Wednesday, January 30, 2013

Movie Night For Waiver Clients

 
 
 
The next Movie Night for Waiver clients will be take place on Thursday, January 31st. Waiver employees may accompany clients to the Tandy 10 theaters in North Little Rock as a recreation and socialization activity.  Cost is only $1.50 per show.  Group and individual transporation will be coordinated through Darrell. The group van will leave at 3:50 p.m.  If you or your client is interested in participating in this outing, please contact Darrell to sign up.

Movie choices this month:

Skyfall
Hotel Transylvania
Red Dawn
Boom
Taken
Pitch Perfect
Frankenweenie
 
 
Remember your documentation and remember to have fun!

Sunday, January 27, 2013

Souper Bowl Cook-off February 1st

 
 
The Transition class from Adult Services will be representing Civitan Services at a SOUPER Bowl Cook-off benefiting Habitat for Humanity on Friday, February 1st
 
The event will be held from 11 am to 2 pm at the First United Methodist Church Family Life Center. You can pay $5 at the door to sample the competing chili & soups. There will also be a silent auction.
 
Please come to support Team Civitan Services!

Saturday, January 26, 2013

Volunteer Protocol

Please be reminded that all Volunteers who work with clients or in clients' homes (including the Group Home) must meet with Leigha in Community Development before starting service. There are required forms and an orientation for every volunteer and a background check for everyone 18 or older. These rules have been established by Licensure and the Board for our clients’ safety. All volunteers’ service hours must be recorded. Please see Leigha if you have any questions.
 


Recently the question was asked in the Waiver Office about volunteering more time with a Waiver client to extend time with the client after a Waiver shift ends.  Waiver employees may not volunteer their time.  Family members or friends of Waiver employees may volunteer but they must first follow the procedures outlined above and pass a background check before starting service. 
 

Friday, January 25, 2013

E-Newsletters Now Available

We now have a new and improved way to view our Newsletters online. If you already subscribe to our E-Newsletters you will get an email with a link soon. Let Leigha in Community Development know if you have any feedback on the new site. 
 
 
Register For Our E-Newsletters!
 
If you wish to sign up for the E-Newsletters go to our website (www.civitanservices.com) and click on the button on the homepage to register your work or home email account.

Thursday, January 24, 2013

Valentine Dance on February 16th

The Little Rock Civitan Club will sponsor a Valentine Dance at Camp Aldersgate for our clients on Saturday, February 16th from 7 pm to 9:30 pm.  Waiver employees may accompany clients to this event as a recreation and socialization activity.  Remember to document while at the dance and adjust shift times to avoid working over your allotted shift hours.
 
Staff should RSVP to Elaine at the Group Home if you plan to attend so that we may provide our host with an accurate headcount.



Camp Aldersgate:

Commons Building
2000 Aldersgate Road
Little Rock

Thursday, January 17, 2013

Polar Bear Plunge January 19th

The 2013 Polar Bear Plunge fundraiser for Special Olympics will be January 19th. The theme this year is Disco Fever! Even if you or your clients are not interested in taking the plunge you are still welcome to attend the event in costume to support those that will be braving the cold water.  Wear your disco duds and join in the boogie from the shore or jump on in. Contact Carrie in Adult Services if you are interested in being a part of this fun event.

Tuesday, January 15, 2013

Monday Morning Deadlines

Please be reminded that the Monday morning deadlines for paperwork are non-negotiable because it is impossible to pay you on time if your paperwork does not arrive on time.  With over 145 employees on the payroll we do not have the luxury of waiting on your paperwork until Monday afternoon, Tuesday, Wednesday, etc. and still be able to get your paychecks ready by 2 pm on pay days. 
 
There are a handful of employees who are habitually late with paperwork week after week and the good excuses that go along with it have been abused over time.  While these were all good excuses at one time, many of them have become routine and continue to be abused.  Therefore, Angela no longer has the privilege of granting favors for late paperwork.  There will be no more paperwork accepted late for any reason, including the following excuses that have been exhausted by overuse:

  • oversleeping
  • car trouble/flat tires
  • fax machines not working
  • illness
  • ran out of paperwork
  • out of town
  • email didn't go through
  • lack of signatures
  • I gave it to someone else and he/she was late
  • the drop box was full
  • I didn't know what I was supposed to do
  • I forgot
  • I misplaced it and I can't find it
  • My spouse or child misplaced it and I can't find it
  • I gave it to the client and he/she lost it

Please be advised that it is NEVER a good idea to let someone else turn in your paperwork for you, including your client(s).  It is never a good idea to let someone else fax or email your paperwork--always take responsibility for turning in your own paperwork every week.
 
Finally, if you receive a notice in your paycheck indicating that your check was reduced or withheld because of errors or because your paperwork was received after the Monday morning deadline, it will not help to call in and argue, beg, or give another excuse.  We are required to enforce all rules and penalties without "playing favorites."  All late/incorrect paperwork must be treated the same for everyone.
 
Thank you for your cooperation.

Wednesday, January 9, 2013

Tax Forms and Rates

 
 
The Finance Director plans to have W-2s ready by the January 25th pay day.  Due to the recent votes by the federal government, our software must be updated before W-2s can be issued. 
 
You may also notice that your next pay check may be lower than usual.  This is also due to the recent votes by the federal government to increase Social Security withholdings from 4% to 6.2%.
 
