Celebrating Staff Dedication and Achievements at Carmel Valley Manor
Today, we recognize the dedicated staff at Carmel Valley Manor for their exceptional service totaling 367 years. The community board meeting, admissions committee update, and medical committee report reflect a commitment to resident care and safety. The facility strives for active independent living while providing a secure environment. Various committees and individuals are working towards enhancing resident experiences and well-being.
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Congratulations to staff being recognized today! Thank you for caring about and providing services to our residents! Staff recognized today represent a combined total of 367 years of service!
Resident Update Board of Directors Meeting August 8, 2019
4 Carmel Valley Manor Mission Statement Balance active and vibrant independent living with the security of a Life Plan Community by maintaining an adaptable and flexible organization that addresses the needs and interests of current and future residents through its facilities, programs and services.
Meeting Called to order at 4:00PM Present: All Members of the Board of Directors; Resident Council President Mary Seiersen; Directors Emeritus Bolgard, Crockett, Haisley, Smith; Foundation Chair Freeland Excused: Directors: Hansen, Johnson; Directors Emeritus: Steele, Steward and Welles; Resident Council Officers Nelson, Todd, White Guests: Residents - Tom Masters, Susan Schueler, John Sanders
Admissions Committee Report Alexander & Jerian Crosby Joanne Howard Charles Rauch & Janet Gleason, Frederick & Cynthia Riebe Jeffrey & Marilyn Riehl Maryann Reynolds Paul Van Slambrouk & Diana Arsenian James & Betty Kasson Nancy Wright Carmel Woodside Monterey Carmel Valley Carmel Carmel San Francisco Carmel Carmel The Committee has 9 applications in process.
Medical Committee Report The Manor staff continues to work with Sue Hanna, MSN, APRN, PMHNP-BC, HNBC, a nursing instructor at MPC and her students implementing a program to reduce falls at the Manor. The program developed individualized fall intervention plans for 100% of Health Center residents & showed a more than 50% reduction in falls during the eight-week implementation phase. Staff continue to visit Residents admitted to CHOMP to participate in & facilitate discharge planning. Emergency evacuation drills to Evacuation Assembly Points continue with the assistance of the Fire Department. The Manor participated in the Monterey-San Benito County Healthcare coalition Evacuation and Surge test and evacuated and found transportation for residents in 90 minutes, an excellent result.
Carmel Valley Manor Carmel Valley Manor Balance Sheet - All Funds Balance Sheet - All Funds June 30, 2019 June 30, 2019 Operating Operating Fund Fund Annuity Annuity Fund Fund Combined Combined ASSETS Cash Marketable Securities Accounts and Notes Rec Pledges and Other Rec Due To/From Other Funds Prepaid Exp and Current Assets Const in Progress Property, Plant & Equip Accumulated Depreciation Deposits and Other Assets 9,280,097 13,423,965 61,679 7,992 21,544 1,142,453 9,301,641 14,566,418 381,825 3,103,308 63,814,474 (33,363,097) 57,878,237 - - 61,679 7,992 3,997 0 3,997 381,825 3,103,308 63,814,474 (33,363,097) 56,710,242 1,167,995 - - - - - - TOTAL ASSETS LIABILTIES & FUND BALANCE Accounts Payable Accrued Liabilities Deferred Restricted Amts Entrance Fee Deposits Unamortized Entrance Fees Net Trusts (Part A and B) Note Payable + Mortgage Payable Other Liabilities TOTAL LIABILITIES 281,670 746,047 150,012 1,681,506 30,402,065 3,539,168 36,800,468 - - - - - 281,670 746,047 150,012 1,681,506 30,402,065 877,699 3,539,168 37,678,167 - 877,699 - - - - 877,699 FUND BALANCE (Deficit) Equity-Part A Equity-Part B Opening Balance Equity Unrtealized Gain/Losses Retained Earnings PROFIT/LOSS - YTD 20,029,680 582,409 19,909,774 - - - 1,073,543 (73,081) (619,112) (91,054) 290,296 - - 1,073,543 - - (702,315) 19,410,568 491,355 20,200,070 TOTAL FUND BALANCE TOTAL LIAB & FUND BALANCE 56,710,242 1,167,995 57,878,237
Carmel Valley Manor Operating Fund (Actual vs Budget) June 2019 YEAR TO DATE Actual $ Budget $ Var $ Operating Income Entrance fees Care Fees Other Operating Income TOTAL Operating Income 2,066,680 5,965,097 204,033 8,235,810 1,920,000 6,233,550 236,201 8,389,751 146,680 (268,453) (32,168) (153,941) Operating Expenses Payroll & Related Expenses Non-Payroll Expenses TOTAL Operating Expenses 4,480,147 2,480,989 6,961,136 4,588,728 2,343,176 6,931,904 108,581 (137,813) (29,232) Net Operating Income 1,274,674 1,457,847 (183,173) Non-Operating Income Gain/Loss: Investments Interest & Dividends Donations Other Non-Operating Income TOTAL Non-Operating Income 108,873 460,206 3,269 4,250 576,598 671,000 288,000 380,000 (179,127) 80,206 (94,402) - 3,269 1,250 3,000 Non-Operating Expenses Depreciation Interest Other Non-Operating Expenses TOTAL Non-Operating Expenses 1,189,801 82,063 (3,000) 1,268,864 1,212,000 85,222 1,297,222 22,200 3,159 3,000 28,359 - Net Non-Operating Income (692,265) (626,222) (66,043) TOTAL Net Income 582,409 831,625 (249,216)
CAPITAL EXPENDITURES Total Budgeted Capital Expenses 2019: $3.8 M includes $0.9 M rolled over from 2018 As of June 2019 Capital Expenditures were $1,534 K $1,042 K for Building Improvements $317 K in General Equipment $101 K in Computer equipment and software $63 K in a new vehicle $11 K in Flooring & Furnishings
Insurance Report Trey Busch reported that our insurance broker, Alliant, Inc., is very close to negotiating an improved property insurance premium effective September, 2019.
