Helen Farabee Centers Board of Trustees Minutes - 05/04/2006 S ' HELEN FARABEE REGIONAL MHMR CENTERS
BOARD OF TRUSTEES
May 04,2006
� 11:00 AM
Child and Adolescent Services
516 Denver Street
Wichita Falls,Texas
Board of Trustee Ken Andrews, Chair; Bill Coombs, Vice-Chair; Michael Ezell; Jo Ann
Members Present: Marquart; Bobby McGough; Sue Nunn, Secretary/Treasurer; Shelley Owen;
Bobby Smith
Board of Trustee Robert Clement; Bobby Smith
Members Absent:
Senior Rod Brennan, Chief Financial Officer; Jeff Dresbach, Human Resources and
Management Staff Risk Management Director; Gianna Harris, Essential Services and Clinical
Present: Accountability Director; Lynn Hartje, Mental Health Services Director; Connie
Johnston, Community and Consumer Support Director; Ralph Whaite,
Management of Information Services Director
Other Staff and Charlie Martin, Crisis Services Director; Jan West, Administrative
Guests Present: Assistant/Board Liaison, Recorder
AGENDA TOPICS
050406-1 CALL TO ORDER
Ken Andrews, Chair called the meeting to order in open session at 11:05 AM. A quorum of Board of
Trustee members was present.
A)Introduction of Guests
Linda Ammons, City Commissioner arrived later in the meeting and was introduced as a guest.
050406-2 PRESENTATIONS
A) Open Citizen Comment to the Board
No citizen comment was offered.
050406-3 APPROVAL OF MINUTES
The Board of Trustees approves the minutes of the April 06, 2006 Board of Trustees meeting.
Motion: Mr. McGough Affirmative: 4
Second: Ms.Nunn Negative: 0
ICitizen Comment: None
Board of Trustee Meeting Minutes
May 04,2006
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050406-5 RECOMMENDATIONS
A. BOARD OF TRUSTEES
1)Board of Trustee Mileage Compensation
RECOMMENDED ACTION: That the Board of Trustees review the current mileage compensation.
Rod Brennan, Chief Financial Officer stated since Mr. Clement was not present his understanding was
that Mr. Clement was requesting that the Board of Trustee mileage compensation be increased from the
current $.20 to the state rate of$.445.
Sue Nunn made the motion that the Board of Trustee mileage rate be changed to $.445 and Bobby
McGough seconded the motion.
Bill Coombs stated he did not want to see the Board of Trustees receive preferential treatment over staff.
Both Mr. Brennan and Lynn Hartje, Mental Health Services Director stated that the staff mileage rate
has not been raised in order to encourage staff to drive the center vehicles that are readily available rather
than drive their own vehicles.
Mr.Brennan stated on call staff that use their own vehicles because they are called from their home are
reimbursed at $.40 per mile and if the Board of Trustees mileage rate is increased to $.445 for accounting
purposes the on call mileage rate will also be increased to $.445.
Ms. Nunn revised her motion to -that the Board of Trustee and on call mileage rate be changed to $.445.
The Board of Trustees approved the increase of the Board of Trustee and on call mileage rate to$.445 per
mile.
Motion: Ms. Nunn Affirmative: 3
Second: Mr. McGough Negative: l
Citizen Comment:None
B. BUDGET AND FINANCE
1)Financial Statements
RECOMMENDED ACTION:That the Board of Trustees approve the financial statements for March 2006.
Rod Brennan, Chief Financial Officer started the preesentation of the financial statements for March
2006 (on file).
THE BOARD OF TRUSTEES RECESSED FOR LUNCH AT 11:30 AM.
11:35 AM Shelly Owen arrived at the meeting
IN ORDER TO EXPEDITE THE MEETING THE BOARD OF TRUSTEES ELECTED TO
PROCEEED WITH THE AGENDA ITEMS THAT DID NOT REQUIRE A VOTE OR
APPROVAL.
THE MEETING WAS RECONVENED BY JUDGE ANDREWS AT 12:20 PM.
