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Helen Farabee Centers Board of Trustees Minutes - 08/10/2006 • HELEN FARABEE REGIONAL MHMR CENTERS BOARD OF TRUSTEES • August 10,2006 11:00 AM Haskell City Hall 301 South First Street Haskell,Texas Board of Trustee Ken Andrews, Chair; Bill Coombs, Vice-Chair; Michael Ezell; Bobby Members Present: McGough; Bobby Smith Board of Trustee Robert Clement; Jo Ann Marquart; Sue Nunn, Secretary/Treasurer; Shelley Members Absent: Owen; Senior Roddy Atkins, Executive Director; Rod Brennan, Chief Financial Officer; Jeff Management Staff Dresbach,Human Resources and Risk Management Director; Lynn Hartje, Present: Mental Health Services Network Director; Connie Johnston, Community and Consumer Support Director; Ralph Whaite, Management Information Systems Director Other Staff and Sherrye Nail, Southern Area Residential Director; Barbara Woodburn, Center Guests Present: Manager, Headstream Memorial Mental Health Center; Jan West, Administrative Assistant/Board Liaison, Recorder AGENDA TOPICS 081006-1 CALL TO ORDER Judge Andrews called the meeting to order in open session at l l:00 AM. A quorum of Board of Trustee members was present. A)Introduction of Guests There were no guests present. 081006-2 PRESENTATIONS A) Open Citizen Comment to the Board No citizen comment was offered. B)Headstream Memorial Mental Health Center Barbara Woodburn,Center Manager, Headstream Memorial Mental Health Center, I am the Center Manager for Haskell and Seymour. We cover the largest geographic area covering eight counties, Baylor, Dickens, Haskell, King, Knox, Stonewall, and Throckmorton. We offer a full array of Mental Health Services. In Haskell we have a psychiatrist, Dr. Vachhani, who visits two times per month. He often has an RN who accompanies him. We have an LVN stationed here who covers Haskell, Quanah, and Graham. We have one Child and Adolescent Services Counselor. We have two Adult Mental Health Services Case Workers, with one serving Service Package I clients and one serving Service Package 3 clients. We average 10— 12 clients in Service Package 3 which is our most intense package. I serve as the Center Manager and as a Licensed Clinical Social Worker do all adult intakes and serve all Service Package 2 clients. We have an estimated 200 active clients in Seymour and Haskell. The greatest issue we have been facing is computer problems and Ralph and his staff have been working hard to get them working. Board of Trustee Meeting Minutes August 10,2006 C) Mental Retardation Services Sherrye Nail, Southern Area Residential Director, one day a year we close all our Day Hab facilities for training, and that training is today, so Haskell staff were not able to come today. The Day Hab Center in Haskell is open five days a week. We have six HCS (Home and Community Support) consumers, one contracted consumer, one Texas Home Living consumer that goes on outings once a month and two general revenue consumers that go on outings two times a month with us. We have three consumers in Foster Care that moved to the Haskell area in January. One of them is blind and he has adapted very well to his new Day Hab center. One of the things they are working on in Day Habilitation is communication, the clients are learning sign language and some Spanish words. We also offer community support and supported employment in the Haskell area. We have four clients in Community Support that receive training in their home approximately once a week. Six clients receive Supported Employment and job coaching from one to four times per week depending on their need. We offer Service Coordination to five clients in this area, two in Haskell, one in Seymour, one in Knox City, and one in Truscott. Haskell has historically been very receptive to our consumers. They interact very well with our clients when we go to the library,out to eat, or on other community outings. 081006-3 APPROVAL OF MINUTES The Board of Trustees approves the minutes of the June 01, 2006 Board of Trustees meeting. Motion: Mr. Coombs Affirmative: 4 Second: Mr. Smith Negative: 0 Citizen Comment: None 081006-4 TRAINING A)Management Informaton Systems Ralph Whaite, Management Information Systems Director presented the Management Information Systems training(on file). 