PUBLIC COMMENTS
BOARD OF DIRECTORS' MEETING MINUTESWednesday, July 17, 2019MEMBERS PRESENT:BRAD HALLOCK, ChairDEENA HARTJE, Vice ChairCAROLYN WHARTON, Treasurer/Secretary (via telephone) HEIDI BRANDONCHRIS CIPOLETTITONY FELTMAN - via telephone WDITH LIGHTDIANE LOSCHENWLIA SANDS de MELENDEZ AMY YUTZYMEMBERS ABSENT:SARAH BRITTAIN JACKSTAFF PRESENT:ELIZABETH ALBO, Donor Relations Manager COLLEEN BATCHELOR, CEOCAMILLE BLAKELY, Community Engagement Director DAVID WROVICH, Human Resources RecruiterKYLE COX, Navigation SupervisorJEN DeFRANCO, Human Resources Director MEGAN ELLIS, Grants ManagerTAMARA ENGRAM, Executive Assistant ROB FRANC, Project ManagerDON GRAY, Facilities CoordinatorSARAH NOLAN, Break Time Program CoordinatorGINGER STRINGER, Physician and Community Outreach Specialist CALLIE TOLBERT, Lead Family Support CoordinatorNANCY VIGIL, Navigation and Quality Director HEATHER WHITWORTH, CFOLISA WIENER, Human Resources Coordinator JACKIE WOODS, Human Resources Manager2 1 The Resource ExchangeBoard of Directors' Meeting MinutesJuly 17, 2019GUESTS:ALAYNE KELLY, PASCO Home HealthDAN MIRER, Prospective Board Member DANNETTE NELSON, Discover Goodwill INDY FRAZEE, The Independence Center TRACY HIESTER, The Independence CenterCALL MEETING TO ORDERThe regular meeting was called to order at 7:33 am by Chair Brad Hallock.PUBLIC COMMENTSIndy Frazee, The Independence Center shared questions concerning the recent transition for single entry point services and supports.Have communications been sent to clients/families and providers of services with updated contact information for case managers, supervisors, etc. to ensure continuity of care?Letters were sent via USMail tofamilies/clients receiving single entry point services with information on how to contact TRE and with direct numbers for their case managers. Providers of services/supports and referral agencies are being contacted via the case managers/supervisors with updated information.Will TRE host a "meet and greet" for providers who have not worked with TRE before this transition?A "meetand greet" gathering will be planned soon. Right nowfocus is on thecontinuity of carefor recipients of services and supports.APPROVAL OF MEETING MINUTES - JUNE 19, 2019A MOTION WAS MADE BY HEIDI BRANDON, SECONDED BY DEENA HARTJE TO APPROVE THE JUNE 19, 2019 MEETING MINUTES ASPRESENTED. Motion unanimously approved.CONSENT AGENDAMegan Ellis, Grants Manager provided an overview of the request for Board approval to submit a competitive grant to El Pomar Foundation in support of TRE's Early Childhood Mental Health Initiative. The grant application requires that the applicant's Board of Directors' approve the submission of this grant request.A MOTION WAS MADE BY JUDITH LIGHT, SECONDED BY JULIA SANDSde MELENDEZ TO APPROVE THE CONSENT AGENDA AS SUBMITTED ANDDISCUSSED. Motion una11i111ously approved.BOARD COMMITTEE REPORTSBoard members were asked to RSVP when planning to attend any Committee meetings.3 1 The Resource ExchangeBoard of Directors' Meeting MinutesJuly 17, 2019Community Engagement CommitteeCommunity Engagement - Camille Blakely, Community Engagement Director shared that the committee did not meet while awaiting new leadership and representation from the Board of DirectorsAs a reminder if any Board member is interested in serving on this committee, please contact Chair Hallock.All Board members were invited to attend the upcoming New Employee Welcome scheduled for July 30, 8am-12noon at TRE. Please contact Tammie Engram if interested,Fundraising - Sponsorship with Integrity Bank and Trust has been renewed in the amount of $15,000.Grants -TRE received a grant award from Pikes Peak United Way in the amount of$50,000.Marketing - Social media exposure continues to grow.Upcoming Events -Bleating Heart Night at Goat Patch Brewery on July 23, 5-9:00pm. $1 will be donated to TRE for every pint of beer sold.Red Robin, 1410 Jamboree on July 31, 1lam-lOpm. TRE will receive 20% of sales for the entire day.Board of Directors' Annual Giving - Chair Hallock reminded members that there is not a specified amount required for Board members to give to TRE, but ask that all give something. This is very important to demonstrate that TRE has 100% Board participation in giving back to the organization.Finance and Investment CommitteeHeather Whitworth, CFO, reported that the Committee met and reviewed the preliminary year-end financial statements. The month ended showed a profit of approximately$767,000. The group was reminded that this report is preliminary and numbers will change prior to and during the upcoming year-end audit.It is anticipated that TRE will return approximately $100,000 for the State Supported Living Se1vices Program (SLS). Also it is expected that Children and Family Services will experience a loss. This being the first year that the Colorado Department of Human Se1vices (CDHS) moved to a cost based reimbursement method paying for Early Intervention (EI) supports and services, several areas of the submitted budget needed to be increased and CDHS did not allow this. CDHS is working with TRE to meet theadd itional salary needs for supports and services provided.4The Resource ExchangeBoard of Directors' Meeting MinutesJuly 17, 2019Targeted Case Management numbers will be reviewed more closely to verify that funds booked are collectible.The Board thanked staff of TRE for their work this past year in keeping expenses in line.Legislative CommitteeThe committee did not meet. Ed Bowd itch, TRE Lobbyist will provide updates at the August Board of Directors' Meeting.The 13th Annual Legislative Town Hall will be held on October 23, 2019.Nominating CommitteeChair Hallock welcomed Christopher Cipoletti and Heidi Brandon to the Board of Directors.Dan Mirer was introduced to the group as a prospective Board member. Mr. Mirer has worked in government contracting and has served on various boards through his church and other nonprofit organizations. Mr. Mirer has also been involved with the single entry point contract transition to TRE.Social Enterprise CommitteeChair Hallock again asked for volunteers to serve on this committee.The group was informed that Jonathan Liebert will provide information on social enterprises at the August 6 Leadership meeting beginning at 9:00am. The group was also encouraged to follow Colorado Institute for Social Impact (ci4si) on Twitter and/or Facebook. Great information available.Executive CommitteeChair Hallock shared that the group welcomed Deena Hartje to the executive committee.The group discussed turnover and requested that CEO Batchelor continue to send the trending info1mation on a qmuterly basis or as needed.The group was also updated on the single entry point transition, continued working relationship with Peak Vista at DDHC and changes being implemented by using work groups within the Leadership team. The agency's future organizational stmcture was also discussed in light of the recent growth of the organization.CEO Search - The search committee is scheduled to meet next week. To date there have been approximately 150 applicants. The search firm has been interviewing prospects and has identified 3-4 strong candidates. The current plan is for interviews with thesecand idates with the search committee to be scheduled in August.5 1 The Resource ExchangeBoard of Directors' Meeting MinutesJuly 17, 2019CHIEF EXECUTIVE OFFICER'S REPORTLegislative Town Hall - CEO Batchelor stated that information on the roundtables, etc. will be shared as details are confirmed ,Single Entry Point Transition -The transition team continues to meet to address any issues that arise throughout this transition. The staff turnover from this transition is higher than we would have liked , but still reasonable. All open positions are posted. Allinvolved staff are very active with cross-training -both with job responsibilities/caseloads and learning/blend ing anizational charts for the entire organization are being updated that will assist all with the chain of c01mnand, who to contact, etc.Case management for CCB waivers and SEP waivers will be kept separate for the time being. The reporting and funding requirements under these contracts are all very different which could make it very challenging for staff.Wait Lists Status - Itwas reported that Children and Family Services and State Supported Living Services do not have wait lists. The State continues to slowly allocate resourcesfor the comprehensive services waiver wait list.Early Intervention Colorado - TRE has not received approval on the Early Intervention FY20 budget. Representatives from EI Colorado did visit TRE to learn more about why TRE's Med icaid revenue is less than other CCBs across the state. The main identified reason for this is due to the high population of children who have Medicaid but have another primary insurance (for example, Tri-Care).Futures -A program manager position has been internally posted and interviews will be held soon. Work continues to maintain the relationship with the Division for Vocational Rehabilitation (DVR).Peak Vista/Developmental Disabilities Health Center (DDHC) -The new physician, Dr. Emily Johnson will join the DDHC staff in early August. Several other positions (psychiatric nurse practitioner, social worker) will be replaced and/or added as well. TRE Leadership and Peak Vista will be meeting in late August/early September to reinforce the needed collaboration between our agencies and identify other possible partners to enhance services.Targeted Case Management (TCM) - Case management and Navigation and Quality staff were recognized for their efforts in producing amazing outcomes this past year.NEW BUSINESSNew Staff Introductions -None were in attendance.6The Resource ExchangeBoard of Directors' Meeting MinutesJuly 17, 2019Break Time Program Volunteers - The group was encouraged to volunteer at future Break Time sessions. Ifyou have questions, contact Sarah Nolan at snolan@.VIII,OLD BUSINESSNone.PUBLIC COMMENTSNone.SCHEDULE OF NEXT MEETINGThe next Board of Director's meeting is scheduled for Wednesday, August 21, 2019 at 7:30 am at 111e Resource Exchange.ADJOURN REGULAR MEETINGThe regular meeting was adjourned at 8:40 am.SUBMITTED BY:Colleen Head Batchelor, Interim CEO RECORDED AND TRANSCRIBED BY:Tamara Engram, Executive Assistant APROVED AS TO FORMAT:Carolyn Wharton, Treasurer/Secretary'""'"'""".''I''"'"''BOARD OF DIRECTORS' MEETING MINUTESWednesday, Angust 21, 2019MEMBERS PRESENT:BRAD HALLOCK, ChairDEENA HARTJE, Vice ChairCAROLYN WHARTON, Treasurer/Secretary CHRIS CIPOLEIBTONY FELTMAN -via telephone illDITH LIGHTDIANE LOSCHENruLIA SANDS de MELENDEZ DAN MIRERAMY YUTZY - via telephoneMEMBERS ABSENT:HEIDI BRANDON SARAH BRITTAIN JACKSTAFF PRESENT:ELIZABETH ALBO, Donor Relations Manager (via GoToMeeting) COLLEEN BATCHELOR, CEOCAMILLE BLAKELY, Community Engagement Director ALICIA DAHLBERG, SEP SupervisorDAVID illROVICH, Human Resources Recruiter JEN DeFRANCO, Human Resources Director TAMARA ENGRAM, Executive AssistantROB FRANC, Project ManagerLORI GANZ, Clinical Services Director DON GRAY, Facilities CoordinatorPAMELA KNOTHE, Quality Enhancement SupervisorGINGER STRINGER, Physician & Community Outreach Specialist (via GoToMeeting)CALLIE TOLBERT, Lead Family Support Coord inator illLIE WHITE, Marketing CoordinatorHEATHER WHITWORTH, CFOJACKIE WOODS, Human Resources Manager2The Resource ExchangeBoard of Directors' Meeting MinutesAugust 21, 2019 ·GUESTS:DANNETTE NELSON, Discover Goodwill CLAIRE GIRARDEAU, Empty Stocking Fund INDY FRAZEE, The Independence Center TRACY HIESTER, The Independence CenterDEB MAHAN, Gazette Charities/Empty Stocking FundCALL MEETING TO ORDERThe regular meeting was called to order at 7:31 am by Chair Brad Hallock.11.PUBLIC COMMENTSNone.APPROVAL OF MEETING MINUTES - JULY 17, 2019A MOTION WAS MADE BY JULIA SANDS de MELENDEZ, SECONDED BY CAROLYN WHARTON TO APPROVE THE JULY 17, 2019 MEETINGMINUTES AS PRESENTED. Motion u11a11i111ously approved.CONSENT AGENDANone presented.BOARD COMMITTEE REPORTSBoard members were asked to RSVP when planning to attend any Committee munity Engagement CommitteeCommunity Engagement - Camille Blakely, Community Engagement Director introduced Claire Girardeau and Deb Mahan, Empty Stocking Fund.Ms. Girardeau shared information on Empty Stocking Fund. The campaign runs from Thanksgiving to Janumy 17. Following are important dates to remember:Participating Agency Gear-up Meeting - September 9, 2019Opening Reception -November 20, 2019Board Reception - TBDCommunity Partner Events - look for emails with further informationThe ways to donate are:Online at Over the phone at 719.476.1673Mailing a check payable to Empty Stocking Fund to PO Box 910942, Denver, CO 80291-0942A text opportunity will be announced soon.3 1 The Resource ExchangeBoard of Directors' Meeting MinutesAugust 21, 2019An MOU will be used with each agency this year. The allocation for The Resource Exchange for this campaign year will be 3.5% of total amount raised. Empty Stocking Fund does require 100% participation in donations from TRE Board of Directors.Ms. Blakely shared that TRE sponsors one event with Empty Stocking Fund - Breakfast with Santa. It is scheduled for December 14, 2019 at Patty Jewett. More details soon.Upcoming TRE Events:TRE Fall Art Show -November 6, 2019Go Baby Go -November 16, 2019Finance and Investment CommitteeCarolyn Wharton, Treasurer thanked Dan Mirer for attend ing. All Board members are encouraged to attend whenever possible.Jason Akiid ge, Integrity Wealth Management provided review and updates on TRE Investment portfolio to the Finance and Investment Committee members.Heather Whitworth, CFO, reported that July 2019 ended showing a profit of approximately $148,000. Cash fluctuates depending on timing of payments from the State, payroll, and accounts payable runs.TRE no longer has a balance due to Integrity Bank and Trust on the line of cred it and is very close to paying off the balance on the line of cred it to Bank of San Juans (6385 Corporate Drive LLC account).CFO Whitworth then reviewed changes to the financial statements on how the bud get was completed this year. Three expense lines (staff development, photography [video work] and furniture and equipment) were front-loaded because the funds are usually spent early in the year and not based on the 1/121h allocations.Targeted Case Management (TCM) revenue is down for July but doesn't present a problem due to vacancy savings in case management.Revenue for the payables due back to the State (that TRE was allowed to recognize) has not been booked and will be done at the end of this fiscal year.The revenue for Early Intervention Services is down forJuly 2019 due to being on a holdover option with the State for FY2020. This holdover directs TRE to bill at FY2019 levels. It is still not known when TRE will receive its FY2020 contract for Early Inte1vention from CDHS.TRE was also notified by Integrity Bank and Trust that our line of credit has been reduced to $400,000 due to adjustments based on TRE's investment portfolio value.The Resource ExchangeBoard of Directors' Meeting MinutesAugust 21, 2019CFO Whitworth added with the onboarding of the single entry point (SEP), for July 2019,$105,000 was recognized for SEP billing.Legislative CommitteeColleen Batchelor, Interim CEO thanked Sarah Brittain Jack for her assistance with the City of Colorado Springs' contract change issues with Envida for transportation services for at least 50 people that TRE serves. Envida's contract has been extended for a period of one year while work continues to secure funding for the future.Ed Bowd itch, TRE Lobbyist provided his annual update on legislative activities that could impact services for people with intellectual and developmental disabilities and/or provider approved service agencies' (PASAs) capacity and/or rates.The 131h Annual Legislative Town Hall will be held on October 23, 2019. Three Roundtables are being held prior to the Town Hall to help inform topics/conversations with legislators. The Roundtables dates/times/locations:Wednesday, September 18, 12noon-2:00pm at The ArcThursday, September 19, 6:00-8:00pm at TRETuesday, October !, 12noon-2:00pm at TREPlease RSVP if you plan to attend any of the Round table sessions and/or Legislative Town Hall.Nominating CommitteeChair Hallock welcomed Dan Mirer to the Board of Directors.Chair Hallock added that Julia Sands de Melendez and Jud ith Light will be assisting with some of the new member onboarding activities.Social Enterprise CommitteeChair Hallock again asked for volunteers to serve on this committee.Executive CommitteeChair Hallock shared that the Futures' space has been subleased effective September 1.Interim CEO Batchelor informed the group that she has been asked to serve on the Early Intervention Evaluation Task Force. This group has been asked to jointly explore and provide input on the va1ious options that the Departments have generated as possible approaches to EI Evaluation administration.Chair Hallock then added that education/infonnation on new waiver services will be provided to the Board of Directors during future meetings. The list of waivers will be added to the Board books for reference, along with acronyms.The Resource ExchangeBoard of Directors' Meeting MinutesAugust 21, 2019Interim CEO Batchelor was thanked for working with a personal connection of hers to provide a second opinion on what work may be needed to prolong the life of the HVAC system.CEO Search - Chair Hallock informed the group that the search is ongoing. Thanks were extended to the Board of Directors and Leadership team for the time dedicated to this process.VI,CHIEF EXECUTIVE OFFICER'S REPORTChildren's Habilitation Residential Program (CHRP) Waiver Emergency Rules -This waiver was originally under the County Department of Human Services for children with intellectual and developmental disabilities in foster care. This waiver's responsibility was moved to community centered boards effective July 1, 2019. The eligibility criteria was changed as well and no longer requires children to be in out-of-home placement. This waiver does offer supp01ts for children who may need additional supports without removing them from their family home or who may need residential supp01ts and services.Single Entry Point Transition -The transition team continues to meet weekly to address any concerns. A representative from Health Care Policy and Financing (HCPF) has been attend ing these meetings as well. Other meetings have been scheduled with HCPF representatives to review this transition as the State prepares to move towards the potential of conflict free case management and case management agencies for all waiver services.Leadership Team has been working very hard on its continued development as a cohesive team. The group is currently focusing on behavioral strategies -building trust, mastering conflict, achieving commitment, embracing accountability with one another and being results-oriented. The Leadership Team must be focused on TRE as a whole agency and not just supporting departments that each director represents.VII,NEW BUSINESSNew Staff Introductions -New staff were welcomed to TRE.TRE Conflicts of Interest and Code of Ethics Policies -Each year, TRE Board of Directors and staff are asked to review and acknowledge these two policies. Please return the signed acknowledgements with any identified conflicts to Tammie Engram as soon as possible.vm.OLD BUSINESSBreak Time Program Volunteers -The group was again encouraged to volunteer at future Break Time sessions. Ms. Engram was asked to email the volunteer schedule flyer to Board members. Ifyou have questions, contact Sarah Nolan at