Rappahannock Rapidan Community Services

Rappahannock Rapidan Community ServicesRegular Board MeetingNovember 14, 2017 at 1:00pmMINUTESMembers Present:Alan Anstine, Pat Balasco-Barr, Ann Baumgardner, Marcia Brose, Bonita Burr,Elizabeth Davis, William Hepler, Paula Howland, Robert Legge, Clare Lillard,Donalda Lovelace, Robert WeigelMembers Excused:Dawn Klemann, Demaris Miller, Matthew ParkerStaff Present:Brian Duncan, Ryan Banks, James Bernat, Susan Brashear, Clara Bright, DeanneCockerill, Deborah Combs-Smoot, Michelle Curry, Nancy “Ashton” Franklin,Danielle Gauthier, Elaine Griffith, Sue Frazier, Elmer Haines, Jr., Anna McFalls,Ray Parks, Nina Peyton, Robert Strother, Brian Verhoff, Lola Walker, GladysWilliams, Laura WohlfordGuests Present:Joel Rothenberg (DBHDS)1. Call to Order — Board Chair, Robert LeggeRobert Legge, Chair, called the meeting to order at 1:03pm.2. Moment of SilenceRobert Legge, Chair, called for a moment of silence.3. Special Recognition of Danielle GauthierBrian Duncan presented a special recognition to Danielle Gauthier, Boxwood RN, for her outstandingservice above and beyond expectations, ensuring that our detox operations are maintained.4. Service AwardsBrian Duncan presented the service awards.5. Agenda Review — Board Chair, Robert Legge Additions/Deletions AdoptACTION:Alan Anstine moved to adopt the agenda as presented. Marcia Brose seconded themotion. There being no further discussion, the Board voted unanimously to approve theagenda as presented.6. Board Chair Remarks / AnnouncementsThe chair remarked about the beautiful tree at the entrance to the back parking lot.

7. Public CommentThere were no public comments.8. Corrections / Review / Approval of Minutes October 10, 2017 Board Meeting MinutesACTION:Alan Anstine moved to approve the October 10, 2017 meeting minutes as presented.Marcia Brose seconded the motion. There being no further discussion, the Board votedunanimously to approve the October 10, 2017 meeting minutes as presented.9. Executive Director ReportReal Estate Contracts – REACH Group HomesThese cover two sites; both have been successfully vetted and are suitable for the proposeddevelopment. The ratification of the contracts does not mean that the contracts will close; if someflaw is discovered within the remaining review period, we can cancel the contracts.Fauquier Behavioral Health – Capital ProjectWe are at a pivot point on this project. The draft report for replacing the existing structure wasreceived yesterday. This report will be used by all parties going forward. We wanted to reuse thesite without a variance requirement; which was accomplished.The initial concept was that each partner would provide a third of the total cost, however theestimated cost is higher than we anticipated. Our portion is doable, but we would have to borrowthe funds. There is currently no debt service on the existing building. There is a possibility that thePATH Foundation and Fauquier County would be willing to assume a larger proportion of overallcosts. We could also request that the architects provide less expensive options to review.Renovations to our Guinn Lane property – updateThis is proceeding well. We will probably move staff offices in December or January.Update on Workforce IssuesOur workforce issues are challenging right now. The budget is there, as is the compensation. Therejust aren’t people available to take these positions. We are not closing services, but it is impedingour ability to expand services. This is being presented to the executive director candidates so theyare aware of an issue that needs to be addressed in 2018.Department of Behavioral Health / Financial Realignment Plan – Part IIIThis has been included in the last two board reports. The board package included a presentationthat lays out the program. It would start July 1, 2019 – if approved.Virginia Association of Area Agencies on Aging – Budget PrioritiesThis has been provided in the board packet for board member information.Executive Director Candidate Tours / OverviewThere have been two tours; they have gone very well. They take approximately 5 – 6 hours each.The final two tours are scheduled for this week.