Investment Committee Report Current Value of the Reserve Fund is $13,500,548 The fund s Prana Real Estate Investments were negatively impacted approximately11% - due to rent-control legislation in New York City in this past quarter. The Investment Committee will be reviewing the Manor investment policy in November 2019.
Buildings & Grounds Report Historic Building Permit Issue: Once again, the ball is in the court of the County. We have provided everything they have asked for and are waiting for further information/direction from the Individual that is processing the applications. Emails asking for status are sent on a weekly basis. Fire Alarm System: Crossover from the old Simplex panel to the new one is now complete. The system for Hillcrest expected to be complete by the time of this meeting. Health Center improvements to commence upon completion of Hillcrest. HVAC Controls Project: Project is 100% complete. The system is fully functional and controllable remotely from secure internet connection to the System. We can now view and control all remotely. Carlos has proposed a program to convert all exterior lighting at the Health Center/Hillcrest/Pavilion/Meeting House to LED. Energy savings are expected to pay for retrofit costs. Fire preparedness/fire defensive strategies are on-going. Significant clearing and cleanup has occurred over the last couple of months resulting in much more defendable space around the campus. The Boiler room serving buildings 1-5 has been refurbished with improvements to water filtration, water softening and valving. The Boiler Room in the Pavilion has been refurbished. The Co-Gen system is at the end of its useful life at 31 years of age. Carlos will secure proposals for its replacement.. Masterplan: Progress on the Masterplan is currently idle, pending further direction from the Manor. Perkins Eastman has developed some alternate plan configurations, focused on alternate configurations/locations for the Wellness Center. The Building and Grounds committee, expanded to include three resident members, will meet at future date to review the alternate plan configurations.
Governance Committee Report Interview is scheduled for this month with a potential new board member. The Manor Board approved amendments to the Foundation bylaws stating that the Manor Board must approve all transfers of funds from the Foundation; and stating that the Foundation must have three (3) Trustees that are Manor residents. Manor board self-evaluation tool is under review and will be distributed to the Manor Board of Directors in November.
Presidents Report IL Occupancy = 131/148 89 %occupied 93% occupied & reserved AL Occupancy = 22 SNF Occupancy = 31 residents 7 units reserved & under renovation/10 units available 7 new contracts signed YTD; 7 residents relocated to AL/SNF YTD
RESERVED, CONSTRUCTION & AVAILABLE UNIT SUMMARY AUGUST, 2019 BLUE = Reserved (50% entrance fee paid) BLACK = Available Unit Status Start Completion Scope of Work 3C 5G In Const 6B Selections 6G In for Permit 5/15/19 7A In for Permit 8/1/19 10C In Const 10E In Const 11C In Const 13E In Const 13C Available 15E In Const 17M In Const 17N In Const 17O Available 18A Selections 18C Available 21A In Const 27A Selections Available TBD New floor plan; paint, cabinets, finishes, appliances TBD New floor plan; Raise ceilings;; abatement Requires structural engineering consult; Abatement required New floor plan; Raise Ceiling; Push out; New floor plan; skylight; push out LR; abatement Window installed; patch & paint 8/30/19 Interior remodel; custom cabinetry; TBD 9/22/19 Original design; walk-in shower; new patio door; soffit 8/30/19 Window delivery expected in August 5/13/19 9/25/19 New patio door installed; TBD Temp. Guest Suite with twin beds TBD TBD 1/2/19 8/30/19 Cabinets; appliances; finishes; resident 2/18 Screening and update patio; landscape work 8/30/19 9/30/19 10/22/19 8/30/19 4/22/19 4/15/19 5/20/19 8/30/19 4/22/19 5/20/19 7/30/19 5/13/19 8/1/19
Presidents Report, contd. ADMINISTRATION Employee Turnover for the 2nd quarter 2019 is 6%; The Manor implemented a chemical free cleaning system for all surfaces effective June 4, 2019. This new system is Tersano a stabilized aqueous ozone product. The employee Vacation Policy has been revised to no longer permit vacation requests in excess of 3 weeks unless there is an extraordinary situation. Extended vacation requests of 30 days or more have had a negative impact on department Dining, Maintenance, Grounds, Assisted Living and Health Center scheduling. Staff have been advised of this change in policy.