snolan@.6 1 The Resource ExchangeBoard of Directors' Meeting MinutesAugust 2l , 2019The group was asked to provide recognition to the Air Force Cadets that continuously volunteer for these sessions. It is a very reward ing collaboration.PUBLIC COMMENTSNone.SCHEDULE OF NEXT MEETINGThe next Board of Director's meeting is scheduled for Wednesday, August 21, 2019 at 7:30 am at The Resource Exchange.ADJOURN REGULAR MEETING INTO EXECUTIVE SESSIONThe regular meeting was adjourned at 8:40 am. The Executive Session was convened at 8:50 am.ADJOURN EXECUTIVE SESSION INTO REGULAR SESSIONThe Executive Session was adjourned into Regular Session at 9:30 am. The regular meeting was then adjourned at 9:35 am.SUBMITTED BY:Colleen Head Batchelor, Interim CEO RECORDED AND TRANSCRIBED BY:Tamara Engram, Executive Assistant APPROVED AS TO FORMAT:Carolyn Wharton, Treasurer/SecretaryTR E''"" '"'"""·,- 1 """"'''BOARD OF DIRECTORS' MEETING MINUTESWednesday, September 18, 2019MEMBERS PRESENT:BRAD HALLOCK, ChairDEENA HARTJE, Vice ChairCAROLYN WHARTON, Treasurer/Secretary HEIDI BRANDONCHRIS CIPOLETTITONY FELTMAN - via telephone JUDITH LIGHTDIANE LOSCHENJULIA SANDS de MELENDEZ DAN MIRERAMY YUTZY -via telephoneMEMBERS ABSENT:SARAH BRITTAIN JACK JUDITH LIGHTSTAFF PRESENT:COLLEEN BATCHELOR, INTERIM CEOCAMILLE BLAKELY, Commnnity Engagement Director KYLE COX, Navigation and Emollrnents Manager ALICIA DAHLBERG, SEP Intake SupervisorMEGAN ELLIS, Grants ManagerDAVID JUROVICH, Human Resources Recruiter TAMARA ENGRAM, Executive Assistant REBEKEH FALETH, Nursing Home Supervisor ROB FRANC, Project ManagerLORI GANZ, Clinical Services Director DON GRAY, Facilities CoordinatorRACHEL ORTIZ, SEP Case Management Supervisor AMANDA REED, Early Intervention ManagerNICHOLAS ROBERTSON, Service Coordination SupervisorGINGER STRINGER, Physician & Community Outreach Specialist (via GoToMeeting) CALLIE TOLBERT, Lead Family Support CoordinatorNAN CY VIGIL, Navigation and Quality Director HEATHER WHITWORTH, CFOSAMANTHA WINTER, SEP Case Management Supervisor1 The Resource ExchangeBoard of Directors' Meeting MinutesSeptember 18, 2019GUESTS:TAMARA FRENCH, Discover Goodwill INDY FRAZEE, The Independence CenterJORDAN WEIMAR, Prospective Board MemberCALL MEETING TO ORDERThe regular meeting was called to order at 7:35 am by Chair Brad Hallock.PUBLIC COMMENTSNone.APPROVAL OF MEETING MINUTES -AUGUST 21, 2019A MOTION WAS MADE BY HEIDI BRANDON, SECONDED BY DIANE LOSCHEN TO APPROVE THE AUGUST 21, 2019 MEETING MINUTES ASPRESENTED. Motion unanimously approved.CONSENT AGENDAFamily Support Services Emergency Fund Process Policy -New PolicyA MOTION WAS MADE BY CAROLYN WHARTON, SECONDED BY JULIA SANDS de MELENEZ TO APPROVE THE CONSENT AGENDA AS PRESENTED (FAMILY SUPPORT SERVICES EMERGENCY FUND PROCESSPOLICY). Motion unanimously approved.BOARD COMMITTEE REPORTSBoard members were asked to RSVP when planning to attend any Committee munity Engagement CommitteeCommunity Engagement - Camille Blakely, Community Engagement Director shared that the Committee met last week. The group reviewed a new process for tracking development and grant revenue. This information will be shared with the full Board of Directors in the near future.Reports for current grants are being submitted as required. Work is on-going on connecting with current donors/grantors and building new relationships.Mrs. Blakely will soon be drafting talking points/sound bites for Board members and staff outlining the changes at TRE.A new branding video is also being developed that highlights the case management work that TRE does (the relationship/connection between the people we serve and TRE staff).Board of Directors were encouraged to attend as many TRE and Empty Stocking Funds events as possible. The list of upcoming events was emailed earlier this week.1 The Resource ExchangeBoard of Directors' Meeting MinutesSeptember 18, 2019The group was also reminded how imp01iant it is for all members of TRE's Board of Directors to donate to TRE.Diane Loschen, Board member recognized the Community Engagement staff for their hard work during this period of transition for TRE.Chair Hallock asked again for a volunteer from the Board of Directors to serve as this committee's munity Engagement Committee meetings are moving to 9:00 am. Look for the meeting invitations from either Liz Albo or Tammie Engram.Finance and Investment CommitteeHeather Whitworth, CFO repo1ted that August 2019 ended with a cash balance loss of$504,000 due to the timing of payments and booking of the last August payroll.CFO Whitworth explained that work is being done on updating financial statements with how items are being reported due to the addition of the Single Entry Point (SEP) contract.Also changes were made to how defened revenue for the SEP contract is being recognized , it is now being recognized on a 1/12 basis per month over the fiscal year.Expenses that were not recognized on a l/12 basis per month in the line items of the bud get were Staff Development, Marketing (video production). Also reporting includedAugust as a three payroll period month which shows as extra expenses. Health Insurance expenses have also increased due to increased enrollment in these benefits.Legislative CommitteeThe 13th Annual Legislative Town Hall will be held on October 23, 2019 at Centennial Hall. Sarah Jack, Board member, has personally invited all legislators which will be followed-up with a written invitation to attend the Town Hall.Round tables are being held prior to the Town Hall to help inform topics/conversations with legislators. The Round tables dates/times/locations:Wednesday, September 18, 12noon-2:00pm at The ArcTuesday, October 1, 12noon-2:00pm at TREPlease RSVP if you plan to attend any of the Round table sessions and/or Legislative Town Hall.Nominating CommitteeChair Hallock welcomed Jordan Weimar, prospective Board member. Mr. Weimar shared his past professional experiences and also personal reasons for being interested in volunteering for TRE's Board of Directors.4 1 The Resource ExchangeBoard of Directors' Meeting MinutesSeptember 18, 2019Social Enterprise CommitteeChair Hallock again asked for volunteers and a Board member to chair for this committee. The purpose of the social enterprise direction is to generate revenue to help diversify TRE's portfolio in order to continue to provide the best services and supports possible to the people that we serve.Executive CommitteeColleen Batchelor, Interim CEO shared that the group discussed future HVAC needs for the build ing. Climate Systems has not yet finalized their work/recommendations on the system.The Leadership team continues to focus on its strategic workCEO Search - Chair Hallock informed the group that the search is ongoing. Thanks were extended to the Board of Directors and Lead ership team for the time dedicated to this process and also for the work on the update of thejob specifications for this position.CEO Hallock will send the final version of the job specifications to the Board of Directors.VI,CHIEF EXECUTIVE OFFICER'S REPORTFutures - The Futures' space has been sublet to an insurance company.CEO Batchelor introduced Nicholas Robertson as the new Futures Program Manager. Mr. Robertson will be working on strengthening the relationship with the Division of Vocational Rehabilitation, area school distiicts and their transition programs and employment desires of folks in these programs.Early Intervention -TRE continues to wait on the Fiscal Year 2020 contract for Early Intervention services. TRE continues to bill for services based on the Fiscal Year 2019 contract. TRE will be allowed to bill for any additional expenses once the contract is approved.Business Intelligence Brief - CEO Batchelor reviewed several data points that were shared in the CEO report. Various dashboards such as these will be included on a monthly basis to hopefully provide a better understanding of TRE's business models and address possible needed decisions based on true trend ing information.The group briefly discussed the very high increase in intakes for services in the SEP waivers and also the increase in turnover for TRE in April 2019.Leadership Team continues its work to focus on the strategic direction of the agency. The group has identified three key areas and work groups have been formed to complete more detailed work on the specific direction(s), Those areas are 1) Building; 2) Core Business Model(s) Options; and 3) Staff Retention and Training. Information will be shared as available.5 1 The Resource ExchangeBoard of Directors' Meeting MinutesSeptember 18, 2019VII,NEW BUSINESSNew Staff Introductions - New staff were welcomed to TRE.Training - Single Entry Point (SEP) Waivers -An overview was provided on the SEP waivers and the processes involved in connecting people with the appropriate services and supports.OLD BUSINESSConflict of Interest and Code of Ethics Policy Review and Acknowledgements - Chris Cipoletti, Board member shared concerns with the current Conflict ofinterest and Code of Ethics policies. CEO Batchelor and Mr. Cipoletti will review and update these policies and procedures as needed. Once updated, these will be reissued to the Board of Directors and Leadership for review and disclosure of any possible conflicts.PUBLIC COMMENTSNone.SCHEDULE OF NEXT MEETINGThe next Board of Director's meeting is scheduled for Wednesday, October 16, 2019 at 7:30 am at The Resource Exchange.ADJOURN REGULAR MEETINGThe regular meeting was adjourned at 8:45 am.SUBMITTED BY:Colleen Head Batchelor, Interim CEO RECORDED AND TRANSCRIBED BY:Tamara Engram, Executive Assistant APPROVED AS TO FORMAT:Carolyn Wharton, Treasurer/Secretary&1rTR EBOARD OF DIRECTORS' MEETING MINUTESWednesday, October 16, 2019MEMBERS PRESENT:BRAD HALLOCK, ChairDEENA HARTJE, Vice ChairCAROLYN WHARTON, Treasurer/Secretary HEIDI BRANDONSARAH BRITTAIN JACK CHRIS CIPOLETTI JUDITH LIGHTDIANE LOSCHEN DAN MIRERJULIA SANDS de MELENDEZ JORDAN WEIMARAMY YUTZY - via telephoneMEMBERS ABSENT:TONY FELTMANSTAFF PRESENT:ELIZABETH ALBO, Donor Relations Manager (via GoToMeeting) COLLEEN BATCHELOR, Interim CEOCAMILLE BLAKELY, Community Engagement Director MEGAN ELLIS, Grants ManagerTAMARA ENGRAM, Executive Assistant REBEKEH FALETH, Nursing Home Supervisor ROB FRANC, Project ManagerLORI GANZ, Clinical Services Director DON GRAY, Facilities CoordinatorTRACY HODNETT, Service Coordination Supervisor GINGER McBRIDE,!DD Specialist, TRE Liaison to EPCDHSGINGER STRINGER, Physician & Community Outreach Specialist LAURA THOMAS, Case Management DirectorCALLIE TOLBERT, Lead Family Support Coordinator NANCY VIGIL, Navigation and Quality Director JULIE WHITE, Marketing CoordinatorHEATHER WHITWORTH, CFOJACKIE WOODS, Human Resources Manager2The Resource ExchangeBoard of Directors' Meeting Minutes October 16, 2019GUESTS:DANETTE NELSON, Discover Goodwill INDY FRAZEE, The Independence Center TRACY HIESTER, The Independence CenterLAURIE HUISINGH, Prospective Board MemberCALL MEETING TO ORDERThe regular meeting was called to order at 7:30 am by Chair Brad Hallock.PUBLIC COMMENTSNone.MISSION MOMENTGinger Stringer introduced Madison and Cayden Shuman to the group. Madison shared their story and how important TRE's Early Intervention Team was to Cayden's success. TRE was thanked for sharing their caring expertise with her family.APPROVAL OF MEETING MINUTES - SEPTEMBER 18, 2019A MOTION WAS MADE BY HEIDI BRANDON, SECONDED BY CHRIS CIPOLETTI TO APPROVE THE SEPTEMBER 18, 2019 MEETING MINUTESAS PRESENTED. Motion 1111a11i111011sly approved.CONSENT AGENDABrad Hallock, Board Chair thanked Chris Cipoletti and Colleen Batchelor for their work on updating these policies.Code of Ethics Policy/Procedures - no change to policy. Procedural changes were made and volunteers added to the list of people to which the policy applies.Conflict of Interest Policy/Procedures - changes were made to align policy and procedures with current IRS recommendations.A MOTION WAS MADE BY JUDITH LIGHT, SECONDED BY HEIDI BRANDON TO APPROVE THE CONSENT AGENDA AS PRESENTED (CODE OF ETHICS AND CONFLICT OF INTEREST POLICIES). Motio11 1111a11i111ouslyapproved.These will be sent out to all Board of Directors' and Leadership members for their review, disclosure statements and signatures.3The Resource ExchangeBoard of Directors' Meeting Minutes October 16, 2019BOARD COMMITTEE REPORTSBoard members were asked to RSVP when planning to attend any Committee munity Engagement CommitteeCommunity Engagement - Camille Blakely, Community Engagement Director reported that TRE has met 28% of its annual goal through just three months.TRE staff have been very busy with community events sharing information about TRE services and munity Engagement will be launching a quarterly newsletter for TRE donors to keep them engaged in our activities.Social engagement continues to grow and is getting lots of interaction from our followers.Mrs. Blakely and Liz Albo will be meeting with Board members individually to review Board member commitment forms for this coming year, and also to talk about ways that Board members can assist staff inbuilding connections with community members .Board members were invited to attend any future New Employee Welcome session. The next session is scheduled for October 29, 8:00 am-12 noon.Go Baby Go -Judith Light challenged all Board members to attend the next Go Baby Go event on November 16 at the Air Force Academy Youth Center. Please contact Lori Ganz or Sarah Nolan no later than November 1 if you plan to attend.Finance and Investment CommitteeHeather Whitworth, CFO reported that the committee held discussion on the monthly financials and upcoming changes that will affect 6385 Corporate Drive LLC. The group will be meeting with Olive Real Estate (the LLC's management firm) to discuss all future options.Accounts Receivable is higher this month due to timing of August invoice for Early Intervention services. Payment is expected no later than early next week.Accrued PTO liability is approximately $10,000 higher than this time last year. Changes were made to the policy. Leadership is following these numbers closely.For the month of September 2019, TRE shows a $600,000 gain with a year-to-date gain of $473,000. Of note, targeted case management units (revenue) are usually down November through January due to holidays.The group also discussed cash flow, specifically for single entry point services later in the contract year.4The Resource ExchangeBoard of Directors' Meeting MinutesOctober 16, 2019Several corrections were made to last month's report in Health benefits costs and Payroll repo1iing since changing from Paylocity to Paycom.CFO Whitworth reminded Board members that she is available to meet individually to review the complex financial reporting system for TRE. Please contact her if interested.Audits - The financial audits have begun. Due to our growth and changes in reporting requirements, these audits are more complicated than past years.Legislative CommitteeSarah Jack reminded the group of the Legislative Town Hall on Wednesday, Oct 23 at Centennial Hall. Approximately 9 elected officials have RSVP'd to serve on our panel. Picnic Basket has offered a 60% discount on the cost of food for this event.Talking points gathered at recent roundtables will be shared with all soon.Nominating CommitteeJordan Weimar was welcomed to the Board of Directors.Ms. Jack reported that she is meeting with Commissioner Norm Steen in Teller County on the possibility of identifying candidates for Board service.Ms. Jack then introduced Laurie Huisingh, a prospective Board member.Social Enterprise CommitteeChair Hallock again asked for volunteers and a Board member to chair for this committee. The purpose of the social enterprise direction is to generate revenue to help diversify TRE's portfolio in order to continue to provide the best services and supports possible to the people that we serve.Executive CommitteeTRE CEO Search -Work continues with the consultants on identifying candidates to interview for this position.Leadership Work Groups - The group was updated regarding on-going work being done by the Leadership team on staff retention, the building and core business model.It was noted that TRE needs to begin work on the agency's mission and vision statements. It was felt that the core values will remain the same. A work group was formed to begin work in these areas. Tammie will schedule a meeting in the near future. Board members who volunteered to serve are Brad Hallock, Dan Mirer, Chris Cipoletti, Diane Loschen, Heidi Brandon and Judith Light.5The Resource ExchangeBoard of Directors' Meeting MinutesOctober 16, 2019CHIEF EXECUTIVE OFFICER'S REPORTAgency News - Interim CEO Batchelor shared that emotional support animals in the workplace are being phased out by the agency. TRE is working with affected staff to identify other support systems along with the help of their personal physicians.Break Time/Respite Program - Interim CEO Batchelor commended Sarah Nolan for her creative work in finding volunteers for the Break Time sessions. TRE recently had 41 volunteers from the El Paso County Sheriff s and Colorado Springs Police Departments. This was a great experience for all involved.TRE Dashboard Data -Rob Franc, Project Manager shared several data points with the group on targeted case management (TCM).The group was then asked how this type of information should be shared. Board members shared that they would like a PDF report on a monthly basis versus the live log-in infonnation. Any questions, please contact Mr. Franc.NEW BUSINESSTraining - Children's Habilitation Residential Program (CHRP) Waiver - This waiver was previously administered by the county Departments of Human Services. On July 1, 2019, this waiver responsibility was shifted to community centered boards.The purpose/goal of this waiver is to provide in-home supports to families with children with intellectual and developmental disabilities who are exhibiting very challenging behavioral or medical needs.Providers of services is a very huge obstacle for this program's goal of keeping the children in the natural home. TRE' s staff are working very hard in developing relationships with providers outside of our service area with the hope of expanding opportunities for families.OLD BUSINESSNone.PUBLIC COMMENTSNone.SCHEDULE OF NEXT MEETINGThe next Board of Director's meeting is scheduled for Wednesday, November 20, 2019at 7:30 am at The Resource Exchange.ADJOURN REGULAR MEETINGThe regular meeting was adjourned into executive session at 8:55 am. The Executive Session was adjourned at 9:35 am.6The Resource ExchangeBoard of Directors' Meeting Minutes October 16, 20 I 9Leadership's Building Work Group will be expanded to include Brad Hallock, Carolyn Wharton and Jordan Weimar. Tammie Engram was asked to schedule the next meeting.The meeting was adjourned at 9:40 am.SUBMITTED BY: -Oal Colleen Head Batchelor, Interim CEORECORDED AND TRANSCRIBED BY:APPROVED AS TO FORMAT:CaroltaryBOARD OF DIRECTORS' MEETING MINUTESWednesday, November 20, 2019MEMBERS PRESENT:BRAD HALLOCK, ChairDEENA HARTJE, Vice Chair -via telephone CAROLYN WHARTON, Treasurer/Secretary HEIDI BRANDONSARAH BRITTAIN JACK CHRIS CIPOLETTITONY FELTMAN -via telephoneJUDITH LIGHT DIANE LOSCHEN DAN MIRERJULIA SANDS de MELENDEZ JORDAN WEIMARAMY YUTZYSTAFF PRESENT:ELIZABETH ALBO, Donor Relations Manager COLLEEN BATCHELOR, Interim CEOCAMILLE BLAKELY, Community Engagement Director JEN DeFRANCO, Human Resources DirectorMEGAN ELLIS, Grants Manager TAMARA ENGRAM, Executive AssistantREBEKEH FALETH, Nursing Home Supervisor ROB FRANC, Project ManagerLORI GANZ, Clinical Services DirectorDON GRAY, Facilities Coord inatorDAVID JUROVICH, Human Resources Recrniter NICHOLAS ROBERTSON, Futures Program ManagerGINGER STRINGER, Physician & Community Outreach Specialist -via GoToMeeting CALLIE TOLBERT, Lead Family Support CoordinatorJULIE WHITE, Marketing Coord inator HEATHER WHITWORTH, CFOJACKIE WOODS, Human Resources ManagerGUESTS:DANETTE NELSON, Discover Goodwill INDY FRAZEE, The Independence Center2 1 The Resource ExchangeBoard of Directors' Meeting MinutesNovember 20, 2019CALL MEETING TO ORDERThe regular meeting was called to order at 7:35 am by Chair Brad Hallock.PUBLIC COMMENTSNone.MISSION MOMENTA video was shown highlighting the relationship between Brenda (TRE Service Coordinator) and Kailey (person receiving services). This video is a first in a series which features relationships between TRE staff and people receiving services.Camille Blakely, Community Engagement Director informed the group that today's story will also be the feature/story in TRE's end-of-year solicitation campaign.APPROVAL OF MEETING MINUTES -OCTOBER 16, 2019A MOTION WAS MADE BY JULIA SANDS de MELENDEZ, SECONDED BY JUDITH LIGHT TO APPROVE THE OCTOBER 16, 2019 MEETING MINUTESAS PRESENTED. Motion unanimously approved.V,CONSENT AGENDANone submitted.BOARD COMMITTEE REPORTSBoard members were asked to RSVP when planning to attend any Committee munity Engagement CommitteeCommunity Engagement - Camille Blakely, Community Engagement Director reported that TRE has met 28% of its philanthropic goal for FY20.The direct mail campaign will be sent before Thanksgiving. TRE is also participating in Giving Tuesday on December 3. 