of October, 79.100 of funding went toProviders and 20.9°o to Board administration and support services while for October Fiscal Year to date76.7°o of the funding went to Providers and 23.3°c to Board administration and support services. If we wantto look at this from a pure administrative perspective, the percentage paid to providers and for Capital andServices for the month of October is 91.8° o and the percentage for Board Administration is 8.2°o while forFiscal YTD the percentage paid to providers and for Capital and Services is 9O.7°o and the percentage forBoard Administration is 9.3°c.

The Administration percentage is slightly lower for the month compared to last month and YTD. Ordinaryexpenses were $6,144.06 for the month. This amount is 9.48°c if the total actual administrative expenses forthe month of October. These expenses represent printing & advertising, travel, publications & dues,supplies, and training & staff development expenses.

c. Review List of Bills:Total on the List of Bills for October was $895,737.97. This is a decrease of $1,572,712.21 over what waspaid in September. The average expenses paid per month over the last 34 months is $865,055.58, so theamount of bills paid for this month are higher than the average per month. Ms. Kuhn stated she wouldcaution comparison to the average as the amount paid by month fluctuates greatly and seems to beinfluenced by cyclical processes due to the use of a cash basis accounting methodology. In looking at themonthly expenses over the last 34 months and how many months the expenses are within 10,000 of theaverage up or down, 0 out of 34 months or 0.0000 fits that criteria.) The following items were addressed asout of the ordinary for the month:

AIM Media Midwest Operating LLC (Board Meeting Announcement) $73.40All Occasions Catering LLC (CIT Meals) $2,174.75Alpha Group of Delaware, Inc. (Client Transportation) $765.60Brant, Deanna J (Hotel & Meals-Washington DC) $807.49Delaware County Job & Family Services (Patient Services) $4,485.49Do It All Handyman Services (Install TP Holders at No Limits) $125.00Emergency Plumbing (Repair Bathroom Plumbing at Meadow Center) $438.00First Commonwealth Bank (Webhosting, Airfare Washington DC Supplies) $1,185.47Kidslinked.com (Advertising-Family Guide) $650.00MailPro I, LLC (Items with Organization Logo) $1,829.70MedCare Ambulance (Client Transportation) $1,160.40Ohio Children’s Alliance (Conference Registration) $280.00Red Vette Printing Company (Items with organization logo, CIT Portfolios) $2,730.00Waterford Signs (Staff Polo Shirts) $448.00

November 14,2019 Board Meeting Minutes Page 3 of 5

Out of the ordinary expenses total $16,793.30 which is 1.87% of the total expenses for the month. 63% ofthe total out of the ordinary is part of the capital & services expenses category and 37% of the total out of theordinary is part of the administrative expenses category.

d. Provider Contract Services Report:

The “Blue” report gives a snapshot of where each of the Providers are year-to-date in their contract by dollarand percentage (Non-Medicaid).

In FY 2019 Year-to-Date percentages for each Provider are as follows: HelpLine is at 10000 of their contract;R.PR is at 770o of their contract; Del-Mor Dwellings is at 98°o of their contract; Turning Point is at 10000 oftheir contract ; Southeast Healthcare is at 33° o of their contract; Maryhaven is at 64° o of their contract; andSyntero is at S2°~ of their contract. Overall, all providers are at 7l.78°o of their contracts.

In FY 2020 Year-to-Date percentages for each provider are as follows: Del-Mor Dwellings is at 21°o of theircontract; Group of Delaware is at 23°o of their contract; HelpLine is at 32° o of their contract; Maryhaven isat 5°, of their contract; RPR is at 13% of their contract; Southeast Healthcare is at 8° €, of their contract;Syntero is at 100 of their contract and Turning Point is at 89°o of their contract. Overall, all providers are at15°o of their contract.

Given on average that providers bill one month in arrears, overall all providers should be at 25°o. Thatmeans overall providers are about 1000 below where they should be at this point in time. This rate hasincreased slightly from 6.67°o over last month. Annualizing this over a 12-month period, would mean thatthe unpaid portion of these contracts would be about 40° o, and the paid portion of the contracts would be60°o. With some of the timing issues evident in this report, this makes it difficult to be accurate, sol willjust give the same projection of 65-75° o for the paid portion of the contracts for these providers as before.

Ms. Kuhn distributed the Cash Analysis report for FY 2020 and reviewed it with the Board of Directors. Shenoted Executive Director, Deanna Brant asked for this report on November 1 2th and it was completed onNovember 13th. Ms. Kuhn stated with the encumbrances and obligations approved by the Board ofDirectors but not yet encumbered, if all encumbered amounts were paid and providers billed at 10000 of theFY2020 contracts, DMMHRSB has a negative cash balance of$107,412.45 as of June 30, 2020. As part ofthe report, Ms. Kuhn provided the unspent funding amounts which will be added back to the bottom line ifprovider contracts are only paid at 70° o, 750~, and 80° o. Mr. Gigliotti asked if this information has beenanalyzed yet. Ms. Brant stated that she had briefly reviewed the report and will further analyze it along withAmy Hill and Dawn Kuhn and present a more detailed account at the December Board of Directors meeting.