As tax time approaches please keep in mind that all questions or concerns about your withholdings should be answered by the Finance Director--Darrell and Angela can't help with these issues.  Please call first and set up an appointment to meet with Stacy rather than all 145 employees rushing her on pay day!

Friday, January 4, 2013

Waiver Deadlines Missed Over The Holidays

A number of inquiries regarding Waiver pay days have been received, indicating that many people did not heed the warnings regarding the deadlines for paperwork during the holiday break.  Reminders were posted indicating that all normal Waiver deadlines would apply during the break.  Paperwork was due each Monday morning by 10:00 am for Community employees and 9:00 a.m. for Group Home employees, and no paperwork was to be dropped off at the Civitan Shoppe in Bryant.  Reminders to check this blog for these instructions were distributed in paychecks four times; twice by the Waiver Dept. and twice by the Admin. Dept.   
 
The next regular Waiver pay day will be January 11th.  Providing that all weekly paperwork was turned in on time during the week that the Civitan Center was closed, this pay day will include three weeks pay for Waiver employees.
 
Please note that the drop box at the Civitan Center was emptied by Angela at 10:00 a.m on December 24th.  Waiver paperwork for the week of Dec. 17 - 23rd that was not dropped off prior to the Monday morning deadline will not be included in the January 11th pay day.
 
The drop box at the Civitan Center was emptied by Angela at 11:00 a.m. on December 30th.  Waiver paperwork for the week of Dec. 24 - 30 that was not dropped off prior to the Monday morning deadline will not be included in the January 11th pay day.
 
Many people missed the Monday morning deadlines while the Center was closed and several people dropped paperwork at the Civitan Shoppe in Bryant despite our warnings that it would not be collected from Bryant. Unfortunately, pay for these employees will be delayed until the January 25th pay day.
 
It cannot be overstated that deadlines for Waiver paperwork are non-negotiable.  In order to facilitate our billing process and payroll procedures, it is imperative that all employees understand the responsibility of turning in paperwork on time each week.  We hope that you will consider this a goal for the coming year and thank you for your cooperation.

Thursday, January 3, 2013

Message From Our Associate Director

 
Now that the presents are open, the tree is put away, the last Christmas cookie has been eaten, and New Year resolutions have been made (and broken and made again), here is a recap of 2012 and layout what 2013 might look like for us here at Civitan Services.

But before we look at 2012 and ’13, I think it is really important for us to review our Mission. As you read the Mission Statement for Civitan Services don’t just read the words… look at each statement and reflect what this means to you. This is not just the company’s mission statement, it became YOUR mission statement when you began working for Civitan Services. 

Civitan Services provides quality educational and life skills training for people with developmental disabilities. We strive to make an impact in the lives of our clients and their families through specialized services and support offered in a safe, compassionate environment. We are committed to providing a facility and staff that will always meet the needs of people with disabilities in our community. Our ultimate objective is to help each person served maximize their potential for independence and become productive members of society.

 
2012 was a record year for enrollment in all three areas… Preschool topped out at 109, Adult Services ended up with 118 on roll and Waiver Services has a record 44 individuals receiving services daily. With this growth we have seen our employee numbers skyrocket to 145 employees.

2012 has been a year of planning and laying the ground work for our future. We have purchased new vehicles to ease the burden of transportation, purchased curriculum for both preschool and adult classrooms and have made great strides in meeting the needs of our clients (the proof is in the enrollment numbers!) Awnings were built over the walkways connecting the preschool buildings. Our biggest project has been the hiring of an architect firm to design a new adult service’s center in Bryant. These are just a few items that come to mind.

 With 2013 we hope to see several projects completed that will affect the way we do things… The two most notable will be moving the adult program into their new building in Bryant and CARF Accreditation. The plans for the building are being finalized and we are preparing to hire a contractor to start the building process. In addition, we will be kicking off a fundraising campaign for this building and future renovations to the existing building. Our plans are to be in the new building by the end of 2013. This will ease the overcrowding issue that we are currently experiencing but at the same time it will create additional problems related to having two campuses.

 Though we have talked about CARF for years now, this is the year that we will actually pursue the accreditation. Our plan is to submit a request for certification in February and plan for the actual survey in September. We have completed a lot of work on this project already, but we still have a ways to go. Part of this process has been the completion of a Strategic Plan. This plan lays out the roadmap for what our agency plans to work towards in any given year. Some of our goals are as follows for 2013:


1. Obtain CARF Accreditation

2. Obtain Better Beginnings status – Phase II and Phase III

3. Optimizing the space we have for services

4. Build the Adult Services building

5. Increase the Health and Wellness of our clients

6. Increase staff retention and training opportunities

7. Develop marketing and fundraising opportunities

8. Increase opportunities to meet the needs of the individuals we serve

9. Improve communication, transportation and quality of services.

 
As you begin preparing for the New Year, I hope that each of you will take into account where we have been and where we are going. As one close friend stated in her New Year’s Resolutions… she planned to “Enjoy and take in every second that she has at Civitan and serve the clients to the best of her ability” this coming year. I hope you will do the same. Happy New Year! 
 
 

Tuesday, January 1, 2013

Happy New Year

The Waiver Department wishes you a Happy New Year and a great leap forward with all your goals and aspirations this year.  We look forward to another year of continuing to improve and refine our department to serve our clients even better.  We appreciate your contributions today and every day!