Commonwealth Coordinated Care Plus (CCC )By January 1, this will be fully implemented in all five of our localities. This is a major change in howVirginia does business in both Medicaid and Medicare. It is managed care. There are six managedcare organizations which added a level of complexity to an already complex situation.Program Committee – November 28This will cover strategic priorities for the new executive director.Executive Director GoalsNot discussed.10. Closed SessionACTION:Marcia Brose motioned to enter into closed session for the purpose of discussingissues relating to the Executive Director Search. This motion is made pursuant toVirginia Code Section 2.2-3711, subsection 1, Personnel. It was also moved toinclude Brian Duncan, Joel Rothenberg, and Laura Wohlford in the closed session.Donalda Lovelace seconded the motion. There being no further discussion, theBoard voted unanimously to enter into closed session.After reconvening into open session, Robert Legge, Chair, polled the Board: “To the best of yourknowledge, do each of you certify that only public business matters lawfully exempted from theopen meeting requirements under existing Virginia law, and only such public business mattersas were identified in the motion by which the closed session was convened were heard,discussed, or considered by the Board in the closed session just held?”A roll call was taken:Alan AnstinePat Balasco-BarrAnn BaumgardnerMarcia BroseBonita BurrElizabeth DavisWilliam HeplerPaula HowlandDawn Lovelace KlemannRobert LeggeClare LillardDonalda LovelaceDemaris MillerMathew ParkerRobert tAbsentYes

11. Committee Reports to the Board of Directors Executive Committee: Chair’s reportThe chair referred to the minutes.o Action: Real EstateACTION:William Hepler moved to ratify the two real estate purchase contracts (Tax Map Parcel42-17, 10 ac in Culpeper County and Tax Map Parcel 32.2U, 5 acre, Lot 1A Mount ZionChurch Road, Culpeper County) for the REACH Homes as presented. Donalda Lovelaceseconded the motion. There being no further discussion, the Board voted unanimouslyto approve the ratification of two real estate purchase contracts for the REACH Homesas presented. Administrative Services Committee: Chair’s reporto Action: Fee StructureACTION:Alan Anstine moved to approve the proposed new fee structure as presented. ClareLillard seconded the motion. There being no further discussion, the Board votedunanimously to approve the new fee structure as presented. Program Committee: Chair’s reportThe chair referred to the minutes.12. Other BusinessThe Nominating Committee will meet on November 28th, 15 minutes before the Program Committeemeeting to develop a slate of officers, executive committee members, and committee chairs for2018.13. Announcements (members and staff)The board was reminded about the United Way campaign and encouraged to make a donation.Proceeds benefit our nutritional programs.14. Call to AdjournThe meeting adjourned at 3:15pm.The next meeting will be on December 12 at 1:00pm (following the Board Tea at noon in ConferenceRoom B).

SWSGNovember 13, 2017Mr. Brian DuncanExecutive DirectorRappahannock-Rapidan Community Services (RRCS)Culpeper, VA 22701Re:Feasibility ReportNew Warrenton Behavioral Health Facility340 Hospital Drive, Warrenton, VADear Mr. Duncan:Our study and evaluation of the existing RRCS location on Hospital Drive has determined that it is feasible toreplace the existing building with an enlarged new building. We estimate a rough order of magnitude (ROM)total project cost at 4,000,000 with an 18-22 month duration for design and construction. The ROM estimate isbased on a new two-story building located in approximately the same location as the existing two-story building,but with more than double the floor space.Attached please find supporting documents detailing the new operational and space programming requirements,a conceptual new building plan with elevations, a conceptual site plan with a new parking layout, and descriptionof the major components of the ROM.Please review and let us know of any questions or comments you might have. Thank you.Sincerely,Don R. Gray, PEPrincipal/Project Manager555 Herndon Parkway Suite 260 Herndon, VA 20170 Tel (703) 471‐6803 Fax (703) 742‐3975

SWSGProposed RRCS Warrenton Behavioral Health Facility340 Hospital Drive, Warrenton, VARough Order of Magnitude (ROM) Project BudgetNovember 13, 2017Construction:Site WorkExist. Building DemolitionNew BuildingWater/Sewer Availability FeeElectrical Service Upgrade FeeSprinkler Fire MainSubtotal 400,000100,0002,800,00063,00025,00025,000 3,413,000Services & Fees:Architectural/Engineering DesignSite EngineeringCounty Permits & InspectionsGeotechnical3rd Party Special InspectionsSubtotal 180,000100,00025,00010,00025,000 340,000Contingencies / Inflation (7%) 247,000Project TOTAL 4,000,000555 Herndon Parkway Suite 260 Herndon, VA 20170 Tel (703) 471‐6803 Fax (703) 742‐3975

