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Helen Farabee Centers Board of Trustees Minutes - 10/06/2005 HELEN FARABEE REGIONAL MHMR CENTERS Ct44 BOARD OF TRUSTEES • October 06,2005 4.1\\ 11:00 AM Graham Administration Building 1720 Fourth Street Graham,Texas Board of Trustee Ken Andrews, Chair; Robert Clement; Bill Coombs, Vice-Chair; Michael Members Present: i Ezell; Sue Nunn, Secretary/Treasurer; Shelley Owen; Bobby Smith Board of Trustee ' Bobby McGough Members Absent: Senior Roddy Atkins, Executive Director; Rod Brennan, Chief Financial Officer; Lynn Management Staff Hartje, Mental Health Services Network Director; Rose Wilson,Mental Present: Retardation Services Network Director Other Staff and Kim Beck,Procurement and Property Management; Leayn Graham, Graham Guests Present: Medical Center; Debbie Moore,Mental Retardation Services Day Hab Young County; Gene Newton, ARC Foundation; Susan Thompson,Child and Adolescent Services Young County; Jan West, Administrative Assistant/Board Liaison, Recorder; James Zug, ARC Foundation Luncheon Guests: Gene Newton; James Zug AGENDA TOPICS 100605-1 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 Leayn Graham,Graham Medical Center; Gene Newton, ARC Foundation; and James Zug, ARC Foundation were introduced as guests. 100605-3 APPROVAL OF MINUTES i The Board of Trustees approves the minutes of the September 0l, 2005 Board of Trustees meeting. Motion: Ms. Nunn Affirmative: 5 Second: Ms. Owen Negative: 0 Citizen Comment: None 100605-2 PRESENTATIONS ___ A) Open Citizen Comment to the Board No citizen comment was offered. B)Mental Health Services Susan Thompson, Child and Adolescent Services,Young County Mental Health Center reported she currently has 49 cases. She conducts a lot of services through the schools and has been very successful in working with the school counselors. Most of the patients she works with have multiple diagnoses. She works with the probation officers and attends court hearings as a silent advocate for the patients. They are currently attempting to build a play treatment room for sexually abused patients. They started a Grief Treatment Group where the patients are encouraged to express themselves. She has patients from three to seventeen years of age. Once a patient turns eighteen they are transferred to an adult case worker. She does continue to see some until they graduate from high school even though they are eighteen if they are hesitant to transfer to an adult case worker. She is on call for crisis. Board of Trustee Meeting Minutes October 06,2005 11:15 AM Robert Clement arrived at the meeting C)Mental Retardation Services Debbie Moore, Mental Retardation Services Day flab Young County stated they currently have 42 consumers involved in the Day Hab Program with 18 residing in Graham. They serve one consumer who is in his fifties that is blind deaf, and mute. When he first started receiving services he could not feed himself and would not attempt to walk. Since receiving services he is now able to sign when he wants to go to the rest room, when he wants to walk and when he wants to eat. He can now feed himself and he is being trained to use the walker. They have another consumer who is in his late twenties that is autistic. They were not able to take him out into the community because he has an attachment to fans and air conditioners. When he sees them he turns them on and off, on and off. They now know they have an avenue to redirect him. He will sit at the table with you and staffs are now volunteering to take him into town. They can take him into public and he can be redirected. Roddy Atkins—Graham has an advisory Board that continues to step up to the plate and support our Day Hab Program. It is incredible the level of support we receive in Graham. We are extremely grateful for their continued support. 100605-4 TRAINING No Agenda Items 100605-5 RECOMMENDATIONS A. BOARD OF TRUSTEES 1) Organizational Structure and Table of Organization RECOMMENDED ACTION: That the Board of Trustees approve the revised Organizational Structure and Table of Organization. Roddy Atkins,Executive Director presented the revised Organizational Structure and Table of Organization. The Board of Trustees approved the revised Organizational Structure and Table of Organization. Motion: Mr. Coombs Affirmative: 6 Second: Ms. Owen Negative: 0 Citizen Comment: None Board of Trustee Meeting Minutes 2 October 06,2005 • 2) Texas Council Dues RECOMMENDED ACTION: That the Board of Trustees approve and the Chair sign the Fiscal Year 2006 Dues Commitment with the Texas Council of Community MHMR Centers. Further, that the Board approve equal quarterly payments in October, December,March, and June. Rod Brennan, Chief Financial Officer presented the Fiscal Year 2006 