081006-5 RECOMMENDATIONS A. BOARD OF TRUSTEES 1)Meeting Schedule For Fiscal Year 2007 RECOMMENDED ACTION: That the Board of Trustees approve the Board of Trustee meeting schedule for fiscal year 2007. Ken Andrews asked that the members review the attached proposed meeting schedule for fiscal year 2007, considering meeting locations, day and date of the meetings,meeting time, and annual training. Bill Coombs asked that we consider changing the July 5th meeting date to the 12th due to it's close proximity to the July 4th holiday and the Annual Staff and Trustee Training to be held in Houston on June 27th, 28th, and 29t. The Board of Trustees approves the Board of Trustee meeting schedule for fiscal year 2007 as distributed with the July meeting being changed to the 12t. Motion: Mr. Smith Affirmative: 4 Second: Mr. Ezell Negative: 0 Citizen Comment: None Board of Trustee Meeting Minutes 2 August 10,2006 2) Slate of Officers RECOMMENDED ACTION: That the Board of Trustees name a slate of officers for fiscal year 2007 (September 2006 through August 2007). Ken Andrews asked that the members nominate a slate of officers for fiscal year 2007. The motion was made that we retain the same slate of officers, Chair Ken Andrews; Vice-Chair Bill Coombs, and Secreatary/Treasurer Sue Nunn. The Board of Trustees approves the Board of Trustee officers for fiscal year 2007. Motion: Mr. McGough Affirmative: 4 _ Second: Mr. Smith Negative: 0 [Citizen Comment: None 3)Executive Director's Contract of Employment RECOMMENDED ACTION: That the Board of Trustees review the Executive Director's Contracl of Employment. Ken Andrews asked that the members review the Executive Directors of Texas Community MHMR Center salaries and benefits for fiscal year 2006 (on file). A motion was made that the Executive Director's Contract of Employment be amended effective August 1, 2006 to reflect a salary increase of 10% or$8,800.00 annually. The Board of Trustees amends the Executive Director's Contract of Employment with an effective date of August 1, 2006 to reflect a salary increase of 10%or$8,800.00 annually. Motion: Mr. Andrews Affirmative: 4 _Second: Mr. Ezell Negative: 0 Citizen Comment: None 4)Executive Director's Performance Evaluation Tool RECOMMENDED ACTION: That the Board of Trustees assess the Executive Director's Perfronnance Evaluation Tool prior to the Fiscal Year 2007 Evaluation. Ken Andrews asked Jan West to contact other Executive Directors of Texas Community MHMR Center and request copies of their Evaluation Tools and make a recommendation for implementation prior to the Fiscal Year 2007 Evaluation. A motion was made to table this item until this could be accomplished. The Board of Trustees tables this item awaiting recommendat for an Evalatuion Tool. Motion: Mr. McGough Affirmative: 4 Second: Mr. Smith Negative: 0 Citizen Comment: None Board of Trustee Meeting Minutes 3 August 10,2006 5) Planning and Network Advisory Committee Reappointments RECOMMENDED ACTION: That the Board of Trustees approve the reappointment of members to the Planning and Network Advisory Committee per the reappointment schedule for a two year term, ending August 31, 2008. Connie Johnson Community and Consumer Support Director stated each of these members, Sherry Coombs, Charlcie Flinn, Michaelle Kitchen, Bruce Patterson, Jean Puckett, and Stephanie Sokolosky are eligible for re-appointment and desires to be reappointed. Five members, Pablo Bustos, Elizabeth Peirce, Billye Snyder, Catherine Vita and Nancy White has asked to be removed for various reasons. The Board of Trustees approves the reappointment of members to the Planning and Network Advisory Committee per the reappointment schedule for a two year term, ending August 31, 2008. Motion: Mr. McGough Affirmative: 4 Second: Mr. Coombs Negative: 0 Citizen Comment:None THE BOARD OF TRUSTEES RECESSED FOR LUNCH AT 11:50 AM AND WAS RECONVENED BY JUDGE ANDREWS AT 12:30 PM B. BUDGET AND FINANCE 1)Financial Statements RECOMMENDED ACTION: That