Board of Developmental Disabilities discusses budget, expenses

As the Highland County Board of Developmental Disabilities continues to keep a watchful eye on its 2012 budget, a recent report states that staff are looking for ways to rein in expenses while increasing revenue opportunities.

During the board's monthly meeting on Tuesday, board business director Lori Moore submitted a quarterly report and review of expenditures. The report gave comparisons of 2011 and 2012 expenditures, along with 2011 and 2012 income.

Board superintendent Fred Williams said that a first look at the numbers may show lower revenue than they would like, but they continue working on the matter and anticipate it will improve over the next quarter.

Moore said the budget had sustained some unanticipated hits, such as last year's reimbursement of $59,698 to the Help Me Grow program, after it was discovered they had been over-billed. Other expenditures included attorney fees due to ongoing litigation with the board's former superintendent; $4,000 paid to the Special Olympics; and a third pay period in March (for comparison, an additional pay period fell in the second quarter in 2011). The board also purchased laptops for the Service and Support Administrators (SSAs) because they were in need of a technology update, and laptops would give them greater access to information during client home visits, she said

Taking those expenditures out, Moore said, "we would be about $2,000 under budget."

When it comes to the income figures, Moore said, "there's not a lot in the budget in the 2012 first quarter," and she attributed that mainly to billing and reimbursement structures, which can be months, if not years behind when the funds are paid out.

Additionally, the board has not yet received their levy funds, which Williams said he believed would be paid out in May.

"I was a little depressed today," Williams said. "We are looking to allocate our expenditures into the right line items. We're trying to rein in our costs and increase revenue. Right now, you're probably a little concerned, as I was. Next quarter you should be able to breathe a little more naturally."

Board member Sam Snyder told Moore that he liked the comparison report, and that he found it helpful in getting a clear picture of the financial situation. Board member Karen Adams asked for budget figures and how they compared with the expenditures, and Moore said she would include them in the second quarter report.

Board member Cheryl Lyle asked about the attorney fees that had been mentioned. Williams said that because the matter was now being heard in Highland County Common Pleas Court, the board's insurance was taking care of the matter, and the board only had to cover the $2,500 deductible.

The board had previously been represented by Columbus attorney Jim Hughes, but had to switch attorneys when their insurance company began paying for their representation. Attorney Aaron Glasgow is now representing the board during the civil proceedings.

On April 2, both attorneys were present during a status hearing held in the chambers of Highland County Common Pleas Court Judge Rocky Coss. Lyle asked if the board would be responsible for compensating Hughes for his time during that hearing. Williams said that he had not been aware Hughes was at that hearing. Hughes filed a notice with the court to withdraw as counsel on April 2.

Williams told Lyle that he had planned on updating the board on the matter during executive session. At the end of the meeting the board voted to go into executive session for personnel matters.

Also during the meeting, Moore updated the board on the ongoing audit process. She had reported to the board in March that auditors were currently working on the 2008 and 2009 audit for the organization.

"I think we're in the home stretch," Moore said. "There are two auditors working on it. All their asking for now are some documentation from the SSAs."

Moore had previously reported that the auditors for the Ohio Board of Developmental Disabilities were behind, and so they were now working with the Auditor's Office of the State of Ohio.

Williams updated the board regarding the status of a new board member appointment by the Highland County Board of Commissioners, saying that they would be advertising again for people interested in the appointment.

The board had three open seats at the beginning of 2012 after board members Gary Buchanan, John Fittro and Megan Filson left. Board members are appointed by the Highland County Board of Commissioners or the county juvenile/probate court judge, with the most recent appointments falling to the county commissioners. In February the commissioners appointed Lyle, Leo Kuhn and Donnie Barrera. However, it was later determined, in accordance with a case from the Ohio Ethic's Commission, that Barrera's appointment would be in conflict with his job at the Highland County Sheriff's Office.

"The commissioners have heard our request," Williams said, referring to the board's stated preference in having an appointee with a financial background.

The commissioners had advertised for people interested in the position and, according to Williams, received responses from three candidates. Because there was no candidate with a financial background, Williams said the commissioners would advertise again for the position.

"The dilemma was to appoint someone in time for (the April Board of DD meeting) or to take more time and be more deliberate to get the right person," Williams said.

Lyle told her fellow board members that the commissioners had actually made an appointment from those three candidates, and that someone from the commissioners officer had told candidate Lynn Patton last week that she had received the appointment. However, Patton reportedly responded that she thought the board had wanted a member with a financial background, which was experience she did not have. Lyle said Patton was told they would call her back, but she did not receive another phone call.

"I called the commissioners office (Monday) to ask if Lynn was supposed to show up to our meeting," Lyle said. "I think it makes us look bad, that she was told 'yes we want you, no we don't.'"

Snyder said, "If we've got a person with good common sense that would suffice for me."

Board president Linda Allen said that in her more than 10 yeas on the board, "We've always had a person from one of the banking institutions or insurance (background), with a knowledge of interest rates, who can advice us with our finances."

Williams said he would continue to communicate with the commissioners on the appointment.

In other business:

• Williams reported that the board had recently hired Amy Hutchison as an early intervention specialist to work with Help Me Grow. 
"I've spoken with the directors at Help Me Grow and they are very happy there will be early intervention in Highland County," Williams said. "Money is tight, and we are starting small. We can't offer the Cadillac of services right now."
Because the county has been without the service for approximately three years, he said, "this is a major coup and a major step on the part of the board."

• Facility nurse Becky Pollard reported on the board's new strategic planning initiative. She submitted a preliminary strategic plan that has been developed by staff members. Williams said that he had asked employees in the various departments to submit their suggestions on goals, areas for improvement, and benchmarks to chart progress. Pollard took the lead in compiling the submissions. 
"Every department had similar goals," Pollard said. 
The plan includes objectives, actions to take for achievement, when the goals should be implemented, how to chart if the goal is achieved, and who is responsible for obtaining each goal. The plan includes areas of health and safety, cost containment, public relations, and use of technology. 
"We're open to feedback and suggestions," Williams said. "We want to make sure we're hitting all areas. We wanted to make sure the board knows what's happening here on the ground, and we'll report back with accomplishments."

• Pollard also reported that staff members and some clients were participating in a new "lunch and learn" program, for enrichment on various subjects on working with people with developmental disabilities. Four tapes have been purchased, dealing with the subjects of disability etiquette, communicating with people who are non-verbal, understanding behavior and and proactive support. 
"We all need to take heed," Pollard said. "It really goes to the golden rule: Do unto others as you would have others do unto you."