1RE will be asking for donations for adaptive toys and will feature a different toy each hour on social med ia.TRE's first quarterly newsletter is complete. This newsletter will provide updates/ information to current TRE donors and prospective donors in hopes of keeping people updated and engaged with TRE throughout the year.Julie White, TRE Marketing Coord inator provided information on TRE's social med ia efforts for the past month. Our recent Go Baby Go event at the Air Force Academy was featured on KOAA.An event committee is being formed to assist TRE staff with planning a larger scale event. Kirn Matthews (past TRE Board member) has offered to assist with this planning committee.3 1 The Resource ExchangeBoard of Directors' Meeting MinutesNovember 20, 2019The group was reminded that Empty Stocking Fund 's Kick-Off Reception will be held at Pemose House, 5:30-7:00 pm this evening.Breakfast with Santa is scheduled for Saturday, December 14, 8:30-10:00 am at Patty Jewitt.Mrs. Blakely shared that twelve pieces of art were sold at the recent Art Show.Diane Loschen encouraged all Board members to donate to TRE. It is very important that TRE have 100% Board participation. Thank you.Finance and Investment CommitteeHeather Whitworth, CFO reported that on-going review of financial statements has resulted in several changes to how reporting of payments from the State for single entry point services are being reported. These funds will now be shown in deferred revenue until the actual services/projects are provided/completed. Due to this change, revenue for year-to-date dropped to approximately $158,000.For the month of October 2019, TRE shows a loss of approximately $315,000, mainly due to Single Entry Point funds reporting changes explained above.CFO Whitworth referenced changes to grant reporting guidelines from Generally Acceptable Accounting Principles (GAAP). To be considered a grant for fund ing purposes and revenue recognition, there must be ve1y distinct milestones that must be met. This would then allow revenue to be deferred to the next fiscal year if necessary. The grant from Colorado Springs Health Foundation cannot be considered a grant. It must be reported as a contribution, therefore all of the funds for the first year were recognized in FY2017. The expenses and revenue will not match in the financial statements due to this. The expenses were incurred in FY2018 and part in FY2019.The group was also reminded that the months of November through February usually show a drop in targeted case management (TCM) revenue due to staff holidays and families cancelling appointments.The Receivables for October 20!9 are higher due to payment timing. TRE awaits payment on two larger invoices for Early Intervention (EI) services. Work also continues on Targeted Case Management (TCM) claims from July and issues associated with rate changes in the Medicaid system.FY20 Early Intervention Services contract should be released in early January 2020. The State has requested supplemental funding from the Joint Budget Committee and await approval of same.TRE has requested a face-to-face meeting to review TRE's budget submission for FY20.4The Resource ExchangeBoard of Directors' Meeting Minutes November 20, 201 9Legislative CommitteeSarah Jack infonned the group that the Legislative Town Hall was cancelled due to inclement weather. Members of the planning committee are refocusing efforts to meet with legislators at a later time to share information from our Roundtables.The Colorado Springs Chamber of Commerce hosts a Legislative Round Table (Speed Dating format) on December 3 beginning at 4:00 pm. Representatives from TRE and The Arc Pikes Peak Region will be in attendance to share information with legislators. If interested in attend ing, please contact Ms. Jack, Colleen Batchelor or Camille Blakely.Nominating CommitteeMs. Jack shared that a meeting will be scheduled with Laurie Huisingh, a prospective Board member.Work also continues on identifying possible prospects from Park and Teller Counties.Social Enterprise Committee No meeting.f.TRE CEO Search CommitteeChair Hallock reported that the search is on-going. The process continues to evolve.A question was raised about a recent recommendation received on one of the cand idates. Chair Hallock will check with the consulting firm to verify that this was a transcript from a reference check conducted by telephone by the consulting firm.g. Executive CommitteeCarolyn Wharton, Treasurer/Secretary reported that the group discussed the Early Intervention contract hold-up and the Single Entry Point (SEP) Request for Proposal (RFP) which was submitted.CHIEF EXECUTIVE OFFICER'S REPORTSingle Entry Point (SEP) - TRE was notified that it was the only agency to submit a bid for the SEP contract in our region. Itis likely that TRE will be awarded this contract, but have not received official affirmation.The proposed rate changes to a new contract is felt to be positive. This hopefully will improve TRE's ability to meet all contract requirements and timelines and also increase the number of staff.6385 Corporate Drive - Olive Real Estate has scheduled a Broker Open House on December 5 beginning at 4:00 pm.Various options that have been discussed are still on the table for consideration. TRE staff would also like the group to consider whether the space in the building could become part of our social enterprise endeavors (co-working space model).5 1 The Resource ExchangeBoard of Directors' Meeting MinutesNovember 20, 2019The group then discussed the critical need for "sooner than later" options/decisions on a plan for the building prior to The Classic Companies' departure in March. A smaller group from the Build ing Work Group will meet very soon. Carolyn Wharton, Chi.isCipoletti and Dan Mirer will serve on this group. Colleen Batchelor will identify key staff to paiticipate.Thank you was extended to Chris Cipoletti for introducing 1RE to another insurance agency that offered a proposal that could significantly reduce the cost and improve coverage for the building. TRE plans to solicit bids from TRE's cun-ent insurance broker for comparison. A decision should be made by mid -December 2019.TRE will soon be providing an entry (to the building) badge to Board members.NEW BUSINESSTraining - Early Childhood Mental Health Program training was tabled.OLD BUSINESSNone.PUBLIC COMMENTSNone.SCHEDULE OF NEXT MEETINGThe next Board of Director's meeting is scheduled for Wednesday, December 18, 2019at 7:30 am at The Resource Exchange.ADJOURN REGULAR MEETINGThe regular meeting was adjourned at 8:35 am.SUBMITIED BY:Colleen Head Batchelor, Interim CEO RECORDED AND 1RANSCRIBED BY:Tamara Engram, Executive Assistant APPROVED AS TO FORMAT:Carolyn Wharton, Treasurer/SecretaryBOARD OF DIRECTORS' MEETING MINUTESWednesday, December 18, 2019MEMBERS PRESENT:BRAD HALLOCK, ChairDEENA HARTJE, Vice ChairCAROLYN WHARTON, Treasurer/Secretary HEIDI BRANDONSARAH BRITTAIN JACK CHRIS CIPOLETTI JUDITH LIGHTDIANE LOSCHEN DAN MIRERJULIA SANDS de MELENDEZJORDAN WEIMAR -by telephone AMY YUTZY -by telephoneSTAFF PRESENT:ELIZABETH ALBO, Donor Relations Manager -via GoToMeeting COLLEEN BATCHELOR, Interim CEOCAMILLE BLAKELY, Community Engagement Director GABRIEL DAVIS, Staff AccountantJEN DeFRANCO, Human Resources Director MEGAN ELLIS, Grants ManagerTAMARA ENGRAM, Executive Assistant REBEKEH FALETH, Nursing Home Supervisor LORI GANZ, Clinical Services DirectorDON ORAY, Facilities CoordinatorSARAH NOLAN, Break Time Program CoordinatorKITTY SILVERS, Senior EI Billing SpecialistCALLIE TOLBERT, Lead Family Support Coordinator NANCY VIGIL, Navigation and Quality Director HEATHER WHITWORTH, CFOJACKIE WOODS, Human Resources ManagerGUESTS:DANETTE NELSON, Discover Goodwill INDY FRAZEE, The Independence Center CAROL RABURNJOANNA RABURN2The Resource ExchangeBoard of Directors' Meeting MinutesDecember 18, 2019CALL MEETING TO ORDERThe regular meeting was called to order at 7:30 am by Chair Brad Hallock.PUBLIC COMMENTSNone.MISSION MOMENTA video was shown highlighting benefits of the Break Time program for all members of the Raburn family.Carol Raburn emphasized how important it is for all of her children to be able to participate in TRE's Break Time sessions. So often siblings of children with a disability only get to watch the therapies, appointments, etc. It is very empowering to all members of the family to get to participate in activities as well as the parents to have some respite time.APPROVAL OF MEETING MINUTES - NOVEMBER 20, 2019A MOTION WAS MADE BY HEIDI BRANDON, SECONDED BY SARAH BRITTAIN JACK TO APPROVE THE NOVEMBER 20, 2019 MEETINGMINUTES AS PRESENTED. Motion unanimously approved.CONSENT AGENDANone submitted.BOARD COMMITTEE REPORTSBoard members were asked to RSVP when planning to attend any Committee munity Engagement CommitteeCommunity Engagement - Camille Blakely, Community Engagement Director thanked all Board members for their support during the past year. Tokens of TRE's appreciation were distributed to all Board members. The flower pots were decorated by participants in recent Break Time sessions.Ms. Blakely then displayed the trophy for 3rd Place in The Gazette's Best Workplace Extra Large Company Category. Congratulations TRE!!TRE raised $1700 in the recent Giving Tuesday fundraising event. This is the first year that TRE participated with a goal of $1000. Thanks to everyone who shared the posts with their contacts. It is felt this strategy was key to the success of the day.TRE has met 69% of its philanthropic goal for FY20.3The Resource ExchangeBoard of Directors' Meeting MinutesDecember 18, 2019Ms. Blakely shared information on social media posts for the past month. The post that received the most attention was one regarding the new American Girl doll who has Down Syndrome.TRE is still awaiting information on the recently submitted El Pomar grant.Breakfast with Santa (TRE's Empty Stocking Fund's event) at Patty Jewett was magical and very well attended. There were children of all ages as well as adults served by TRE.Empty Stocking Fund's events are on-going and brings much needed exposure to TRE and our services. Ms. Blakely confirmed that there will be a Trivia Night again this year but the date has not yet been announced. It is typically in January. Ms. Albo will send information to all Board members with information on Empty Stocking Fund's Trivia Night.Board members were also reminded to contact Liz Albo or Ms. Blakely about making their year-end donation to TRE. Also TRE will be making a donation to Empty Stocking Fund on behalf of TRE Board of Directors as a group.Chair Hallock announced that Judith Light has agreed to serve as Chair of the Community Engagement Committee.Finance and Investment CommitteeFinancial Statements - Heather Whitworth, CFO reported that TRE received several payments from the State and was able to reserve cash in the Money Market Account. These funds will be used for operating costs for services in the ·sing!e entry point programs in coming months.For November 2019, TRE shows a profit of approximately $182,000 for year-to-date and$24,000 for month-end. Revenues were expectedly lower due to the Thanksgiving holiday.One correction to prior month's report of a credit entry of $12,000 under Dues and Publications. This was coded incorrectly in a prior month and has been corrected.Vacancy savings are being realized which shows in the Salaries line item. Case Management has been working very hard on filling open positions.CFO Whitworth reviewed Purchase of Services line items. The following programs are purchase of services transactions (home modifications, equipment purchases, transportation): Medicaid-Comprehensive, Children's Extensive Services, Medicaid Supported Living Services and State Supported Living Services. TRE does not provide any services directly. TRE bills for the service provided by others and then pays those providers. Due to timing of transactions, the expenses and revenue are not always booked in time for monthly financial reports. Due to this, the remainder of purchase of services' expenses is booked to balance reports due to these programs being zero based programs.4 1 The Resource ExchangeBoard of Directors' Meeting MinutesDecember 18, 2019Audits - Work continues on both audits. It is hoped that the reports can be presented at the January 2020 Board of Directors' meeting.Legislative CommitteeSarah Brittain Jack reminded the group that the Legislative session begins in January.The Round Table at the Chamber was an interesting experience. TRE representatives filled an entire table and were able to share issues with legislators that attended.A Saturday Round Table with Legislators is being planned in late March/early April. Ed Bowditch is assisting with the planning. More infotmation will be shared soon.Discussion was held on possibly combining TRE's Day at the Legislature with The Colorado Springs Chamber. There are pros and cons to this idea. Pro is that some Colorado Springs community leaders could learn more about TRE while traveling to Denver. Con is that TRE would lose the personal connection with legislators during the visit. It might be possible to spend time with Mr. Bowditch and our delegation prior or after the floor tour.Nominating CommitteeMs. Jack shared that she will follow-up with Laurie Huisingh, a prospective Board member, to determine her continued interest in serving on TRE's Board of Directors.Work also continues on identifying possible prospects from Park and Teller Counties.Chair Hallock then congratulated Julia Sands de Melendez and Deena Hartje on completing their first terms. In June 2020, Carolyn Wharton, Judith Light and Diane Loschen will complete their first terms. In June 2021, Sarah Brittain Jack and Brad Hallock will tenn off of the Board with Amy Yutzy completing her first term. In 2022, Heidi Brandon, Chris Cipoletti, Dan Mirer and Jordan Weimar will complete their first terms.Social Enterprise CommitteeChair Hallock introduced Chris Cipoletti as the new chair. Mr. Cipoletti reported that he has met with Rob Franc and Colleen Batchelor to share past information on TRE's social enterprise activities and brainstorm about the future direction.Mr. Cipoletti asked Board members who are interested in serving on this committee to contact him or Colleen Batchelor.'TRE CEO Search CommitteeChair Hallock reported that the search is on-going, and will be discussed in more detail during the executive session.5The Resource ExchangeBoard of Directors' Meeting MinutesDecember 18, 2019Executive CommitteeChair Hallock repo1ied that he and CEO Batchelor continue to meet with Kimberley Sherwood, Third Sector Group to review Board governance and Leadership direction. As a result of these discussions, the Executive Committee will begin to meet on the first Monday of the month to set the agenda for monthly Board of Directors' meeting.6385 Corporate Drive LLC - CEO Batchelor reported that the Broker Open House went well. All options identified in previous months are still on the table for consideration.It was noted that the checking account for 6385 Corporate Drive LLC which is managed by Olive Management Company was fraudulently accessed through counterfeit checks. The Bank of San Juans caught the fraud very quickly. Positive Pay is now in place that adds additional levels of security against fraud.American Association for Intellectual and Developmental Disabilities (AAIDD) invited CEO Batchelor to participate in a panel discussion on Early Childhood and Early Intervention Services for children with disabilities in early June.Mission/Vision Work Group -Mr. Cipoletti repo1ied that the work group has decided to slow down the process on development of a new mission statement for the organization. This process will include many feedback loops from staff, clients, and partner community members. The group will consist of 3 Board members, 3 Program staff, and 3 Administrative staff.Futures - Nick Robertson will present at the January 2022 Board of Directors' meeting.VI.CHIEF EXECUTIVE OFFICER'S REPORTEarly Intervention Services Budget for Fiscal Year 2020 - CEO Batchelor reported that Department of Human Services/EI Colorado requested that TRE submit an amended budget for review/approval. It is hoped that more information will be available at the January 2020 Board of Directors' meeting.Colorado Springs Health Foundation Grant Activities Update -This three-year grant is on-going. TRE has recently begun work in Year 2 of the grant. As paii of this work, TRE will be adding a Health Integration Manager position which will provide oversight of grant work and moving the efforts forward with Health Team Works, Peak Vista and other partners to expand access to culturally competent and integrated healthcare for individuals with intellectual and developmental disabilities. In the future, this position will strategically coordinate the work that TRE does around all areas of health care. This position is currently funded by the grant.NEW BUSINESSTraining - Break Time Program. CEO Batchelor shared the story of how this program has grown under Sarah Nolan's leadership.6The Resource ExchangeBoard of Directors ' Meeting Minutes December 18, 2019Ms. Nolan shared that through September-December , Break Time has hosted eleven events, served 350 children. 82% of enrolled families were able to receive respite at least twice during this term. Also during this term, 367 people have volunteered , 47 serving multiple times. Two Air Force Academy cadets have volunteered four of the eleven events. One other cadet has attended seven of the eleven events. This demonstrates the impact that volunteers feel as much as the families.Fiscal year to date, Break Time hosted seventeen events, served 535 children. Currently have 115 families enrolled with 243 children receiving respite.Everyone was encouraged to volunteer at these events when possible.OLD BUSINESSNone.PUBLIC COMMENTSNone.SCHEDULE OF NEXT MEETINGThe next Board of Director's meeting is scheduled for Wednesday, January 15, 2020 at 7:30 am at The Resource Exchange.ADJOURN REGULAR MEETING INTO EXECUTIVE SESSIONThe regular meeting was adjourned at 8:45 am.ADJOURN EXECUTIVE SESSION INTO REGULAR SESSIONThe Executive Session was adjourned at 9:40 am.ADJOURN REGULAR MEETINGThe regular meeting was adjourned at 9:42 am.SUBMITTED BY: Oaf Colleen Head Batchelor, Interim CEORECORDED AND TRANSCRIBED BY:..