Administrator’s Report
November 11, 2016
Personnel Issues
The past quarter MHCO experienced significant staffing adjustments and additions. Program Director Dr. Amy Still began training on 8/15/16. PQI Director Dr. Samantha Coleman began training on 8/29/16. Both have already had a tremendously positive impact on the programs, procedures, and culture on campus. We are very pleased with their progress and performance.
Lisa Trivett’s last day as Program Director was 8/26/16. The transition went smoothly and several outstanding tasks were addressed.
Additionally, at this date all positions are filled with the exception of CCW houseparents. The Fugates will begin this month and another couple could be in place before the end of the year. Several other CCW couples are coming forward. Many of the referrals are stemming from Masonic contacts. We believe the messages through the Craft are beginning to take hold and have positive results regarding hiring needs.
The Staff Qualifications and Workload Report was completed and submitted to the Personnel Committee. Since its completion, we have had some adjustments. These were discussed with the committee. Still to be resolved are the structure and staffing of the Financial Development Department based on NCMF initiatives.
Referral Status
From 8/1/16 – 10/31/16 MHCO had 10admissions and13discharges. Current census is 55residents, 39Direct Care and 16Independent Living. There arefourpending referrals.
Potential Discharges
Nopotential discharges exist at this time
Board Committee Work and Schedule
The Financial Development Committee met on 11/2/16 at 2:00pm.
The Marketing Committee met on 11/2/16 at 5:15pm.
The Policy and Personnel Committee met on 11/3/16 at 5:15pm.
The Program Planning Committee is scheduled to meet on 11/10/16 at 3:00pm. A conference call was held on 9/20 to process the RAC feedback. A plan has been developed and underway to address identified issues. Additional suggestions and inputs from the RAC were requested including; dating rules; phone rules; and riding in vehicle permissions. The RAC met on 10/28/16.
The Vision Committee is scheduled to meet on 11/10/16 at 5:00pm at the Cobb Center. Items to be discussed include a strategic planning retreat in March of 2017.
The Board is invited to dine with the cottages on 11/10/16. Please make your reservation if you have not done so already.
The Alumni Association Board met on 8/13/16. Plans were discussed relating to Homecoming including the Dinner and Chapel Service. The Annual Alumni Association Board meeting was held after the Sunday Service at Homecoming on 10/9/16.
A meet and greet event to promote and gather feedback regarding the Master Plan will be held on 11/11/16. Board Members will be able to provide input before the Board meeting from 8am-9am and after the Board Meeting from 12:00pm on. Other stakeholders will be presented the Master Plan and allowed to give their feedback later that day. Times are broken out by group as follows; Staff 1pm-3pm; Residents 3pm-5pm; Community Members, including Invitees 5pm-7pm. Other feedback sessions are to be determined based on interest.
The Board Strategic Planning Retreat has been scheduled for Friday and Saturday 3/24 and 3/25/17. The format will be similar to the Wilkerson College format, whereby Friday’s activities will consist of time with the residents, including breaking out to cottages for meals. Saturday will consist of Strategic Planning activities including blending Master Plan concepts into the Strategic Plan. The Strategic Planning Session will be facilitated and led by Dr. Coleman, our newly hired PQI Director. Spouses are invited to share this weekend experience. Housing will be provided in Brown or local hotels as attendees wish. Meals will be included.
On 10/21/16 MHCO hosted Oxford’s Bicentennial Banquet. This event was the finale in a yearlong celebration. Special thanks to Board members Dr. Tony Cozart and David Wicker who were among the 300 attendees.
Performance Quality Improvement - PQI
On 8/22/16 a fire drill was held for the SJAB staff.
