Gary Vandevander moved that the minutes be approved as read, with the amendment of Delegate Mezzatesta’s county as Hampshire. Pierre Sevigny seconded the motion. The minutes were unanimously approved as amended.

Emily Hopta presented charts and graphs showing the age, income and geographic distribution of the loans made to West Virginia residents through the Commission’s Telephonic Loan Program. Of the 308 distributed phones, 74% have been given to individuals within 150% of the Federal Poverty Level. The age of recipients is predominantly 60 and older. 192 phones (62%) have been given to individuals ages 60-80+. 91 phones (30%) have been given to adults ages 20-59, and 25 phones (8%) have been given to children ages 0-19. Geographically, Pendleton County has the greatest number of phones out of all counties (86 phones, or 28%). The average age of recipients in Pendleton County is 77. Overall, 43 counties have at least one phone recipient and the state’s average recipient age is 54.

Commission members are interested in looking at this data in more detail. Emily will work with Kara to determine which types of telephones are being distributed and what diagnoses of recipients are most common in West Virginia. Kara will be asked to conduct a census of current telephone users to see if distributed phones are still working and who is using them (applicant or others). In the census, recipients will be asked whether the phones are their primary mode of communication.

There was some discussion as to whether the Commission should become provider of last resort for telephones. Kara will be asked to compile a list of other agencies that provide phones or money for phones, such as WVADS and the Lions Club.

Due to the interest in collecting additional information, Pierre Sevigny moved to table the loan program discussion until more information is available. Jimmy Harrison seconded. The vote passed unanimously.

In response to BayFirst’s letter from February 5, Shana Phares faxed and FedExed the letter from the Department of Health and Human Resources (DHHR) discussing the contract termination with BayFirst and the terms of payment. Shana will consult with a department attorney. Commission members will be updated.

Pierre Sevigny moved the Commission move into Executive Session to discuss interview candidates. Jimmy Harrison seconded, and members passed the motion unanimously.

Following discussion, Jimmy Harrison moved to end the Executive Session. Pierre Sevigny seconded the motion, which passed unanimously.

Shana Phares moved that the Chair of the Commission be empowered upon final reference checks and writing sample approvals to make an offer for the position of Executive Director with salary limitations as discussed in Executive Session and with relocation budget as discussed in Executive Session in accordance with West Virginia State Code. Pierre Sevigny seconded and the motion passed unanimously.

Jim Harrison made the motion for the next board meeting to be on May 8 in the Commission’s new office at the Capitol Complex in Building 6. Pierre Sevigny seconded and the motion passed unanimously. Shana Phares and Emily Hopta will obtain parking passes for the meter lot closest to Building 6. Jimmy Harrision moved that the annual retreat for board members and Commission staff be held during graduation weekend at the School for the Deaf in Romney, June 6-7. Pierre Sevigny seconded and the motion passed by unanimous consent. The Executive Director will have discretion over scheduling Commission meetings for the fall.

The budget for interpreters is almost exhausted. Kara is working with Susie Teel in DHHR Purchasing to determine solutions. The Commission has allotted $32,000/year for interpreting. The nearly exhausted SignWorks contract is for $10,000. The Commission needs to rebid or contract with specific interpreters for the May and June meetings.

Commission members reviewed options for hiring an interpreter to work specifically with the new Executive Director. DHHR Office of Personnel provided four options for hiring an interpreter. After reviewing the options, Dr. Braley moved the Commission accept the first option, hiring an interpreter(s) through a part-time professional exempt employment, and post job descriptions for two part-time professional exempt interpreters to secure a pool of applicants for interview by the Executive Director. Dr. Abraham seconded this motion, and it passed unanimously. Annette Carey will be asked to help with certifications and assessments of candidates as necessary.

There was discussion of the title and responsibilities of the Deputy Director position. Dr. Braley moved upon the Executive Director’s acceptance of the position, s/he be consulted as to the qualities and qualifications for the position, and that the posting be made according to her/his request. Barbara King seconded the motion, which passed by unanimous vote. Earlier applicants for this position will be invited to reapply.

Jimmy Harrison moved that the person working in the Commission’s Secretary position have signing proficiency which must be demonstrated and evaluated. Mike Sullivan seconded. The motion passed unanimously.

Budget and Office Expenses

Shana Phares informed board members that 55% of the Commission’s budget allocation still exists due to the absence of full-time employees during the ongoing hiring process. She has requested Kara inventory all office equipment, including furniture and fixtures, and that Management Information Services evaluate all computers, copier and fax machines and TTY/communication equipment for staff. This information can be reviewed by the board at the May 8 meeting.

Board members brainstormed other ways to use the excess funds in the budget. Ideas included vehicles, resource materials for consumers, printing, website development, staff training and consulting the new Executive Director for a wish list. Purchases must be encumbered or received in hand by June 30.

Shana Phares suggested having a one day event at the Capitol to introduce the new Executive Director, provide workshops, educational opportunities, and showcase deaf education in West Virginia. Possible participants could be counselors, teachers, EMS personnel, faculty from the West Virginia School for the Deaf and vendors. Panels could target different groups; one could include hearing impaired/deaf adults who are in professional positions, covering topics such as their experiences and hurdles. The event design could be free registration with complimentary continental breakfast and boxed lunch. A subcommittee will investigate this option further and report back to the board. Subcommittee members are Dr. Braley, Janet Lucas, Jennifer Burgess, Jimmy Harrison, Doug Godfrey and Shana Phares.

Jimmy Harrison reported the West Virginia Association for the Deaf will hold its annual conference on August 7-9, 2003, in Bluefield, West Virginia.

With no more business to be discussed, Pierre Sevigny moved that the meeting be adjourned. Dr. Braley seconded, and the motion passed unanimously. Chairman Doug Godfrey adjourned the meeting at 4:26pm.