RRCS WARRENTON BEHAVIORALHEALTH FACILITYBUILDING LAYOUTNO.17-0451DATE11/09/17SUBMISSIONFINAL CONCEPTUAL DRAWINGSccccccccccccccccc2001, 2002, 2003, 2004, 2005, 2006, 2007, 2008, 2009, 2010, 2011, 2012, 2013, 2014, 2015, 2016, 2017SHAFFER, WILSON, SARVER AND GRAY, P.C. EXPRESSLY RESERVES ITS COMMON LAW AND OTHERPROPERTYRIGHTS IN THESE PLANS.THESE PLANS ARE NOT TO BE REPRODUCED, CHANGED OR COPIED IN ANY FORM ORMATTER WHATSOEVER, NOR ARE THEY TO BE ASSIGNEDTO ANY THIRD PARTY, WITHOUT FIRST OBTAINING THEEXPRESS WRITTEN PERMISSION AND CONSENT OF SHAFFER, WILSON, SARVER AND GRAY, P.C.SHAFFERWILSONSARVER& GRAYEngineeringArchitectureConstruction ManagementA PROFESSIONAL CORPORATION555 HERNDON PARKWAYSuite 260HERNDON, VA 20170703-471-6803SWSGRRCS WARRENTON BEHAVIORAL HEALTHFACILITY340 Hospital Dr, Warrenton, VA 20186CONCEPTUAL DRAWINGSBY SWSG, PCNOVEMBER 9TH, 2017

tion -0"ELEVATORMACHINE 16'-0"x16'-9"RECEPTION10'-0"x16'-5"FINAL CONCEPTUAL 0'-0"VESTIBULE10'-0"x11'-2"CONCEPTUAL FLOORPLANSUP2MAIN LEVEL1/8" E10'-0"x10'-0"NO.OFFICE10'-0"x10'-0"STAFF UNISEXTOILET10'-0"x7'-0"RRCS WARRENTON BEHAVIORALHEALTH 7'-0"x10'-0"DNccccccccccccccccc2001, 2002, 2003, 2004, 2005, 2006, 2007, 2008, 2009, 2010, 2011, 2012, 2013, 2014, 2015, 2016, 2017SHAFFER, WILSON, SARVER AND GRAY, P.C. EXPRESSLY RESERVES ITS COMMON LAW AND OTHERPROPERTYRIGHTS IN THESE PLANS.THESE PLANS ARE NOT TO BE REPRODUCED, CHANGED OR COPIED IN ANY FORM ORMATTER WHATSOEVER, NOR ARE THEY TO BE ASSIGNEDTO ANY THIRD PARTY, WITHOUT FIRST OBTAINING THEEXPRESS WRITTEN PERMISSION AND CONSENT OF SHAFFER, WILSON, SARVER AND GRAY, P.C.ELEC7'-0"x10'-0"LOWER LEVEL1/8" 1'-0"EngineeringDNJAN1A PROFESSIONAL CORPORATION555 HERNDON PARKWAYSuite 260HERNDON, VA 20170703-471-6803SWSGSHAFFERWILSONSARVER& GRAYUP17-0452

2CONCEPTUAL 3D VIEW (2)NO.17-0453DATE11/09/17SUBMISSIONFINAL CONCEPTUAL DRAWINGSccccccccccccccccc2001, 2002, 2003, 2004, 2005, 2006, 2007, 2008, 2009, 2010, 2011, 2012, 2013, 2014, 2015, 2016, 2017SHAFFER, WILSON, SARVER AND GRAY, P.C. EXPRESSLY RESERVES ITS COMMON LAW AND OTHERPROPERTYRIGHTS IN THESE PLANS.THESE PLANS ARE NOT TO BE REPRODUCED, CHANGED OR COPIED IN ANY FORM ORMATTER WHATSOEVER, NOR ARE THEY TO BE ASSIGNEDTO ANY THIRD PARTY, WITHOUT FIRST OBTAINING THEEXPRESS WRITTEN PERMISSION AND CONSENT OF SHAFFER, WILSON, SARVER AND GRAY, P.C.CONCEPTUAL 3D VIEW (1)RRCS WARRENTON BEHAVIORALHEALTH FACILITYCONCEPTUAL 3D VIEWS-11EngineeringArchitectureConstruction ManagementA PROFESSIONAL CORPORATION555 HERNDON PARKWAYSuite 260HERNDON, VA 20170703-471-6803SWSGSHAFFERWILSONSARVER& GRAY