On 8/23/16 and 8/24/16 lockdown drills were held individually with Bundy, Flowers, Williams, Jefcoat, and Eller Cottages. In addition lockdown drills were conducted individually with the Gym, Critcher, Food Service/VGCC Culinary Arts School, Cobb Center, and SJAB. Drills went well and data was collected on results. Issues needing attention include; staff securing the front door of the buildings first before other tasks; assigning each ILP Resident Advisor to their counterparts individual cottage drill; and staff beginning communication with the Administrator, Program Director, Program Coordinator, and Financial Development Director by text once the building is secure and everyone in the building is accounted for by staff. Additionally a door lock was determined to be broken on the North side of the Gym.
On 9/8/16 a former employee visited campus. Several employees complained about Mr. Bridges the last time he visited, about a year ago. The Administrator happened upon him as he was arriving on campus. He met with the Administrator who shared that several female employees had been uncomfortable around him the last time he visited. I asked him to visit exclusively with me if he came on campus and that I would follow up to make sure my memory of the complaints was valid. In following up, this was the person in question. I will ask him to not visit if he is on campus again.
On 9/25/16 the Fire Alarm in Eller Cottage went off due to cooking. The Holwerda’s were able to call the Fire Station and cancel the alarm before they were dispatched. The house was being aired out and the girls did a great job following directions and exiting when the alarm sounded. Another Fire Alarm occurred in Master Mason on 10/31/16. While Mrs. Sneed was on the phone informing the OFD this was a false alarm due to ongoing issues with the panel, the OFD phone apparently cut out, which was reportedly an ongoing issue with their system. The OFD responded, but were rewarded with several homemade cupcakes. They left with smiles. Much appreciation to OFD for always responding and being pleasant when it is simply alarm issues.
On 9/29/16 Mrs. Richardson received a call from an agent with the SBI. Reportedly the SBI is investigating Dr. Woliki-Shannon who contracted to provide Psychiatric services regarding medications for residents over two years ago. Contact information was provided to legal counsel to help determine what documentation and information can be shared. Four agents from the SBI were on campus on 10/31/16 to scan requested and counsel approved documents. Special thanks and appreciation to Mrs. Richardson for maintaining and gathering records in an organized fashion.
On 10/5 and 10/12/16 meetings were held with CCW’s and invited staff. The meeting was an open invitation to all CCW. The purpose was to help determine what does and would help distinguish this role as the premier within the industry. Several suggestions were made in addition to several affirmations about the positive working conditions at MHCO. The meetings were summarized and shared with the Policy and Personnel Committee. Several recommendations from these meetings were posed to the committee on 11/3/16 for consideration.
On 10/9/16 information was received early in the day that a water shortage was being experienced in Oxford due to a power outage in Henderson affecting the water plant. In response to the sporadic receipt of this vital information a request was made to the City of Oxford to include key MHCO personnel in their Code Red notification system. The city made the additions to their notification system.
School/Vocational
On 8/9/16 ILP resident JT completed his GED after several attempts. He now is enrolled in VGCC’s Culinary Arts Program, becoming the first MHCO resident to choose this academic path.
Five residents are getting honors credit and vocational experience; one at the Waste Water Treatment Plant, three at Jerry's Artarama, and one at the Print Shop. We currently have Pre-K students in school, students in Credle Elementary, Mary Potter Middle, JF Webb, School of Health and Life Science, Early College, and Granville Central. We havesix residents scheduled to graduate with onefemale(Merit Scholar atLife Science)visiting four-year colleges and five young men planning to attend Community College.
Currently 88% of ILP residents and 78% of DC residents are employed. This indicates an overall employment rate at 84% of those eligible.
Program
On 8/4/16 Diversity Day was held celebrating the heritage and culture of Italy. This was Stacey Smith’s first program coordination event and was managed very well by her and the staff.
On 8/10/16 the Summer Enrichment Program held their Awards Ceremony. The SEP was a tremendous success.
On 8/14/16 the ILP program closed out the summer with a Pool Party. Classes began on 8/15.
