15487 State Hwy 86 Meadville, PA 16335 814.724.7510 /phone 814.724.6237 / fax bethesda1919.org Bethesda LUTHERAN SERVICES Promising Futures November 9, 2020 Our next Board of Directors meeting will be held November 18th. This will be a Zoom meeting. The information is below. As always, if you have any questions please let me know. Also, if you have not RSVP' d to the meeting please let me know if you plan to attend in order for me to assure a quorum. Enclosed in the this packet is the meeting agenda, minutes from the previous meeting, the CEO report, reports of the Directors, the Development report as well as the report from the Chaplain. ZOOM MEETING INFORMATION Join Zoom Meeting https://zoom.us/j/92790227036?pwd=OEw0Y05Ddi9vTzNDOFZFOHEvRzNQUT09 Meeting ID: 927 9022 7036 Passcode: c6Xicw Dial by your location 1 646 558 8656 US (New York) Meeting ID: 927 9022 7036 Passcode: 643950 Marci Dickson Administrative Assistant 11/2020 Page 1 of 19 Bethesda Lutheran Services Board of Directors Meeting November 18th, 2020 Meeting via Zoom Regular Board Meeting Agenda Call to Order Devotions-Alice Dalmaso Approval of Agenda Approval of Minutes from September 2020 Directors Reports o CEO - George Trauner o Operations - Director Jerrad Rimel o Facilities - Director Rob Lewis o Finance - Director Chad Dickson o Human Resources - Director Deana Burge o Development Coordinator Report – Amanda Shields o Spiritual Life - Pastor Frenz Foundation Report- George Trauner Review of Committee Activity o Executive Committee-Pastor Neal o Finance & Audit Committee-Chris Zerbe o Governance Committee-Victor Kwiatkowski o Mutual Ministry Committee-Pastor Travis Slack Presentation- Greg Furer Agenda Building Closing Prayer-Alice Dalmaso Adjourn 15487 State Hwy 86 Meadville, PA 16335 814.724.7510 /phone 814.724.6237 I fax bethesda1919.org Bethesda LUTHERAN SERVICES Promising Futures Board Meeting Minutes September 16, 2020 In attendance: Chris Zerbe, Pastor Neal, Pastor Travis, Pastor Arter, Rachelle Fritz, Larry Fritz, Pastor Dix-Weiers, Alice Dalmaso, Pastor Johns, Dr. Fortin and Pastor Fischer Administration: George Trauner, Jerrad Rimel, Pastor Frenz, Chad Dickson, Victoria Soft, Rob Lewis, Amanda Shields, Deana Burge, Pastor Frenz, and Marci Dickson The regular meeting of the Bethesda Lutheran Services Board of Directors was held on Wednesday September 16th in the board room, the Chairman being in his chair and the secretary being present. Pastor Neal called the meeting to order at 11 :57pm. Pastor Neal delivered the opening devotions Dr. Fortin motioned to approve the agenda as presented. Rachelle Fritz seconded the motion. Motion carried. Pastor Fischer motioned to approve the minutes from June 2020. Alice Dalmaso seconded the motion. Motion carried. New Business Director Reports: George Trauner, CEO The CEO report was included in the packet. George told the board that the Petersen Home is now occupied by the foster parents and we are hoping soon to have kids there. The plan for the new pods is to break ground this fall and have them roofed by winter. George also thanked the staff for going above and beyond during this pandemic. He gave special thanks to his leadership team for working in the office throughout the pandemic and for always thinking of ways to help staff through and show our appreciation. Jerrad Rimel, Operations The Operations report was included in the board packet. Jerrad told the board that we have the license for the new PRTF. School has started with huge expansion in our alt-ed and truancy programs. Jerrad also told the board that our residential numbers are low but referrals are coming in. Rob Lewis, Facilities The facilities report was included in the packet. There was no follow up. 11/2020 Page 3 of 19 Chad Dickson, Finance: The finance report was included in the board packet. Chad talked to the board about his expectations for June vs the actual numbers for June. Deana Burge, Human Resources: The Human Resources report was included in the packet. Deana told the board that hiring continues. Also, she reminded the board to return their clearance applications to her if they have not already done so. Amanda Shields and Victoria Soff, Development: Victoria told the board that the Development is back in the office full time. The clay shoot is October 2nd. If you have not donated a basket or money for development to put together a basket please do so. Pastor Frenz, Spiritual Life The spiritual life report was included in the packet. Pastor Frenz told the board he has added a 2nd service and there are 4 kids who have asked to be baptized. Foundation Report George Trauner presented the foundation report. Fundraising is down. Money is going out and we are keeping an eye on the cash flow. Committee Reports: • Executive Committee: The Executive Committee met in August. George does a great job of keeping everyone