Encouraging People Toward A Better Life
2712 South Calhoun Street, Fort Wayne, IN 46807-1496
TEL 260/744-4326 – FAX 260/744-0188
www.familychildren.org
The Regular Meeting of the Board of Directors
Tuesday, March 19, 2013
MINUTES
PRESENT: Scott Burns, Chuck Clark, Sharon Dunn, Amy Gustin, John Hudson, Stephen Jarrell, Michelle Kearns, Linda Moses, June
Rambo and David Storey.
ABSENT/EXCUSED: Connie Carman (excused), Danielle Collins (excused), Kevin Kreilach (excused), Keith Neuman, Eric Norman
(excused), Deb Overcash (excused), and Wes Shie (excused).
The Board of Directors of Family & Children's Services, Inc. met in the Tielker Community Room for its regular meeting at 11:30
a.m., Tuesday, March 19, 2013. David Storey presided. Five (5) board members, four (4) staff members and one (1) guest were in
attendance.
TOPIC
DISCUSSION
ACTION
Consent Agenda
David Storey, President, asked for any comments or concerns
regarding the Consent Agenda with the following items:
1. Minutes for Board of Directors Meeting, December 2013
Minutes for Board Training, January 2013
Minutes for Board/Staff Meeting, February 2013
2. Clinical Report for January, February and March 2013
4. Committee Reports & Minutes:
- Finance Committee, January and February 2013
- Resource Development Committee January, February and
March 2013.
- Governance Committee, February 2013
A motion was made by Chuck
Clark to approve the Consent
Agenda; the motion was seconded
by John Hudson and CARRIED.
Treasurer’s Report
Chuck Clark distributed several graphs showing a picture of the
financial status of Headwaters Counseling. The following comments
were made regarding the graph showing Revenue vs. Expenses by
Month:
- Chuck stated that this graph shows revenue from services and
grants.
- He noted that revenue was down in January and February 2013 but
up in December 2012. He explained that this is mostly due to timing
of HAP payments.
Revenue vs. Expenses by Quarter:
- Chuck noted that this graph (which goes back to October 2012)
does not show quite the variations as the previous monthly graph.
Revenue Trend-line by Quarter:
- Chuck noted that this graph shows a slight increase in revenue.
Expenses by Quarter:
- Chuck noted that expenses show a slight decline but remain stable.
Services by Quarter:
- Chuck noted that group sessions were where we generated the most
income although groups were down over the quarter.
Individual sessions were also down over the quarter.
- David noted that changes are intermittent over time.
June will upload the graphs to
the board portal on the agency
website.
Chuck stated that these graphs can be used to determine clinical need
and in which areas we do well, and where we need to do more.
A motion was made by Scott
Burns to approve the
Treasurer’s Report; the motion
was seconded by John Hudson
and CARRIED.
David stated that these graphs were created to give the board a visual
of how we are doing. He asked for feedback from board members.
Chuck added that our financial statements are challenging to look at
and it is hoped that the graphs will give board members a clearer
picture of our finances.
Payor Mix Pie Charts:
Chuck explained that these pies show revenue from services
compared to budget. He noted that subsidies are down from what was
budgeted.
Stephen stated that insurance’s should grow with Dr. Mihlbauer, as
we get on more insurance panels.
Chuck stated that we will watch shifts to these commercial
insurances.
John suggested that we add the total of the budget to these pies.
Revenue per billable hour each month:
Chuck explained that this graph shows what the therapists are
generating. He noted that January and February 2013 were up from
February 2012.
Stephen and Linda explained that this is probably due to Dr.
Mihlbauer. They added that more groups also affect this increase.
Expenses per billable hour each month:
Chuck noted that expenses peaked in December at $135.20.
Stephen stated that the December increase was due to insurances
being paid, CARF, etc. and that everything has now been paid.
Chuck stated that this is our first attempt at graphs and asked board
members if the graphs were helpful.
Amy stated that the graphs are interesting but we are not able to
compare trends to prior year.
David stated that we need to keep the historical data. He added that it
would be helpful to take out some of the indirect expenses such as D
& O insurance.
John suggested that we could have a second line with agency
overhead expenses.
Stephen stated that overhead is overhead and maybe we could
annualize expenses.
Stephen added that he will also be sharing these graphs with staff.
John asked if it would be possible to have the number of billable
hours on the Revenue per billable hours each month graph. John also
asked if the graphs could be uploaded to the board portal on the
website.
Financial Statements for February 2013:
Chuck reported that the change in the savings account caught the
committee’s eye. This has dropped from $95,000 to $45,000. He
stated that the committee is watching this.
Resource Development
David stated that cash is always a concern and that there is less
revenue coming in due to staff changes but expenses still remain the
same. He added that we may have to tap into our credit line until
grants come in.
NAP Tax Credits :
June will contact Mary Rondot at
June reported that we still need $5,400 in donations in order to sell all Parkview for possible artists.
of our tax credits by 5/31/13.
Board Reception:
June reported that we are looking at a date in early May for the
reception. She is in the process of getting costs from the Fort Wayne
Museum of Art and the History Center. She added that we will be
inviting donors, board prospects and the doctors that we hope to be
working with.
Chocolate Extravaganza: June reported that the Chocolate
Extravaganza will be held at the IPFW Ballroom on Friday,
November 8, 2013. She stated that we are looking for artists who
might be willing to do a piece for the live auction. These pieces will
be tied to Headwaters and our success stories.
Chuck suggested June contact Mary Rondot at Parkview for possible
artists.
David stated that we are trying to make a strong art connection with
the Chocolate Extravaganza and the board reception.
June reported that chocolate sponsorship letters have gone out.
June stated that we are still trying to secure food for the event and that
we are reaching out to 4 or 5 caterers to see if any one of them would
be willing to do the food, cash bar and linens. Those to be contacted
are The Lantern, Club Soda, Goeglein’s and Agave’s.
Chuck suggested we try Apple Spice Junction for catering.
Board members were asked to think about items for the silent auction,
art pieces and chocolate sponsorships.
Non-Event Event:
John asked when the Non-Event letters would go out.
President’s Report
Those will go out towards the end of May.
David asked board members who have friends or contacts who may
be interested in joining the board to please send a direct invitation for
the board reception to those individuals.
David reported that a 4 year grant for $400,000 has been submitted to
Foellinger Foundation.
David offered his thanks to Chuck for suggesting the consultant that
we may be working with, if we receive the Foellinger grant monies.
David reported that the work with Hope House is still in process. He
stated that each board is doing their due diligence. He stated that all
involved need to meet to see where we are now.
John asked if the other agencies listed as resources on the Hope
House website would be competing with us after a merger, if they
offer the same services as Headwaters.
Chuck added that we probably need to know Hope House’s
relationship with these other agencies.
David stated that there are some different issues to work out with
Hope House.
David reported that Vanessa, a Headwaters therapist, has filed a
protective order against a former client.
David asked board members to continue with board recruitment.
Please send your candidates to David or Stephen. They could join the
board or start by serving on a committee.
John asked what the issue is with the new software.
Linda reported that we have not been able to get good training from
the company because they are located in Canada.
David stated that he would check into this with Stephen.
Next Meeting
Respectfully submitted by,
Sharon L. Dunn, Recorder
The NEXT MEETING will be a board training session at
Headwaters Counseling on Tuesday, April 16, 2013 from 11:30 a.m.
to 1:00 p.m.