2020 Resident Butterfield Trail Village Handbook

2020 RESIDENT HANDBOOK

2020 Resident Handbook

Table of Contents I.

Introduction ............................................................................................. 1

II.

BTV Mission Statement and Values ...................................................... 2

III.

Administration......................................................................................... 3 Absences .................................................................................................. 3 Adherence to Policies ............................................................................... 3 Advance Directives ................................................................................... 3 AED (Automated External Defibrillator) .................................................... 4 Alcohol ...................................................................................................... 4 Ambulatory Aids: Canes, Walkers and Motorized Devices....................... 4 Animals, Birds and Wildlife ....................................................................... 5 Automobile Registration and Parking ....................................................... 5 Balconies and Patios ................................................................................ 6 Bicycles..................................................................................................... 6 BTV Resident Association and Resident Council ..................................... 6 Candles and Flammables ......................................................................... 7 Communications ....................................................................................... 7 Companions/Private Employees............................................................... 8 Confidentiality ........................................................................................... 8 Death of a Resident/Memorial Services ................................................... 9 Deliveries .................................................................................................. 9 Dress and Attire ........................................................................................ 9 Driving....................................................................................................... 9 Elevators ................................................................................................... 9 Emergency and Non-Emergency Medical Transportation ........................ 10 Emergency Pendants and Pull Cords ....................................................... 10 Financial Assistance ................................................................................. 11 Fire Safety ................................................................................................ 11 Firearms and Concealed Weapons .......................................................... 12 Front Desk/Receptionist ........................................................................... 12 Front Door Decoration .............................................................................. 13 Golf Carts.................................................................................................. 13 Governance of Butterfield Trail Village ..................................................... 13 Guests ...................................................................................................... 14 Hallways……………………………………………………………………….. 15

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III. Administration (cont.)

Harassment .............................................................................................. 16 Hot Tubs………………………………………………………………………...16 In-house Moves (Not Including Contractual Moves) ................................. 16 Insurance .................................................................................................. 17 Keys/Fobs/Locks ...................................................................................... 17 Level-of-living Determination .................................................................... 18 Noise ........................................................................................................ 18 Non-discrimination .................................................................................... 17 Notary ....................................................................................................... 18 Religious Services .................................................................................... 19 Resident Conduct………………………………………………………………19 Resident-Employee Relationship ............................................................. 19 Salon Services .......................................................................................... 20 Shopping Carts ......................................................................................... 20 Solicitation ................................................................................................ 20 Staff Coverage .......................................................................................... 20 Suggestions .............................................................................................. 21 Tenant Storage Rooms ............................................................................ 22 Tipping and Gratuities .............................................................................. 22 Tobacco .................................................................................................... 22 Trash and Recycling ................................................................................. 22 U.S. Mail ................................................................................................... 24 Utilities ...................................................................................................... 24 Vacating a Residence ............................................................................... 24 Valuables .................................................................................................. 25 Volunteers ................................................................................................ 25 Voting and Political Action ........................................................................ 25 Weather…………………………………………………………………………25 Wi-Fi……………………………………………………………………………..26 IV. Business Office ...................................................................................... 27 Audit Report .............................................................................................. 27 Check Cashing ......................................................................................... 27 Monthly Statements .................................................................................. 27 Tax-Deductible Medical Expenses ........................................................... 27

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V.

Dining Services ...................................................................................... 28 Flex $................................. ....................................................................... 28 Meal Credits.............................................................................................. 28 Bistro......................................................................................................... 28 Dining Room ............................................................................................. 29 Menu .................................................................................................... 29 Dietary Information .............................................................................. 29 Dining Room Service ........................................................................... 29 Holiday Service .................................................................................... 29 Dining Room Information ..................................................................... 30 Guest Meals......................................................................................... 30 Take-out Meals .................................................................................... 30 Reservations ........................................................................................ 30 Delivery and Tray Service.................................................................... 31 Delivery during Inclement Weather...................................................... 31 General Store ........................................................................................... 31 The Lodge................................................................................................. 32 Private Party/Catering............................................................................... 32

VI.

Facilities .................................................................................................. 33 Building Maintenance ............................................................................... 33 Lawn and Grounds Maintenance .............................................................. 33 Housekeeping ........................................................................................... 34 Spring Cleaning ................................................................................... 35 Resident Housekeeping Responsibilities............................................. 35 Laundry and Flat Linen ........................................................................ 35 Laundry Rooms ................................................................................... 36 Housekeeping and Laundry Chargeable Services .............................. 36 Housekeeping Non-Chargeable Service ............................................. 36 Pest Control Service ............................................................................ 36 Security ..................................................................................................... 37 Ten-year Updates ..................................................................................... 37

VII. Fitness and Wellness ............................................................................. 38 VIII. Foundation .............................................................................................. 38 IX.

Health Services ....................................................................................... 39 Resident Care ........................................................................................... 39 UAMS Clinic.............................................................................................. 40

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IX.

Health Services (cont.)

AL/HCC/SCC ............................................................................................ 40 Level of Care ....................................................................................... 41 Admission to AL/HCC/SCC ................................................................. 41 Expectations of Residents in HCC/SCC .............................................. 41 Resident Move to AL/HCC/SCC .......................................................... 42 Activities............................................................................................... 42 Ancillary Services ................................................................................ 42 Dining................................................................................................... 42 Housekeeping/Laundry ........................................................................ 43 Medication ........................................................................................... 43 Rooms ................................................................................................. 44 Transportation...................................................................................... 44

X.

Marketing and Sales ............................................................................... 45 Marketing .................................................................................................. 45 Resident Ambassadors............................................................................. 45

XI.

Programs and Events ............................................................................ 45 BTV Room and Catering Reservations..................................................... 46

XII. Resident-directed Areas ........................................................................ 46 Art Studio .................................................................................................. 46 Library ....................................................................................................... 46 Woodworking Shop................................................................................... 47 Recycling .................................................................................................. 47 Resident Gardens ..................................................................................... 47 XIII. Social Services ....................................................................................... 47 XIV. Transportation ......................................................................................... 48 Activities and Events................................................................................. 48 Medical Appointments .............................................................................. 48 Private Transportation .............................................................................. 49 Scheduled Transportation......................................................................... 49 Shuttle Service.......................................................................................... 50 Transportation Schedule........................................................................... 51

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XV. Appendix .................................................................................................. 52 Dining Services ......................................................................................... 52 Housekeeping and Laundry ...................................................................... 53 Building and Maintenance ........................................................................ 53 Resident Care ........................................................................................... 54 Assisted Living .......................................................................................... 54 Health Care Center/Special Care Center ................................................. 55 Transportation........................................................................................... 56 XVI. Bill of Rights for Butterfield Trail Village Residents……………………57

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I. INTRODUCTION Whether you have just moved to Butterfield Trail Village (BTV) or have been here for some time, we are glad you have chosen BTV to be your home and we are confident that you will find our community to be a rewarding place to live. This handbook has been developed to serve as a quick reference to your residency at the Village.

The BTV Resident Handbook was developed to define and clarify general items and services for BTV Residents. It is our intention to cover as many questions or concerns affecting life at the Village as possible. However, addressing every situation that may arise is impossible. Additionally, circumstances and changes may dictate the need for the CEO or designee to interpret this handbook and any other item contained therein to set policy not yet defined.

This handbook will be reviewed and amended from time to time at the sole discretion of BTV to reflect the needs and changes of the Village. If you have any questions about any item contained in this handbook, please contact the Senior Director of Resident Services or the CEO.

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II. BTV MISSION STATEMENT AND VALUES Our Mission Butterfield Trail Village's mission is to provide high quality senior-living services to its Residents in a sustainable manner.

Our Values Excellence: Butterfield Trail Village pursues the highest standards of quality care and services for our Residents.

Respect: Butterfield Trail Village treats all people with dignity and honor.

Trust: Butterfield Trail Village instills confidence by our actions and conduct.

Compassion: Butterfield Trail Village demonstrates kindness, caring and a willingness to help others.

Integrity: Butterfield Trail Village acts ethically and responsibly while holding ourselves accountable.

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III. ADMINISTRATION Absences • Residents are required to notify the Receptionist at the Front Desk when leaving BTV overnight or longer. Information regarding length of absence and a phone number at which the Resident can be reached should be provided.

• During the absence, thermostats should be adjusted according to the season, but never turned off. Thermostats should be set to 60 degrees in the winter and 80 degrees in the summer.

• Residents (or a family member, friend, etc.) should notify the Receptionist or the Resident Care Office regarding an absence resulting from a hospital admission.

• A meal credit may be given to a Resident who is absent for seven or more consecutive days. See “Meal Adjustments” under Dining Services for more information.

• If planning to be absent at least three days, Residents should have their mail put on hold. See “U.S. Mail” under Administration for more information.

Adherence to Policies • Butterfield Trail Village expects every Resident to abide by the policies and procedures of BTV as set forth in the Residence Agreement, the Resident Handbook and any subsequent amendments to those documents.

• These policies provide for the orderly operation and management of the Village and for the comfort, safety and security of all Residents and Employees.

Advance Directives • All BTV Residents are encouraged to execute advance directives and to keep them on file with Resident Care or Social Services. Copies of any changes to these documents should also be provided as soon as possible.

• Recommended documents include a living will and health care power of attorney/health care proxy, as well as organ donation. Any Resident with a donot-resuscitate (DNR) order must have a copy on file with Resident Care.

• Residents are encouraged to share information regarding their advance directives with their legal representatives and/or families.

• Advance directive forms (living will and health care power of attorney) are available by contacting any of the BTV Social Workers.

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4 AED (Automated External Defibrillator) • There are AEDs available on the BTV campus for use in the event of a cardiac emergency.

• The AEDs are located in the Dining Room, Resident Care, the Health Care Center, the Lodge Dining Room, the Lodge Fitness Center, Assisted Living, the Aquatic Center and the Cart Room.

• Training is done as requested or as needed for Staff and Residents. However, the AEDs provide verbal instructions and may be used without previous training.

• The AEDs are checked monthly by Maintenance.

Alcohol • Alcoholic beverages are permitted in Residents’ homes, commons areas and in the dining venues.

• Misuse of alcohol in commons areas is discouraged.

Ambulatory Aids: Canes, Walkers and Motorized Devices, etc.

• All motorized devices must be covered by the Resident’s liability insurance. BTV is not responsible for property damage or personal injury resulting from Resident use or ownership of a motorized device, walker or cane. The cost of repairing any damage to BTV property is the sole responsibility of the Resident.

• Users of motorized devices should drive in the center of the hallways to allow other Residents to safely enter hallways/commons areas.

• Extra caution should be used while entering and exiting the elevators in a motorized device.

• Outside use of motorized devices should be restricted to sidewalks and pavement.

• Motorized devices must not exceed the speed of pedestrians and drivers must yield the right of way to pedestrians. Complaints of excessive speed or recklessness may result in BTV restricting or prohibiting the use of the device, or in a governor being placed on the motorized device, at the sole expense of the Resident.

• Fire code prohibits motorized devices, walkers and canes being left in the residential hallways or the main entrance at any time. When leaving the Village through the main entrance for a short period of time, the ambulatory device may be left in the Cart Room. If necessary, and if BTV personnel are available, Staff will valet park the device for the Resident.

• Residents with ambulatory devices should use the north side (Dining Room side) of the buffet line, or the Resident may be seated and request table service.

• Fire code mandates that all ambulatory devices not used as seating at a dining table must be stored elsewhere in order to provide a clear egress from the 01.01.2020

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Dining Room. The assistive device will be stored by Dining Room Staff, and will be returned to the Resident at the completion of the meal.

Residents with mobility limitations may enter the Dining Room fifteen minutes prior to serving times to receive additional assistance from Staff.

BTV reserves the right to deny any Resident the privilege of operating a motorized device on the BTV campus if it is determined by Administration that the Resident is not using the device in a safe manner or is not complying with the requirements set forth in this handbook.

Animals, Birds and Wildlife • BTV has a no-pet policy; however, the Village does comply with all federal laws regarding therapy animals, emotional support animals and service animals.