Presidents Report, contd. Focus over next 5/6 months: Current CARF compliance State surveys anticipated in the next 2/3 months Close outstanding permit issue with the County Work with CAWD and MNS Engineering to prepare for construction of sewer lines upon completion of annexation process Work with Building & Grounds Committee of the Board to determine and implement next steps of the master planning process Support Board & staff during CEO transition Create a resource book for incoming CEO
Presidents Report, contd. Risk & Compliance Effective immediately, the Clinic will be scheduling a Home Safety Assessment and Functional Testing by Mercedes Abluton at the time of your Annual Physical Exam. The tri-assessment approach is intended to proactive in preventing resident falls, trips as well as minimizing other potential hazards. PG & E has notified the Manor that its Public Safety Power Shutoff Program may impact the Manor if the environmental conditions dictate a power shutoff. The PG&E Shutoff Program applies to the Manor due to physical location of the Manor and how the PG&E wires intersect the property. The eucalyptus trees bordering the east perimeter of the property will be trimmed or removed over the next year as a fire safety strategy. With an increased focus on employee safety, the Manor has effectively increased the number of injury-free days from 21-87 days.
Presidents Report, contd. Risk & Compliance Preventative maintenance accounts for 1/3 of all monthly work orders; individual resident requests account for another 1/3 of total monthly work orders and the remaining 1/3 are general maintenance/repair work orders. Monthly work orders consistently number 1,000-1,200 work orders a month. Installation of the new fire alarm system in Hillcrest & Health Center is nearing completion. Due to difficulty in connecting communication systems between the old system and the new system and the multiple fire alarms on a daily basis, the Manor found it necessary to implement fire watch 24/7 to manage the false alarms and eliminate need for multiple daily resident evacuations. John Haupt is in the process of letting bids on the fire alarm system for the main campus. Once bids are received, reviewed and decision made, the goal is to start installation before the end of 2019. The new fire alarm system is in the Capital Budget.
Presidents Report, Contd. Master Planning Update CAWD reported August 1 that the annexation process is on track to be completed December/January MNS Engineering is evaluating the 2 potential sites for the lift station. There has been one inquiry on square feet needed for the lift station from a realtor representing the one piece of property that is being considered and CAWD has had one comment from Quail Lodge about the potential location of the lift station; you will recall there are 2 sites being evaluated; Barbara Buikema was calling Quail to clarify & mitigate their concerns. 1st Capital Bank has indicated they will provide the Manor with a Line of Credit with interest only payments for 18-24 months with rollover of any remaining balance to a conventional loan. The Manor will draw only what is needed from the Line of Credit. The final amount of the Line of Credit and interest rate to be determined when construction costs are finalized. Private financing v. public financing reduces over all costs by approximately $150-200,000 per CAWD and reduces potential for delays. Additional sewer connection fees from single-family residences and commercial properties will ultimately reduce the Manor cost to finance the sewer line. The Master Planning process has paused due to primary focus on the sewer connection. Building & Ground Committee of the Board will reconvene in the fall to return to the planning process.
Resident Council Report to the Board The Resident Council provided a list of residents to participate in the CEO Search Committee; three (3) were chosen to participate on the CEO Search Committee Residents met to identify skills/characteristics for the new CEO. These have been shared with the CEO Search Committee. The Resident Finance Committee met with the Executive Committee of the Board of Directors to discuss the master site planning process. Residents are pleased to see vegetation on & surrounding the campus mowed & cleared; they are also pleased to know the sewer connection continues to move forward. Areas of concern include: aging infrastructure, potential fee increases in 2020
New Business The revised HIPAA Manual was reviewed & approved The Wellness Philosophy was reviewed & approved The Whistleblower Policy was reviewed & approved
New Business, contd. Carmel Valley Manor Foundation Report Susan Freeland & Iathan Annand were appointed to a new 3-yr term The Foundation will distribute 4% of the average 3-yr balance effective January 1, 2020 The Whistleblower & Gift Acceptance Policies for the Foundation were approved The Philanthropy Committee has developed an updated brochure that will be available today. As of the 30th of June, the Foundation fund balance is $12,693,127.