<:lL.Nv-APPROVED AS TO FORMAT: Cwfu1 Carolyn Wharton, T easurer/Secretary1rTR Ellw ''"'"" 1"'"""''BOARD OF DIRECTORS' MEETING MINUTESWednesday, January 15, 2020MEMBERS PRESENT:BRAD HALLOCK, ChairDEENA HARTJE, Vice ChairCAROLYN WHARTON, Treasurer/Secretary HEIDI BRANDONSARAH BRITTAIN JACKCHRIS CIPOLETTI -by telephone LAURIE HUISINGHJUDITH LIGHT DAN MIRERJULIA SANDS de MELENDEZ JORDAN WEIMARAMY YUTZY -by telephoneMEMBER ABSENT:DIANE LOSCHENSTAFF PRESENT:ELIZABETH ALBO, Donor Relations Manager COLLEEN BATCHELOR, Interim CEOCAMILLE BLAKELY, Community Engagement Director KYLE COX, Navigation & Enrollments ManagerJEN DeFRANCO, Human Resources DirectorMEGAN ELLIS, Grants Manager -via Go To Meeting TAMARA ENGRAM, Executive AssistantREBEKEH FALETH, Nursing Home Supervisor LORI GANZ, Clinical Services DirectorDON GRAY, Facilities CoordinatorBRANDI GRIFFITHS, Service Coordination Manager COLLEEN HESNAN, Service Coordination Manager RYAN KERNER, Health Integration Manager VAUGHNA PELLICCIA, Prior Authorization SupervisorNICHOLAS ROBERTSON, Transition and Career Services Manager STEPHANIE SAMORA, Benefits/Billing SupervisorGINGER STRINGER, Physician Outreach Specialist - via Go To Meeting CALLIE TOLBERT, Lead Family Support Coordinator2The Resource ExchangeBoard of Directors' Meeting Minutes January 15, 2020JULIE WHITE, Marketing Manager HEATHER WHITWORTH, CFODR. ASHLEY WILLIAMS, Psychologist JACKIE WOODS, Human Resources ManagerGUESTS:DANETTE NELSON, Discover Goodwill INDY FRAZEE, The Independence Center CHRISTINA LaFORGE, ParentRJ LaFORGE, Parent TEIGAN LaFORGECALL MEETING TO ORDERThe regular meeting was called to order at 7:31 am by Chair Brad Hallock.PUBLIC COMMENTSNone.MISSION MOMENTChristina Laf orge shared her family's experiences with TRE's Early Childhood Mental Health (ECMH) Services Program.APPROVAL OF MEETING MINUTES - DECEMBER 18, 2019A MOTION WAS MADE BY HEIDI BRANDON, SECONDED BY SARAH BRITTAIN JACK TO APPROVE THE DECEMBER 18, 2019 MEETINGMINUTES AS PRESENTED . Motion unanimously approved.CONSENT AGENDANone submitted.BOARD COMMITTEE REPORTSBoard members were asked to RSVP when planning to attend any Committee meetings.Finance and Investment CommitteeFinancial Statements Review -Heather Whitworth, CFO reported. For December 2019, TRE showed a profit of approximately $254,000 for year-to-date and $72,000 for month? end. Targeted Case Management (TCM) and other program billing revenue was lower due to the holidays and fewer contacts with people served. TRE also received payment in the amount of $290,000 for the Colorado Springs Health Foundation grant which is recognized as revenue due to new reporting guidelines.Additional clean-up/adjustments were made in the program revenue areas of Supported Living Services (SLS) and Children's Extensive Services waivers.The Resource ExchangeBoard of Directors' Meeting MinutesJanuary 15, 2020Liability Insurance Coverage - It was reported that quotes have been received for this coverage. IMA quoted the same coverage as last year at $73,898/year. TRE bound the coverage as is with one change. IMA was asked to add new coverage in the amount of $1 million for workplace violence. The cost for this coverage is $1,890.CFO Whitworth recommended that TRE increase the Executive Risk Package (Director and Officer Coverage) to $2 million coverage and increase the cyber liability policy to $2 million coverage due to our growth over the past several years. Cost of these is $3,875per policy.Total cost for the above recommended coverages is approximately $83,000.A MOTION WAS MADE BY HEIDI BRANDON, SECONDED BY JUDITH LIGHT TO APPROVE THE COST OF APPROXIMATELY $83,000 FOR COVERAGE ON LIABILITY INSURANCE AND WORKPLACE VIOLENCE, AND INCREASING COVERAGE FOR CYBER LIABILITY AND EXECUTIVERISK PACKAGE. Motion u11a11i111ously approved.Building Coverage (6385 Corporate Drive LLC) - Quotes were received from IMA, State Fa1m and Liberty Mutual (current policyholder). The State Fann policy cost is approximately $30,000 that includes no separate extra deductible for wind and hail damage. Cost for current policy with Liberty Mutual is approximately $41,000.CFO Whitworth was asked to determine the cost of cancelling the current policy with Liberty Mutual. Ifthere is a cancellation fee, TRE may wait until the policy renews. This will be discussed at the February Finance and Investment Committee meeting.One additional note was shared for infonnation purposes only. Abuse and/or molestation coverage may no longer be part of the umbrella coverage in coming years.Audits - CFO Whitworth reported that audits are still in progress. The financial audit review for Fiscal Year 2019 will be presented at the February 2020 Board of Directors' meeting.The single audit is very extensive requiring very detailed review of the use of all federal funds munity Engagement CommitteeCommunity Engagement - Judith Light, Chair reported that she is becoming more familiar with the main objectives of this department and committee. Camille Blakely, Community Engagement Director reports that the committee's purpose is to provide strategic direction to the department by brainstorming, having discussions on branding, events, donor relationships, connections, website information and sharing TRE information. Other committee functions include reporting on department goals, status andThe Resource ExchangeBoard of Directors' Meeting MinutesJanuary 15, 2020strategies, provide feedback on marketing tools as needed and to share TRE's story in our communities.Philanthropic goals are at 72% of the annual goal for Fiscal Year 2020. The end of year campaign raised $21,300. Empty Stocking Fund's campaign ends this week.TRE received $5000 from The Giddings Foundation and $10,000 from El Pomar.Mrs. Blakely shared a note from a family member who attended TRE's Breakfast with Santa thanking TRE for its efforts and hosting this fantastic event.Marketing report included a 73.3% increase on Facebook over the previous year. Instagram and Twitter also experienced increases over the past year.Legislative CommitteeSarah Brittain Jack, Chair reminded the group of TRE's Day at the Legislature on February 6. Currently have 27 people attending. Ifinterested, please contact Tammie Engram.The Legislative Town Hall Planning Committee is plam1ing a Spring Legislative Roundtable. It is tentatively scheduled for Saturday, April 4. More details soon.Also planning is beginning for the Annual Legislative Town Hall next fall.The group was encouraged to review the updates from Ed Bowditch each month. Ifyou have questions and/or need additional information, please contact Ms. Jack.Nominating CommitteeMs. Jack welcomed Laurie Huisingh to TRE's Board of Directors.Several Board members will be meeting with a possible candidate for the Board from Teller County.The group was also encouraged to introduce prospective Board members through TRE Board committee membership. Please contact Ms. Jack or Chair Hallock with any questions.Social Enterprise CommitteeChris Cipoletti informed the group that he and Colleen Batchelor will meet next week to review committee members and committee focus and opp01tunities.f.TRE CEO Search CommitteeChair Hallock shared the changes to the search process. The Search Committee is speaking with the consultants every two weeks to receive status updates. Also a video conference call will be scheduled soon for all Board members to meet the consultants and ask questions as needed.The Resource ExchangeBoard of Directors' Meeting MinutesJanuary 15, 2020g. Executive CommitteeThe Executive Committee is now meeting prior to the meeting agenda being posted on the first Wednesday of each month.The group reviewed the services agreement with TRE's lobbyist and approved moving forward with this yearly agreement.All Board members were asked to get involved with at least one of the Board Committees. Please contact Chair Hallock with any questions.CHIEF EXECUTIVE OFFICER'S REPORTEnd the Wait - Alliance Colorado and its members along with many advocacy organizations are supporting this proposed bill. This relates to the comprehensive services waiver which is the only waiver left with an existing waiting list for services. This bill requests funding that would end that wait list. The cost for this is estimated at $25 million and the Joint Budget Committee (JBC) will be asked to carry this bill.The Resource Exchange is a supporter of this proposed legislation. CEO Batchelor has met with several members of our delegation and discussion was held on this as a foundation for future waiver adjustments and consolidation due to Colorado's waivers system being so complex.Alliance Colorado - CEO Batchelor added that TRE is once again being comied to become a member of Alliance Colorado, a statewide association of CCBs and PASAs. The evaluation of benefits to TRE versus the cost is being evaluated now.Early Intervention Services Budget for Fiscal Year 2020 - CEO Batchelor reported that an amended budget was submitted to the Department of Human Services/EI Colorado on December 23, 2019. To date, TRE has not received a response from them.Health Integration Manager - Ryan Kerner was introduced to the group. This position is new to TRE and will focus on the integration of health care with the long term services already provided by TRE. Through the grant from the Colorado Springs Health Foundation, TRE is looking at how all systems might work better together in order to improve access to culturally competent and integrated health care for all people receiving services from TRE.Leadership Work Groups Updates -These work groups all interconnect with each other. The Core Business Model group is looking at what service areas TRE should focus on as an organization, what skill sets are needed as an organization to be successful and how to fill any gaps.As Colorado moves towards Case Management Agencies, No Wrong Door, Conflict Free Case Management and considering the fact that rural Colorado struggles to find adequate resources or personnel, TRE could have the potential to fill some of those needs.The Resource ExchangeBoard of Directors' Meeting MinutesJanuary 15, 2020This work group is also looking at ways to be more effective and efficient and ensure that our work truly meets the mission of the organization and individuals we support. Andthat it is also sustainable and possible to replicate and expand.Staff Retention and Training Work Group's focus is on how TRE improves its retention of quality, honest, and competent staff. This group is analyzing what TRE needs at the individual level in staff, what competencies, skills and knowledge are needed. TRE will develop a plan to build our capacity associated with a curriculum that offers a variety of learning methodologies for all.This work group also identified the organizational needs, i.e., clear, consistent policies/procedures and guidelines; effective leadership who understand the systems in which we operate, understand adult learning and motivation and also understand reflective leadership techniques; effective organizational communication; promotes an overall culture of learning that integrates the future of advanced information technology with our work; have a willingness to look at things differently to include work/life balance; and encourage partnerships and collaboration that are team focused.CEO Batchelor will send the slides presented today to all Board members.Building Work Group (separate group from the Board's Building Group) is focusing on what TRE needs in relation to actual space at 6385 Corporate Drive. This group is updating current Infonnation Technology/Equipment policies to ensure that the proper equipment and support of that equipment is available and expectations of use of this equipment are established clearly for staff as TRE moves to different work environments.It was further explained that several members of Leadership serve on all three work groups and the full Leadership team receives updates and holds discussions to plan how to best pursue feedback loops with staff and how best to begin to implement needed changes now.Also the Leadership Team continues to focus on many of the strategies identified in the book, The Advantage. Currently, six questions that help form mission, vision, values and the way we operate are being discussed in great and fascinating detail.Research Center - The group was congratulated on their most recent publication on multi-sensory environments.6385 Corporate Drive LLC - The group met with representatives from Olive Real Estate for an update on leasing activity. There is a group that is potentially interested in a short? term lease that could be a good bridge as TRE considers how to move forward with the use of the building. There are also several other interested in leasing space but not in an immediate need status. TRE continues to work with Olive Real Estate on pursuing any interest.7The Resource ExchangeBoard of Directors' Meeting MinutesJanuary 15, 2020NEW BUSINESSFutures ' Update - Chair Hallock provided a brief review of the intent of the Futures' program. It was developed as a social enterprise and how to support the people we serve with their educational and vocational goals. Futures contracted with the Division of Vocational Rehabilitation (DVR) to create new job development opportunities for people with intellectual and developmental disabilities. Unfortunately, the model was not totally successful due to slow referrals to the program and parameters set by DVR.Nicholas Robertson provided an overview of activities to date to refocus this program on areas that TRE could leverage to once again focus on career opportunities for the people we serve.The first activity is to leverage relationships with those agencies already providing job development/support for the people we serve which mainly consists of school districts' transition programs and DVR at this time.Another activity is to involve school transition teams and other partners with the interdisciplinmy teams to help develop a true plan on how to meet the person's goals for employment.Also needed is the actual training of TRE staff to better understand and interact with the different partners to plan for the educational and vocational goals of the person in services. TRE currently has teams of service coordinators that primarily work with transition age persons (ages14-24) and also working age adults.One other activity involves benefits planning through the Social Security Administration and how working could affect benefits received for long term care and Medicaid. There is a national certification required for this type of planning and TRE is pursuing this certification now.In the past several years, the Legislature passed legislation that requires all supported employment providers be nationally certified or accredited in order to provide supported employment services. TRE is currently building a curriculum to meet the requirements to become a trainer for this national certification. TRE hopes to be a training resource for area agency staff.All referrals from the original contract with DVR have been referred to other area agencies offering this service.Board Training - Tabled until February 2020 meeting.OLD BUSINESSSingle Entry Point (SEP) Contract - CEO Batchelor infonned the group that TRE was officially awarded the SEP contract for this region.8The Resource ExchangeBoard of Directors ' Meeting Minutes January 15, 2020TRE will also be working with Rocky Mountain Human Services (A CCB in the Denver area) who was awarded the SEP contract in the Denver area. They have asked for our assistance in reference to the transition process of this contract which TRE experienced earlier in 2019.Empty Stocking Fund Event - Ms. Light reported that TRE's team at the Trivia Night had a great time. Next year's team should be more strategically recruited in order to be much more competitive.IX.PUBLIC COMMENTSNone.SCHEDULE OF NEXT MEETINGThe next Board of Director's meeting is scheduled for Wednesday, February 19, 2020at 7:30 am at The Resource Exchange.ADJOURN REGULAR MEETING INTO EXECUTIVE SESSIONThe regular meeting was adjourned at 9:I 0 am.ADJOURN EXECUTIVE SESSION INTO REGULAR SESSIONThe Executive Session was adjourned at 9:50 am.ADJOURN REGULAR MEETINGThe regular meeting was adjourned at 9:52 am.wSUBMITTED BY:Colleen Head Batchelor, Interim CEOAPPROVED AS TO FORMAT:QCarolyn Wharton, Treasurer/Secretary1rTR EBOARD OF DIRECTORS' MEETING MINUTESWednesday, February 19, 2020MEMBERS PRESENT:BRAD HALLOCK, ChairDEENA HARTJE, Vice ChairCAROLYN WHARTON, Treasurer/Secretary HEIDI BRANDONSARAH BRITTAIN JACK CHRIS CIPOLETTI LAURIE HUISINGH JUDITH LIGHTDIANE LOSCHEN DAN MIRERJULIA SANDS de MELENDEZ JORDAN WEIMARAMY YUTZY -by telephoneSTAFF PRESENT:ELIZABETH ALBO, Donor Relations Manager CAMILLE BLAKELY, Community Engagement Director KYLE COX, Navigation & Enrollments ManagerALICIA DAHLBERG, SEP Intake Supervisor -via Go To Meeting.GABRIEL DAVIS, AccountantJEN DeFRANCO, Human Resources Director MEGAN ELLIS, Grants ManagerTAMARA ENGRAM, Executive Assistant REBEKEH FALETH, Nursing Home Supervisor LORI GANZ, Clinical Services DirectorDON GRAY, Facilities CoordinatorDAVID JUROVICH, Human Resources RecruiterDEMETRIA LOPEZ, Benefits/Billing Senior Supervisor - via Go To Meeting DANNI MEGYERI, Prior Authorization Senior CoordinatorHEATHER MEIZIS, Quality and Nursing Facilities ManagerAMANDA REED, Early Intervention Services Manager -via Go To Meeting NICHOLAS ROBERTSON, Transition and Career Services Manager STEPHANIE SAMORA, Benefits/Billing SupervisorCALLIE TOLBERT, Lead Family Support Coordinator CHERI ULMER, Program Support Manager2 1 The Resource ExchangeBoard of Directors' Meeting MinutesFebruary 19. 