• The no-pet policy applies to all guests with animals, unless it is a service animal.

• Feeding wildlife or feral animals is not permitted.

• Birdfeeders are allowed outside the Cottages, Village Homes, Assisted Living, Health Care Center and Special Care Center. Birdfeeders may only be placed in grass areas and not within six feet from the bed edging. Only non-seed feeders are allowed outside Apartments. Any unapproved feeders placed in commons areas will be removed.

Automobile Registration and Parking • All Resident vehicles must be registered with BTV Security (located behind the Front Desk). A BTV Resident parking sticker will be issued and must be placed on the inner left side of the front windshield.

• Any change in vehicle status should be reported to Security.

• RFID stickers are issued by the Facilities Coordinator for placement on the inner upper left corner of the windshield, and at least 2.5 inches from any materials containing metal. This includes the vehicle roofline, side pillars and rearview mirror mounting block. The RFID sticker will trigger the main gate to open when entering the campus after the gate has been closed at 10:00 p.m.

• One vehicle per Resident is allowed on the campus. For short-term additional vehicle parking, contact the Assistant Director of Facility Services for overflow parking information.

• Handicapped parking is provided on a first-come, first-served basis, and is available throughout BTV. • Covered parking for Apartment Residents is limited and will be assigned on a wait-list basis by BTV Security. Only one space per Apartment is permitted and at an additional monthly cost.

• Covered parking is not available for Residents in Cottages, Village Homes, the Health Care Center/Special Care Center or Assisted Living.

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Residents must personally have a vehicle on-site to maintain a covered parking space. Companions may not park in covered parking spaces or any other Resident-designated parking spaces.

Residents who no longer drive their vehicles routinely must relinquish covered parking spaces.

General or uncovered parking close to the Main Building is available on a firstcome, first-served basis for Residents living in Apartments. Cottage and Village Home Residents are expected to park their vehicles in their driveways, carports or garages.

When visiting the Main Building, Cottage and Village Home Residents must use “Visitor” or “Handicapped” parking spaces only—not spaces marked “Residents.”

Vehicles with expired tags will be towed after 30 days. Unused vehicles should be removed from campus to allow for additional parking.

BTV Residents must keep their recreational vehicles off-site, but they may be onsite temporarily if arrangements are made with the BTV Facilities Department.

Balconies and Patios • Every BTV independent-living home has a balcony or patio. These areas are for the personal use of Residents and should be maintained in a manner that is appropriate to BTV, and that is pleasant for others to view.

• These areas should be kept neat and clutter-free, and should never be used for storage.

• If a patio is not easily accessible due to Resident furniture or other items, Horticulture Staff will be unable to use the leaf blower to clean the area.

• Exterior decoration should be seasonally appropriate and in good condition.

BTV reserves the right to request any item(s) be removed from a balcony or patio.

Bicycles • Outside bicycle storage is provided for BTV Apartment Residents by contacting the Facilities Coordinator.

• Due to limited space, this storage is not available for bicycles belonging to Cottage and Village Home residents. Cottage and Village Home Residents are expected to store their bicycles in their carports or garages.

BTV Resident Association and Resident Council • All BTV Residents are members of the BTV Resident Association. The purpose of the Association is to provide communication among Residents, the Administration and the Board of Directors. Resident Association officers and area representatives are elected annually by the Residents. The BTVRA also has a representative on the BTV Board of Directors.

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Area meetings are held monthly to discuss various issues, changes and policies. Area representatives then present residents' concerns at the monthly Resident Council meeting. The Resident Council meets with the BTV Board of Directors quarterly.

All Residents are encouraged to attend the monthly Resident Forum where the Resident Council will share reports and actions of the previous month.

Candles and Flammables • Lit candles, fuel-powered lamps, fuel-powered heaters and other devices utilizing an open flame are not permitted in the Apartments, Cottages or Village Homes.

• Only artificial Christmas trees are allowed.

• Items that can melt or combust must not be stored in ovens, microwave ovens or dishwashers.

Communications BTV communicates with Residents in the following formats to ensure Residents, families and the community have current information: • In-house message boxes are located at the lobby elevator on every Apartment floor. The Cottage and Village Home in-house message boxes are located in the commons area by the U. S. mailboxes. Memos, monthly activities calendars and Butterfield LIFE magazines are delivered to the in-house message boxes.

• The Butterfield LIFE Calendar of Events is a monthly publication with a detailed agenda of programs and events available to BTV Residents.

• Butterfield LIFE is a bi-monthly magazine that includes in-depth articles and photos about life at BTV. • Bulletin boards located in the commons area near the Dining Room have daily updated announcements and information on activities, as well as information about the BTV Board of Directors, Foundation Board of Directors and Leadership Staff.

• The Information Center, located on the wall across from the bulletin boards, contains current Dining Room menus, Transportation schedules, lecture series notes and other pertinent information.

• The Resident Directory is updated periodically and made available to Residents at the Front Desk. The directory lists Residents both alphabetically and numerically by Apartment, Cottage or Village Home number. Resident phone numbers, Resident email addresses, Resident Association information and committee assignments are provided. Staff phone numbers and email addresses, as well as departmental information, are listed. The Cox TV channel directory, a Transportation schedule and recycling information are also included within this directory. Old Resident Directories should be shredded.

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A daily activities listing is provided on the BTV in-house TV channel.

Administration shares pertinent information at the monthly Town Meeting, which can also be viewed on BTV Channel 1961.

The current Dining Room menu, the monthly Butterfield LIFE Calendar of Events and current Butterfield LIFE magazine can also be found at www.butterfieldtrailvillage.org.

Companions/Private Employees Residents are responsible for their private employees, including companions. Residents are encouraged to seek professional advice regarding tax and insurance for those private employees. BTV reserves the right to disallow the services of any private employee.

BTV requires all private employees to: • Complete registration paperwork with BTV’s Human Resources Office; • Keep records updated with any pertinent changes; • Pass current federal and state background checks; • Have a current Arkansas health card (tuberculosis); • Have a current inoculation for influenza or a waiver from the Arkansas State Department of Health (during flu season); • Update background checks, health cards and inoculations annually; • Wear an identification badge at all times; • Have a BTV parking sticker affixed to his/her vehicle windshield; • Park in areas designated for Employees—not in Resident parking areas, including covered parking; • Sign in and sign out at the Front Desk or in AL/HCC/SCC at every visit; and • Abide by the policies and procedures of BTV as set forth in the Care Companion Handbook and any subsequent amendments to that document.

Confidentiality • Butterfield Trail Village is committed to maintaining the privacy of all Resident information and adheres to the requirements of the Health Insurance Portability and Accountability Act (HIPAA) for safeguarding each Resident’s protected health information.

• It is BTV's policy that all information considered confidential will not be disclosed to external parties or to Employees without a “need to know.”

• To this end, Butterfield Trail Village requires all Employees (as well as privatelypaid companions) to sign a confidentiality agreement as a condition of employment due to the possible knowledge of information that is confidential or intended for organizational use only.

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As a result, Employees are limited in sharing information about Residents.

Residents are asked to be respectful of the restriction placed on Employees.

Death of a Resident / Memorial Services • BTV pays respects to every deceased Resident at the time of passing by posting the Resident's picture and service information. This will remain posted until after the service has taken place, or reposted when a service arrangement has been made announced.

• BTV provides transportation to local funerals when scheduling permits.

Transportation is not provided to graveside services or visitation services.

• The Programs and Events Department will assist families with memorial services held at BTV. Deliveries • Delivery personnel must report first to the Front Desk. The Receptionist will call Residents for permission to deliver large items to the home.

• Flowers and smaller items may be left at the Front Desk for pick-up. As time allows, Staff will deliver packages to Residents needing assistance.

Dress and Attire • BTV Residents should be dressed and in appropriate attire when outside of their homes or when Staff is working in their homes.

• Night clothes (gowns, pajamas, robes, etc.) should not be worn in commons areas, including halls.

• Bathing suit cover-ups and robes, with a minimum of knee length, are permissible going to and from the Aquatic Center.

Driving • Residents are required to adhere to the posted 12 m. p. h. speed limit throughout the BTV campus.

• Residents must always yield to pedestrian traffic.

Elevators • In the event of a power outage, the North and South Lobby elevators will operate, but the elevators on the corners of the Apartment wings will not.

• If the fire alarm is activated, do not use the elevator. The elevators will go to the first floor and remain there with the doors open--unless the alarm is on the first floor. In that situation, the elevators will go to the second floor, where they will remain with the doors open.

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The elevator shafts for the elevators on the Apartment wing corners have smoke doors that will close in the event of a fire alarm.

In the event that the person in the elevator is physically unable to open the smoke door to exit the elevator, the person should use the phone in the elevator to call for help.

If trapped in an elevator in a non-fire event, the passenger should immediately depress the white alarm button that is located to the right of the “bell” emblem, and below the buttons for Floors 1, 2 and 3. This will activate the bell ring, which will notify those in the vicinity of the problem.

There will always be adequate airflow in the elevators.

Emergency and Non-emergency Medical Transportation • BTV does not provide emergency transportation to the Emergency Room.

• In the event of a medical emergency, BTV Nursing Staff will arrange transportation with Central Emergency Medical Services (CEMS) to a hospital.

• Non-emergency situations in need of transportation to the Emergency Room may be handled by use of personal transportation. If that is not available, Nursing Staff will contact a non-emergency medical service.

• Paramedic Ambulance Membership Plan (PAMP) is offered by CEMS to offset the cost of emergency transportation by an ambulance for Residents who do not have a secondary insurance or in the event of denial of payment by Medicare.

Membership applies to emergency ambulance transportation only.

• Applications and information are located at the Information Center. Questions may be directed to the Senior Director of Resident Services.

• Residents or applicable insurance will be responsible for the cost of all emergency or non-emergency transportation.

Emergency Pendants and Pull Cords • Each BTV Resident is issued one emergency pendant to be used on the BTV campus. o Pushing the pendant alerts Nursing Staff and/or Security of the Resident’s name and general location so that they can respond promptly to provide assistance. o The pendant must be depressed and held for one to three seconds in order to activate it. The red light in the upper left corner of the pendant will come on when it has been activated. o Lost pendants may be replaced at the Resident’s expense. o If leaving the Village for more than 24 hours, the pendant should be left in the home. This avoids setting off an additional alarm.

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Pull cords are located in each residence and in all public bathrooms throughout BTV. Pulling the cord will alert Nursing Staff at all times.

Financial Assistance • BTV will not terminate a Residence Agreement based solely on a Resident's inability to pay the Monthly Service Fee due to circumstances beyond the control of the Resident, and that are not the result of the intentional conduct of the Resident.

• If the need for assistance arises, the Resident should present supporting documentation to the Senior Director of Resident Services. The Village Administration will determine if the facts justify a partial or whole subsidy to the Resident's expenses. All determinations made by BTV shall be confidential between the Village, the Resident and any necessary regulatory bodies.

• If a Resident is approved for financial assistance, the Resident may be asked to move to a smaller living unit. The cost of the move will be the sole responsibility of the Resident.

Fire Safety • The Main Building and Village Homes are protected by smoke detectors, heat sensors and automatic sprinkler systems. Cottages have smoke detectors and heat sensors, but do not have sprinklers.

• The smoke alarm in each Apartment, Cottage or Village Home is connected to the emergency alert system to notify the proper BTV staff and/or emergency personnel.

• Smoke detectors will sound an alarm if smoke and/or fumes are sensed. If the fire alarm is activated, elevators are automatically out of order. If an evacuation is required, the stairs must be used. Evacuation chairs will be used to assist those unable to use the stairs.

If the fire is in your Apartment: • Leave the home immediately and close the door, leaving it unlocked.

• There are at least two red fire-alarm stations located in each section of the hallways: one by the stairwell door and one located near the middle of that section of hallway. Go to the box nearest the Apartment and pull the handle to activate it. This will alert Staff and the Fayetteville Fire Department.

• BTV Staff will respond immediately, followed by the Fire Department.

• Wait by the pull box, if safe, until Staff arrive.