Dues Commitment with the Texas Council of Community MHMR Centers. Bill Coombs—In the next two years, after we have an opportunity to see what they are doing Legislatively, if they have not improved, then we need to look seriously at dropping this membership. Roddy Atkins—I agree, but we are not ready at this time to make that recommendation. We can reevaluate our membership at any point. Rod Brennan—We would need to make the decision early enough for us to make other insurance arrangements. Roddy Atkins—It is premature at this time, at this point I am not willing to formally recommend dropping our membership. The Board of Trustees approved and the Chair signed the Fiscal Year 2006 Dues Commitment with the Texas Council of Community MHMR Centers. Further, the Board of Trustees approved equal quarterly payments in October,December,March, and June. Motion: Mr. Coombs Affirmative: 6 Second: Ms. Owen Negative: 0 Citizen Comment:None • 3)Board of Trustee Candidate RECOMMENDED ACTION: Information item only. Roddy Atkins, Executive Director presented the information on the resignation of Place 6 Board of Trustee member Darrell Willie and the implementation of recruitment efforts to fill that vacancy. No action required, for information only. Citizen Comment: None THE BOARD OF TRUSTEES RECESSED FOR LUNCH AT 11:37 PM AND WAS RECONVENED BY JUDGE ANDREWS AT 12:55 PM Board of Trustee Meeting Minutes 3 October 06,2005 B. BUDGET AND FINANCE 1) Financial Statements RECOMMENDED ACTION:That the Board of Trustees approve the financial statements for August 2005. Rod Brennan, Chief Financial Officer asked Mr. Atkins to explain the Bedday Trust Fund issues.. Roddy Atkins—Explained that the Bedday Trust Fund is an allocation that covers the cost of care at the State Hospital when there is no other payer source. It covers the admission fee, a daily adult acute care rate, a daily adult sub acute care rate, and a daily child and adolescent rate. There are currently two factors that are impacting our Bedday Trust Fund and creating a huge risk. The state has reduced the number of beds available at the State Hospitals for civil commitments, and taken the money off line. Fof the past year our Bedday Trust Fund allocation has been 2.4 million dollars. Beginning September 1 our allocation will be 2.2 million dollars. This past year we overutilized at 2.6 million dollars. In the past the whole system or region had to overutilize before we had to settle up. Now if we overutilize by 110%we will have to settle up. The second issue that is affecting our utilization is in March the Wichita County Court of Law and the County Court stopped doing legal commitments for 18 year olds and under. When a child and adolescent is admitted to the State Hospital on an involuntary commitment,they are eligible for Dependent Child Medicaid, so Medicaid reimbursment covers the cost of their hospitalization. Since 18 year olds and younger are now voluntarily admitted, they are not eligible for Dependent Child Medicaid and therefore many do not have a payer source and their hospitalization counts against our Bedday Trust Fund. It is a local political issue that has added to our overutilization of our Bedday Trust Fund. I had a breakfast meeting with County Judge Woody Gossum and County Attorney Doug Baker and pointed out the half million dollars we will lose if the trend continues. This will have to be billed to Wichita County or cut out of Wichita County services. Judge Gossom told the County Attorney that this would come out of his budget. This came about because the Ourt of Law Judges got upset because the parents would not attend the hearings, so they appointed the County Attorneys as the legal guardians. We came to an agreement that we would work with North Texas State Hospital to notify the parents if they did not show up the hearing could be dismissed. County Attorney Doug Baker was requested to talk to the District Attorney. When you have a State Hospital in your community, the County is responsible for commitments to that hospital. We will be patient for a little longer, but we will go to the mat and apply what pressure we have to locally. This is a half million dollar per year issue. Rod Brennan presented the financial statements for August 2005 (on file). ' Bill Coombs—Please make the Texas Home Living Waiver Program an agenda item next month so that we can discuss fully the financial concerns and make plans if necessary to drop the program within the next 60 to 90 days. The Board of Trustees approves the financial statements for August 2005. Motion: Ms.Nunn Affirmative: 6 Second: Mr. Smith Negative: 0 Citizen Comment: None F - Board of Trustee Meeting Minutes 4 October 06,2005 2) Status Of Investments RECOMMENDED ACTION:That the Board of Trustees