2020NANCY VIGIL, Navigation and Quality Director JULIE WHITE, Marketing ManagerHEATHER WHITWORTH, CFOJACKIE WOODS, Human Resources ManagerGUESTS:TIM CUNNINGHAM, Cheyenne Village STEVEN STOCK, Cheyenne Village DANETTE NELSON, Discover GoodwillCALVIN LOGAN, Logan, Thomas & Johnson, LLC PAULINE DAVIS, Logan, Thomas & Johnson, LLC TRACY HIESTER, The Independence CenterDAVE PAUL, TRE Board of Directors' Candidate BRIAN MARTIN, TRE CEO CandidateJOSHUA SHUPMAN, Pikes Peak Respite Services K - via Go To MeetingCALL MEETING TO ORDERThe regular meeting was called to order at 7:30 am by Chair Brad Hallock.II.PUBLIC COMMENTSNone.III.MISSION MOMENTTabled until the March 2020 meeting..APPROVAL OF MEETING MINUTES -JANUARY 15, 2020A MOTION WAS MADE BY HEIDI BRANDON, SECONDED BY JULIA SANDS de MELENDEZ TO APPROVE THE JANUARY 15, 2020 MEETING MINUTESAS PRESENTED. Motion unanimously approved.CONSENT AGENDANone submitted.BOARD COMMITTEE REPORTSBoard members were asked to RSVP when planning to attend any Committee meetings.Finance and Investment CommitteeFinancial Statements Review -Heather Whitworth, CFO that the financial statements for January 2020 are not yet complete. However, preliminary review shows no significant variances.3 1 The Resource ExchangeBoard of Directors? Meeting MinutesFebruary 19, 2020TRE did receive approval from Department of Human Services for the Fiscal Year 2020 Early Intervention budget with approximately 15% being cut from the submitted budget proposal. TRE's budget proposal for Fiscal Year 2021 is due on Monday, February 24, 2020. In light of the cuts made for Fiscal Year 2020, TRE plans to submit a budget with a 5% increase for Fiscal Year 2021 .Independent Audit 's Report for Fiscal Year 2019 - Calvin Logan and Pauline Davis, Logan, Thomas & Johnson LLC reviewed findings from the FY2019 financial audit. (This document is available for review at ).From the consolidated statements of position, total net assets are now classified as "without donor restrictions" and "with donor restrictions". Overall, current assets increased by $580,000 over the prior year, with current liabilities showing a decrease of approximately $200,000 over the prior year.The group reviewed the reasons behind the significant ratio drop between 2015-2018. Reasons included issues with billing and collectability of claims from the State and rapid growth of the agency.Overall increase in revenue came from Early Intervention Services (from State General Fund) and the State's change in how services were paid.Approximately 84% of total expenses were related to program. For every dollar that was spent, 84 cents went to programs. Administrative costs remain low at 12%.The group also reviewed the Notes to the Financial Statements in detail emphasizing the new reporting requirements.The single audit is not yet complete due to the very detailed testing, etc. that must be completed with this audit. This audit is required due to TRE receiving in excess of$750,000 of federal funding.Mr. Logan thanked CFO Whitworth and staff for providing information for these audits in a timely and organized manner.A MOTION WAS MADE BY HEIDI BRANDON, SECONDED BY JUDITH LIGHT TO ACCEPT THE AUDITED FINANCIAL STATEMENTS FOR FISCALYEAR 2019 AS PRESENTED. Motion unanimously munity Engagement CommitteeCommunity Engagement --Camille Blakely, Community Engagement Director reported that the goals were reviewed at the February meeting.Philanthropic goals are at 72% of the annual goal for Fiscal Year 2020. The majority of Empty Stocking Fund's campaign proceeds were received last week.The Resource ExchangeBoard of Directors' Meeting MinutesFebruary 19, 2020TRE has decided not to pursue being a recipient of IndyGives and continue to focus efforts and honor relationships with Empty Stocking Fund.Grants activity is busy during the month of February. Proposals are being submitted to several new possible grantors.The Committee also discussed the importance of the collaboration of all areas with TRE's Research Department The analytical reports necessary for reporting purposes to many of our grantors is valuable in showing how funds are helping to meet established goals for the people we serve.Staff are meeting with Board members individually to review their fundraising commitment and also to assist with connections in the community.Also Board members will be asked to make calls, write cards, etc. to thank donors.Marketing report included examples of the most tagged and/or shared social media posts over the last month.Mission Statement Work Group Update - Chris Cipoletti shared that the group is working on finalizing language for the three question survey to be sent to stakeholders asking for feedback. The survey will be sent later this week and is due back prior to March 9, 2020. After the information is compiled, those stakeholders who indicated an interest to provide additional information will be contacted to continue the process. It is hoped that final options will be presented to the Board of Directors by mid-Summer.Legislative CommitteeSarah Brittain Jack, Chair reported the TRE's Day at the Legislature on February 6. Eighteen staff and Board members attended. Legislators were very busy and only one was able to join our group for lunch. TRE is very appreciative of their time and the time that Ed Bowditch took to arrange our visit.The Spring Legislative Roundtable that was being planned for early April has been cancelled due to scheduling conflicts.Planning is beginning for the Annual Legislative Town Hall next fall (September or October).Nominating CommitteeMs. Jack introduced Dave Paul. Mr. Paul lives in Teller County and shared past experiences with politics, services available for young adults with disabilities and is still very active in that community.The Resource ExchangeBoard of Directors' Meeting MinutesFebruary 19, 2020Social Enterprise CommitteeChris Cipoletti informed the group that this committee has not met. Work continues with CEO Batchelor on concepts that have been shared from staff. Several toured co-working spaces in Denver to get a feel of what might be involved in creating this type of space in 6385 Corporate Drive. More details soon.f.TRE CEO Search CommitteeChair Hallock introduced Brian Martin, a candidate that is visiting TRE today. Mr. Martin will meet with the Board of Directors during Executive Session today.g. Executive CommitteeChair Hallock reported that today's agenda was set at the meeting. Discussion was also held on activities surrounding 6385 Corporate Drive, turnover reports for TRE, Leadership work group activities, and Early Intervention's contract.CHIEF EXECUTIVE OFFICER'S REPORTTurnover Data Report -The group acknowledged that turnover is higher than wanted but understand that some positions are hard to recruit for and retain. Work continues to identify areas/trends that could be refined.Human Resources was asked to present at a future Board of Directors' meeting to review staffing, trends, etc. with the group. Jen Def ranco, HR Director asked for feedback on specific areas that the Board would like her to focus.Presentation and Publications - Lori Ganz and Nichole Guerra were recognized for their work on the most recent publication in The American Journal of Occupational Therapy. Congratulations!NEW BUSINESSWelcome New Staff - No new staff were in attendance.OLD BUSINESSBuilding Committee Update - Chair Hallock reported that the short term lease option is progressing on space on the second floor.The Classic Companies have revised their departure date to April 30, 2020. They have also agreed that any remaining Classic staff can move to the first floor location if needed due to leasing of their current space.PUBLIC COMMENTSNone.SCHEDULE OF NEXT MEETINGThe next Board of Director's meeting is scheduled for Wednesday, March 18, 2020 at 7:30 am at The Resource Exchange.(, l Ihl' Rc,1,urtl' L\Ch.tnj!l'i lln.ird of llirl'\'tt1r--.' \ kl'l i n! - \ h111th'"l- d1ru.1r; JI?. llll:\ I.:\l).I OU HN H Ef;ll LA R l\ I E ETI NG I NTO EX ECUTI V E SESSIONThe rcgttl?ir mc·et i ng \\'as adjourned al 8:-IO am.X I I.A D.J OU RN EXECUTI VE SESSION I NTO R EG U LA R SESSIONThe Execu1 i ,·e Session \\'as adjou rned at IO: 1 5 am.X II I. A D.J O l i HN H E Gl' L,\ R :\ IEETI NGThe rc u l;1r mcL'ling \\"US adjourned at 1 0: 1 7 am.SI ·n l lTTED BY:L/./'I fO l"/ 1, l1 ( J I( ·JJ f:1.:?/i )r.tl(ir·( 1(Cnl l ccn I lead l lalchdnr. l111cri111 CEOR ECOR D FD :\ N D TR:\ i':SC R lflED fl Y:-/ -1 / ., /l: t l_....,< _·ra1nara 1:ngra1n, Exccuti\"c :\ssislant.-\!'PROV E D :\S TO FOR vfi\T:'(l\-· i - '' _.l, r:- ! ',_l"art> l yn \\'ha rt nn. Trc?asurcr'Secrctary1rTR E,,_, '''""" 1 ????,..,..,BOARD OF DIRECTORS' MEETING MINUTESWednesday, March 18,2020MEMBERS PRESENT:BRAD HALLOCK, ChairDEENA HARTJE. Vice Chair. HEIDI BRANDONSARAH BRITTAIN JACK -via Go To Meeting CHRIS CIPOLETTILAURIE HUISINGH JUDITH LIGHT DIANE LOSCHEN DAN MIRERJULIA SANDS de MELENDEZ -via Go To Meeting DAVE PAUL -via Go To MeetingJORDAN WEIMAR -via Go To Meeting AMY YUTZY -by telephoneMEMBERS ABSENT:CAROLYN WHARTON, Treasurer/SecretarySTAFF PRESENT:ELIZABETH ALBO, Donor Relations Manager - via Go To Meeting CAMILLE BLAKELY, Community Engagement DirectorJEN DeFRANCO. Human Resources Director -via Go To Meeting MEGAN ELLIS, Grants Manager -via Go To MeetingTAMARA ENGRAM, Executive AssistantREBEKEH FALETH, Nursing Home Supervisor -via Go To Meeting ROB FRANC, Projects Manager -via Go To MeetingLORI GANZ, Clinical Services Director DON GRAY, Facilities CoordinatorDAVID JUROVICH, Human Resources Recruiter EMILY MILLER, Senior Navigation CoordinatorNICHOLAS ROBERTSON, Transition/Career Svs Mgr -via Go To Meeting AMANDA STEINGIESSER, Navigation SupervisorGINGER STRINGER, Physician Outreach Specialist -via Go To Meeting CALLIE TOLBERT, Lead Family Support Coordinator -via Go To Meeting HEATHER WHITWORTH, CFO2 The Resource ExchangeBoard of Directors' Meeting Minutes March 18. 2020GUESTS:TIM CUNNINGHAM, Cheyenne Village - via Go To Meeting DANETTE NELSON, Discover Goodwill -via Go To Meeting INDY FRAZEE, The Independence Center -via Go To Meeting CHARLOTTE McCLANAHAN, MK Legacy - via Go To Meeting TINA -via Go To MeetingCALL MEETING TO ORDERThe regular meeting was called to order at 7:35 am by Chair Brad Hallock.PUBLIC COMMENTSIndy Frazee, The Independence Center asked what TRE is doing in regards to COVID 19 and communications to persons receiving services and service provider agencies. Chair Hallock stated that this would be addressed later in the meeting.MISSION MOMENTLori Ganz, Clinical Services Director provided background information on TRE's Early Childhood Mental Health Program and how it directly impacts the lives of the families utilizing these benefits. ( The Power Point presentation and Program Brochure are incmporated into these minutes by reference and can befound in the March 18, 2020 Board records/or.further review.)Colleen Batchelor, CEO informed the group that there is currently proposed legislation to increase funding for these types of programs.APPROVAL OF MEETING MINUTES - FEBRUARY 19, 2020A MOTION WAS MADE BY DIANE LOSCHEN, SECONDED BY HEIDI BRANDON TO APPROVE THE FEBRUARY 19, 2020 MEETING MINUTES ASPRESENTED. Motion unanimously approved.CONSENT AGENDAThe Global Information Technology and Flexible Work Policies were presented for approval by the Board of Directors. Both are new policies that will assist TRE with the current transition of more staff to a tele-commuting model.A MOTION WAS MADE BY HEIDI BRANDON, SECONDED BY JUDITH LIGHT TO APPROVE THE GOLBAL INFORMATION TECHNOLOGY ANDFLEXIBLE WORK POLICIES AS PRESENTED. Motion unanimously approved.J The Rc,01ircc: E'ch<in!!cBnard of Dircc1nr:;:.·:\kllll!! 1\hnutc::;:. 1\furd1 1 X, 2020BOARD COM MITTEE REPORTSBoa.rd mem bers were asked to RSVP when planning to attend anv, Com m ittee m cetin uas.Fi nance and Investment Com mitteeHeather Whitworth. CFO reported that Integrity Wealth Partners met with the Finance and I n vestment Committee on Monday to review TRE"s investment portfol io i n reference to past performance and possi ble future options. The group focused on whet her TR E should invest a portion of cash i n equi ties. The Commi ttee recommends that $-15.000 of avai lable cash i n the portfol io be invested in equ i ties based on curren t TR E hwcstmcn t Pol icy.The Board of Directors directed CFO Whitwo1ih to work with I n tegri ty Weal th Partners to invest $-15.000 of the avai lable cash i n the portfolio in equit ies to balance TRE" si nvestments in l ine with the eun-cnt policy.CFO Whitworth then in formed the group of fraudulent act i vity on TRE·s operat ing accou n t at In tegri ty Bank and Trust. This activity was caugh t and there hasn·t beenadd it ional activity since early March. TRE is in the process of closing and openi ng a new operat ing account.A MOTION \VAS MADE BY HEIDI BRANDON, SECONDED BY .JllDITH LIG HT TO A llTHORIZE OPENI NG A NE\V OPERATI NG ACCOUNT WITH TH E SAME SIGN ATOR IES AT INTEGRITY BANK AND TRUST. Motio111111a11i111011s(v approved.For the month of February 2020. TRE showed a positi ve of approximatel y $35.000. YTD$582.000.CFO Whitworth shared concern that TRE has approxi mately $ I mi llion i n Accounts Recei vables for Targeted Case Management (TCM ). Health Care Pol icy and Finance(l lCPF) made a change i n m id-January in processes to bil l for TCMs and only gave two weeks o f notice to implement needed changes. While TRE ful filled all the necessary requi rements for these changes. state level processi ng has been signi ficantl y delayed creating the backlog in payment. CEO Batchelor and CFO Whitworth continue to workcloselv, wi th HCPF to correct mw. issues at thei r level.The Commi ttee also discussed in deta i l the need for all Board of Directors to be extra attentive to i ts fiduciary responsibil i ties at this time. Whi le not becomi ng invol ved in the operat ional aspects. the Board m ust recognize that it is anticipated that revenue wi ll be drastically down. TRE is close to pulling down all avai lable funds !or Single Entry Poin t (SEP) con tract. Those SEP funds that have not yet been expended have been deferred for the remai nder of the year's expenses in SEP and this may contribute to cash !low challenges. In addition. there may be other indicators that arc yet unknown. CEO Batchelor and CFO Whitworth were asked to keep the Board fully i n formed of TRE·s financial posit ion during thi s uncertai n time. If needed. special session will be scheduled.4 The Resource ExchangeBoard of Directors· Meeting Minutes March 1 &, 2020It was noted that a majority of other community centered boards in Colorado have mil levy funds to assist them during these times, TRE does not.TRE staff are working diligently to reduce expenses while providing as much service as possible that can be billed and is meaningful for the people receiving services.CEO Batchelor shared information on communications and directives from HCPF. Department of Human Services and EI Colorado. All agencies have been directed that no face-to-face (in person) visits should be conducted at this time. Delivery of case management services and early intervention services should be completed via video- or tele-conference, telephone, email, text. Target case management will be paid using these means. Of note, productivity most likely will not be at the same level due to families cancelling, not being available, and shorter interactions through phone or computers, munications will be sent to all persons receiving services, families, partners and others with information on how TRE will continue to conduct business and how to contact staff at TRE. TRE wants to provide a steady connection with persons in services so they can be assured that TRE staff are available to them. Service coordinators are contacting people on their caseload and where not doable due to the size of the caseloads, other TRE staff will assist to touch base with everyone. All contacts must be log noted in the State system. This will also assist where follow-up is needed.TRE offices will be closed to visitors effective Monday, March 23, 2020. Staff currently have the choice to work from home or from the munications will continue via various means (email, social media. TRE website) in order to keep everyone connected to TRE as informed as possible.6385 Corporate Drive LLC - CEO Batchelor provided an update on leasing activities. The new (short-term) tenant will be completing their own tenant finishes on the second floor. They may also be interested in leasing additional space in the garage area for storage purposes.Classic Companies are expecting to move around April 16. The current situation with COVJ D 19 may delay their departure. They have agreed to move to the first floor if munity Engagement CommitteeCommunity Engagement -Judith Light, Committee Chair shared that philanthropic goals are at 77% of the annual goal for Fiscal Year 2020.Grants activity continued last month with meetings/reporting/proposals all being worked on.Upcoming events have been cancelled or postponed.!'> Tiu:R1,:nurcc r:..ch:m!!cBonni of Dir..:clnr:. · kllllg hnuh:\\larch l lC 2020Donor relation strategics i ncl ude reachi ng out to current and past donors to pro,·ide updates on TRE and re-establish and/or cont inue these relationshi ps.Marketi ng reports show that followers and interest in posts continue to increase.Work also continues on converting collateral materia ls lo Spanish and hopefully soon to Bra i lle. The Colorado School for the Dea f and Blind has offered lo assist with thatpri nt i ng at a nomi nal fee.The group is also in the process of planni ng rnrious get togcthcrs to i n troduce the new CEO to staff. persons receivi ng serviccsifomi lics and comm uni ty partners once hi red and in place.Legi slat ive Commi tteeSarah Bri tta i n Jack. Chai r reported that the Legislative Sessions arc closed unt i l further notice. It was noted that the State of Colorado· s revenue reports already sho\\ a decl ine. Th is will cont inue to be moni tored and reported on by Ed Bowd i tch. TRE's lobbyist.Nomi nati ng CommillecMs. Jack welcomed Dave Paul to the Board of Directors.There current ly is no activity in terms of recrui tment for addi t ional Board members. Please contact Sarah i f additional detai ls arc needed.c. Social Enterprise Comm i tteeChris Cipolclli. Chai r informed the group that the concept of a co-worki ng space in 6385 Corpora te Drive is being reviewed. The data com piled by WeWork. a large internationa l co-worki ng space business. provides TRE with confirmation that a co-work ing space on the north side of the Springs could be a feasible business concept. WcWork had issued a Le\\ er or Inten t to open a site on the for north side of the comm uni ty bu t pul led out oropeni ng alicr thei r company was scrut inized for some busi ness deal ings in the pas\.f.TRE CEO Search Commi tteeChair Hallock reported that work continues on the ofler package for the candi date that all met last mont h.g. Executive Commi tteeChair Ha llock repo1ied that today·s agenda was set at the meeting. The group also d iscussed the organization restructure work bei ng done by the Leadership Team.Implementation of any major changes will be put on hold due to t he uncertainty of work environ ment. etc. due to COVID 19. Work will continue on the refinement of the plan and various com munication strategics involved with these changes.6 The Resource ExchangeBoard of Directors· Meeting Minutes March 18. 