• Inform Staff of the location of the fire.

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Remain in the Apartment with the door shut until notified by BTV Staff or the Fire Department to evacuate.

BTV will issue an all-clear notice over Staff radios when it is safe to leave the Apartments.

If the fire alarm sounds while you are in the Main Building, but outside of your personal residence, seek a safe area or exit the building.

In any fire emergency, each Resident should take steps to ensure his/her own safety, as well as the safety of others.

If the fire is in a Cottage or Village Home: • Leave the home immediately and close the door, leaving it unlocked.

• Notify adjoining Cottage or Village Home neighbor(s).

• Use a cell phone to call 911 and/or push the emergency pendant to notify BTV Staff.

Fire drills are not conducted in Independent Living, but are conducted on a regular basis in Assisted Living, the Health Care Center and the Special Care Center.

Firearms and Concealed Weapons • BTV discourages Residents from housing firearms in their homes. However, if the Resident(s) wishes to have a firearm in the home, it must be registered with BTV at the time of move-in or at the time it is brought into the residence.

• All firearms should be kept in a safe, preferably locked, area in the home.

• Firearms should not be visible in the home.

• BTV is not an open-carry campus and firearms are not allowed in the commons areas.

BTV reserves the right to request the weapon(s) be removed at any time from the campus, or services to the Resident could be restricted.

Front Desk/Receptionist A Receptionist is on duty at the Front Desk from 8:00 a.m. to 9:00 p.m. daily to assist in resolving problems and providing information. The services provided by the Receptionist include: • Keeping the sign-out registry of Residents absent from BTV; • Announcing the arrival of guests; • Overseeing guest check-in and providing guest badges; • Handling emergency calls; • Completing work orders; • Notifying Residents of packages or other deliveries; • Handling mail and faxes; 01.01.2020

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Making copies; Selling guest meal tickets; Maintaining a lost-and-found box; and Cashing checks.

Front Door Decoration • Wreaths, pictures, plaques and other items hung from a front door should be seasonally appropriate, in good taste and in good repair.

• Nothing on display should cause damage to the door, protrude beyond six inches from the door or have a motion sensor that causes noise.

• No decorations may be hung on hallway walls.

• No nails, pins, tape or other adhesives should be used on doors or paper holders.

• For Apartment doors, decorations must be hung on the provided hanger.

• Decorations for the mail holder must be attached with a clip.

• BTV reserves the right to request any item be removed from an exterior door.

Golf Carts Any Resident utilizing a golf cart on the BTV campus must: • Have a BTV parking sticker on the cart; • Follow the posted speed limit; • Yield to pedestrians; and • Park in parking spaces, and not the grass or sidewalk.

Governance of Butterfield Trail Village Corporate Membership • BTV has five founding churches in Fayetteville: First United Presbyterian, Central United Methodist, First Christian Church, St. Paul's Episcopal and First Baptist Church. Five members are selected from each of the five sponsoring churches to form the Corporate Membership. This group meets the first Sunday in December (unless date is changed by the Board of Directors) to nominate and elect new members to the BTV Board of Directors and to the BTV Foundation Board of Directors.

Board of Directors • A volunteer Board of Directors is elected by the Corporate Members for the purpose of governing BTV. Directors are elected to three-year terms and may only serve three consecutive terms.

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14 CEO • A CEO is chosen by the BTV Board of Directors. The CEO is responsible for the hiring and supervision of the Leadership Staff and the day-to-day operations of BTV. Guests Behavior • Residents are responsible for the behavior of their guests.

• Guests are expected to follow BTV policy at all times and to be courteous and respectful to Residents and Staff.

Parking • Guest parking is marked along the main entrance. Guests may not park in spaces marked for Residents or in covered parking.

• Parking passes are available at the Front Desk and must be obtained for overnight stays.

• Cottage and Village Home guests should park in the homes’ driveways, whenever possible, or along the street, and should avoid blocking mailboxes and driveways.

• Recreational vehicle parking for guests is limited and should be arranged with BTV’s Facilities Department.

• Guests of Cottage or Village Home Residents may park recreational vehicles in their driveways for no more than seven consecutive days.

Check-in • All guests not accompanied by a Resident and entering the BTV Main Building must stop at the Front Desk and obtain guest badges to be worn during the visit.

Badges should be returned to the Front Desk at departure.

• Anyone with a communicable disease may not visit at BTV. Length of Stay • Residents are encouraged to have guests in their homes.

• Guests may stay with a Resident(s) a maximum of seven consecutive days and no more than thirty days in a calendar year.

• Exceptions to these restrictions require prior written approval by the CEO or designee.

Dining • The Resident is responsible for the cost of all guest meals. For detailed information, see the Dining Services section.

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Residents must make reservations for guests with the Receptionist. For lunch or dinner, Monday through Saturday, the reservation should be made by no later than 10:00 a.m. on the day of the reservation, and by no later than 9:00 a.m. on Sundays.

Residents must supervise the behavior of their young guests at all times, and especially at the buffet.

Transportation • Guests are permitted to accompany Residents on scheduled outings. However, in the event of limited seating, Residents are always given priority over guests.

• Any guest utilizing BTV Transportation must be accompanied by a Resident.

Use of Facilities • Residents must accompany their guests under age 18 at all times on the campus.

• Use of the hot tub, pool, exercise facilities, Art Studio, Woodworking Shop and Dining Room is primarily for Residents and rules regarding each area must be followed.

• BTV reserves the right to restrict or limit guest use of facilities.

Carriage Suite • The Carriage Suite is a furnished Apartment available for the use of potential Residents visiting BTV, and it may also be reserved by BTV Residents for guests. The Carriage Suite must be reserved through the Marketing Office and an agreement must be signed by the Resident.

• All charges for guests will be placed on the Resident’s monthly statement.

• BTV reserves the right to cancel any reservation without notice in order to provide for the needs of a Resident.

• There is no guarantee that this amenity will be available and is subject to change.

See Appendix for pricing.

Hallways • All seasonal decorating in the Resident hallways must be under the supervision of the leadership of each floor and personal items should not be added to the hallways without prior approval. All decorating is subject to the approval of BTV Administration.

• No decorations may damage any BTV property. If damage is incurred, the cost of repair will be billed to the Resident or his/her estate.

• Residents may place seasonally appropriate, healthy house plants in hallway windows. Plants may not sit on the floor or in a plant stand. All plants must be in planters that are in good repair and must not leak. Each planter must have a 01.01.2020

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saucer to catch water. Glass jars are not allowed. The owner’s name must be on the planter. Watering cans may not be left in the hallway or on the window sill.

Administration reserves the right to remove plants that do not meet this criteria and without notification to the owner.

Lights in the reading areas should remain on throughout the day. Security will turn off the lights in these areas between 9:00 p.m. and 10:00 p.m.

Harassment • Because of strict state and federal labor laws, it is imperative that there be no sexual, racial or otherwise offensive comments made in the presence of Staff, guests, fellow Residents or sub-contractors.

• BTV will not allow discrimination or the creation of a hostile work environment.

Jokes, calendars, t-shirts, etc., that one person may consider harmless may often be offensive to others. Inappropriate conduct can create problems for the entire community.

Hot Tubs • There are two hot tubs available: one is located in the screened area on the east side of the Lodge; the other is located in the hallway of the Aquatic Center, near the swimming pool.

In-house Moves Residents wishing to transfer to another living residence should contact the Senior Director of Resident Services to complete the In-house Move Request form.

• Requests are filled based on the date of the request.

• When an appropriate residence becomes available, the Resident will be contacted to view it.

• A residence will be held no more than two days while awaiting the Resident’s final decision.

• In-house moves are allowed wall paint and flooring only. Additional upgrades or modifications requested by the Resident shall be at full cost to the Resident.

• An In-house Move Acceptance form must be signed by the Resident before work in the residence can commence. o An in-house move fee, as stipulated in the Residence Agreement, will be assessed at the time of the signing of the acceptance form for anyone who became a Resident on or after 1/1/2016. o There will be no in-house move fee assessed for anyone who became a Resident prior to 1/1/2016.

• Once work in the new residence has been completed, the Resident will have one week (seven calendar days) to move and vacate the previous residence. The 01.01.2020

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•

Monthly Service Fee for the first residence will remain in effect until it is vacated.

If the Resident does not vacate the first residence within one week (seven calendar days), BTV reserves the right to charge the Resident with Monthly Service Fees for both units until the former one is vacated.

Any Resident who completes an in-house move must live in the new residence a minimum of six months. If the Resident moves to AL, HCC or SCC prior to the completion of that six-month period, and becomes permanent there, the Monthly Service Fee (MSF) shall revert to the MSF for the prior residence. (This does not apply to anyone who became a Resident prior to 1/1/2016.)

BTV retains the right to sell any residence for 60 calendar days after it is vacated.

If the residence has not been sold by the end of the 60-day period, the residence will be available for an in-house move. (This does not apply to anyone who became a Resident prior to 1/1/2016.)

Insurance • BTV is not responsible for the loss of personal property.

• Residents are responsible for any injury to an individual or damage to the property of the Village or of others resulting from the negligence of the Resident.

• BTV requires all Residents to carry content (renter’s) insurance with a minimum of $300,000 liability to protect the Village and the Resident.

• This also protects Residents and their guests should they incur a loss of personal possessions or furnishings due to a destructive event.

• A copy of the face sheet or declaration page of the Resident’s current insurance policy should be provided to the BTV Business Office.

Keys/Fobs/Locks • A key and a fob will be given to each Resident at move-in. Apartment and Cottage keys open the front doors of the homes and their corresponding U.S. mailboxes. Apartments may also have a second key for patio doors. A Village Home key will open the front door to the home. All fobs open the exterior doors to the Main Building, the Lodge and Assisted Living.

• Lost keys and fobs should be reported immediately to the Receptionist or the Facilities Coordinator. The cost of replacing keys and fobs will be billed to the Resident's Monthly Statement.

• Residents locked out of their homes may borrow a key from the Receptionist. Borrowed keys must be signed for and returned within an hour.

• Additional locks or security devices not provided by BTV are not allowed on the doors of the homes. All locks must be BTV master-keyed.

• Residents may not duplicate keys.

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18 Level-of-living Determination Residents who regularly require more than 12 hours of assistance in any 24-hour period will be evaluated for placement in a higher level of care in the AL, HCC or SCC. When making this determination, consideration is given to these factors: • Safety; • Ability to perform activities of daily living; • Admission criteria to each level of living; and • Psychosocial needs.

The multi-disciplinary BTV Transitions Team will use information about the Resident’s level of functioning, in addition to input from the Resident, the Resident’s private physician and family or legal representative, to determine appropriate placement.

Noise • Residents should be considerate of others while using televisions, audio systems or musical instruments, or in conversation. Residents with impaired hearing are encouraged to use remote auditory devices.

• Outside sound-producing ornaments, including wind chimes, are forbidden on the campus.

• Residents should limit activity that might produce excess noise between the hours of 10:00 p.m. and 8:00 a.m.

• Residents with solid-surface flooring who live in second- or third- floor Apartments are asked to place chair pads on the feet/legs of all movable furniture. This will reduce the transmission of noise to the Apartment below.

Non-discrimination • The Fair Housing Act, enacted as Title VII of the Civil Rights Act of 1968, prohibits discrimination in the sale or rental of dwellings on the basis of race, color, sex, religion or national origin. This law applies to all housing in the United States and is enforced by the U.S. Department of Housing and Urban Development (HUD), whether or not the housing has been financed with federal funds or supported by loan guarantees.

• In 1988, Congress adopted the Fair Housing Amendments Act to add “familial status” and “handicap” to the list of prohibited grounds for discrimination.

• Butterfield Trail Village complies with all applicable federal, state and local laws.

Notary • Notary services are available at no charge at the Village. The Receptionist should be contacted to check on availability.

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19 Religious Services • The monthly Butterfield LIFE Calendar of Events provides information on dates and times of weekly religious services scheduled at BTV. • Transportation for Sunday services at select churches is provided for Residents.

The schedule for drop-off and pick-up times is listed in the Transportation section of this handbook, as well as in the Resident Directory.