Board of Trustee Meeting Minutes 2
May 04,2006
B. BUDGET AND FINANCE
2) Retirement Funds
RECOMMENDED ACTION: Information item only.
Rod Brennan, Chief Financial Officer presented the Retirement Funds (on file).
No action required, for information only.
Citizen Comment: None
F. PROGRAM AND PERSONNEL
1) State Hospital Utilization
RECOMMENDED ACTION: Information item only.
Charlie Martin, Crisis Services Director talked about State Hospital Utilization (on file). For the month
of April there were 9 admission to the state hospital from the outlying counties and 7 discharges. The
clinicians agreed with the necessity for every admission. For Wichita County there were 16 admission to
the state hospital and 11 dischages. The clinicians disagreed with two of those admissions. This was an
improvement over last months report.
No action required, for information only.
Citizen Comment: None
050406-7 EXECUTIVE DIRECTOR'S REPORT
Gianna Harris, Essential Services and Clinical Accountability Director stated Roddy Atkins had asked
her to report on three things in his absence.
HCS Refinance
The first amendment for HCS (Home and Community Support)refinance was signed asking that$10,000
go to HCS Respite and training.
Interest List
We received information regarding individuals who are interested in receiving Mental Retardation
Services funded by DADS (Department of Aging and Disabilities Services). Their current Interest List
contains 29,000 names. Helen Farabee Regional MHMR Centers has 398 names on the current Interest
List.
Physician Recruitment Relocation Expenses
An e-mail was sent by Mr. Atkins to update you on where we are with our physician recruits and
preliminary costs for relocation expenses. He wanted me to see if there are any questions.
Ken Andrews, as I told Roddy my main concern is spending the money for relocation expenses without
any guarantee that they will remain in our employ.
Jeff Dresbach, Human Resources and Risk Management Director at this time there is no way we can
guarantee that. Mr. Atkins has talked with Brian Crews, Legal Counsel for the Texas Council of
Community MHMR Centers and he stated the only way that can be accomplished is to have the Medical
Staff as Contracted Staff rather that Center Employees. There is one Center that has done this, and we
will be contacting them to see how this is working for them.
12:30 PM Michael Ezell arrived at the meeting
Board of Trustee Meeting Minutes 3
May 04,2006
1) Financial Statements
RECOMMENDED ACTION:That the Board of Trustees approve the financial statements for March 2006.
Rod Brennan, Chief Financial Officer completed the presentation of the financial statements for March
2006 (on file).
The Board of Trustees approves the financial statements for March 2006.
Motion: Ms. Nunn Affirmative: 6
Second: Ms. Owen Negative: 0
Citizen Comment: None
C. CONTRACTS AND PLANS
No Agenda Items
D. FACILITIES AND EQUIPMENT
I) Childress Phone System
RECOMMENDED ACTION: That the Board of Trustees approve the purchase of a phone system for the
Childress Mental Health Center at a cost not to exceed $3,235.
Rod Brennan, Chief Financial Officer presented the information on the requested new phone system for
the Childress Mental Health Center(on file).
The Board of Trustees approved the purchase of a phone system for the Childress Mental Health Center at a
cost not to exceed $3,235.
Motion: Mr. Ezell Affirmative: 6
Second: Mr. Coombs Negative: 0
Citizen Comment: None
L050406-4 TRAINING
A)Public Records Act
Ralph Whaite, Management of Information Services Director introduced the required Public Records
Act video from the Texas Attorney General's Office.
Board of Trustee Meeting Minutes 4
May 04,2006
4 E. POLICIES AND PROCEDURES
CONSENT AGENDA WAS USED TO GROUP AGENDA ITEM E. 1)ADMINISTRATIVE
SERVICES PROCEDURE 101.1.2 ORGANIZATION STRUCTURE AND AGENDA ITEM E. 2)
ADMINISTRATIVE SERVICES PROCEDURE 101.1.6 APPOINTMENT OF EXECUTIVE
DIRECTOR FOR ONE VOTE.