2020CHIEF EXECUTIVE OFFICER'S REPORTEarly Intervention Contract - The contract has been finalized for FYI 9-20. A budget proposal for FY20-2 I has been submitted for approval. Continuation amendments past July I are expected.Case Management Redesign - Many meetings and conversations are in process with the State on this proposed change. The implementation of this redesign has been pushed back to 2024. TRE is and will continue to use this proposed direction while planning TRE's organizational restructure. TRE has been asked to work closely with the State as TRE is the only community centered board in the state that does not provide direct services for either CCB and SEP services.NEW BUSINESSWelcome New Staff - New staff were welcomed to TRE.OLD BUSINESSMission Statement Committee Update -Mr. Cipoletti thanked everyone who participated in the survey. A big shout out to Nichole Guerra, TRE Reseach Director for compiling the responses in an understandable format.The Committee will hopefully meet in the next several weeks to being processing the data. This work will involve developing a series of statements for continued feedback and refinement.PUBLIC COMMENTSChair Hallock reminded the group to reach out to/engage friends, family, neighbors during this time of social distancing.SCHEDULE OF NEXT MEETINGThe next Board of Director's meeting is scheduled for Wednesday, April 15, 2020 at 7:30 am at The Resource Exchange.ADJOURN REGULAR MEETING INTO EXECUTIVE SESSIONA MOTION WAS MADE BY JUDITH LIGHT, SECONDED BY HEIDI BRANDON TO ADJOURN THE REGULAR SESSION OF THE BOARD OFDIRECTORS' MEETING. Motion unanimously approved.The regular meeting was adjourned at 8:50 am.ADJOURN EXECUTIVE SESSION INTO REGULAR SESSIONThe Executive Session was adjourned at 9:40 am.ADJOURN REGULAR MEETINGThe regular meeting was adjourned at 9:45 am.TR E,,,.."'""'""'' '"'"""''BOARD OF DIRECTORS' SPECIAL MEETING MINUTESWednesday, March 26, 2020MEMBERS PRESENT: (via Zoom except where noted)DEENA HARTJE, Vice ChairCAROLYN WHARTON, Treasurer/Secretary HEIDI BRANDONSARAH BRITTAIN JACKCHRIS CIPOLETTI -in person LAURIE HUISINGHJUDITH LIGHTDIANE LOSCHENDAN MIRER -in personJULIA SANDS de MELENDEZ DAVE PAULJORDAN WEIMAR AMY YUTZYSTAFF PRESENT: (via Zoom except where noted)CAMILLE BLAKELY, Community Engagement Director COLLEEN BATCHELOR, Interim CEO -in person TAMARA ENGRAM, Executive AssistantROB FRANC, Projects ManagerLORI GANZ, Clinical Services Director NANCY VIGIL, Navigation & Quality Director HEATHER WHITWORTH, CFOGUESTS:None.CALL MEETING TO ORDER AND PURPOSE OF SPECIAL MEETINGThe meeting was called to order at 11:05 am by Vice Chair Deena Hartje.The purpose of the special meeting is to elect a new officers for the Board of Directors due to resignation of Brad Hallock.PUBLIC COMMENTSNoneOFFICERS NOMINATIONS/APPROVALNominations were opened for the position of Chair. Deena Hartje was nominated by Julia Sands de Melendez. No other nominations were offered.2 1 The Resource ExchangeBoard of Directors' Special Meeting Minutes March 26, 2020A MOTION WAS MADE BY JULIA SANDS de MELENDEZ, SECONDED BY DIANE LOSCHEN TO NOMINATE DEENA HARTJE AS THE CHAIR FORTHE BOARD OF DIRECTORS. Motion 1manimously approved.Nominations for Vice Chair were tabled until the April 15, 2020 meeting.ADJOURN SPECIAL MEETING INTO EXECUTIVE SESSIONA MOTION WAS MADE BY JULIA SANDS de MELENDEZ, SECONDED BY HEIDI BRANDON TO ADJOURN THE REGULAR SESSION OF THE BOARDOF DIRECTORS' MEETING. Motion u11a11imously approved.The regular meeting was adjourned at 11:I 0 am.ADJOURN EXECUTIVE SESSION INTO REGULAR SESSIONThe Executive Session was adjourned at 11:35 am.NEW BUSINESSOffice 365 Teams - CEO Batchelor informed the group that a Teams invite was sent to Board members to enable members to connect with 1RE, review updates/ communications with staff and attend meetings with 1RE staff.PUBLIC COMMENTSNone.XIII.ADJOURN REGULAR MEETINGA MOTION WAS MADE BY HEIDI BRANDON, SECONDED BY SARAH BRITTAIN JACK TO ADJOURN THE REGULAR SESSION OF THE BOARDOF DIRECTORS' MEETING. Motio11 u11a11imously approved.The regular meeting was adjourned at 11:37 am.RECORDED AND SUBMITTED BY:Colleen Head Batchelor, Interim CEO TRANSCRIBED BY:Tamara Engram, Executive Assistant APPROVED AS TO FORMAT:Carolyn Wharton, Treasurer/Secretaiy,..T,..,_R,...,.,E"......'BOARD OF DIRECTORS' MEETING MINUTESWednesday, April 15, 2020MEMBERS PRESENT (via Zoom unless noted) DEENA HARTJE, ChairCAROLYN WHARTON, Treasurer/Secretary HEIDI BRANDONSARAH BRITTAIN JACKCHRIS CIPOLETTI -in person LAURIE HUISINGHJUDITH LIGHT DIANE LOSCHEN DAN MIRERJULIA SANDS de MELENDEZ DAVE PAULJORDAN WEIMAR AMY YUTZYSTAFF PRESENT (via Zoom unless noted)ELIZABETH ALBO, Donor Relations Manager COLLEEN BATCHELOR, Interim CEO -in person CAMILLE BLAKELY, Community Engagement Director KYLE COX, Navigation and Enrollments ManagerJEN DeFRANCO, Hwnan Resources Director MEGAN ELLIS, Grants ManagerTAMARA ENGRAM, Executive Assistant -in person REBEKEH FALETH, Nursing Home SupervisorROB FRANC, Projects ManagerLORI GANZ, Clinical Services DirectorBRANDI GRIFFITHS, Service Coordination Manager SARAH NOLAN, Break Time CoordinatorAMANDA REED, Early Intervention Services Manager NICHOLAS ROBERTSON, Transition/Career Services Manager CALLIE TOLBERT, Lead Family Support CoordinatorCHERI ULMER, Program Support Manager NANCY VIGIL, Navigation and Quality Director JULIE WHITE, Marketing Coordinator HEATHER WHITWORTH, CFO -in person-, I l'hl! Resource E\.cbt.1ngc-Bnar<l of J)ircctor · tvh:ci ing. W1inu1cs:\pril 15. 2020G U ESTS (\'ia Zoom u n less noted )TIM CUNNING HAM. Cheyenne Village DANETTE NELSON. Disco\'er GoodwillINDY FRAZEE. The Independence CenterI.CALL MEETI NG TO ORDERThe regula r meet ing was called to order at 7:35 am by Chai r Deena Hartje.11.PU BLIC COMMENTSNone.111.APPROVAL OF MEETI NG MIN UTES - Ma rch 18 and Ma rch 26, 2020A MOTION '\VAS MADE BY HEI DI BRANDON, SECONDED BY .HHHTULIG HT TO APPROVE THE MARCi i 18, 2020 M EETING M IN UTES AS NOTE D BELO\VAND TH E MARCH 26, 2020 M EETI NG MIN UTES AS PR ESENT ED.;lJotio11 1111a11i111011s(1? approl'ed.Correct ion to March 1 8. 2020 as follows:Page 6. Section V lll. Old Business. Second Paragra ph. Change the followi ng sentence to read (change h ighl ighted i n yellow): '"The Committee wil l hopdully meet i n the nex t several weeks to he+ttg begin processi ng the data:·CONSENT AG ENDANone prcserncd.BOA RD COM M ITTEE REPORTSBoa rd mem bers were asked to RSV P when f?lanning to attend any Com mittee nect m unity Engagement CommitteeJudith Light. Committee Chair shared that t he committee did not mc<.:t in April. Updates from t he Comm uni ty Engagement team incl ude:The Winter Donor Newsletter was sent as well as an u pdate on TRE's activi t i es i n relat ion to COV ID 1 9.TRE received the fi na l check from Em pty Stocking Fund. Total amoun t recei ved was $42.925.80.Giving Tuesday which is a nationally promoted gi ft to nonprofi t day has been moved to !Vlay 5 in order to assist with the curren t need of donations tn non proli t organizations.Grant req uest prnposal i n the amount of $50.000 has been submi tted to Ansch utz Fou ndat ion.Pikes Peak United Way Foundation has post poned i ts site visi t and award ing of grant funding.3The Resource ExchangeBoard of Directors' Meeting MinutesApril JS, 2020Medisked (electronic health record vendor for TRE) published an article about how TRE is handling continued service and supports in the midst of COVID 19. Thanks to Rob for providing feedback and information for this munity Engagement staff are also working on/assisting with several projects: mission statement work group, TRE future event planning, creating a donor recognition wall, Board orientation/training materials and coworking space business plan.The group was informed that currently individual donations for most nonprofits have decreased dramatically.Finance and Investment CommitteeCarolyn Wharton, Treasurer/Secretary and Heather Whitworth, CFO reported. It was decided to continue to offer a video-conference choice for this monthly meeting.A new format for review includes a one-page summary of the financial statements along with the condensed reports. Please provide comments on the one-page summary sheet to CFO W11itworth.CFO Whitworth noted that the balance sheet shows approximately $1 million in the Sweep account shown on the Investment line. This is due to several payments being received at one time, close to tl1e end of the month.For the montll of March 2020, TRE showed a loss of approximately $350,000, YTD profit of $233,000. March included 'hmonth of normal operations and Y,month of responding to COVID 19. Also, TRE received and processed many older invoices for purchase of services (POS) from vendors possibly due to the pandemic and vendors concern for their cashflow. Revenues were slightly down. CFO Whitworth did not express concern at this time. The April financials will determine if any corrective action is necessary.Colleen Batchelor, Interim CEO noted that staff salaries are higher than anticipated for March 2020. TRE has not experienced as much turnover/transition of staff probably due to COVID 19. TRE also implemented a hiring freeze during this time.The group also briefly discussed Paid Time Off (PTO). Some PTO is being taken now and it is hard to anticipate what the short-term future requests will be. TRE does offer a one time per year PTO buy-out option, up to $1000, for employees.TRE was funded tllrough the Payroll Protection Program Loan in the amount of $3.7 million to draw upon as needed during the pandemic. A big tllank you to tile business office staff, Jesse Spaeth at the Bank of San Juans and the Board of Directors for quick action on applying for this payroll assistance.The committee also discussed the budgeting process for Fiscal Year 2020-21. The Colorado Department of Health Care Policy and Financing (HCPF) is changing funding4The Resource ExchangeBoard of Directors' Meeting Minutes April 15. 2020methodology for community centered board (CCB) and single entry point (SEP) program funding beginning July 1. They are shifting from a 15-minute unit billing structure to one based on rates for activities required under the contracts. TRE is waiting for the billing manual from HCPF which will define the data that will be used to determine completion of activities that will trigger payment. This will assist leadership in determining what organizational and process changes may be needed to maximize payments and continue to meet the individual needs of people served under these contracts.Budget preparation work is currently focusing on the expense side of the process. It is hoped that a very preliminary budget can be presented to the Finance and Investment Committee on May 18. Leadership is preparing the budget with the assumption of flat funding and very little staffing increases. True revenue projections may not be known until late May or early June. It is also possible that HCPF and CDHS will issue Option Letters to extend the current fiscal year contracts for a few months. CFO Whitworth noted that due to the changes in funding mechanisms and the State's response to revenue forecasts due to COVID 19 that the budget for Fiscal Year 2020-21 may need to be revised in, at least, the first quarter of the new fiscal year.Legislative CommitteeSarah Jack, Committee Chair reminded the group that the general assembly is slated to return to session on May 18. It is anticipated that they will focus on school finance and approval of the budget for next fiscal year. They may also address Family Leave and Public Option legislation.CEO Batchelor added that new state revenue projections should be received around May 12.Nominating CommitteeMs.Jack, ·committee Chair addressed the reason the agenda for today's meeting was amended regarding the presentation of nominations for the Vice Chair position on the Board of Directors. According to TRE's By-laws, the Nominating Committee should present the slate of nominations for officers of the Board of Directors for FY2020-21 and also nominate those members who are up for a second term. l11is information must be presented to the Board of Directors at least thirty days prior to voting.lfanyone has nominations, questions or comments, please contact Ms. Jack. A Nominating Committee meeting will be scheduled in the very near future. Current members of the Committee are Sarah Jack, Carolyn Wharton, Julia Melendez. and Judith Light. Heidi Brandon volunteered to serve as well.Social Enterprise CommitteeChris Cipoletti, Committee Chair stated that review work continues regarding the concept of a co-working space in 6385 Corporate Drive. No other ventures are being brought forward at this time due to COVID 19.The Resource ExchangeBoard of Directors· Meeting MinutesApril 15.2020TRE CEO Search CommitteeChair Hartje reported that moving forward with an offer is on pause at this time. Chair Hartje added that she continues to keep the candidate updated on TRE activities.Executive CommitteeChair Hartje stated that most topics will be covered in the CEO's report. The Committee set the agenda for today's meeting and discussed State directives and information on COVID 19.VI.CHIEF EXECUTIVE OFFICER'S REPORT6385 Corporate Drive LLC - Scheel 's Corporation is still on schedule to move in around May 1. (9000 SF). Don Gray, Facilities Manager will meet with them on April 24 to review their final tenant finish plan which includes removing cubicles, creating a couple of training rooms and installing doors to limit access to their area from the second floor common space.The Classic Companies still plan to be totally moved by April 30. This will impact rent and common area revenue for the building. (34,000 SF)Dr. Haas has requested a deferment in paying May and June rent due to their office being shut down due to COVID 19. These amounts will be repaid beginning in July over the next six months. CAMs will be paid during the deferment time.Olive Real Estate Group provided information that a broker from Denver is looking for space for a company that is potentially interested in approximately I 0,000 SF. Conversations also continue with a realty firm that are interested in approximately 14,000 SF beginning in 2021 for a 5-7 years lease. This company was once interested in purchasing the second floor of the building. A walk-through is tentatively beingscheduled for next week with this possible tenant to view the space available on the 3rdfloor.TRE will very soon re-evaluate its needs for space. The COVID I 9 pandemic that forced TRE to move more quickly than anticipated to a more flexible tele-commuting/working from home model will most likely change the amount of space that TRE will need for permanent office space.Olive representatives have continued to suggest significant and costly tenant finish on the second floor. TRE has again informed them that this is not an option at this time and does not align with the long-tenn vision for the building. Olive also inquired as to whether TRE may be interested in selling the entire building since the organization does not anticipate utilizing as much space as had been anticipated when the building was purchased. It was shared with them that TRE's Board considers all options for the building but is not interested in selling at this time.The Resource ExchangeBoard of Directors· Meeting MinutesApril 15. 2020The group was also informed that the listing agreement with Olive Real Estate expires at the end of October 2020. This will be revisited in the July timeframe to begin evaluating all options.Bank of San Juans -The line of credit for the building was renewed with the Bank of San Juans.Colleen Batchelor, Interim CEO then recognized the amazing partnership with the Bank of San Juans, particularly Jesse Spaeth, in collaborating with TRE to support general operations on the loan for the building and in assisting TRE with the submittal of the SBA's Payroll Protection Program loan application.TI1anks to the Board of Directors, CFO Whitworth and staff for the quick action/work in preparing for this loan application.It was suggested to send a thank you note from the Board of Directors to the Bank of San Juans.COVID 19 and Impacts -Inthe Early Intervention (EI) program, there is a reduction in referrals due to physicians' offices being closed to well check appointments. Those that are referred are being seen for evaluations via a virtual evaluation to determine eligibility and then will be followed-up with an in-person assessment of need at a later time.Currently, more than 90% of families receiving EI services have agreed to tele? intervention services. EI billings are at approximately 2/3rds of what is normal, due to sessions not being as long as in-person visits and no travel time being billed.It is hoped that this period will benefit our staff with identifying ways to deliver services more efficiently. It is hoped that TRE will be able to offer more services via tele? intervention to the more rural areas of southeastern Colorado where capacity tends to be an issue.The Single Entry Point (SEP) and Community Centered Board (CCB) billings are at approximately 90% of normal each week. The staff have all quickly adapted to working remotely and obtaining needed signatures, etc. via electronic means. Responses from people receiving services and provider agencies have been positive regarding the timeliness ofresponses from TRE staff.It was noted that targeted case management (TCM) services for many of TRE clients are reaching their cap limit. Services will be continued as necessary but TRE will not be able to be paid for these supports.CEO Batchelor then provided an update on the Family First Coronavirus Relief Act (FFCRA). TRE has fifteen staff who are accessing this benefit mainly due to child care and/or homeschooling necessities.7 1 The Resource ExchangeBoard of Directors· Meeting MinutesApril 15. 2020TRE has had two staff that have showed symptoms of the virus since the Stay at Home Order was implemented, indicating they did not contract the virus through workactivities. However, TRE has worked with these staff to determine if they had any contact with other TRE staff during the identified watch period.TRE Leadership has begun planning for staff transition back from the Stay at Home Order. It is anticipated that the transition will be gradual due to continued school closures and potential restrictions for groups gathering. Leadership is currently interacting with our teams to ask l) what has worked well working remotely; 2) what have been challenges experienced; 3) what equipment/space/support does staff need moving forward; and 4) what are the fears involved with returning to the office or to work in the community and home.FY2020-2l Budget Preparation - EI budget has been submitted to the Colorado Department of Human Services (CDHS) with a 5% increase. Funding for services in the SEP and CCB contracts with Colorado Department of Health Care Policy and Financing (HCPF) are dramatically changing. Preparation work for these changes include process changes and organizational changes to maximize funding for services while focusing on the quality of these services/supports to the individuals TRE supports.HCPF has promised a billing manual (not yet received) that outlines the activities/ categories that can be billed/reported for payment. Most activities will be paid on a per member/per month basis (which in the past had been billed for in 15-minutes increments (TCM)). It has not yet been determined what data will be used to drive payment for these activities. The number of contract deliverables will increase over past years which requires more administrative work.Due to the short time provided for the organization to operationalize the funding methodology changes, conservative revenue projections are being used for the first quarter and will gradually build into the second quarter.Due to both oil/gas/energy prices falling and the economic impact of the COVID responses, revenue projections for Colorado in FY20-21 are $2-3 billion short of what is needed to maintain current spending levels. It is not anticipated that services/supports in our area will be cut but is unknown until the Joint Budget Committee meets and provides an updated budget for the HA Partnership - CEO Batchelor highlighted the partnership with CCHA on one of their incentive programs which could result in approximately $189,000 revenue over the calendar year. This partnership was already producing 80% of the work needed for this program. The program is a collaborative effort between agencies to improve health outcomes for individuals that both agencies support.Microsoft Teams -All Board members have been added to TRE Teams site in order to use the programs offered by Microsoft Office 365. This will enable virtual meetings with TRE staff and also assist in communications agency-wide. This will hopefully reduce the8The Resource ExchangeBoard of Directors· Meeting MinutesApril 15. 