Resident Conduct • Residents are expected to be courteous and respectful to other Residents, Staff and guests at all times.

• The conduct of a Resident must not upset the health or welfare of other Residents or Staff.

• Violence--whether verbal or physical—toward other Residents, Staff, or guests will not be tolerated, and may result in termination of residency.

Resident Portal • BTV’s website (butterfieldtrailvillage.org) contains a Resident Portal that provides access to an electronic version of the Resident Handbook.

• The Resident Handbook may be accessed by signing in with: o Username: resident o Password: Btv!923 Resident-Employee Relationship Per Butterfield Employee Policy: • Employees may not accept loans from Residents and/or their families.

• Employees may not act as a legal representative for a Resident.

• Employees may not accept any amount of cash, gift cards or gifts of high value.

Employees may accept gifts of lesser value, such as cookies, a fruit basket or candy.

• Employees may not accept pay or work privately for Residents on or off the clock.

• Employees may not accept tips or gratuities from Residents.

• Employees may not purchase personal property directly from Residents or their families.

• Residents who wish to sell personal property must make the item(s) available for bid or purchase to all Employees. The Receptionist should be contacted for details.

• Employees are expected to maintain a professional relationship with Residents and their families at all times.

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20 Salon Services • The Beauty/Barber Shop is located in the Health Care Center, and is open Monday through Friday from 8:00 a.m. to the last appointment. The Beauty/Barber Shop provides salon services for hair, nail and facial treatments.

These are provided by appointment only.

• Services provided by a Massage Therapist are available by appointment only.

The contact number is listed under Department Directory & In-house Services in the back of the Resident Directory.

Shopping Carts • Foldable shopping carts are available for BTV Resident use. The carts may be used for up to one hour and should be returned to the Cart Room at the Main Entrance.

Solicitation • Soliciting on BTV premises is prohibited.

• The Receptionist or Security should be notified immediately if any solicitation or distribution activity is witnessed on the BTV campus.

• No Resident, salesperson or any other person may distribute material door-todoor at BTV, or place material in Resident in-house message boxes. This also applies to fund-raising activities of community groups, schools, etc.

• Residents who would like to post information on community fundraisers or other events should see the Director of Programs and Events.

• Preserving the Residents’ right to privacy is BTV’s primary consideration.

Staff Coverage Administration • Administrative Staff generally work Monday through Friday.

• Each week, one member of the Administrative Staff acts as a Weekend Administrator. This person is physically on campus for a minimum of four hours on Saturday, and is on-call on Sunday to deal with any issues that may arise.

• For the six holidays observed by BTV (New Year’s, Memorial Day, Independence Day, Labor Day, Thanksgiving and Christmas), a Staff member is on-call and available to come to the campus, if needed.

Assisted Living/Health Care Center/Special Care Center/Resident Care • At least one CNA (Certified Nursing Assistant) and one Nursing Assistant are onduty 24/7 in the AL. The AL Nurse generally works Monday through Friday.

Resident Care and HCC/SCC Nursing Staff are available to assist as needed at the AL. 01.01.2020

21 • •

Nurses and CNAs are on-duty 24/7 in both the HCC and the SCC. Resident Care is staffed with one Nurse and one CNA from 7:00 a.m. to 7:00 p.m. daily.

Dining • Dining Staff are available Monday through Saturday, 10:00 a.m. to 7:00 p.m., and on Sundays from 10:00 a.m. to 1:30 p.m.

• On Thanksgiving Day and Christmas Day, Dining Staff are available from 10:00 a.m. to 1:30 p.m.

Housekeeping • Housekeeping services for residences are scheduled Monday through Saturday.

Maintenance • Maintenance services are available Monday through Friday from 8:00 a.m. to 4:30 p.m.

• On weekends, services are available from 8:00 a.m. to 4:30 p.m. on an emergency basis only.

• Emergency maintenance service is available after hours by calling the Front Desk or Security.

Security • One or more Security guards are scheduled to be on the BTV campus 24 hours/day, 7 days/week.

Transportation • See the Transportation section for details of Staff availability.

Suggestions • BTV welcomes suggestions. Residents may communicate their suggestions formally by completing a suggestion form available at each of the three suggestion boxes located in the North Lobby, South Lobby and the Central Lobby by the U. S. Mailboxes.

• All suggestions pertaining to dining should be placed in the box located near the entrance to the Dining Room.

• The suggestion boxes are checked regularly by the Executive Assistant to the CEO. A response to the suggestion will be given within two weeks or less by appropriate Staff and delivered to the Resident.

• Residents may email suggestions directly to BTV Staff. Staff email addresses are listed in the back of the Resident Directory.

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Tenant Storage Rooms • There are two tenant storage rooms located in the hallways of each floor of both wings in the Main Building.

• When a Resident moves into an Apartment in the Main Building, a bin will be assigned by the Marketing Department. One bin per Apartment is provided.

• A lock and key will be provided for each bin. Residents will be responsible for the cost of any replacement keys or locks.

• No chemicals, flammable or combustible items may be stored in tenant storage.

• Stored items must fit inside the cage and may not be stored on the floor of the tenant storage room.

Tipping and Gratuities • Tipping and gratuities are permissible only for Employees of the Beauty/Barber Shop and the Massage Therapist.

• For BTV Employees, tipping is not allowed. Residents are encouraged to participate in the annual Employee Christmas Purse in lieu of tipping and gratuities. Information about the Employee Christmas Purse is available from the BTV Resident Council.

Tobacco • Butterfield Trail Village is a tobacco-free campus.

• Residents and guests may not smoke in any building or on outside patios and balconies.

• Each substantiated occurrence of smoking in an Apartment, Cottage or Village Home will result in a $100 assessment added to the Resident's Monthly Service Fee. • Continued violation could result in termination of residency.

• Residents or their estates will incur all costs associated with damage to their homes due to tobacco use.

Trash and Recycling Apartment/Main Building • Trash rooms are located on each floor of the Apartment wings. The first-floor trash rooms have trashcans, and the trash chute from second and third floors empties to this level. The trash chute is operated by pushing the lever down and pulling the door to open. All trash should be placed in sturdy, tightly-closed trash bags.

01.01.2020

23 Cottage and Village Home • Cottage and Village Home trash is picked up by Maintenance on Monday, Wednesday and Friday at the curb in front of the home. Trash should be at the curb before 8:00 a.m. All trash should be placed in sturdy, tightly-closed trash bags.

• Trash not set out by 8:00 a.m. must be held until the next pickup date.

Recycling • Large recycling containers are located in the first-floor trash rooms in the Main Building. Smaller recycling containers are available on the second- and third-floor trash rooms.

• Recyclables should not be placed in the trash chute.

• Cottage and Village Home Residents should take recyclables to the trash room on First Floor South.

• Recyclables should be rinsed out before placing them in the containers.

• Newspaper pickup for recycling is scheduled on Wednesdays. o Newspapers should be placed in a paper grocery sack (available in the two first-floor trash rooms). o Apartment Residents should place the bags in the hallways outside their residences. o Cottage and Village Home Residents should place them on the curb (or on the covered porch/carport during inclement weather). o Pickup times for each location are listed in the Butterfield Life Calendar of Events.

• Cardboard boxes should be broken down prior to recycling them. o Cottage and Village Home Residents should place flattened cardboard on the curb (or on the covered porch/carport during inclement weather), with small pieces in a brown paper sack. o Apartment Residents should place flattened cardboard in the hallway opposite the handrail, and contact Maintenance for pickup o Residents may also take flattened cardboard to the chain-link pen located in the Service Drive.

• More detailed information on recycling can be found in the back of the Resident Directory.

Yard Waste • Yard waste put out by 8:00 a. m. will be picked up automatically. Yard waste put out at other times will be removed when noticed, or the Resident may leave a message on the Horticulture Office phone to request pickup.

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24 U.S. Mail • Apartment and Cottage Residents have U. S. postal mailboxes located in the Main Building. The box number corresponds to the number of the Resident’s living unit.

• Village Home Residents have their mail delivered directly to their mailboxes at their homes.

• Stamps are available for purchase in the BTV General Store.

• Limited mailing services (up to 13 ounces or with a pre-paid label) are available at the Front Desk.

• Residents who plan to be absent a minimum of three days up to a maximum of 30 days can request mail be put on hold. “PS Form 8076, Authorization to USPS Hold Mail” is available at the Front Desk. Residents who will be absent more than 30 days should make arrangements with the Post Office to have mail forwarded.

Utilities Phone Service • Residents are responsible for phone service. There is a landline option in every home that may be contracted with an outside service. A cell phone may also be used.

• Residents may list either or both numbers in the Resident Directory.

• BTV is not responsible for the quality of cell service.

Television/Cable • Cox Cable services are available to all Residents in their homes at a modest cost. See Appendix for pricing.

• The charge for cable service will automatically be added to the Monthly Statement.

• Additional services may be added by contacting Cox Cable.

• Channel listings are available in the Resident Directory.

Electric/Water/Sewer/Gas • These utilities are provided and paid for by BTV. Vacating a Residence • When a residence must be vacated as a result of a move to AL/HCC/SCC, or due to a death, the Senior Director of Resident Services will send a letter to the appropriate responsible party to advise of the 31-day window for vacating the home, and the guidelines for doing so.

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25 Valuables • Residents may request a small safe to be placed in their homes for valuables.

Requests for safes should be directed to the Facilities Department.

• BTV is not responsible for any lost or stolen items.

Volunteers • The Programs and Events Department may be contacted about opportunities for volunteering. There are many areas on campus that benefit from volunteers, and BTV recognizes volunteers yearly for their contributions.

Voting and Political Action • Residents may register to vote in person at the Washington County Courthouse or by contacting the Director of Programs and Events for voter registration applications or a change-of-address form.

• Arkansas voters must be registered to vote at least 30 days before an election.

• Transportation is provided to all general elections and most primary elections.

• BTV is in Precinct 30 and the designated polling site is Trinity Temple Church on Rolling Hills Drive.

• Absentee ballot applications are available from the Programs and Events Office or the Receptionist.

• Residents should limit political campaign paraphernalia to the doors of their Apartments, Cottages or Village Homes. Nothing should be posted in any other location on campus.

Weather Tornado Warnings • Weather Call is a weather-alert system provided at no cost to BTV Residents.

Weather Call will notify Residents when the National Weather Service issues a tornado warning within a five-mile radius of BTV. Complete instructions for Weather Call are available in the Resident Directory.

• In the event of a tornado warning, Apartment Residents should move to the marked tornado shelters on each floor. Village Home and Cottage Residents should take shelter in an interior hallway away from windows, or in an interior room (bathroom or closet).

Inclement Winter Weather • In the event of inclement winter weather, transportation services may be canceled by BTV Administration. This determination will be made as quickly as possible, but may be made at the last minute due to changing weather conditions. To confirm transportation service cancelations, call 695-8072 for a recorded message after 8:00 a.m. on the day in question.

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When transportation services have been canceled, the BTV Campus Meal Delivery Schedule will go into effect for Cottage and Village Home Residents.

See Dining Services for more information.

Wi-Fi • BTV offers free Wi-Fi service for Residents and guests.

• It is accessible by signing in with: o Network ID: btv_resident o Password: BeOurGuest1 • Wireless printers are not recommended due to the close proximity of the homes.

Printers should be hard-wired to the computer/laptop to ensure privacy.

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IV. BUSINESS OFFICE In addition to the work done for the business of the Village, the BTV Business Office offers an array of services designed to assist BTV Residents.

Audit Report • BTV's finances are audited annually. The Business Office provides the latest audited financial statements to Residents at the Front Desk.

Check Cashing • BTV Residents may cash a personal check of up to $50 daily at the Front Desk only, from 8:30 a.m. to 4:00 p.m., Monday through Friday.

Monthly Statements • The Business Office prepares a Monthly Service Fee Statement for each Resident. Statements are placed in the in-house message boxes and are available no later than the last business day of each month.

• Payments are due by the first business day of each upcoming month, and may be made at the Front Desk during business hours. Arrangements for late payments must be made with the Senior Accountant.