review and approve the status of investments. Rod Brennan, Chief Financial Officer presented the information on the status of investments(on file). The Board of Trustees reviewed and approved the status of investments. Motion: Ms. Owen Affirmative: 6 Second: Ms. Nunn Negative: 0 Citizen Comment: None C. CONTRACTS AND PLANS 1) CMHC Maintenance Contract RECOMMENDED ACTION:That the Board of Trustees ratify payment of the annual contract with CMHC for$54,663. Rod Brennan, Chief Financial Officer presented the information on the contract (on file). The Board of Trustees ratified payment of the annual contract with CMHC for$54,663. Motion: Ms.Nunn Affirmative: 5 Second: Ms. Owen Negative: 0 Citizen Comment: None 2) Ratiff Fiscal Year 2006 Performance Contracts and Approve the Budget RECOMMENDED ACTION:That the Board of Trustees ratify the FY(Fiscal Year)2006 Performance Contracts with DSHS (Department of State Health Services)and DADS (Department of Aging and Disability Services)and approve the budget as submitted. Rod Brennan, Chief Financial Officer presented the information on the Fiscal Year 2006 Performance Contracts and Budget (on file). Copies of the Department of State Health Services Fiscal Year 2006 Performance Contract and Department of Aging and Disability Services Fiscal Year 2006 Performance Contract were distributed to members present. The Board of Trustees ratified the Fiscal Year 2006 Performance Contracts with the Department of State Health Services and Department of Aging and Disability Services and approved the budget as submitted. Motion: Mr. Coombs Affirmative: 6 Second: Ms. Owen Negative: 0 Citizen Comment: None Board of Trustee Meeting Minutes 5 October 06,2005 D. FACILITIES AND EQUIPMENT 1) Property at 3014 Old Seymour Road RECOMMENDED ACTION: That the Board of Trustees review the bids received to purchase the property at 3014 Old Seymour Road, select a buyer, and authorize the Chair to sign the attached resolution authorizing the Executive Director and Chief Financial Officer to sign the related documentation. Citizen Comment: None 100605-6 CLOSED SESSION In accordance with Chapter 551.072 of the Government Code, the Board of Trustees will now meet in closed session for the purpose of discussion of real property. Discussion of real property at 3014 Old Seymour Road. 100605-7 OPEN SESSION No action was taken in Closed Session. 100605-5 RECOMMENDATIONS D. FACILITIES AND EQUIPMENT 1) Property at 3014 Old Seymour Road RECOMMENDED ACTION: That the Board of Trustees review the bids received to purchase the property at 3014 Old Seymour Road, select a buyer, and authorize the Chair to sign the attached resolution authorizing the Executive Director and Chief Financial Officer to sign the related documentation. Bids were reviewed from the Association for Retarded Citizens Dvelopment Foundation,Wichita County, Inc.; I. C. E. Company; and Industrial Outsourcing, Inc. Bill Coombs recommended that the high Bid of$218,000.00 from Industrial Outsourcing, Inc. be accepted. The Board of Trustees accepted the high Bid of$218,000.00 from Industrial Outsourcing, Inc. Motion: Mr. Coombs Affirmative: 6 Second: Ms. Owen Negative: 0 1) Property at 3014 Old Seymour Road RECOMMENDED ACTION: That the Board of Trustees authorize the Chair to sign the attached resolution authorizing the Executive Director and Chief Financial Officer to sign the related documentation. Rod Brennan, Chief Financial Officer asked that the Board of Trustees authorize the Chair to sign the attached resolution authorizing the Executive Director and Chief Financial Officer to sign the related documentation. The Board of Trustees authorized the Chair to sign the attached resolution authorizing the Executive Director and Chief Financial Officer to sign the related documentation. Motion: Ms. Owen Affirmative: 6 Second: Ms.Nunn _ Negative: 0 Board of Trustee Meeting Minutes 6 October 06,2005 2) Vehicle Purchases RECOMMENDED ACTION: Information item only. Rod Brennan, Chief Financial Officer apprised the Board of Trustees of the seven vehicles purchased per their approval in August (on file). Bill Coombs expressed his appreciation of the excellent job done in securing these vehicles. No action required, for information only. Citizen Comment: None E. POLICIES AND PROCEDURES No Agenda Items F. PROGRAM AND PERSONNEL { 2:55 PM Shelly Owen left the meeting 1)North Central Texas Coalition Annual Membership Fee RECOMMENDED ACTION: That the Board of Trustees approves the Center's North Central Texas Coalition annual membership fee,not to exceed$13,482.84 per quarter,to be paid on a quarterly basis. Roddy Atkins,Executive Director presented the recommendation with a correction that it should read That the Board of Trustees approves the Center's North