On 8/24/16 the School of Graphic Arts unveiled the 2016 Oak Leaf Yearbook at the Ice Cream Social. This year Mrs. Trivett was recognized for her career at MHCO.
On 8/25/16 the summer activities began winding down with the Field Games, Pool Olympics, and Staff/Resident ball game. We are pleased to report no injuries were experienced at the ball game. Additionally, the Trivett Family was recognized by the campus at the ball game.
On 8/27/16 the Spencer Pool Party was held for the 16th year. Adjustments are expected as the Lodge Member support has fallen over the years.
On 9/10/16 the 13th District Picnic was held in coordination with the Eureka Charity Ride. The Charity Ride donation was designated to help with Gray Cottage repairs. In addition MHCO staffed an information booth at the Hot Sauce Contest. The Rainbow Girls sold desserts and gave out information at a booth connected to Oxford Lodge #122’s BBQ fundraiser booth. The day was a rousing success thanks to Brother Chris, Coach Currin, and all. Thank you.
On 9/17/16 MHCO was privileged to attend the UNC-Chapel Hill Football Game. The event was hosted by Lux Libertas Lodge. The day included a tailgate BBQ; campus town events; blowout game; and concessions. Thanks to all who made this happen and to the House Parents for making the trip so successful.
On 9/29/16 a Panel Discussion was held to process with the residents the issues related to policing and the communities’ response. The Panel included; Chief Coley; Sheriff Wilkins; EDC Director Mills; Leigh Ann Adcock; Jocelyn Kersey; Coach Currin. The Panel shared their impression regarding the relationship between law enforcement and the local community; difficulties in policing; actions of those being policed; and the protests. Residents were allowed to ask questions. The event went well. We anticipate this is only the beginning of future discussions relating to various social topics including race relations and socio-economic conditions.
On 10/28/16 MHCO Recreation Staff with the assistance of Wells Fargo employees and MHCO staff prepared and provided a wonderful Halloween party for the campus. One of the most impressive features involves the older residents working various game booths and fun activities for their younger brothers and sisters. Very cool indeed.
On 10/30/16 Temple Cottage CCW’s Mr. and Mrs. Reynolds again provided an excellent Madden Tournament for the campus. One of the most impressive features of this event includes the residents gathering and playing, while not fussing or becoming upset over the outcome. This would not happen at all Child Care Homes or with all Houseparents. The Reynolds do an exceptional job in planning and implementing this event. Well done all.
Marketing
On 8/2/16 MHCO once again hosted the OPD National Night Out event. The event seems to be growing in attendance and was very pleasant. MHCO had an information booth staffed by Ms. Jones to promote referrals and CCW hiring.
On 8/10/16 MHCO staff met and conducted the annual review of Marketing Materials. The decision was to reorder current materials as needed in expectation of a logo upgrade. Rebranding is expected in preparation of the 150th Anniversary.
On 8/13/16 MHCO once again hosted the Chamber of Commerce’s Book Bag Giveaway event. The event is held in the Gym. Attendance was noticeably down this year.
On 8/19/16 Ms. Watson and Mr. Richardson represented MHCO at the New Teacher Breakfast hosted by the Chamber of Commerce.
On 9/14/16 MHCO was invited to attend Southern Pines #484 building 100th Anniversary. The event was very nice.
On 9/15/16 MHCO was invited to make a presentation about the Home to Rolesville Lodge #683.
On 9/22-9/24 MHCO was honored to participate in the Annual Communication in Winston-Salem. We would like to extend our appreciation for allowing the Home’s table to be located by the entrance. Personally as a Mason being allowed to attend as a voting member for the first time, I was impressed and left motivated. Thank you all.
On 8/22/16 the Production Meeting was held with CGI regarding the 30 second spot as part of the Oxford community project. Filming took place on campus on 10/12/16 from 3pm-5pm. A drafted script was provided to CGI and they suggest using it as written. Special thanks to Tina Gilreath for pulling the video segments together on such a short time table. Additional thanks to Mr. and Mrs. Newton, Mr. and Mrs. Godfrey, and the residents for being involved in the video production.