• Automatic drafts for monthly statement payments may be arranged through the Business Office.

Tax-Deductible Medical Expenses • Each Resident will receive a statement of the percentage allowable as a medical deduction for the preceding calendar year.

• The Business Office will provide records, upon request, to support the fees and expenses for the BTV medical care incurred by a Resident during the year.

• BTV cannot guarantee, and accepts no responsibility or liability for, a Resident's personal tax return.

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V. DINING SERVICES FLEX $ • • • • • • • •

Each Resident’s Flex $ account will be credited with a total of $10.50 for each day of the current month, on the first day of the month.

Any amount used in excess of the allotted Flex $ will be charged to the Resident’s Monthly Statement.

Flex $ not used by the end of the month will be forfeited.

Flex $ are not credited to Residents who are temporarily or permanently in AL/HCC/SCC. Upon returning to Independent Living, Flex $ will be credited to the Resident’s account for the remaining number of days remaining in the month.

Flex $ may be used in the Dining Room, the General Store, the Bistro and the Lodge.

Residents may use their fobs in the Dining Room, the Bistro and in the General Store to access their Flex $ accounts. A receipt will be available after each use.

Residents may use their Flex $ for themselves or for guests.

Residents may allow other Residents to use their Flex $.

MEAL CREDITS • • • •

A meal credit may be given to a Resident who is absent for seven or more consecutive days.

The request for a meal credit will be honored only if the Resident has checked in and out with the Receptionist, or has been hospitalized for the required number of days.

A meal credit form must be completed in order to receive a meal credit. These forms are available at the Front Desk and the Business Office, and must be requested upon returning to the Village.

The adjustment will not be made until the end of the month and will be reflected on the next month’s statement.

BISTRO • • • •

The Bistro is open to Residents, Staff and guests, Monday through Saturday, from 7:30 a.m. to 2:00 p.m.

The Bistro is closed on Sundays and holidays observed by BTV (New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving and Christmas).

Pastries, breakfast items, pizzas, sandwiches and salads, along with various coffees, teas and sodas, are available for purchase.

Flex $, cash, check, debit and credit cards are accepted in the Bistro.

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DINING ROOM Menu • Buffet o BTV has a nutritious, balanced menu cycle that is adjusted seasonally. o A copy of the weekly buffet menu is available at the Information Center, as well as on the bulletin board and on the BTV website. The daily menu is also posted at the entrance to the Dining Room. o When returning to the buffet for additional servings, use of a clean, unused dish is required.

• As an alternative to the buffet, an a la carte menu is also available.

Dietary Information • Information regarding the dietary content of various menu offerings is provided upon request.

• Residents with dietary concerns may contact the Director of Dining Services for an appointment with the Dietician.

Dining Room Service Monday through Saturday: • Lunch (buffet and menu) is served from 11:30 a.m. to 1:30 p.m. Residents should arrive no later than 1:30. Tables must be cleared by 2:00 p.m.

• Dinner (buffet and menu) is served from 4:30 p.m. to 7:00 p.m. Residents should arrive no later than 7:00. Tables must be cleared by 7:30 p.m.

Sunday: • Brunch is served from 9:30 a.m. to 1:30 p.m. Residents should arrive no later than 1:30. Tables must be cleared by 2:00 p.m.

• The a la carte menu is not available on Sundays.

• Dinner service is not available on Sundays.

At any meal, Residents may remain as long as desired, but are asked to allow wait staff to clear the tables.

Holiday Service • On Thanksgiving Day and Christmas Day, a brunch buffet will be served in the Dining Room.

• The a la carte menu is not available on holidays.

• No evening meal will be served.

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30 Dining Room Information • Only Flex $ or a guest meal ticket purchased at the Front Desk is accepted as payment for meals in the Dining Room.

• Hostess seating is provided for all meals.

• Residents may order their entrees from the a la carte menu or select entrees from the buffet, but not both for one meal.

• Residents with visual or mobility limitations may enter the Dining Room 15 minutes prior to serving times to receive additional assistance from Staff.

• Residents with ambulatory devices should use the north (seating area) side of the buffet line, or Residents may be seated and request table service.

• A Resident using an ambulatory device as a seat may keep it at the table; otherwise, all ambulatory devices must be removed and returned by Wait Staff.

• Residents dining from the buffet are only permitted to take a dessert (or fruit from the salad bar) out of the Dining Room. Residents ordering from the a la carte menu may take out any remaining portion of the ordered items.

• Food to be carried out may only be wrapped at the end of the meal.

• On return trips to the buffet, Residents are required to use clean dishes. Health Department regulations prohibit the reuse of dishes at a buffet.

• Due to Health Department regulations, no personal food containers may be used at the buffet.

Guest Meals • Residents may use their Flex $ or purchase guest meal tickets at the Front Desk.

Take-out Meals • Take-out orders from the a la carte menu may be placed up to 30 minutes prior to the start of service by calling the phone number listed for the Dining Room in the Resident Directory.

• When getting take-out meals from the buffet, Residents should limit the amount of food to what is reasonable for a single meal.

• Due to Health Department regulations, only take-out containers provided by BTV may be used. No personal food containers may be used to take food out of the Dining Room.

Reservations Guest Dining Reservations • See “Guests” for detailed information.

Holiday Dining Reservations • A sign-up sheet will be provided at least two weeks (fourteen days) prior to Easter, Mother's Day, Thanksgiving Day and Christmas Day to allow Residents to sign up their guests. Residents attending holiday meals without guests must also sign up to assist Staff in preparing seating charts.

• Residents may confirm their reservation times at the Dining Room podium.

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•

Residents who sign up after seating charts have been filled will be contacted by Dining Staff to change reservation times in order to better accommodate all Residents.

Service to Residents will always have priority.

Delivery and Tray Service • Residents should contact the Resident Care Office (not Dining Services) when tray service is needed due to illness or injury.

• There is no delivery charge for the first seven days of tray service when needed due to illness or injury. However, the Resident’s Flex $ will be charged for each meal delivered.

• Delivery of meals is available to Residents at an additional cost when not needed due to illness or injury. See Appendix for pricing.

Delivery During Inclement Weather When transportation services have been canceled due to inclement winter weather, the BTV Campus Meal Delivery Schedule will go into effect for Cottage and Village Home Residents. To confirm cancelation of transportation, Residents may call the Receptionist at 479-442-7220, or may call the Assistant Director of Programs and Events at 479-695-8072 for a recorded message after 8:00 a.m. on the day in question.

Residents may then call the Dining Room at 479-695-8028 or 479-695-8043 to place orders for meals, which will be delivered by BTV Staff.

Meal Delivery Schedule: Monday through Saturday Lunch Delivery: 12:30 p.m. (Call in orders no later than 11:30 a.m.)

Dinner Delivery: 6:00 p.m. (Call in orders no later than 5:00 p.m.)

Sunday Lunch Delivery: 12:30 p.m. (Call in orders no later than 11:30 a.m.)

No Dinner Delivery

GENERAL STORE • •

• • • •

The General Store is organized and operated as a service to Residents. The Director of Dining Services oversees its operation.

General Store Hours: o Monday through Friday—9:00 a.m. to 4:00 p.m. o Saturday—10:00 a.m. to 2:00 p.m. o Sunday and Holidays—Closed The General Store offers grocery items, toiletry articles and snacks.

Flex $ may be used to purchase any item except postage stamps.

Cash, check, debit and credit cards are also accepted in the General Store.

Purchases over $300 must be approved by the Director of Dining to prevent the depletion of inventory for other Residents.

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THE LODGE • •

•

A limited number of lunches and dinners are offered in the Lodge. Dates and times can be found in the Butterfield Life Calendar of Events Reservations are required for meals served at the Lodge. o Reservations must be made in person at the Transportation Desk.

Residents may sign up for a spouse, but not for another Resident. o Residents who do not cancel reservations for an event in The Lodge within 24 hours of the occasion will be billed on their Monthly Statements. o Residents may call the Director of Dining or the Chef to add or remove a name from the list. o In the event a reservation was not canceled in time, the Resident may request that the meal be packaged for carryout. The meal may be picked up by the Resident or other designee.

Residents will be charged Flex $ the day after the event through the Business Office.

PRIVATE PARTY/CATERING • •

•

BTV Dining Services offers catering services for events and private dining for our Residents. Catering is available at an additional cost.

Outside catering or restaurant services in conjunction with any BTV reserved space must be approved through Programs and Events. (Specialty cakes and arrangements are allowed though outside caterers.)

Residents may bring their own food and use BTV space, including the residential kitchen equipment in the Lodge. Residents are responsible for all clean-up.

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VI. FACILITIES BUILDING MAINTENANCE • • •

BTV provides scheduled non-emergency and 24-hour emergency maintenance services. Non-emergency requests may be made to the Facilities Coordinator or the Front Desk Receptionist.

Between 8:00 a.m. and 9:00 p.m. daily, Residents with emergency maintenance requests should call the Facilities Coordinator or the Front Desk Receptionist.

Between 9:00 p.m. and 8:00 a.m., Residents with after-hours emergency requests should call Security or the Charge Nurse in the Health Care Center, and on-call Maintenance Staff will be notified.

The following services are available at no additional cost to the Resident: • Changing light bulbs of permanent fixtures in the home; • Responding to plumbing, electrical, and heating issues; • Making annual checks of smoke detectors and pull cords; • Changing air filters quarterly; and • Turning mattresses (contact Facilities Coordinator to schedule).

The following services are available for an additional charge to the Resident and will be scheduled as Staff is available: • Repairing personal items such as lamps and small appliances (no electronic devices); and • Hanging pictures and TVs (after 30 days from new move-in).

• See Appendix for pricing.

LAWN AND GROUNDS MAINTENANCE • • • •

• •

BTV is responsible for maintenance of its lawns and grounds. This includes cutting, trimming and repairing of lawns and landscaped garden areas.

Residents must not cut or trim shrubs or trees on the grounds.

Residents should not place any yard décor/ornaments on the grounds.

Christmas decorations are allowed in the yards of Cottages and Village Homes from Thanksgiving to the end of December. To avoid disturbing other Residents, lights should not be excessive. All decorations are subject to approval by Administration.

Residents may not plant in the BTV landscaping without approval of BTV’s Horticulture Supervisor.

Residents should not contract with outside providers for lawn or grounds maintenance or changes to same without the approval of BTV’s Horticulture Supervisor.

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34 • •

Horticulture is not responsible for the upkeep, trimming and replacement of plants that were not approved by Horticulture.

Work requests for Horticulture should be initiated by calling or emailing the Horticulture Office. In the event of a grounds emergency, Maintenance or Security should be called immediately.

HOUSEKEEPING • •

Staff will provide a basic cleaning of each residence once every two weeks (biweekly).

If cleaning is canceled by the Resident, the service will not be provided until the next regularly scheduled appointment.

Basic cleaning consists of: • Cleaning all surfaces and fixtures in the bathroom(s); • Cleaning all outside surfaces of appliances, and the countertop and kitchen sink; • Emptying trash (trash bags provided by Resident); • Sweeping and mopping floors; • Dusting (top surfaces only without moving items); and • Vacuuming carpet (moving only light furniture).

The time allotted to complete the above services per home is as follows: • Studio—Up to 30 minutes • One-Bedroom—Up to 45 minutes • Two-Bedroom Standard—Up to 60 minutes • Two-Bedroom Special—Up to 75 minutes • Two-Bedroom Grand—Up to 75 minutes • Two-Bedroom Deluxe—Up to 75 minutes • Two-Bedroom Super—Up to 75 minutes • Two-Bedroom Ultra—Up to 75 minutes • Two-Bedroom Supreme—Up to 75 minutes • Two-Bedroom Noble—Up to 120 minutes • Two-Bedroom Regal—Up to 120 minutes • Cottage—Up to 75-90 minutes, based on size • Village Home—Up to 120-180 minutes, based on size Basic bi-weekly cleaning tasks may be forfeited and replaced by other housekeeping tasks such as: • Changing sheets; • Making beds; 01.01.2020

35 • • • •

Cleaning microwaves; Cleaning patio doors; Sweeping the patio; and/or Any other housekeeping duty approved by the Housekeeping Manager.