2020number of emails being sent. Board members were asked to contact CEO Batchelor if assistance is needed.NEW BUSINESSWelcome New Sta.ff - No new staff.TRE Governing Documents - It was noted that TRE needs to be very observant and cautious about closely following TRE's governing documents.TRE By-Laws have not been reviewed since 2017 and it was felt that Board should review and update (as needed) on at least an annual basis. This item will be added to follow-up in July 2020 for the possible formation of a work group or an on-going committee to review governing documents and provide training to the full Board on an annual basis.OLD BUSINESSMission Statement Committee Update -Director Cipoletti thanked Camille Blakeley, Liz Albo and Sarah Nolan for their work in categorizing the responses to the survey into several themes. The committee will meet in the next several weeks to continue work that involves the development of several mission statement themes for continued feedback from stakeholders.It was also noted that Board members should schedule time to meet directly with' people receiving services in various settings. This type of activity will be added to the Board orientation/traini ng anization Structure Workgroup- Director Cipoletti reported that he and Julia Sands de Melendez attended a recent Leadership Team meeting where team structures were discussed which will enhance communications, work efficiency and decision-making across the agency.A preliminary graph showing the higher level ofleadership in the organizational structure and how self-directed teams could operate was shared. The CEO currently has 13 individuals reporting to her, which creates many challenges in effectively managing the organization in a progressive direction. Once the quarantine is over, the group hopes to continue to move the agency in this new operating direction focusing on strategic and tactical leadership teams. Many of the concepts being shared have been adapted from the book Reinventing Organizations: An Illustrated Invitation to Join the Conversation on next-Stage Organizations.PUBLIC COMMENTS None.SCHEDULE OF NEXT MEETINGThe next Board of Director's meeting is scheduled for Wednesday, May 20, 2020 at 7:30 am at The Resource Exchange.9 1 The Resource ExchangeBoard of Directors· Meeting MinutesApril 15. 2020XLADJOURN REGULAR MEETING INTO EXECUTIVE SESSIONA MOTION WAS MADE BY CHRIS CIPOLETTI, SECONDED BY HEIDI BRJ\.NDON TO ADJOURN THE REGULAR MEETING OF THE BOARD OF DIRECTORS' MEETING INTO EXECUTIVE SESSION TO DISCUSSPERSONNEL MATTERS. Motion 1111a11imously approved.The regular meeting was adjourned at 9:10 am.xn.ADJOURN EXECUTIVE SESSION INTO REGULAR MEETI NGThe Executive Session was adjourned at 9:30 am. No decisions were made.XIII.AD.JOURN REG ULAR MEETINGA MOTION WAS MADE BY HEIDI BRJ\.NDON, SECONDED BY .JULIA SANDS de MELENEZ TO ADJOURN THE REGULAR MEETING OF THE BOARD OFDIRECTORS. Motion 1111a11imo11sly approl'ed.The regular meeting was adjourned at 9:35 am.SUBMITTED BY: <Eat Colleen Head Batchelor, In terim CEOR ECORDED A ND TRANSCRIBED BY:Tamara Engram, Execut[fe AssistantCarolyn Wharton, 'I'rcasurer/SccretaryBOARD OF DIRECTORS' MEETING MINUTESWednesday, May 20, 2020MEMBERS PRESENT (via Zoom unless noted) DEENA HARTJE, ChairCAROLYN WHARTON, Treasurer/Secretary HEIDI BRANDONSARAH BRITTAIN JACK - in person CHRIS CIPOLETTI -in person LAURIE HUISINGHJUDITH LIGHT DIANE LOSCHEN DAN MIRERJULIA SANDS de MELENDEZ DAVE PAULJORDAN WEIMAR AMY YUTZYSTAFF PRESENT (via Zoom unless noted)ELIZABETH ALBO, Donor Relations Manager COLLEEN BATCHELOR, Interim CEO - in person CAMILLE BLAKELY, Community Engagement Director KYLE COX, Navigation and Emollments Manager GABRIEL DAVIS, Staff Accountant.JEN DeFRANCO, Human Resources Director MEGAN ELLIS, Grants ManagerTAMARA ENGRAM, Executive Assistant - in person REBEKEH FALETH, Nursing Home SupervisorROB FRANC, Projects ManagerLORI GANZ, Clinical Services Director DON ORAY, Facilities Manager in personBRANDI GRIFFITHS, Service Coordination Manager DAVID JUROVICH, HR RecruiterDEMETRIA LOPEZ, Benefits/Billing Senior Coordinator DANNI MEGYERI, Prior Authorization Senior Coordinator SARAH NOLAN, Break Time CoordinatorVAUGHNA PELLICCIA, Prior Authorization Supervisor AMANDA REED, Early Intervention Services Manager NICHOLAS ROBERTSON, Transition/Career Services Manager2The Resource ExchangeBoard of Directors' Meeting MinutesMay 20, 2020STEPHANIE SAMORA, Benefits/Billing SupervisorGINGER STRINGER, Physician and Conununity Outreach Specialist LAURA THOMAS, Case Management DirectorCALLIE TOLBERT, Lead Family Support Coordinator CHERI ULMER, Program Support ManagerNANCY VIGIL, Navigation and Quality Director JULIE WHITE, Marketing Coordinator HEATHER WHITWORTH, CFOGUESTS (via Zoom unless noted)EDWARD BOWDITCH, Bowditch & Cassell Public Affairs STEVEN STOCK, Cheyenne VillageDANETTE NELSON, Discover Goodwill INDY FRAZEE, The Independence CenterCALL MEETING TO ORDERThe regular meeting was called to order at 7:30 am by Chair Deena Haitje.PUBLIC COMMENTSNone.APPROVAL OF MEETING MINUTES - April 15, 2020A MOTION WAS MADE BY HEIDI BRANDON, SECONDED BY DAVE PAUL TO APPROVE THE APRIL 15, 2020 MEETING MINUTES AS PRESENTED.Motion u11a11imously approved.BOARD COMMITTEE REPORTSBoard members were asked to RSVP when planning to attend any Committee munity Engagement CommitteeJudith Light, Committee Chair shared that the following updates from the group:Fundraising goal is at 80% of year-end goal.Giving Tuesday was a great success. $10,030.18 (double the goal) was raised to assist with the purchase of equipment for families who don't have access to on? line tools to continue therapies and other services in the virtual format.The group was asked to provide a breakdown showing new donors, repeat donors, etc. for review.Donor Relations Repo1t:Board members will receive a packet in the mail from Liz Albo with notecards for you to write personal thank you notes to recent and past donors.The Spring Donor Newsletter was sent to over 1500 people.Board members were thanked for their quick turnaround with the thank you photos for videos to be shared with paitner agencies.3 1 The Resource ExchangeBoard of Directors' Meeting MinutesMay 20, 2020The Summer Art Show is scheduled for July 8. This show will be done in a virtual format.Grants Report:Grant funds received included $50,000 from McCaully Trust for general operating expenses; $2500 Ent Center Yes Grant for BreakTime Respite.A grant proposal has been sent to The Nutrition Camp. The Buell Foundation has again invited TRE to apply for grant funds.Pikes Peak United Way virtual site visit is scheduled for May 26 at 1:00 pm. Ifinterested in attending, please contact Camille Blakely or Megan Ellis.Marketing Report:Social Media activity increased over 200% since April.The TRE Blog is again underway. Focus will be educating the public on TRE activities during COVID 19 and also a focus on mental health services available.Finance and Investment CommitteeCarolyn Wharton, Treasurer/Secretary and Heather Whitworth, CFO reported.Audits -All audits for Fiscal Year 2019 have been completed. The 990 Form should be complete in the next several weeks.TRE Financial Statements Review - For the month of April 2020, TRE showed a$214,000 profit with Year-To-Date profit of $448,000. CFO Whitworth noted that the rep01ted cash on hand includes the Paycheck Protection Plan loan that was funded on April 10. TRE is still within the eight-week period in gathering information on all necessary expenses that will report against that loan to determine forgiveness amount.Productivity in revenue generating service areas is down but not significantly. Staff are doing a great job in making certain that services/supp01ts are continuing for the people we support.Funders from Colorado Health Foundation allowed $25,000 from cu1Tent grant funds to be allocated to an area within our budget most needed. These funds were used in Early Childhood Mental Health service payment shortages.Mileage expenses showed a huge decrease due to work being done in a vi1tual environment.6385 Corporate Drive LLC Financial Statements Review -The Classic Companies moved out effective April 30, 2020. Therefore, beginning in May the rental income and CAM income will drop. Scheel's Sporting's lease begins in May but is significantly lessthan Classic. TRE does pay rent on one suite on the third floor to assist with cash flow for the building account.4The Resource ExchangeBoard of Directors' Meeting MinutesMay 20, 2020The transition to State Farm Insurance is complete and went well. Thanks again to Chris Cipoletti for making this introduction.The loss of $27,000 for the month of April is mainly due to depreciation which is a non? cash item.Proposed Budgetfor Fiscal Year 2021 - CFO Whitworth reviewed what has been completed while IRE awaits more final contract amounts from the State departments and changes that need to be made due to funding changes and/or operating changes (due to COVID19 experience).The goal is to present a draft budget proposal to TRE's Finance and Investment Committee on June 15 for recommendations to the full Board of Directors at their June 17 meeting. At this time, Leadership feels that there will need to be several budget reviews/revisions during the fiscal year due to State revenue forecasts and changes that could be passed on to community centered boards and early intervention brokers throughout the year.Legislative CommitteeSarah Jack, Committee Chair and Ed Bowditch, IRE Lobbyist reviewed the current activities at the State level to try to balance the State budget proposal in light oflost revenue due to COVID 19 and Oil and Gas crisis. It is estimated that the State budget is out of balance by approximately $3.3 billion. The Joint Budget Committee (JBC) has been looking at every single program to identify areas for cost savings and cuts.Currently there is very strong support from the JBC for programs for people with intellectual and developmental disabilities. It is proposed that provider rates only be reduced by 1% at this time. No increases will be granted for Early Intervention services even though no children can be turned away for needed services.Most likely the Bills to End the Wait List; to Eliminate Subminimum wage; and Paid Family Leave will not be pushed in this legislative session. The Paid Family Leave legislation measure may be put on the 2020 ballot.The State Legislature plans to reconvene on Tuesday, May 26 for a three-week session to focus on the budget and school finance act.Mr. Bowditch referenced the back pages of his report to the Board on the Gallagher Amendment regarding prope1iy tax rates. This proposed amendment is great news for homeowners, but it will decrease local revenues including County revenues significantly, which in turn will affect funds available for programs throughout the State in Fiscal Year 2022.Nominating CommitteeMs. Jack, Committee Chair referenced the report from the Committee's April 29th meeting outlining recommendations from the Nominating Committee.5 1 The Resource ExchangeBoard of Directors' Meeting MinutesMay 20, 2020In reviewing past information while preparing for current nominations, the Committee found that action was not taken in nominating and electing several members to second terms.Carolyn Wharton has decided to not seek a second te1m. Her term ends June 30, 2020.A MOTION WAS MADE BY SARAH BRITTAIN JACK, SECONDED BY HEIDI BRANDON TO NOMINATE DEENA HARTJE TO A SECOND THREE-YEAR TERM RETRO TO JUNE 30, 2019. SECOND TERM ENDING JUNE 30, 2022.Motion unanimously approved.A MOTION WAS MADE BY SARAH BRITTAIN JACK, SECONDED BY HEIDI BRANDON TO NOMINATE JULIA SANDS de MELENDEZ TO A SECOND THREE-YEAR TERM RETRO TO JUNE 30, 2019. SECOND TERM ENDINGJUNE 30, 2022. Motion unanimously approved.The Committee then presented the following nominations for consideration by the Board of Directors, to be voted on at the June 17, 2020 Board of Directors' meeting.For second three-year term: Judith Light and Diane LoschenFor officers for FY2021, the following slate was presented for consideration: ChairpersonDeena HartjeVice ChairpersonDiane Loschen Secretary/TreasurerDan MirerNominations may also be advanced from the floor by any member of the Board of Directors for consideration at the June Board of Directors' meeting.Ms. Jack then provided infmmation on a prospective Board member, referred by Mrs. Wharton. A Zoom meeting will be set up with the interested party and several Board members.Social Enterprise CommitteeChris Cipoletti, Committee Chair reported that he has met with Colleen Batchelor and Camille Blakely regarding a co-working space concept for the north side of Colorado Springs. A Pro Forma and budget are being developed to determine feasibility of use of space in our building for this venture. The group will hopefully have information to share at the July 15 Board of Directors' meeting.TRE CEO Search CommitteeChair Hartje reported that current members of the committee met on May 7 and determined that additional members are needed for this group to assist in determining the direction for TRE's CEO search. Interested Board members were asked to contact Ms.Hartje by email or phone no later than Friday, May 22 to express interest. The group wasThe Resource ExchangeBoard of Directors' Meeting MinutesMay 20, 2020cautioned that it is likely that not all interested can be considered to keep the conunittee size workable. Heidi Brandon expressed interest.Chair Hartje also indicated that she continues regular contact with cunent candidate to keep him informed on TRE activities and CEO search status.Executive ConunitteeChair Hartje stated that most topics will be covered in the CEO's repo1t. The Committee set the agenda for today's meeting, discussed Board governance and training materials along with the need to establish a Board Training group to assist in keeping the full Board of Directors up-to-date on governance and agency strategic direction work. The group also discussed recognition for past Board members.The group briefly discussed the pros and cons to rejoining Alliance Colorado. CEO Batchelor shared additional information on this group and the benefits of being a member of this statewide group. It is felt that the next two-three years will most likely require the statewide collaboration that Mr. Bowditch provides and that Alliance Colorado could provide as well.Mr. Bowditch shared that the Alliance staff also have much more access/contact with State agency staff than he does in his lobbying activities. CEO Batchelor will send Alliance's cunent handbook which outlines the work they cunently do. The cost for membership is approximately $24,000. Leadership Team will need to determine if this fits within the current budget.CHIEF EXECUTIVE OFFICER'S REPORT6385 Corporate Drive LLC -A local real estate company is very interested in approximately 15,000SF on the third floor for a 5-7 year lease beginning at the end of the second quarter of 2021. Proposed costs for suggested tenant finishes are being evaluated at this time.Other possible interest in space includes a nursing school (I full floor), law firm (approximately 7,000SF) and another agency (7-10,000 SF on south side of first floor).COVID 19 and Impacts - Colorado Department of Human Services (Early Intervention (El)) continues to direct that virtual means of interacting with clients and families will continue until at least end of June. Colorado Department of Health Care Policy and Financing's (Community Centered Board (CCB) and Single Entry Point (SEP)) directives are less clear but indicate through the first quarter of next fiscal year likely.Colorado Department of Human Services has been asked to cut a percentage of their overall budget for next fiscal year. EI Colorado was not asked to do the same thing but were asked to seek out potential cost containment and budget cut strategies from local programs. TRE's response includes (many already implemented): cunent hiring freeze, freeze future vacant positions, consider cutting back on number of flex staff being used in EI, and continue to build on efforts of tele-health appointments/services.The Resource ExchangeBoard of Directors' Meeting MinutesMay 20, 2020The funding methodology for SEP and CCB services is changing in the new fiscal year. Instead of billing in 15-minute increments for case management activities, TRE will now bill in single units for different deliverables that HCPF defines. In order to become more efficient, reduce overhead and still provide quality services, TRE must shift many processes cun-ently in place. Several meetings with HCPF to discuss this new methodology are in the near future. It is hoped that better clarification will be provided during these meetings.A hiring freeze is also in place for SEP and CBB staff. As processes and roles are likely to shift to meet the new demands, it is hoped to protect cun-ent staff positions by making needed shifts in job responsibilities instead oflayoffs.Turnover Data - CEO Batchelor then reviewed last year's turnover data versus the cun-ent third quarter data with the group and discussed cun·ent agency staff retention strategies to continue to address this area.Isolation Concernsfor Staff and Clients - A question was raised as to how our staff may be interacting with clients experiencing isolation and challenges related to that. Our Provider Agencies most closely interact with our clients on a more regular basis and interact with this challenge. Also, some of our customers may express and/or participate more in virtual environments due to not being intimidated or overwhelmed. Also, phone calls and/or viltual meetings are sometimes longer due to the desire to continue to interact with each other. Service Coordinators are offering assistance to clients and to provider agencies in accessing suppo1ts for anyone experiencing challenges related to isolation.EI Budget Response -Due to the amount of growth experienced by this program each year, programs are asked for cost containment strategies. One area that CDHS is proposing is to cut the eligibility criteria from 25% to 33% in one area. This will require a mle change and potentially an emergency rule change will be sought to speed up this implementation. Children refen-ed to TRE with a speech delay will be most impacted by this change. Other areas of cost containment strategies include requiring Medicaid to cover all EI services which would add the federal match dollars to this reimbursement, setting Admin Cap Rates, establishing state provider rates, and issuing an RFP for EI Brokers. This last option is the least desired by CDHS/OEC as it would create significant disruption to the system and would not provide the cost reductions being sought.NEW BUSINESSNone.OLD BUSINESSMission Statement Committee Update - Director Cipoletti reported that the committee voted on various proposed statements. The committee will meet in the next several weeks to refine/wordsmith the top proposed statements. These will be sent to the Board of Directors for feedback. These suggestions will be sent back out to stakeholders for their8 1 The Resource ExchangeBoard of Directors' '.\ lct.:ting /l.1inu1cs1\'lny 20. 2020feed back. A nd then back to the Board of Directors lo hopefully select n new m i ssion statemen t for TRE by July or A anizarion Struc111re Workgroup - CEO Batchelor informed the group that the Leadership Team continues i ts evolu tion in to a way o f working that cremes subgroups focused on strategic direction and priorities for the agency and tactical steps necessary to drive the agency towards those strategic priorities. A culture shift is bei ng focused on to be l ess ol' a reactive organizati on that is regu lated and dictated by Stale contracts to be more proact ive i n our thi n k ing on how to internet wi t h the many regulations, cconomy? relatcd activities/changes that occur in our work. CEO Batchelor shared se\'eral strategic direct ives wi th the group and will send the current outline to the Board of Directors.One exmnplc shared is that TR E has operated in a very conservative man ner i n relation to technology due to costs and yet this mindset puts TRE i n a negative posi t ion to becomeas adapt able, efficient, producti ve and accountable as we could be. Our tactical leadershi p group will focus on needed im plementation and budget needs i n this area as well as the other strategic priori ties.VIII.PUBLI C COMMENTSNone.TX.SCH EDU LE OF NEXT MEETINGThe nex t Board or Director's meeti ng is schedu led f(ir Wed nesday, .J u ne 17, 2020 at 7:30 am al The Resource Exchange.X.A DJOU RN REGULA R MEETI NGA il·10TIO N WAS MADE BY CHRIS CIPOLETTl, SECONDED BY HEIDI BRA NDON TO A D.JOllRN THE REGULAR MllTING OF THE BOAR D OFDIRECTORS' MEETING. Motion 11na11i111011s( p approved.The regu la r meeti ng was adjourned at 8:55 am.SUBMITTED. BY:(}UtvvLdWb luhl&-zColleen Head Bat chelor, Imerim CEORECOR DED AND TRANSCRIBED BY:?