the Board of Trustees approve the financial statements for May and June 2006. Rod Brennan, Chief Financial Officer presented the financial statements for May and June 2006 (on file). The Board of Trustees approves the financial statements for May and June 2006. Motion: Mr. Ezell Affirmative: 4 Second: Mr. Coombs Negative: 0 Citizen Comment: None 2)Retirement Funds RECOMMENDED ACTION: Information item only. Rod Brennan, Chief Financial Officer presented the report on the Retirment Funds (on file). No action required, for information only. Citizen Comment: None Board of Trustee Meeting Minutes 4 August 10,2006 C. CONTRACTS AND PLANS I) Fiscal Year 2007 Contracts with TWG RECOMMENDED ACTION: That the Board of Trustees approve and authorize the Chair to sign the two TWG contracts for the Crisis Respite Unit and the Quanah Rehabilitative Services. Rod Brennan, Chief Financial Officer presented the two TWG contracts (on file). The Board of Trustees approves and authorizes the Chair to sign the two TWG contracts for the Crisis Respite Unit and the Quanah Rehabilitative Services. Motion: Mr. Coombs Affirmative: 4 Second: Mr. Smith Negative: 0 Citizen Comment: None 2) Pharmacy RECOMMENDED ACTION: Information item only. Rod Brennan, Chief Financial Officer presented the information on the Pharmacy Contract (on file). No action required, for information only. Citizen Comment: None 3) Fiscal Year 2007 Facility Leases RECOMMENDED ACTION: That the Board of Trustees approve and authorize the Chair to sign the facility leases for 3201 Sue Ann, Wichita Falls; 1445 Avenue B, Graham; and 1555 Norris,Wichita Falls. Rod Brennan, Chief Financial Officer presented the three facility leases (on file). The Board of Trustees approves and authorizes the Chair to sign the facility leases for 3201 Sue Ann, Wichita Falls; 1445 Avenue B, Graham; and 1555 Norris, Wichita Falls. Motion: Mr. McGough Affirmative: 4 Second: Mr. Coombs Negative: 0 Citizen Comment: None Board of Trustee Meeting Minutes 5 August 10,2006 D. FACILITIES AND EQUIPMENT 1)Air Conditioner Replacements RECOMMENDED ACTION: That the Board of Trustees ratify the replacement of air conditioning systems at the Denver Avenue and Board Street facilities at costs not to exceed$3,422 and$4,550 respectively. Also,that the Board of Trustees approve the use of a sole source vendor. Rod Brennan, Chief Financial Officer requested the ratification of the replacement of air conditioning systems at the Denver Avenue and Board Street facilities at costs not to exceed $3,422 and$4,550 respectively from a sole source vendor(on file). The Board of Trustees ratifies the replacement of air conditioning systems at the Denver Avenue and Board Street facilities at costs not to exceed $3,422 and $4,550 respectively from a sole source vendor. Motion: Mr. Ezell Affirmative: 4 Second: Mr. McGough Negative: 0 Citizen Comment: None 2)Denver Avenue Phone System RECOMMENDED ACTION: That the Board of Trustees ratify the purchase and installation of five additional phones for the Denver Avenue facility at a cost of$655. Rod Brennan, Chief Financial Officer presented the information on the purchase and installation of five I additional phones for the Denver Avenue facility (on file). The Board of Trustees ratifies the purchase and installation of five additional phones for the Denver Avenue facility at a cost of$655. Motion: Mr. Smith Affirmative: 4 Second: Mr. Coombs Negative: 0 Citizen Comment: None 3) Broad Avenue Floor Replacement RECOMMENDED ACTION: That the Board of Trustees approve the replacement of carpet in all hallways of the Broad Avenue Facility with tile, at a cost not to exceed$15,000. Rod Brennan, Chief Financial Officer presented the information on the replacement of carpet in all hallways of the Broad Avenue Facility with tile(on file). The Board of Trustees approves the replacement of carpet in all hallways of the Broad Avenue Facility with tile, at a cost not to exceed$15,000. Motion: Mr. Ezell Affirmative: 4 Second: Mr. Smith Negative: 0 Citizen Comment: None Board of Trustee Meeting Minutes 6 August 10,2006 4) Video Equipment RECOMMENDED ACTION: That the