If these services can be completed in the allotted time, there is no additional charge. If these services are provided outside the regularly scheduled housekeeping time, they must be scheduled through the Housekeeping Manager and at an additional charge.

See Appendix for pricing.

Spring Cleaning • BTV provides additional staffing to perform spring cleaning of each residence yearly. The Housekeeping Manager will provide a schedule and list of tasks prior to the start of spring cleaning. This service is provided at no additional charge and is in addition to regularly scheduled bi-weekly services.

• Spring cleaning is scheduled independently of regular services.

Resident Housekeeping Responsibilities • All Residents or their privately-employed companions are expected to perform light housekeeping tasks between their scheduled housekeeping visits.

• Trash and recyclables must be removed as needed in order to maintain a safe, odor-free environment for all Residents.

• All floors in the home should remain uncluttered in order to prevent injury to the Resident, BTV Staff or emergency personnel.

• Use of throw rugs and other tripping/slipping hazards is strongly discouraged.

• Bath tubs and showers may not be used for storage. They must remain accessible to the Resident and Maintenance.

• Stove tops may not be used for storage. Only oven-safe items may be stored inside ovens.

• Food in refrigerators and cabinets must be removed in a timely manner to prevent odors.

• No oil or grease or other inappropriate items should be poured down drains.

Laundry and Flat Linen • BTV provides a weekly flat linen service to all Residents.

• New Residents are given a mesh laundry bag, a laundry ticket and labels to participate in the flat linen service.

• On the assigned laundry day, flat linens should be placed with a completed laundry ticket in the mesh bag. The duplicate copy of the ticket should be kept by 01.01.2020

36

• • •

the Resident. The bag should be placed outside the front door before 8:00 a.m. on the assigned laundry day, or the night before.

Clean, folded laundry will be returned the afternoon of the same day. Any missing items should be reported immediately.

This service does not include rugs, blankets, bedspreads or mattress pads.

These items can be laundered for an additional cost. See Appendix for pricing.

Residents may search unclaimed linen items in the BTV Laundry.

Laundry Rooms • Two laundry rooms are located on each floor in each wing in the Main Building.

There are two washers and two dryers in each room for use by the Residents at no cost.

• An ironing board and iron are provided, along with limited storage for personal laundry supplies.

• Liquid bleach is prohibited.

• Disposal of trash is not permitted in Laundry Rooms. Trash cans located in Laundry Rooms are for the disposal of dryer lint, dryer sheets, etc.

Housekeeping and Laundry Chargeable Services • Extra services that may be provided to Residents at an additional charge include: o Bed-linen changes, o Oven cleaning, o Additional housekeeping, o Extra trash removal, and/or o Personal laundry/ironing.

• The Housekeeping Manager may be contacted for availability of services.

• See Appendix for pricing.

Housekeeping Non-chargeable Service • Cleaning of carpet spots can be done at no charge and with availability of Staff: • The Housekeeping Manager should be contacted to schedule this service.

• Maintenance should be contacted for turning mattresses.

Pest Control Service • BTV contracts with a professional exterminator to provide pest control services.

• The exterminator will always be escorted by Housekeeping Staff while making rounds to all Apartments, Cottages and Village Homes.

• Residents requiring interim service for a special problem should contact the Housekeeping Manager.

• Special pest control services will be at the Resident's cost.

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37

SECURITY • •

• •

One or more Security guards are scheduled to be on the BTV campus 24 hours/day, 7 days/week. The guards make rounds inside and outside the buildings and respond to emergency calls.

Security closes the gates to the Village at 10:00 p.m. o After 10:00 p.m., all traffic must use the main entrance/exit on Joyce Boulevard. o An RFID sticker on the windshield of a Resident’s vehicle will allow for after-hours entrance at the main gate. o Guests needing after-hours entry to the Village must press the security button twice to contact Security to request the gate be opened. o When exiting the Village after 10:00 p.m., the gate at the main entrance will automatically open when approached. o The gate on Old Missouri Road is opened daily at 5:00 a.m. and both gates on Joyce Boulevard are opened at 6:00 a.m.

The main entrance door is open from 8:00 a.m. to 9:00 p.m. A fob must be used to enter the main entrance at other times. A fob is always required at outlying doors of the Main Building.

Video surveillance is available on the campus and reviewed as needed by Administration.

TEN-YEAR UPDATES • •

• •

A 10-year flooring-and-wall-paint plan is in place to maintain the Resident’s home.

Carpet replacement prior to the completion of six full years of residency will be at the Resident’s expense. At the completion of six full years of residency, BTV will pay 20% of the replacement cost of new carpet at BTV’s standard carpet allowance. An additional 20% will be paid for each subsequent full year of occupancy, up to 10 years. At 10 years, BTV will assume the entire cost at the standard carpet allowance. Residents desiring carpet with a cost that exceeds BTV’s standard allowance must pay the additional cost.

Wall paint may be replaced after 10 years of occupancy, upon request of the Resident.

The cost of any other changes or updates is paid by the Resident and subject to BTV approval.

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VII. FITNESS AND WELLNESS •

•

•

•

The BTV Fitness and Wellness Program offers classes daily with locations and times listed in the Butterfield Life Calendar of Events. A daily schedule is also posted on the bulletin board.

There are two exercise areas: The Lodge Fitness Center and the Aquatic Center/Fitness Room. Both are equipped with multiple fitness machines designed for senior adults. Residents must be trained on the use of the machines.

The Aquatic Center offers a pool for individual exercise and group classes. Two lanes are available for lap swimming. Rules and regulations are posted and must be followed in all exercise areas.

Residents should contact the Director of Fitness and Wellness for training on the use of fitness machines, or with any other questions.

VIII. FOUNDATION •

•

• •

•

The Butterfield Trail Village Foundation (BTVF) is a fund-raising arm of BTV with the sole purpose of supporting programs and services that enhance the quality of life of BTV Residents and Staff.

BTVF manages contributions made to a variety of designated funds within the Foundation. Donations to these funds may be made in honor or in memory of an individual(s). A letter will be sent to the donor to acknowledge the tax-deductible gift, and a letter of acknowledgement will be sent to the honored person or estate representative.

Monetary contributions and donations to the Foundation may be left with the Receptionist at the Front Desk.

BTVF manages Moving Made Easy, a program that accepts donations of furniture, artwork, collectibles, automobiles, etc. Donated items will be sold, disposed of or donated to other charities. Any proceeds from the sales of donated items goes into the Foundation’s Unrestricted Fund.

Donors will receive a letter acknowledging the value of the donation for income tax purposes. The value of donated goods to BTVF is tax-deductible to the extent provided by the law.

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39

IX. HEALTH SERVICES BTV provides health services for its Residents across the continuum of care: Independent Living (Resident Care), Assisted Living and Health Care Center/Special Care Center.

Resident Care • Resident Care Staff provide nursing services for independent-living Residents. Daily office hours are 7:00 a.m. to 7:00 p.m.

• Clinic services provided include routine nursing services such as blood pressure readings, injections, treatment and bandaging of minor wounds, toenail clipping, ear irrigation and nursing assessments. Residents are served in order of their arrival. Services performed are not charged to the Resident. Supplies for those and any additional services requested are chargeable. See Appendix for current pricing.

• The Staff will assist Residents returning from a hospital stay, surgery, fall with injury or recovering from illness. Services provided are meal-tray delivery, wheelchair transports for meals, bathing assistance in the Resident’s home or whirlpool baths in the HCC. There is no charge for the first seven days the service is performed.

• Resident Care maintains an electronic file that includes the Physician's Assessment from move-in and emergency contacts. Copies of any advance directives should also be on file. Residents are responsible to update their information whenever there is a change.

• Resident Care Staff can assist Residents with medication management for a

•

monthly charge. This service can be provided on a daily or weekly basis. See Appendix for pricing. o Residents requesting daily assistance with medication management will be required to have their medications packaged by their pharmacies in “blister packs.” Most local pharmacies will provide this service free of charge or for a small fee. o An updated, signed list of current medications must be provided by the Resident’s physician prior to start-up of service and quarterly thereafter. o Resident Care will initiate getting the updated list.

Resident Care Staff can assist Residents with injections, topical medications, eye drops, etc. in the Resident Care Office. Prior to administration, Staff must be able to verify that the medication was described and dispensed to the presenting Resident. Therefore, any prescription medication must be in its original container/package with the pharmacy label attached and legible.

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40 • •

Resident Care may be contacted for information regarding outpatient therapy services available at BTV for Residents.

Residents should never use Resident Care as a substitute for seeing their personal physicians and/or seeking emergency medical attention should they experience a serious health concern or injury.

UAMS Clinic • A University of Arkansas for Medical Sciences (UAMS) Clinic is located near the U. S. mail boxes, and is available on a limited schedule to Residents for primary and/or urgent care.

• Residents are required to complete the new-patient paperwork prior to being seen in the clinic. The packet of paperwork may be obtained at the Front Desk.

• Appointments are required, and may be made by calling 695-8040.

• To contact the UAMS physician outside normal clinic hours, the Resident should: o Call 479-463-1000 (the number for Washington Regional Medical Center); o Identify himself/herself as a resident of BTV and a patient of UAMS in order to be connected with the on-call physician; and o If the on-call physician is not immediately available, leave a message to have the physician return the call.

• The clinic will be closed on all federal holidays, as well as Christmas Eve and the day after Thanksgiving, if declared by the governor.

AL/HCC/SCC • BTV’s Assisted Living is licensed by the Arkansas Office of Long Term Care as a Level II assisted-living facility. The AL contains nine single units and three suites, and can house a maximum of 15 Residents. AL provides services for Residents who are no longer able to remain in Independent Living, but who do not require the level of care provided in HCC/SCC. • The Health Care Center (HCC) is licensed by the Arkansas State Office of Long Term Care. It is a Medicare-certified, 87-bed skilled nursing facility, which includes the Special Care Center (SCC). HCC serves Residents in need of 24hour care on a permanent basis or temporarily for rehabilitation.

• SCC i s a secure environment within the HCC. The environment and programming for the SCC is appropriate for Residents with memory or cognitive impairments.

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41 Level of Care • An independent-living Resident with an increasing need of care will be evaluated by appropriate BTV staff and his/her physician for possible transition to the appropriate level of care.

• Once the Resident has been admitted to AL/HCC/SCC and there is a change in the level of care needed, the Resident will be reassessed by the HCC Interdisciplinary Team.

Admission to AL/HCC/SCC • A physician’s order is always required for admission of a Resident to Assisted Living, Health Care Center or Special Care Center. The physician's orders must be dated within 24 hours prior to admission.

• The HCC/SCC is designed for those who require supervised care and assistance with their activities of daily living (bathing, dressing, etc.) on a twenty-four- hour basis.

• Medicare may temporarily pay for services provided in the HCC/SCC, including medications, extra meals, therapy services and supplies, if the nursing care required meets the Medicare guidelines for skilled care. Residents may be charged on their Monthly Statement for medical services not covered or denied

by Medicare or private insurance.

• Residents will be informed at the time of admission whether their care needs meet Medicare criteria and which services will be provided at additional costs.

Medicare reimbursements will be made to BTV and used to offset the additional expenses associated with providing skilled nursing care, therapy and medications.

Expectations of Resident in HCC/SCC • It is expected that Residents who are eligible for and receiving skilled services in HCC or SCC shall remain in HCC/SCC until skilled services are no longer needed. Residents who do not make themselves available to receive therapy and other skilled services may jeopardize their eligibility for payment of such services

by Medicare. Residents may be charged on their Monthly Statement for services denied by Medicare or private insurance.

• If the Resident’s personal physician cannot comply with requirements for visitation (as set forth by the Office of Long Term Care), then an alternate physician must be selected. Residents are responsible for all physician charges not covered by Medicare or supplemental insurance. A list of physicians who follow residents in the HCC/SCC is available from the Transitions Social Worker.