-;'' . ,,,-;-'''"""o<,'y'1j'J,..111 11\/Llc' C·1- C , t C( ./,? ,.Q...N-Tamara En gram, Executive Assistan t\.JAPPROVED AS TO FORMAT:(J)Jtci rr V\f'naL\D1Carolyn Wlim·ton, Treasurer/Secretarylhr I"""""'' l"'h,.,\qo·BOARD OF DIRECTORS' MEETING MINUTESWednesday, June 17, 2020MEMBERS PRESENT (via Zoom unless noted)DEENA HARTJE, Chair -in person CAROLYN WHARTON, Treasurer/Secretary HEIDI BRANDON -in personSARAH BRITTAIN JACKCHRIS CIPOLETTI - in person JUDITH LIGHTDIANE LOSCHEN - in person DAN MIRERJULIA SANDS de MELENDEZ - in person DAVE PAULJORDAN WEIMAR AMY YUTZYMEMBER ABSENTLAURIE HUISINGHSTAFF PRESENT (via Zoom unless noted)ELIZABETH ALBO, Donor Relations Manager COLLEEN BATCHELOR, Interim CEO - in personCAMILLE BLAKELY, Community Engagement Director - in person CHRISTINA BODE, Senior Service CoordinatorASHLEY BYE, Service Coordination Supervisor, Teller and Park Counties TROY COOKE, Service CoordinatorKYLE COX, Navigation and Enrollments Manager MEGAN ELLIS, Grants ManagerTAMARA ENGRAM, Executive Assistant -in person REBEKEH FALETH, Nursing Home SupervisorROB FRANC, Projects Manager -In Person LORI GANZ, Clinical Services DirectorBRANDI GRIFFITHS, Service Coordination Manager COLLEEN HESNAN, Service Coordination Manager DEMETRIA LOPEZ, Benefits/Billing Senior Coordinator DANNI MEGYERI, Prior Authorization Senior Coordinator EMILY MILLER, Senior Navigation CoordinatorSARAH NOLAN, Break Time CoordinatorCIEANN PELLICCIA, Case Aide, Front Desk Supervisor VAUGHNA PELLICCIA, Prior Authorization Supervisor2The Resource ExchangeBoard of Directors' Meeting MinutesJune 17, 2020NICHOLAS ROBERTSON, Transition/Career Services Manager STEPHANIE SAMORA, Benefits/Billing SupervisorKITTY SILVERS, Senior EI Billing Specialist AMANDA STEINGIESSER, Navigation SpecialistGINGER STRINGER, Physician and Conununity Outreach Specialist LAURA THOMAS, Case Management DirectorCHERI ULMER, Program Support Manager NANCY VIGIL, Navigation and Quality Director JULIE WHITE, Marketing Coordinator HEATHER WHITWORTH, CFOLISA WIENER,JACKIE WOODS, Interim Human Resources DirectorGUESTS (via Zoom unless noted)TIM CUNNINGHAN, Cheyenne Village STEVEN STOCK, Cheyenne Village TAMARA FRENCH, Discover Goodwill INDY FRAZEE, The Independence Center ALAYNE KELLY, PASCO Host HomesCHLOE -unknown to transcriberCALL MEETING TO ORDERThe regular meeting was called to order at 7:35 am by Chair Deena Hmije.PUBLIC COMMENTSNone.APPROVAL OF MEETING MINUTES - May 20, 2020A MOTION WAS MADE BY HEIDI BRANDON, SECONDED BY DIANE LOSCHEN TO APPROVE THE MAY 20, 2020 MEETING MINUTES ASPRESENTED. Motion unanimously approved.BOARD COMMITTEE REPORTS!oard members were asked to RSVP when planning to attend any Committee munity Engagement CommitteeJudith Light, Conunittee Chair shared the following updates from the conunittee meeting:Giving Tuesday was a great success. $10,030.18 was raised to assist with the purchase of equipment for families who don't have access to on-line tools to continue therapies and other services in the virtual format. Equipment is being delivered directly to the recipients. Look for highlights on this on social media. Thanks to Sarah Nolan for her negotiating skills with Best Buy and all of her work on this project.3The Resource ExchangeBoard of Directors' Meeting MinutesJune 17, 2020oThe Board asked for tracking or trending information that might be available related to how other agencies perfo1med on Giving Tuesday.The Summer Art Show is scheduled for July 8. This show will be done in a virtual format. Have had a good response from artists wishing to participate.Donor Relations:TRE is plarining to again offer the monthly subscription plan for donors.Look for details soon.Grants Report:Grant funds received included $5,000 from Colorado COVID Relief Fund and $5,000 from The Nutrition Camp.TRE expects to receive $100,000 Colorado Health Foundation in July for our second year of this grant.Finance and Investment CommitteeCarolyn Wharton, Treasurer/Secretary and Heather Whitworth, CFO reported.TRE Financial Statements Review - For the month of May 2020, TRE showed approximately $4,000 profit with Year-To-Date profit of $452,000.Several entries were reclassified due to being coded incolTectly last month.Leased equipment increased due to one-time funding from Colorado Department of Health Care Policy and Financing (HCPF) for the Single Entry Point (SEP) program that must be used prior to the end of the fiscal year. These funds were used to pay off the equipment leases for SEP staff.Proposed Budget for Fiscal Year 2021 - CFO Whitworth reviewed the budget proposal and emphasized that this budget year will be very fluid due to expected revenue changes. The proposed budget shows a deficit budget of $639,865.68. It is anticipated that the Paycheck Protection Program loan forgiveness funds will be recognized in FY202 l to assist in the cost of salaries due to revenue reduction.The Early Invention (EI) program anticipates at least a one percent (1%) cut in revenue for health care allowance (HCA) and EI services. EI Colorado also requested that TRE identify more extensive savings across the programs as the CDHS has been asked to find 10% cost savings across the department. TRE's proposal for these additional cuts has been submitted.State General Fund and Medicaid Waiver Service Coordination funding methodology is changing for FY21. TRE continues to wait for confirmation from HCPF on whether the rates for this new funding methodology will remain intact. The new funding resembles a fee for service methodology. TRE will be paid for certain required activities.Unfortunately, it does not appear that full Administrative Costs are covered in this new methodology.4The Resource ExchangeBoard of Directors' Meeting Minutesune 17, 2020In reviews to date, it appears that the Community Centered Board (CCB) revenue contracted amount is decreasing by approximately twenty-five percent (25%). This is consistent across CCBs in Colorado. The SEP contract shows an increase. The bottom line of both contracts combined still shows a significant decrease in overall revenue for TRE.Once the Long Bill is signed by Governor Polis, it is hoped that HCPF will quickly share established rates, etc, The proposed budget is based on FY20 funding and new information shared to date.CFO Whitworth noted changes in the following revenue areas:Community Engagement grant revenue is now being reported in the categories/areas that grant monies will be used,Futures is no longer a stand-alone program and is now reported under Service Coordination/Case Management.Service Coordination and Navigation/Quality will most likely take most of the first quaiter to determine how best to maximize revenue from the new funding mechanisms, repo1ts required for payment, etc.No investment income funds are included.CFO Whitworth then reviewed proposals to the expense areas:Continue hiring freeze. To be evaluated each month to determine critical position needs,Eliminated 19 currently vacant positions from FY20.Thirteen positions are included in the budget but will not be filled until at least the third and fourth quarters of FY2 l , so those salaries are prorated for paitial year expense.Eliminated one position in the Business Office that is a non-revenue generating position.Only cunently vacant position canied over is unfilled CEO position.EI Flex Staff (those not guaranteed a set number of hours) will become inactive until caseload and funding waiTants use of flex positions. A few flex positions remain in the budget where it is necessary to provide services in rural areas or where CUITent part-time and full-time staff lack the expe1tise required for the service.Will reduce the use of contracted providers in EI unless necessary to support rural areas of specific required expertise.Eliminated two administrative positions in ELEliminated a flex position in Family Support Services Program (FSSP).Furlough of one week in each of the first two quarters of TRE Leadership staff.No pay increase for staff.I 0.8% increase in medical and dental benefits which was shared with employees. Cost share of these benefits was moved to a more traditional method of percentage of premium paid by employer/employee vs a flat rate.5The Resource ExchangeBoard of Directors' Meeting MinutesJune 17, 2020Request to maintain cunent agency match for TRE's 40l(k) program. The match is 2.5% up to the first 6% of income -which calculates to 4.167% match. (will require separate approval by TRE's Board of Directors).Staff development funds were not included, except where necessary due to compliance requirements. Hoping to utilize in-house expertise for staff trainings and professional development.Equipment leases included only for equipment that will age-out during FY2 l .Establish shared working areas in the office for staff that are mostly working remotely and reduce overall space necessary for TRE business.Mileage was reduced for the first six months of budget in response to current requirements for virtual services. Will reimburse at the State of Colorado rate of$0.55/mi!e instead of the Federal rate of $0.575/mile.CFO continued to review other expense items:Budgeted moving expenses due to TRE relocating within the building. This will most likely include moving IT assets (data, cabling, servers).Budgeted PPE safety equipment.Copier leases continue through FY2021 and 2022. Need will be evaluated as lease exp!l'es.Capital expense needs include:the purchase of new EMR software program. Medisked is not perfo1ming as needed for the entire organization. Will hopefully move forward with implementation in the third and fourth quarters of FY202 l.Server replacement. Early Intervention Billing and Accounting software is not able, at this time, to move to a cloud-based environment. Research will continue to hopefully identify sufficient cloud-based programs in these areas.Leadership shared that work will continue to identify resources and improved processes coming from staff-based solutions that will help reduce the proposed deficit. Additional research on available grants will be done and TRE will apply for all that are within our areas of need.A concern was noted on staffing levels. The Leadership Team was encouraged to evaluate the hiring freeze and need for additional staff on at least a monthly basis.Discussion was held on new guidelines for the Paycheck Protection Program. It was decided to add a line item showing the Paycheck Protection Program's anticipated revenue (at least in the amount of the proposed deficit).CFO Whitworth was asked to provide a breakdown of how the Paycheck Protection Program funds were expended (focus on staffing levels). This will be reviewed at the July 2020 Finance and Investment Committee meeting and the Board of Directors' meeting.A MOTION WAS MADE BY JULIA SANDS de MELENDEZ, SECONDED BY HEIDI BRANDON TO APPROVE THE FY2021 BUDGET AS AMENDED WITH6The Resource ExchangeBoard of Directors' Meeting MinutesJune 17, 2020THE ADDITION OF A LINE ITEM SHOWING PROPOSED REVENUE FROM THE PAYCHECK PROTECTION PROGRAM LOAN FORGIVENESS IN THEAMOUNT OF $639,865.68. Motion unanimously approved.A MOTION WAS MADE BY HEIDI BRANDON, SECONDED BY JULIA SANDS de MELENDEZ TO MAINTAIN THE 401k MATCH OF 2.5%, UP TO 6% OFTOTAL INCOME OR 4.167% MATCH. Motion unanimously approved.Legislative CommitteeSarah Jack, Committee Chair referenced Ed Bowditch's summary repo1t from the Legislative Session. All agencies receiving State of Colorado funding experienced cuts to revenue in some form.Ms. Jack also reviewed the various Bills that passed and await the Governor's signature or veto.Nominating CommitteeMs. Jack, Committee Chair presented the following nominations for a second, 3-year term on the Board of Directors.A NOMINATION WAS MADE BY SARAH BRITTAIN JACK ON BEHALF OF THE NOMINATING COMMITTEE TO APPROVE THAT JUDITH LIGHT SERVE A SECOND THREE-YEAR TERM. SECOND TERM ENDING JUNE 30,2022. Motion u11a11imously approved.A NOlYIINATION WAS MADE BY SARAH BRITTAIN JACK ON BEHALF OF THE NOMINATING COMMITTEE TO APPROVE THAT DIANE LOSCHEN SERVE A SECOND THREE-YEAR TERM. SECOND TERM ENDING JUNE 30,2023. Motio11 u11a11imously approved.For officers for FY2021 and 2022, the following slate was presented for consideration: ChairpersonDeena HartjeVice ChairpersonDiane Loschen Secretary/TreasurerDan MirerNo nominations were presented from the floor.THE NOMINATIONS FOR OFFICERS FOR THE BOARD OF DIRECTORS WAS MADE BY SARAH BRITTAIN JACK ON BEHALF OF THE NOMINATING COMMITTEE TO APPROVE THE FOLLOWING SLATE OF OFFICERS: CHAIRPERSON-DEENA HARTJE; VICE CHAIRPERSON-DIANE LOSCHEN, SECRETARY/TREASURER-DAN MIRER, TO SERVE A TWO? YEAR TERM. OFFICER TERMS ENDING JUNE 30, 2022. Motion u11animouslyapproved.7The Resource ExchangeBoard of Directors' Meeting MinutesJune 17, 2020Social Enterprise CommitteeChris Cipoletti, Committee Chair reported that he, Colleen Batchelor and Camille Blakely continue research on a co-working space concept for the north side of Colorado Springs. A Pro Forma and budget are being developed to determine feasibility of use of space in our building for this venture. The group will hopefully have a plan to share during the 1" Quarter of the new fiscal year.TRE CEO Search CommitteeChair Hartje informed the group that this will be discussed in Executive Session with information being shared as the end of the meeting.Executive CommitteeChair Hartje stated that most topics will be covered in the CEO' s report. The Committee set the agenda for today's meeting and Leadership Team member changes with Jen DeFranco's resignation.CHIEF EXECUTIVE OFFICER'S REPORTColleen Batchelor, Interim CEO asked if there were any questions on her submitted report. None were presented.Due to events at TRE over the past several weeks, the group discussed systemic racism, prejudice, equality and discrimination. Ms. Batchelor started the conversation by stating that the discussions over the past two weeks could have been handled better. It is believed that the intentions of these online conversations were misunderstood. Full support of varying perspectives was an objective of the proposed strategies, but many felt the conversation was being avoided. Ms. Batchelor met with several individual staff who shared perspective and helped evolve thoughts on the direction the organization should take.An update was sent to staff and Board of Directors on Monday to share Ms. Batchelor's thoughts and TRE's plans to move forward. Since the initial conversations did not result in a thoughtful, unified agency response, it is hoped that a conversation at this level might provide additional patience, clarity, education and tolerance of all viewpoints. Steps that TRE will take include:TRE will make a public statement (internal and external) that TRE will not tolerate any instances of systemic racism, prejudice, or discrimination in the workplace.TRE will invite interested staff to join a facilitated conversation/work group to drive the discussion on what the issues are at TRE, what currently works well, what doesn't work well, and to develop recommendations for the agency to consider and implement (strategic and value-driven plans, action steps, trainings that embrace the diverse culture at TRE).Ms. Batchelor informed the group that she has met with several potential facilitators/consultants to assist with discussions, action plans. Etc. It is the intent that this group will be convened within the next several weeks.gThe Resource ExchangeBoard of Directors' Meeting MinutesJune 17, 2020It was also recommended that the Board of Directors participate in this work, in the work group, and identify actions that they can take to better represent leadership for the agency and community in these areas.A question was raised on any issues (now or past) at TRE and how they were handled. It is not felt or understood that any specific situations have occurred nor that it exists at TRE. However, it must be clear and emphasized that discrimination of any kind is not acceptable and is something that staff know the procedures and feel safe to report. Itwas recognized that TRE's Board of Directors or staff probably don't have the needed expertise to recognize when potential issues exist. TRE must also be thoughtful in how it responds as an employer to any issues such as these being experienced now.Most felt that TRE should not take on every societal issue, especially based on the agency's mission and the people that we support. However, it is important that TRE take a stand on human rights issues where people are marginalized, discriminated and not safe in our community and nation.It was decided that the Board of Directors will support Leadership in drafting an agency statement of suppmt to be published on our social media platforms before the end of the week.NEW BUSINESSThank You - The Board of Directors and staff thanked Carolyn Wharton for her support and dedication to TRE over the past years.TRE Bylaws Review Work Group - The following members of the Board of Directors were thanked for volunteering to review and update TRE's Bylaws - Sarah Brittain Jack, Dave Paul and Chris Cipoletti. The group will begin work in the next several weeks and hope to be completed by mid-September.OLD BUSINESSMission Statement Committee Update -Director Cipoletti referred the group to the several draft statements that were sent via email earlier this week. Several felt that the statement should include more heart, describe what TRE does behind the connections provided (enrich lives, help with pursuit of a meaningful life).Camille stated that the group intentionally developed statements that didn't have emotional, marketing language because once a mission statement is approved, staff will develop a shotter tag line. A Vision Statement will also be developed that is more aspirational and future driven.The committee was tasked with developing at least one different statement with more emotion prior to sending to stakeholders for anization Structure Workgroup -No updates at this time.. .9The Resource ExchangeBoard of Directors' Meeting Minutes June 17, 2020PUBLIC COMMENTS None.ADJOURN REGULAR MEETINGA MOTION WAS MADE BY DEENA HARTJE, SECONDED BY CHRIS CIPOLETTI TO ADJOURN THE REGULAR MEETING INTO EXECUTIVESESSION TO DISCUSS PERSONNEL ISSUES. Motion unanimously approved.The regular meeting was adjourned at 9:19 am.EXECUTIVE SESSIONThe Executive Session was adjourned at 9:36 am.RECONVENE OPEN SESSIONA MOTION WAS MADE BY CHRIS CIPOLETTI, SECONDED BY DIANE LOSCHEN TO OFFER THE PERMANENT CHIEF EXECUTIVE OFFICER POSITION TO COLLEEN HEAD BATCHELOR, TERMS TO BENEGOTIATED. Motion unanimously approved.NEXT MEETINGThe next regular meeting of The Resource Exchange's Board of Directors' meeting is scheduled for Wednesday , July 15, 2020 beginning at 7:30 am.ADJOURN REG ULAR MEETINGThe regular session was adjourned at 9:40 am.Colleen Head Batchelor, In erim CEODeena Hartje, Chair ................
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