On 10/3 and 10/6/16 local radio stations 98.3 FM and 1450 AM allowed MHCO to present regarding the Masonic Homecoming Festival and the ongoing adjustments based on the weather. Both of these radio stations have been very responsive to helping get the messages for MHCO out to the local community.
On 10/7-10/9/16 MHCO hosted the Sixth Annual Masonic Homecoming Festival in the ever changing path and conditions relating to Hurricane Matthew. Words cannot describe my appreciation to all the Staff, Board, Masons, BBQ Teams, Alumni, Residents, and Community for their efforts and positive attitude. While the parade was officially cancelled, MHCO strived to provide the remainder of the offerings for a wonderful weekend in spite of difficult conditions. A parade was held and consisted of dignitaries walking around the gym and being recognized from the main stage. The bands were moved inside the gym, but only by the dedication and work of employee, alumnus, and Brother Bill Gilreath. Again a special thanks to all.
On 10/25/65 MHCO was invited to make a presentation about the Home to James A. Johnson Lodge #413.
On 10/29/16 MHCO was honored to make a presentation about the Home at the Grand Master Elect’s District Deputy Grand Master Meeting at the Grand Lodge.
Master Plan/Capital Projects
The Roadways were repaired and lined before Homecoming, helping make the campus look great. The Pastor’s House was determined to be in need of more significant repairs than originally expected. The bathroom had significant floor and wall damage due to ineffective tile seals. These repairs have been completed
Gray Cottage requires repairs, primarily to the bathroom. These repairs must be completed so the cottage can be inhabited by November 2016.
On 8/9/16 Travis Black guided a tour of the prioritized trees for removal. Mr. Black will have a more formalized priority listing of tree management for the immediate future in the next few months. The complete plan will be available in March 2017. Seven trees are prioritized for removal. Mr. Black conducted a fall review of the trees paying particular attention to the two trees removed in the circle prior to Homecoming. These were two of the seven prioritized trees. Mr. Black has suggested MHCO solicit the local FFA to help with the tree growing project for the 150th celebration. MHCO reached out to the FFA, but has not received any response.
A meeting was held with Eric Wolfe and John Harvey on 8/26/16 to further process the overall plan and three feature conceptual pieces. The Master Plan and supporting conceptual designs were completed and available for presentation at the MHF. A trifold to help market the Meet and Greet feedback session on 11/11/16 was produced in anticipation of mass presentation at the MHF.
On 9/12/16 the City of Oxford met with the CFO and Administrator to inform that the City was planning on increasing water and sewer usage rates significantly. The rates passed the council and are in effect. On 10/27/16 at the All Staff Meeting, emphasis on water conservation practices was stressed. In particular observation relating to possible leaks due to the aged water infrastructure was suggested. The water to the pool was shut off and expected leaks in the source and draining system are being examined.
Incidents
On 8/1/16 ILP resident AT was observed laying on the sidewalk in front of Critcher at approximately 9:30am. She was helping with SEP and escorting a child back to Jefcoat. She became dizzy and sat down, ultimately lying down. Mrs. Richardson provided care. During the event, it was expected she might be pregnant. We asked her to get a test which came back positive. AT was apparently pregnant when she was admitted. The team has been attempting to provide her with a solid discharge plan including a possible admission to Mira-Via in Charlotte. She has a preplacement appointment on 8/30/16. At was hospitalized twice in this period, once on 8/14/16 for dehydration and once on 8/20/16 for significant bleeding due to a UTI. On 8/25/16 AT informed the team that she might move out on her own with supports from her grandparents. She is still strongly considering Mira-Via. I have informed her that she would need to be out of the program soon, as we are not equipped to meet her needs. The team has determined that pregnancy testing will now be a part of the regular physical process and a condition of ILP admission.