01.01.2020

42 Resident Move to AL/HCC/SCC • When a Resident moves to AL, the Occupancy Admission Agreement serves as the AL handbook, and will be presented at admission.

• When a Resident moves to the HCC/SCC, whether temporarily or permanently, the Resident/family/legal representative will be given a Health Care Center Handbook, which answers many of the questions that may arise.

• If any language in this Resident Handbook conflicts or differs from the AL Occupancy Admissions Agreement or the HCC Handbook, the language in the AL Occupancy Admissions Agreement or HCC Handbook shall govern.

• The Transitions Social Worker is available to assist Residents and their families in making a smooth transition to the A L / HCC/SCC, working with Residents before the move if possible, and after, as appropriate.

Activities • Activities are scheduled each day for AL/HCC/SCC Residents. The HCC Activities Coordinator and the SCC Activities Coordinator plan a variety of group and individual activities, including exercise programs, musical programs, bingo, holiday celebrations, religious programs and family functions, among others.

Participation in these activities is a matter of personal choice and Residents are always encouraged to express their individual activity preferences to either Activities Coordinator.

Ancillary Services • Physical therapy, speech therapy, occupational therapy, laboratory services and mobile X-ray services are obtained upon an order from a Resident's attending physician.

• The individual provider for each of these services will bill the Resident directly for services not covered by Medicare or supplemental insurance.

Dining • AL o Residents in AL continue to receive one meal per day as part of the regular Monthly Service Fee. An additional fee per meal is charged for the other two meals served daily. See Appendix for pricing. o All meals meet dietary requirements of the Office of Long Term Care. o AL Residents may invite guests to eat with them. This is done on a first come, first-served basis due to limited space in the AL Dining Room.

•

HCC/SCC o Shortly after admission to HCC/SCC, the Resident will meet with Dining Service Staff to discuss any special dietary needs.

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43 o Residents in HCC/SCC continue to receive one meal per day as part of the regular Monthly Service Fee. An additional fee per meal is charged for the other two meals served daily. See Appendix for pricing. o Some physician-ordered special diets and snacks/supplements are also provided at no extra charge. o All meals meet dietary requirements of the Office of Long Term Care. o Residents of HCC/SCC may invite guests to eat with them. This is done on a first come, first-served basis due to limited space in the HCC/SCC Dining Rooms. o Private areas may also be reserved for entertaining guests by contacting either the HCC or the SCC Activities Coordinator.

Housekeeping/Laundry • Housekeeping services are provided weekly in AL and daily in HCC/SCC. • Personal laundry services are available for an additional charge. See Appendix for current pricing.

Medication • AL o Residents in AL may self-administer their medications if deemed capable of doing so after being assessed by the AL Nurse. o A Resident who self-administers his/her medications must keep them locked in the Resident’s AL unit in order that other Residents do not have access to them. o If, after being assessed by the AL Nurse, a Resident is deemed to be unable to safely self-administer medications, the Resident will be charged for medication management and assistance. See Appendix for pricing. o An updated, signed list of current medications must be provided by the Resident’s physician quarterly. The AL Nurse will initiate getting the updated list. o Residents will be required to have their medications packaged by their pharmacies in “blister packs.” Most local pharmacies will provide this service free of charge or for a small fee.

•

HCC/SCC o All medications administered in HCC/SCC must be provided by a pharmacy, and not the Resident. o Residents utilizing Medicare Part A services will receive medications from BTV’s designated Medicare Part A pharmacy. o All other residents in HCC/SCC will choose from a list of pharmacies which comply with Office of Long Term Care (OLTC) regulations. The pharmacies will bill the Residents directly for this service. o Veterans may receive medication directly from the VA, but dependents of a veteran do not qualify.

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44 o Per OLTC regulations, no medication, drug, ointment, drops, sprays, creams, inhalers, etc. are allowed in HCC/SCC without a physician’s order Rooms • All AL rooms are private, with the exception of suites that are designed for couples. o An individual may occupy a suite for an additional fee. o Each AL unit contains a microwave, a small dorm-style refrigerator and a flat-screen television (two in suites). All other furnishings are provided by the Resident.

• All HCC/SCC rooms are designed for two people, but private rooms may be available, and at an additional charge. o In the event of an increase in occupancy, some private rooms may have to be converted back to semi-private rooms. o All HCC/SCC rooms have emergency pull cords, automatic sprinkler systems, bathrooms, beds, nightstands and drawer- and closet-spaces.

However, Residents may bring personal furnishings as space and health regulations permit.

• Residents who are intentionally or unintentionally disruptive or inappropriate, making it difficult for another Resident to share the same room, may be moved to and charged for a private room when determined necessary by the HCC Interdisciplinary Team. Any resident placed in a private room by the Interdisciplinary Team due to an infectious process that requires isolation will not be charged the extra per-diem rate.

Transportation • Transportation for all AL/HCC/SCC Residents is available for medical appointments at scheduled times.

• All SCC Residents and most HCC and AL residents are required to have approved companions or family members accompany them to medical offices.

• All medical appointments for HCC/SCC Residents should be arranged through the HCC Administrative Assistant in order that all pertinent information is available and transportation is arranged.

• Residents in AL are responsible for scheduling their own medical appointments.

BTV Staff will assist with arranging BTV transportation.

• Drivers will assist Residents in and out of the doctors’ offices, but will not be available to stay with Residents or take the Resident beyond the front entrance.

• BTV cannot safely transport Residents who cannot be disconnected from IV or feeding bags. In such cases, alternative transportation must be used, and the Resident is responsible for all costs associated with the transport.

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X. MARKETING AND SALES Marketing The Marketing Department is responsible for promoting BTV to future Residents.

This includes: • Touring the Village; • Providing sales information; • Guiding future Residents from joining the Carriage Club Wait List to residency; • Conducting events and luncheons for Carriage Club Wait List members and future Residents; • Providing oversight of unit renovation for new Residents; • Developing relationships and speaking with community groups to promote BTV; • Executing an annual advertising plan; and • Maintaining the BTV website, print and social media.

Resident Ambassadors This group of Residents works as a welcoming committee to greet new Residents and assist them as they acclimate to BTV. Ambassadors join Marketing to promote BTV during events and luncheons with future Residents and Leads.

XI. PROGRAMS AND EVENTS •

•

• • •

The Butterfield LIFE Calendar of Events offers a list of monthly activities, excursions, programs and events. The calendar provides details, costs and cutoff dates. Residents should review the current calendar and the commons-area bulletin boards for up-to-date information.

Reservations for programs, events and excursions may be made at the Transportation Desk. Residents may call 695-8003 or 695-8072 to add or cancel a reservation.

Reservations for meals at the Lodge or other special events that include a fee may only be made by the Resident and/or spouse at the Transportation Desk.

A no-show at a reserved Lodge meal or other special event that include a fee will be charged to the Resident’s Monthly Statement.

Cancellations prior to 24 hours before a meal at the Lodge will not be charged.

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46 BTV Room and Catering Reservations Residents and their families may reserve common areas throughout the campus for visiting, parties, special events, etc. Commons areas that may be reserved: • Convocation Room • Library • Chapel • Game Room • Family Room (located off the Performance Hall) • Green Room (private dining) • Villa Room • The Lodge (fee may apply) • Performance Hall (fee may apply) Reservations for rooms, audio-visual equipment, technical support and catering options must be made through the Programs and Events Office by completing a Reservation Request form. These forms are located at the Information Center and may be turned in at the Programs and Events Office.

• Civic clubs and organizations are required to have a BTV Resident representative who is active in the group and present during use.

• Invoices for space use, labor or food requests are payable within 15 days following the scheduled gathering.

• Damages to BTV property will be the responsibility of the Resident sponsor.

• All arrangements must be approved by the Programs and Events Department.

• Requests to rearrange furniture in The Lodge for an event will incur a set-up fee.

XII. RESIDENT-DIRECTED AREAS Art Studio • The Art Studio is located on the east side of the campus between the Facilities Building and the Woodworking Shop. It is a Resident-maintained amenity.

• The studio is equipped with a kiln, and is for use by Residents with the assistance of a volunteer instructor. BTV is not responsible for accidents in the Art Studio.

Library • The Library is open to all Residents. It is operated by a BTV Resident Association committee.

• The Library Committee purchases new titles through a fund with the BTV Foundation.

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47 • •

Book donations are accepted on a limited basis.

Brief biographies and pictures of current Residents are available in binders.

Woodworking Shop • This shop is available for Residents’ use and is a Resident-maintained amenity. It is located next to the Art Studio in the Facilities Building on the east side of the campus.

• All equipment and safety procedures must be followed. BTV is not responsible for accidents in the Woodworking Shop.

Recycling • Resident volunteers coordinate and implement the recycling program. Residents are asked to comply with the rules for recycling as found in the Resident Directory.

Resident Gardens • Both the raised gardens, which are located along the east sidewalk leading to the Lodge, and the fenced-in garden at the southeast corner of the campus, are Resident-maintained areas. The garden spots are assigned yearly by the Garden Committees.

XIII. SOCIAL SERVICES There are three professional social workers at BTV: • The Senior Director of Resident Services, whose office is located near the Front Desk in the Administrative Offices, is the social worker for Residents living in Apartments, Cottages and Village Homes.

• The Transitions Social Worker assists independent-living Residents who are in the process of transitioning between home and the hospital, AL, HCC and/or SCC. • The Health Care Center Social Worker assists Residents who are living permanently in the AL, HCC and SCC. Both the Transitions Social Worker and the Health Care Center Social Worker have offices in the Health Care Center.

BTV’s social workers are available to help Residents and families effectively deal with the many emotional, medical and spiritual changes facing them in this period of their lives. The social workers are trained to support and help Residents and families work through and deal with these various issues, and to seek out and coordinate other resources that may be available.

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XIV. TRANSPORTATION Transportation Staff are available at the Transportation Desk. Staff oversee the signup book for activities and events, and provide information on transportation services at BTV. Seatbelts must be worn at all times when leaving the BTV campus.

Activities and Events • Butterfield Trail Village offers transportation to many events and planned excursions. Information regarding these events and excursions will be detailed in the Butterfield LIFE Calendar of Events.

• Reserved transportation for community excursions will be posted in the reservation book at the Transportation Desk (across from the Villa Room), listing departure times and helpful information, as well as ticket and payment information.

• Bus seats are reserved for Residents. Guests and private companions may accompany any Resident as long as it does not displace a Resident. Guests and private companions must sign up in the wait-list section of the reserved transportation sheet and must include their telephone numbers.

• Carriage Club Members are welcome to utilize BTV transportation and must sign up in the wait-list section of the transportation reservation sheet.

• The reservation sheet will be updated by the Director or Assistant Director of Programs and Events or the driver. If there are extra seats available for guests and private companions, those individuals will be notified if a telephone number is provided.

• A companion has the option to follow the bus in his/her personal vehicle and then assist the Resident at the venue after securing a parking place. The BTV driver will wait until the companion has parked and arrived at the bus to assist the Resident.

Medical Appointments • Medical transportation may be provided to physician and dental offices, medical clinics, hospitals (non-emergency) and therapy clinics within 15 miles of BTV. • Reservations for medical transportation are made at the Transportation Desk from 8:00 a.m. to 4:00 p.m., Monday through Friday, and at least 24 hours in advance. If the Transportation Staff is not available, Residents may see the daytime Receptionist. A 24-hour advance notice is required. A 24-hour notice is a guideline, but is always based on the next day’s schedule and driver availability.

• Medical appointments should be scheduled between 8:00 a.m. and 12:00 noon, or from 12:45 p.m. to no later than 2:30 p.m., Monday through Friday, to assure transportation is available for the return trip to BTV no later than 4:00 p.m.

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• •

•

•

Additional restrictions may apply based on the standard amount of time a particular medical facility may take for their appointments.

Weekend, evening and holiday Receptionists cannot schedule reservations for medical transportation.

BTV cannot safely transport Residents who cannot be disconnected from IV or feeding bags. In such cases, alternative transportation must be used, and the Resident is responsible for all costs associated with the transport. Information on alternative transportation is available in the Information Center.