MOTION APPROVE MINUTES OF THE OCTOBER 2019 FINANCIAL REPORTS: Mr. Joe Gigliotti, oard Chair19.11.02 Mr. Joe Gigliotti. Board Chair, asked for a motion to accept the agenda as presented.

Mr. Christopher Shamro made a motion to approve the October 2019 Financial Report. The motion wasseconded by Dr. Lynnette Cook. Motion carried.

5. APPROVE MINUTES OF THE OCTOBER 17, 2019 BOARD MEETING: Mr. Joe Gigliotti, Board Chair

Board Chair, Mr. Joe Gigliotti. asked if there are any corrections/revisions to the October 17, 2019 Board ofDirectors meeting minutes. Hearing none, Mr. Gigliotti asked for a motion to approve the minutes.

MOTION Mr. Steve Serio made a motion to approve the minutes of the October 17, 2019 Board of Directors meeting19.11.03 minutes as presented. The motion was seconded by Ms. Marnie Whaley-Buckel. Motion carried.

November 14, 2019 Board Meeting Minutes Page 4 of 5

6. OLD BUSINESS — COMMITTEE REPORTS

a. APPROVE MINUTES OF THE OCTOBER 17,2019 JOINT FINANCE AND PLANNING COMMITTEE MEETING:Mr Zack Miller, Secretary

Mr. Zack Miller asked if there are any corrections/revisions to the October 17, 2019 Joint Finance andPlanning Committee meeting minutes. Hearing none, Mr. Miller asked for a motion to approve said minutesas presented.

MOTION Mr. Del Robeson made a motion to approve the minutes of the October 17, 2019 Joint Finance and Plannin19.11.04 Committee meeting as presented. The motion was seconded by Mr. Steve Serio. Motion carried.

b COMMUNITY SPECIAL SERVICES DIRECTOR S REPORT: Ms. Rhianna Mattix

Ms. Rbianna Mattix reviewed the Community Special Services Report as presented in the Board of DirectorsInformation Packet. She stated she would be visiting the Adult Care facilities during the month of Decemberto check on residents and to meet with the staff. Results from the CIT class evaluations have been tabulatedand good feedback was received. Ms. Mattix is very pleased with the results. The officer wellnesspresentation was well received and participants stated they would like to see further development of this topicalong with peer support for officers. Ms. Mattix will be participating in the QPR Training on December 19,2019 at St. John Newman church. This training was provided to the Delaware City Police Department and itwas well received.

c. EXECUTIVE DIRECTOR’S REPORT: Ms Deanna Bran! Executive Director

Ms. Deanna Brant informed the Board of Directors that she was notified yesterday of the details of $1 8M forK-12 prevention services in the schools that was included in House Bill 166.

7. NEW BUSINESSa. Maryhaven Prevention Request

Ms. Brant reviewed the information provided to the Board of Directors regarding Maryhaven’s FY 2018 lostPrevention Services revenue which first went before the Joint Committee on September 12, 2019. At thattime, the request was tabled and sent back to the Executive Committee for fUrther evaluation. Ms. MelissaMeyer from Maryhaven stated that their Electronic Health Records program was not set up correctly withMedicaid Redesign. The error was not identified until after the 180-day billing period with DMMHRSB wasexhausted. As a result, in FY 2018 Maryhaven lost revenue of $147,591. Ms. Brant stated she checked withfour other ADAMH Boards to determine those boards have faced similar circumstances and they have. Boardmembers, Ms. Kathleen Johnson and Chris Shamro remarked that a late penalty should be instituted and thatDMMHRSB should not pay the entire amount. Further discussion ensued by the Board of Directors.

MOTION Mr. Del Robeson made a motion to approve the Maryhaven Prevention Request in the amount of $147,591.19.11.05 The motion was seconded by Lynnette Cook. Motion carried. Ms. Kathleen Johnson voted in opposition of

the motion.

b. Syntero Budget Neutral Shift Request - UpdateMs. Brant provided an update to the Syntero Budget Neutral Shift Request. She informed the Board ofDirectors that the Executive Committee approved the request at their November 7, 2019 meeting reallocating$1,484,017 from Community and Support Services in the categories of BH Professional in Partnership withOlentangy Local School District ($234,000), BH Professional in Partnership with SourcePoint ($160,000),and BH Services in partnership with United Way of Delaware County ($71,428) and School Based Services($1,018,589) to Syntero Grants.

November 14, 2019 Board Meeting Minutes Page 5 of 5

DJOURNMENT: Mr. Joseph Gigliotti. Board Ch ir

Board Chair, Mr. Joe Gigliotti asked for a motion to adjourn the November 14, 2019 Board meeting.

MOTION Ms. Marnie Whaley-Buckel moved to adjourn the November 14,2019 Board meeting at approximately 10:1419.11.06 a.m. The motion was seconded by Mr. Steve Serio. Motion carried.

Respectfully submitted,

Dorothy SpainAdministrative Assistant

Joseph .~d of Directors ary Miller, Secretary Board of Directors