Board of Trustees approve the purchase of 11 video conferencing cameras, 14 maintenance agreements,and ratify the purchase of one camera at a total cost of$76,639.20. Rod Brennan, Chief Financial Officer presented the information on the purchase of 11 video conferencing cameras, 14 maintenance agreements,and ratify the purchase of one camera(on file). The Board of Trustees approves the purchase of 11 video conferencing cameras, 14 maintenance agreements,and ratify the purchase of one camera at a total cost of$76,639.20. Motion: Mr. Coombs Affirmative: 4 Second: Mr. Ezell Negative: 0 Citizen Comment: None E. POLICIES AND PROCEDURES 1)Human Resources Management Policy 102.1 RECOMMENDED ACTION: That the Board of Trustees approve HUMAN RESOURCES MANAGEMENT POLICY 102.1. The approval of this Policy would also delete current HUMAN RESOURCES MANAGEMENT POLICY 102.1 dated 12/02/05. Jeff Dresbach, Human Resources and Risk Management Director presented the HUMAN RESOURCES MANAGEMENT POLICY 102.1 (on file). The Board of Trustees approves HUMAN RESOURCES MANAGEMENT POLICY 102.1. Motion: Mr. Smith Affirmative: 4 Second: Mr. EzeII Negative: 0 Citizen Comment: None F. PROGRAM AND PERSONNEL 1)Holiday Schedule for Fiscal Year 2007 RECOMMENDED ACTION: That the Board of Trustees approve the Holiday Schedule for fiscal year 2007 beginning September 1,2006. Jeff Dresbach, Human Resources and Risk Management Director presented the information on the proposed Holiday Schedule for Fiscal Year 2007. Bill Coombs asked that Veteran's Day, November 11th , observed this year on November 10th,be added to the proposed Holiday Schedule. The Board Of Trustees approves the Holiday Schedule for Fiscal Year 2007 beginning September 1, 2006.as proposed with the addition of Veteran's Day on November 10t . Motion: Mr. Ezell Affirmative: 4 Second: Mr. Mc Gough Negative: 0 Citizen Comment: None Board of Trustee Meeting Minutes 7 August 10,2006 • 2)Mileage Reimbursement RECOMMENDED ACTION: That the Board of Trustees approve an increase in the reimbursement for personal mileage from $.275 to$.445. Rod Brennan, Chief Financial Officer presented the information on the the reimbursement for personal mileage from $.275 to $.445 (on file). The Board Of Trustees approved the increase in the reimbursement for personal mileage from $.275 to $.445. Motion: Mr. Ezell Affirmative: 4 Second: Mr. Smith Negative: 0 Citizen Comment: None 081006-6 QUARTERLY REPORTS A. PLANNING AND NETWORK A D VISOR Y COMMITTEE I No Agenda Itema B. MANAGEMENT REPORTS No Agenda Itema 081006-7 EXECUTIVE DIRECTOR'S REPORT Physician Recruitment We have not secured any new permanent medical employees. We have a local tenants starting Monday who has committed to be here until October. We also have a Child and Adolescent Psychiatrist who is active military and has committed to work for us once a week until next May. We continue to look and recruit. The issue is everyone in the state is looking. The Vernon Campus and Wichita Falls Campus of 1 North Texas State Hospital are ten psychiatrists short. It has a lot to do with salaries and availability. It is very competitive. We are having some success with local tenants. We are looking at the potential to contract for telemedicine. Adult Mental Health Services We will have waiting list procedures at our next Board of Trustees meeting. We have not started waiting lists. We do have a back up waiting to see a physician due to our being short of staff. We are in good financial shape now,but we will have to start spending money on Crisis and we will have to address the waiting list. Money will get tighter in the next year and a half. While we are in good financial shape, we are trying to fix and repair what we can. At this time we do not have a formal waiting list. We will hold a discussion when we have the procedures in place. Board of Trustee Meeting Minutes 8 August 10,2006 • Legislative Communications I have given you hand outs from the Texas Council on Community MHMR Centers on legislative communication. The Legislative Communications Guide (on file) has some good information on how to interact with our legislators. The