Central Texas Coalition annual membership fee,not to exceed $13,482.84 per year,to be paid on a quarterly basis(on file). The Board Of Trustees approved the Center's North Central Texas Coalition annual membership fee,not to exceed$13,482.84 per year, to be paid on a quarterly basis Motion: Mr. Smith Affirmative: 5 Second: Mr. Clement Negative: 0 Citizen Comment: None 2) Mental Retardation Services Annual Recertification Audits RECOMMENDED ACTION: Information item only. Rose Wilson,Mental Retardation Services Network Director,reported on Annual Recertification Audits conducted(on file). No action required, for information only. Citizen Comment: None 100605-8 QUARTERLY REPORTS A. PLANNING AND NETWORK ADVISORY COMMITTEE No Agenda Items Board of Trustee Meeting Minutes 7 October 06,2005 B. MANAGEMENT REPORTS No Agenda Items 100605-9 EXECUTIVE DIRECTOR'S REPORT Texas Council Public Policy and Legislative Directions Committee This week I attended the Texas Council Public Policy and Legislative Directions Committee meeting in Austin where we are planning for the next Legislative platform. The committee consists of five Executive Directors and five Board of Directors. Five will be asked to be members of the Texas Strategic Healthcare Partnership. The Transformation Grant which will shape the future of the system barely mentions Mental Health and Mental Retardation. I have also been asked to serve on the Mental Health Committee and the Contracts Committee. These will potentially take up a lot of time. My concern is we are going through a huge transition with David Lloyd's training. We have pockets of excellence and pockets of messes that need to be straightened out. My concern is how this is translating into patient care. We have pockets for potential disaster. We have been struggling to find a physician. We have concerns about Child and Adolescent Services and about how well staffs are performing. The pharmacy in Wichita Falls concerns me. There are a lot of issues at home that need to be taken care of. I am trying to weigh the needs; I can not do it all. I am concerned about making sure whatever happens we are successful. Part of me says I need to be at home first,but the area legislation is important. But nothing is as important as home. I have to make a decision about my priority. I will be taking care of home and releasing some state requests. Robert Clement—We have all faced this dilemma. I would be more comfortable with you pulling back, monitoring yourself and taking care of home first. Bill Coombs—The fact that you have been asked speaks to your performance at the state level. You do not need our permission. You have done a fantastic job professionally in the past years. Your opinion and expertise at the state level is valued and will be missed. Bobby Smith—As long as it does not affect your job at home,your focus should be at home,then anything else would be great. Roddy Atkins—If I had my druthers, I would rather be seeing patients. The bottom line is good patient care. There is a potential slip in what is in the best interest of the patient. If I begin to see we are not dong as well as we could,that is when I get concerned. My concerns are more for what I am seeing as a band aid. We were one of only five Centers that did not get sanctioned. I am happy with our organization in which many are seen as leaders statewide,but if we are slipping organizationally. If I do pull back or set limits, then I want you to be aware. There are processes that have been put in place on top of other processes that have created problems. 100605-10 ANNOUNCEMENTS A. Facility Tour Following Meeting Mr. Atkins announced that there will be a tour of the Graham Administrative Building and Young County Mental Health Center following the meeting. B. Next Meeting Mr. Atkins announced the next meeting will be at 11 A.M.,Thursday,November 03, 2005,in Quanah. 100605-11 OTHER BUSINESS 1)Montague County Facility Bill Coombs stated he had visited the new buillding in Bowie and it is looking wonderful. They are looking at being in the building by December 1st. Board of Trustee Meeting Minutes 8 October 06,2005 100605-12 ADJOURN The Board of Trustees' meeting adjourned at 3:25 PM. Approved as presented: Approved as corrected: November 03, 2005 Board of Trustee Meeting Minutes 9 October 06,2005 a4 494 HELEN FARABEE -�� c0 �ti �_�. ,. .�� ��/1-6 .4 REGIONAL MHMR CENTERS Wichita Is Administrative Office P.O.Box 8266 1000 Brook Street Wichita Falls,Texas 76O7-826 Phone (940) 397-3100 Fax (940) 397-315 November 07, 2005 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 October 06, 2005. These minutes were approved by the Board at its meeting held on November 03, 2005. Sincerely, A1-4/4 Jan t Administrative Assistant/Board Liaison /jw enclosure