1)Administrative Services Procedure 101.1.2 Organiation Structure and
2)Administrative Services Procedure 101.1.6 Appointment of Executive Director
RECOMMENDED ACTION: That the Board of Directors approve the attached ADMINISTRATIVE
PROCEDURE 101.1.2, SECTION: BOARD OF TRUSTUEES, SUBJECT: ORGANIZATIONAL
STRUCURE and ADMINISTRATIVE PROCEDURE 101.1.6, SECTION: BOARD OF TRUSTUEES,
SUBJECT: APPOINTMENT OF EXECUTIVE DIRECTOR. The approval of these Procedures would also
delete current Administrative Procedure 101.1.2, Section: Board of Trustees, Subject: Organizational
Structure dated 12/16/04 and 101.1.6, Section: Board of Trustees, Subject: Appointment of Executive
Director dated 07/01/03.
Gianna Harris, Essential Services and Clinical Accountability Director presented the requested revisions
to the Administrative Procedures(on file).
The Board of Trustees approved ADMINISTRATION PROCEDURE 101.1.2,ORGANIZATIONAL
STRUCTURE and ADMINISTRATIVE PROCEDURE 101.1.6 APPOINTMENT OF EXECUTIVE
DIRECTOR and the deletion of current Procedures: 101.1.2, entitled Organizational Structure dated 12/16/04
and Procedures 101.1.6 entitled Appointment of Executive Director dated 07/01/03.
Motion: Ms. Nunn Affirmative: 6
Second: Ms. Owen Negative: 0
Citizen Comment: None
050406-6 QUARTERLY REPORTS
A. PLANNING AND NETWORK ADVISORY COMMITTEE
No Agenda Items
' B. MANAGEMENT REPORTS
No Agenda Items
050406-8 ANNOUNCEMENTS
A. Next Meeting
Ken Andrews announced the next meeting will be at 11 A.M.,Thursday, June 01, 2006, at the Staley
Conference Room, 500 Broad, Wichita Falls
B. Texas Council Annual Conference
Copies of the Registration Form and Trustee Schedule(on file) were distributed for the 21st Annual
Community MHMR Centers Staff and Trustee Training, June 28—30th, Westin Park Central Hotel,
Dallas. Members were encouraged to let us know if they would be able to attend by the June 1 s'meeting
as Registration and Motel reservations need to be made not later than June 5`h.
Board of Trustee Meeting Minutes 5
May 04,2006
V
050406-9 OTHER BUSINESS
A. Thank You Letters
Sue Nunn read a letter of appreciation to Garrett Pettus, Southern Bleacher Company in Graham "On
behalf of the consumers, employees and Board of Trustees, of HELEN FARABEE Regional MHMR
Centers, we would like to thank you for your generous donation of the wheelchair ramp at our facility at
806 Cherry Street, Graham,Texas. With our constantly shrinking budget, it is companies and individuals
like you that allow us to continue serving some of our communities most needy persons."
Sue Nunn read a letter of appreciation from Sara Rugeley and Family "...Very special thanks to Roddy,
Charlie Martin, and Dr. Frank Del Rio. Every person involved in Helen Farabee serves a greater purpose.
Kudos to you all—My family would have crumbled without your intervention. I cannot thank you
enough."
050406-10 ADJOURN
The Board of Trustees' meeting adjourned at 1:35 PM.
Approv d as presented: Approved as corrected:
June 01, 2006
Board of Trustee Meeting Minutes 6
May 04,2006
•
HELEN FARABEE
NOREGIONAL MHMR CENTERStuiP Wichita Falls Administrative Offic
P.O.Box 8266 1000 Brook Street Wichita Falls,Texas 76307-82(
Phone (940) 397-3100 Fax (940) 397-31
June 06, 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 May 04, 2006. These minutes were approved by the Board at its meeting held
on June 01, 2006.
S -
Jan W-
Adm istrative Assistant/Board Liaison
/jw
enclosure
RECEIVED IN
CITY CLERK'S OFFICE
Date aa- OFVO
By p4, Time JO:00a