focus on our last few Texas Council meetings has been on Legislative Communication. The next two hand outs (on file), Building Strong Communities One Person at a Time and Texas Council Public Policy Principles, were designed for our legislators. The next hand out(on file) Chief Executive Officer's Report was Sandy Skelton's report to the Texas Council on Community MHMR Centers' Board of Directors. You also received a Draft strategies on legislative issues (on file) titled Adopted Texas Council Preliminary Legislative Issues and Initial Strategies for Consideration. The Legislative issues for Mental Health are: strengthen funding around outpatient services; strengthen crisis behavioral health services; expand forensic behavioral health services in the community by working with the criminal justice system to get medications in the jails; and to resolve the provider of last resort issue from HB 2292. The Legislative issues for Mental Retardation are: increase funding for HCS (Home and Community Based Services) and decrease the waiting list by 20%; focus on equity and restore Medicaid cuts;resolve provider of last resort that impact HCS (Home and Community Based Services) and ICF/MR (Intermediate Care Facilities for Persons with Mental Retardation); and assure distinct service delivery system. The next hand out (on file)is Building a Grassroots Network. This Legislative Initiative the Department of State Health Services (DSHS) is asking for 130 million dollars over the next biennium for crisis services. The first six million dollars will be used to achieve equity. The remainder will be for hospital diversion and/or crisis response. All appropriation requests were instructed to be 10%less than current budget. The Department on Aging and Disability(DADS) is acting very aggressively. They bulk of their requests they are having the Department of Health and Human Services (HHS) carry, which is more powerful. They are asking to restore provider rates, increase provider rates to pay for increased salaries, and achieve equity for Mental Retardation Services. We lost $83,000.00 last year and are slated to lose $79,000.00 this year. Columbus Project Another hand out (on file) is about the Columbus Project, Clinical Management for Behavioral Health Services (CMBHS). The Department of State Health Services (DSHS) is looking at trying to pull Mental Health and Substance Abuse programs under one data base system. They have received federal funding to accomplish this. This will change the nature of our billing systems and will be a big project. There will be twelve workgroups, we will be moving quickly. The reason being that the Department of Health and Human Services has said that as of September 1, 2007 they will no longer support the CARE (Client Assignment and Registration System),the system currently used. This system contains a lot of the data that is reported to the Legislative Budget Board. This will force us to look at how we communicate. I have been tasked by the Texas Council of Community MHMR Centers to be on the Executive Oversight Committee. My job is to protect the interest of the Community Centers. This will be an important project. j Board of Trustee Meeting Minutes 9 August 10,2006 Authority versus Provider The authority versus provider is sue is considered to be a privatization effort. As you will recall, last legislative session there was a bill passed which was vetoed by the Governor. As part of his veto the Governor issued an Executive Order that efforts be made to resolve the provider of last resort and privatization statutory requirements to be consistent with the Private Providers Association of Texas and Texas Council negotiated agreement. The negotiated rule making process has begun and it is anticipated that it will take eight months. Our strategy is to be willing partners and act during this legislative session. Privatization efforts across the United State have not worked. The private providers want the Medicaid patients. They have to make a profit. The managers, such as Magellan will squeeze out the private providers. The private providers will walk away. We will be putting a lot of effort in getting another bill through the legislature to kill the provider of last resort issue. Trust Fund Beneficiary The last hand out(on file) is good news, we received notification from the Eileen Ercanbrack Trust that we were a beneficiary. 