updated. • Finance and Audit Committee: Finance Committee met before the board meeting. Chris Zerbe echoed what Chad talked about. • Governance Committee: Chris Joy is willing to serve a 1 year term on the board. Her name will be submitted to the NW Synod for approval. • Mutual Ministry Committee: Mutual Ministry Committee met before the board meeting. The staff appreciation is still happening but in a different form. Agenda Building: No discussion There being no further discussion, the Chair adjourned the meeting at 12:38pm Submitted by: Marci Dickson Board Secretary 11/2020 Page 4 of 19 To: Bethesda Lutheran Services Board of Directors From: George Trauner, Executive Director Date November 2, 2020 Re: November Board Report Hello- The Petersen Home has accepted its firstyouth. It seems as though we have been waiting a long time. We are very excited to finallyget this program running. We have talked about the residential program numbers being lower than normal. I am pleased to tell you that the residential numbers are increasing and the referrals for residential program seems to be increasing as well. Across the board, our program numbers seem to be on the upswing which, of course, is what we want. The renovations to the Yeany PRTF are complete. The staffis hired and we are waiting for the first youth to be accepted. As we have talked about before, the trend is moving towards mental health care and we are thrilled to be able to expand our services in that area. The groundbreaking for Wise Hall was a great success and we have had a lot of positive feedback. Thank you to everyone who was able to attend and to everyone who sent well wishes. The construction company has moved their equipment in and they have started to dig. It is the hope of everyone that we are able to have the foundation done and the building roofed by the end of the year. Finally, with Covid cases on the rise in Crawford County, we have had to make some difficultdecision regarding Christmas at Bethesda. I will update you all on those changes at our meeting. Thank you foryour time and commitment to our mission. George R. Trauner Executive Director 11/2020 Page 5 of 19 To: Bethesda Lutheran Services Board From: Jerrad Rimel, Director of Operations Date: November 18, 2020 Re: November Board Meeting The agency has continued to move forward with programming and daily operations during the continued pandemic time, while still being tailored to provide safety and security for the children and youth that we serve daily. The Petersen Home is up and running as our new intensive foster home, the home welcomed its firstboy on 10/29/20. This time of year provides our agency with our state inspections for some of our programs. Below are the dates that the inspections have occuned or will occur: Partial Hospitalization: 09/29 The Foster Care and Adoption: 09/15 Residential: 11/17-11/18 Psychiatric Residential Treatment Facility: 11/23 Intensive Behavioral Health Services: 10/2 l Residential Services Report submitted by Jesse Oblinski and Kelly Kingston Residential youth began the regular school year on September 2nd with COVID-19 safety precautions in place to include social distancing and mask wearing. Residential youth continue to attend outings in the community where social distance can be maintained. During the months of September and October, youth participated in outings that included the Corn Maze in Edinboro, Iris Theater, Meadville Area Rec Complex, Pymatuning fish hatcher and to feed the fish and a Halloween Party on campus for Halloween. Youth continue to have nightly opportunities during the week to earn the ability to participate in incentive activities, such as, an ice cream social, arts and crafts,recreational activities, a game night and movie night. On October 16th youth that participated in Adventure Camp with the DCNR in July and August, participated in a final event that included a campfire cookout, night hike and star gazing at Pymatuning State Park. Adventure Camp pa11icipants received participation certificates at the event. 11/2020 Page 6 of 19 th Student Council began meeting monthly again on September 1 o . Youth were selected from each unit to participate in the Council and Council Members and began planning a Halloween Party for youth to occur in October. Student Council will continue working on projects aimed at enhancing residential life for youth on Bethesda's campus. Residential directors, supervisor's and staff continue preparations for our annual licensing th th inspection, which is scheduled to be held on November 17 and I g • Residential programs have seen an increase in female referrals during the months of September and October. Residential Directors anticipate a continuing increased number of female referrals and are diligently working to create a plan for the future that will accommodate this increasing number of referrals.