Return pick-up times may be delayed due to unavoidable circumstances such as the daily schedule and the driver’s location, logistics and other medical appointments that must go out in a timely manner.

Medical appointments take precedence over all transportation services.

Private Transportation • BTV offers private transportation for Residents when a vehicle and a driver are available. There is a charge for this service, and it must be scheduled at least 24 hours in advance with the Assistant Director of Programs and Events. See Appendix for pricing.

• BTV does not provide transportation after a discharge from a hospital. The hospital case manager will make arrangements with local non-emergency transport agencies. The Resident is always responsible for the cost of this transport.

• Transportation to and from XNA Airport is available for a fee. See Appendix under Private Transportation • Alternative transportation to the airport may be arranged by contacting Northwest Arkansas Regional Airport Shuttle Services by calling 205-1000, Extension 3.

• Alternative sources of transportation for non-emergency medical and nonmedical needs is available in the community. Information on specific providers may be found in the Information Center.

Scheduled Transportation • BTV offers scheduled transportation each week at no charge. Destinations include grocery stores, shopping centers and worship services. Printed schedules are available at the Information Center.

• BTV will adhere to the printed Transportation schedule for drop-off and pick-up times for church runs. However, due to circumstances such as inclement weather, traffic and extended worship service times, all scheduled times are approximate.

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50 Shuttle Service An on-campus shuttle service is provided to transport IL and AL Residents to and from the Main Building, The Lodge and the AL for meals, events, etc.

• Residents must call the Front Desk to request shuttle service.

• Drivers are responsible for delivering a Resident to/from the front entrance of the Main Building, to/from the curbside of The Lodge or to/from the entrance of the AL. • Drivers are not responsible for transporting Residents in wheelchairs beyond the front entrance door of the Main Building. If the Resident requires wheelchair transportation inside the building, Resident Care can provide assistance, but there is a charge for the service. See Appendix for pricing.

• Shuttle services are provided as follows: o Monday through Friday, 11:30 a.m.—2:00 p.m., based on availability of a driver o Monday through Friday, 5:00—7:30 p.m. (later for programs or events) o Saturday, 11:30 a.m.—2:00 p.m. and 5:00 p.m.—7:30 p.m. (later for programs or events) o Sunday, 12:30 p.m.—2:00 p.m.

• Shuttle service is not provided on Sunday evenings or holidays.

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51 Transportation Schedule SHOPPING AND BUSINESS DESITNATIONS

DEPARTURE

APPROX. RETURN

9:00am

9:40am and 10am

10:15am

11:20am

NWA Mall/area banks, retail and grocery stores

1:00pm

2:10pm and 3:15pm

Banks, Retail and grocery stores (includes Walmart)

9:00am

9:40am and 10am

Aldi’s-Springdale

10:15am

11:05am

NWA Mall, Walmart

10:15am

11:30am

8:00am

9:20am

First Baptist (9am SS)

8:30am

10:15am

Mt Sequoyah Methodist (SS and Classic Service)

8:30am

10:45am

Trip 3 (Harold)

Central United Methodist (SS and Classic Service)

9:00am

10:30am

Trip 4 (Dave)

First Baptist (10:30am Worship)

10:00am

11:30am

Trip 5 (Harold)

Central United Methodist (11am Classic)

10:15am

12:00pm

First Presbyterian

10:15am

12:15pm

St. Paul’s Episcopal (Worship)

10:15am

12:05pm

First Christian

10:15am

12:10pm

Tuesday and

Banks, retail & grocery stores (includes Walmart)

Thursday

NWA Mall/Fiesta Square (Big Lots, Harp’s)

Friday

Sunday

Church Destinations:

Trip 1 (Harold)

Central United Methodist (SS and Classic Service) First Presbyterian

Trip 2 (Dave)

01.01.2020

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XV. BTV RESIDENT HANDBOOK APPENDIX The BTV Resident Handbook Appendix is for the current year, and prices may change without notice. Always confirm that the date of the appendix is in the current year and request a current list if needed.

Dining Services Extra Services Additional Meals for Residents/Guests • Lunch or Dinner • Salad Bar only • Soup only • Children 5 years and under • Children 6 to 12 years old • Special menu for private parties •

Labor for parties

•

Special Events

$10.50 $4.25 $1.75 No charge Half price As negotiated with Dining Services As negotiated with Dining Services If applicable, costs are included on the reservation sign-up sheet at the Transportation Desk.

Tray Service Temporary tray delivery is provided at no charge for up to seven days for short-term illness/injury or hospital recuperation. Otherwise, tray delivery is a $6.50 charge plus $10.50 deducted from the Resident’s Flex $.

01.01.2020

53

XV. BTV RESIDENT HANDBOOK APPENDIX (cont.)

Housekeeping and Laundry Extra Services: • Extra cleaning services: • Changing bed linens/making bed: • Personal laundry: • Additional loads for same resident: • Ironing:

$20.00/hr. $6.00/bed $9.50/load $4.75/load $3.00 a piece

Building and Maintenance Extra Services: • Repair personal furnishing and fixtures: •

Additional shelving:

•

Purchasing/installing/repairing personal electrical devices (no electronics):

• • • •

Replacement nurse-call pendant: Replacement door entry fob: Replacement key: Replacement RFID gate sticker

01.01.2020

$20.00/hr./employee, plus materials $20.00/hr./employee, plus materials $20.00/hr./employee, plus materials $130.00 $10.00 $3.00 $10.00

54

XV. BTV RESIDENT HANDBOOK APPENDIX (cont.)

Resident Care Services by request for an additional fee: • Hourly rate for routine nursing care when provided in the home is $30.00/hour.

The hourly charge will be prorated for the length of time for service. Routine nursing care includes: o Dressing changes, lab work, CBGs o Blood pressure checks o Routine injections given in living unit o Dressing/undressing assistance o Bath/shower in living unit • Daily medication management in living unit $120/month • Medi-planner set-up $10.00/week • Whirlpool bath in Health Care Center $8.50/visit • Regular wheelchair transportation $5.00/each (to/from Dining Room, Beauty Shop, to visit friends, etc.)

• Medical supplies As priced Health Related-Services Visits by a Resident’s physician, physical therapist, speech therapist, occupational therapist and private-duty companions, as well as medications and ancillary items, are charged separately through each service provider.

Assisted Living Schedule of Ancillary Services and Fees Extra Charges: • The cost of two extra meals per day (not covered by the monthly service fee) is $17.00 • Rehabilitative services such as physical therapy, occupational therapy, X-ray and lab work will be billed by the provider for services not covered by Medicare or supplemental insurance • Costs of medical supplies, including nursing supplies and equipment on an exclusive-use basis, will vary depending on the item. Detailed pricing available on request • Cable TV $39.00 per month • Costs of sundries, ancillary items, drugs and personal items • Medicines billed directly by provider of service 01.01.2020

55

XV. BTV RESIDENT HANDBOOK APPENDIX (cont.)

Optional Services • Medication Management • Personal Laundry • Suite Private Fee

$120.00 per month $43.00 per month $2,597 per month

Health Care Center/Special Care Center Schedule of Ancillary Services and Fees Extra Charges: • The cost of two extra meals per day (not covered by the Monthly Service Fee) is $17.00.

• Rehabilitative services such as physical therapy, occupational therapy, X-ray and lab work will be billed by the provider for services not covered by Medicare or supplemental insurance • Costs of medical supplies, including nursing supplies and equipment on an exclusive-use basis, will vary depending on the item. Detailed pricing available upon request • Costs of sundries, ancillary items, drugs and personal items • Medicines billed directly by provider of service

Optional Charges: • Personal laundry • Promise Incontinence Basic Program

•

Nighttime Promise Incontinence Program

• •

Cable TV Private duty nurses and/or companions

• •

Private room fee Private suite fee

01.01.2020

$43.00 per month $30.00 start-up costs $4.00 a day plus extra pads at $1.00/ea. $30.00 start-up costs plus $6.00 a day $28.00 per month Billed directly by provider of service $80.00 extra per day $137.00 extra per day

56

XV. BTV RESIDENT HANDBOOK APPENDIX (cont.)

Transportation • • •

Private Transportation is available at $20.00 per hour with a two-hour minimum, and is subject to schedule and driver availability.

A cost of 41 cents per mile will be assessed for private transportation. Contact the Assistant Director of Programs and Events for a quote.

A 72-hour advance notice is requested to ensure driver availability.

Marketing •

Carriage Suite

01.01.2020

$75.00/night (no meals included)

57

XVI. BILL OF RIGHTS FOR BTV RESIDENTS

Adopted 3/25/2020

PREAMBLE A resident of Butterfield Trail Village (BTV) does not relinquish basic rights inherent in citizenship. Those basic rights include the right to understand the BTV contract and to have it fulfilled, the freedom to organize and assemble, the right to have a voice in decisions that affect residents’ lives, the right to know the financial status of BTV and the reasons behind management decisions.

A. Rights Related to Entering Butterfield Trail Village 1. Prospective residents, prior to signing, will receive: a. a copy of their BTV Residence Agreement b. a copy of the Resident Handbook, which will include the Resident Bill of Rights c. information regarding the costs of living at Butterfield Trail Village, including the current additional costs of Assisted Living, Health Care Center and Special Care Center d. a schedule of the annual Monthly Service Fee (MSF) increases over the last 10 years.

2. Residents and prospective residents will have the opportunity to visit all areas of Butterfield Trail Village including Assisted Living, Health Care Center and Special Care Center.

B. General Rights 1. All services and amenities will be available to all residents without discrimination on the basis of age, gender, race, religion, economic status, sexual orientation or advocacy of issues or activism outside BTV. 2. Residents will have the right to exercise all civil and religious liberties. No religious beliefs or practices and no requirement of attendance at religious services will be imposed upon any resident.

3. Residents will have the right to submit grievances and to suggest changes in policies and services. These may be made orally or in writing to the administration or to the Residents’ Council without interference or fear of sanction. The Residents’ Council may, in turn, present these matters to the Board.

4. If a permanent move to a different level of care (skilled nursing, assisted living or special care) is deemed necessary, the resident and/or designated family member(s), and/or designated legal representative of the resident, will be consulted to determine the appropriate level of care for the resident and will be kept informed of the resident’s condition and care plan following the Federal HIPAA laws and the Arkansas Office of Long-Term Care regulations.

C. Rights Related to Governance and Administration 1. All residents are members of the BTV Residents’ Association, and have the right to participate in the Association for the purpose of giving residents a voice as well as providing an opportunity for the exchange of ideas, identification of problems, and the sharing of information among residents, the BTV administration, and the BTV Board of Directors.

58

2. Residents shall have a right, under the by-laws of the BTV Residents’ Association, to nominate a resident of their choice for election to the BTV Board of Directors. This candidate will then follow the normal and usual process for election to the BTV Board of Directors. If the candidate is not elected, another candidate may be nominated by the BTV Residents’ Association.

3. The Resident Representative serving on the Board of Directors will be a voting member as set forth in Arkansas Code Annotated 23-93-202.

4. A BTV resident serving on the Board of Directors will be a voting member on all matters brought before the Board.

5. Residents will be informed of any planned increase in monthly service fees as well as the reasons for the increase.

6. Summary of minutes, including actions taken, of the Butterfield Trail Village Board of Directors and any other such information as authorized by the Board will be available to residents at the front desk within 30 days of the meeting of the Board.

7. A resident survey will be conducted at least every other year. The statistical results will be made available to Butterfield Trail Village residents.

8. The following documents will be available at the Butterfield Trail Village Reception Desk within 30 days of their completion, adoption or filing: a. By-Laws of Butterfield Trail Village b. Annual audit report c. Butterfield Trail Village Form 990 as filed with the United States Internal Revenue Service. d. Annual Butterfield Trail Village Disclosure Statement as filed with the Arkansas State Insurance Department 9. The results, in summary format, of the latest triennial Butterfield Trail Village Actuarial Report will be reported to the residents by the Butterfield Trail Village Chief Executive Officer and/or the Chief Financial Officer at a Town Meeting. Such disclosure will be within the constraints of the provisions of the contract for such services.