1 contacted Mr. Gant,who is executor of the estate, and he stated Mr. and Mrs. Ercanbrack had no living relatives. They had no connection to the Helen Farabee Regional MHMR Centers. They had requested that their estate be split among charities in Wichita Falls. We received S36,737.16. Their intent was to give back to the community through those agencies that provide non profit work. Bowie We had an issue with the City of Bowie. They wanted to cut our funding. We met with them this week and they restored our funds. Legislative Forum The North Central Texas Coalition held a Legislative Forum in Denton on July 13'h at the request of Representative Larry Phillips (District 62 Fannin and Grayson Counties). Those in attendance were Representative Vicki Truitt (District 98 Tarrant County), Representative Myra Crownover(District 64 Denton County),Representative Jerry Madden (District 67 Collin County);Representative David Farabee (District 69 Archer and Wichita Counties),Representative Rick Hardcastle(District 68 Baylor, Clay, Cooke, Cottle, Dickens, Foard, Hardeman, Haskell, Jack, King, Knox, Montague, Motley, Throckmorton, Wilbarger and Young Counties), and a representative from Senator Craig Estes'(District 30 Archer, Baylor, Clay, Collin, Coke, Denton, Grayson,Jack, Montague, Palo Pinto, Parker, Shackelford, Stephens, Throckmorton, Wichita, Wilbarger, Wise, and Young Counties) office. They were given an overview of Community Centers in their regions. Since this meeting Representative Madden has asked what needs to happen to make a dent in the individuals in the criminal justice system that are mentally ill. This was a very positive meeting. Several of those in attendance are very conservative legislators. They are interested in getting together again to visit. MTM Services We have completed our consultation with David Lloyd and MTM Services but that does not mean the work has stopped. We are working on implementation and training. The focus was primarily on Mental Retardation Services, specifically on how to reduce cost in our Texas Home Living(TxHmL) Program. The work will be continued. At the next Board of Trustee meeting we will give you an overview of the project. We had a good outcome. Next Year In the next year we need to look at how we can be more active with our elected officials. How do we encourage them to use their voices. How do we build our influence. We need to fully understand how politics work. We will also be looking at the potential to develop other funds. Board of Trustee Meeting Minutes 10 August 10,2006 • h081006-8 ANNOUNCEMENTS A. Facility Tour Following Meeting Mr. Atkins announced the tour of the Headstream Memorial Mental Health Center, 1201 North First 1..!treet, Suite A, Haskell. B. Next Meeting 1 The next meeting is scheduled for l l AM, Thursday, September 07, 2006, Child and Adolescent Services La.! 516 Denver in Wichita Falls. 081006-9 OTHER BUSINESS None 1 081006-10 ADJOURN The Board of Trustees' meeting adjourned at 2:00 PM. Approved as presented: Approved as corrected: September 07, 2006 Board of Trustee Meeting Minutes 11 August 10,2006 401 HELEN FARABEF, Ait, REGIONAL MHMR CENTERS Wichita Falls Administrative Office P.O.Box 8266 1000 Brook Street Wichita Falls,Texas 76307-8266 Phone (940) 397-3100 Fax (940) 397-3150 September 11, 2006 Darron Leiker City Manager City of Wichita Falls P.O. Box 1431 Wichita Falls, Texas 76307-1431 Dear Mr. Leiker: In accordance with the provisions of Senate Bill 112, a copy of the minutes of the Board of Trustees of Helen Farabee Regional MHMR Centers is enclosed for the regularly scheduled meeting held on August 10, 2006. These minutes were approved by the Board at its meeting held on September 07, 2006. Sincer- i • gire Jan Wes Adminis rative Assistant/Board Liaison /jw enclosure RECEIVED IN CITY CLERKS OFFICE Date iq' -0k By -_� Time /. .0 1 J