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Helen Farabee Centers Board of Trustees Minutes - 12/01/2005 HELEN FARABEE REGIONAL MHMR CENTERS �� BOARD OF TRUSTEES December 01,2005 11:00 AM Staley Conference Room 500 Broad Wichita Falls,Texas Board of Trustee Ken Andrews, Chair; Robert Clement; Bill Coombs, Vice-Chair; Michael Members Present: Ezell; Bobby McGough; Sue Nunn, Secretary/Treasurer; Shelley Owen Board of Trustee Bobby Smith Members Absent: 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; Lauren Parsons,M.D., Medical Director Other Staff and Linda Ammons, City of Wichita Falls Liaison; Gayle Dunn, Mental Retardation Guests Present: Services, Supported Employment; Jan West, Administrative Assistant/Board Liaison, Recorder _ Luncheon Guests: None AGENDA TOPICS 120105-1 CALL TO ORDER Bill Coombs, Vice—Chair called the meeting to order in open session at 11:08 AM. A quorum of Board of Trustee members was present. A)Introduction of Guests Linda Ammons, City of Wichita Falls Liaison; was introduced as a guest. 120105-2 PRESENTATIONS A) Open Citizen Comment to the Board No citizen comment was offered. 11:15 AM Michael Ezell arrived at the meeting 11:20 AM Ken Andrews arrived at the meeting B)Behavioral Health Services Lynn Hartje,Behavioral Health Services Director,reported in Clay, Wichita, and Archer Counties we are currently serving 1,185 adults and 209 children. We serve adults with diagnoses of Bipolar Disorder, Schizophrenia, and Major Depression. We provide them with Case Management where we assist them with housing, employment,medication management, and family relationships. We have consumers who are successful in the community. Living with mental illness is not unlike riding a roller coaster. They can quickly decompensate where they can not meet the challenges of daily living. Our responsibility is to offer support and protection 24/7. We provide evening crisis services. Our providers are excellent and we have a good success rate with a very difficult population. A lengthy discussion was held about how patients are referred to us, what we can do to overcome the stigma associated with mental illness,how we can educate the general public and the legislature about mental illness, and how we can work with the Health and Human Services Commission and the State Legislature for additional funds. 11:40 AM Sue Nunn left the meeting Board of Trustee Meeting Minutes 1 December 01,2005 THE BOARD OF TRUSTEES RECESSED FOR LUNCH AT 12:10 PM AND WAS RECONVENED BY JUDGE ANDREWS AT 12:40 PM 12:40 PM Robert Clement left the meeting C) Supported Employment Gayle Dunn,Mental Retardation Services, Supported Employment reported we job carve and job coach. We have several consumers with success stories that we are really proud of. One consumer had been in the program for one year; he always had a video game but would not look at you or talk to you. We found him a one task job at the video store where he took rental stickers off of the videos where they could be sold. He worked there for two years until the video store sold. He will now talk to you and look at you when he talks. There is one consumer I have worked with for five years. He has worked at several jobs successfully and now wants to set some goals and go back to school. Another consumer works at the base, she is 40 years old and this is her first job. She is doing wonderful there and we help her with her computer based training and when she has difficulties. Our consumers all work very hard and are very proud of what they do. We have better results with job placement primarily with small businesses rather than the large corporations. 120105-3 APPROVAL OF MINUTES The Board of Trustees approves the minutes of the November 03, 2005 Board of Trustees meeting. Motion: Mr. McGough Affirmative: 4 Second: Mr. Coombs Negative: 0 Citizen Comment: None 120105-4 TRAINING A)Medical Services Lauren Parsons,M.D., Medical Director reported we are making some changes in the Medical Clinic. We are moving the physical location of the Medical Clinic over to Denver Street. We hope this will allow for better flow. We need a better waiting area and space for TIMA (Texas Implementation of Medication Algorithms). We are short a psychiatrist. Dr. Lyford,who has been working half time seeing kids, has gotten another offer. Tomorrow we will be taking to a temporary physician who is very experienced. We have been in contact with a couple of graduates this summer,but summer seems a long time away when you are over worked. I have received training in TIMA and North Texas State Hospital will probably be hosting a regional training. It is as n important part of our Performance Contract that we meet TIMA or they will take money from our New Generation Medications. At the last review we were at 80% and we have to be at 90%. That is why the physical location is important so we can provide a semi medical model with stages of treatment and the scales can be done when they see the physician. I expect our next review to be over 90%. 120105-5 RECOMMENDATIONS A. BOARD OF TRUSTEES Board of Trustee Meeting Minutes 2 December 01,2005 1)Equity Rider to the State Appropriations Bill RECOMMENDED ACTION: That the Board of Trustees approve and authorize the Board Chair to sign the attached letter to the Texas Council of Community MHMR Centers concerning the Equity Rider to the State Appropriations Bill. Roddy Atkins, Executive Director,presented the letter to the Texas Council of Community MHMR Centers concerning the Equity Rider to the State Appropriations Bill. Ken Andrews requested an agenda item for the January Board of Trustees meeting to discuss going to the Texas Council of Community MHMR Centers meeting in January prepared to withdraw from membership on the Texas Council The Board of Trustees approved and authorized the Board Chair to sign the attached letter to the Texas Council of Community MHMR Centers concerning the Equity Rider to the State Appropriations Bill. Motion: Mr. McGough Affirmative: 4 Second: Ms. Owen Negative: 0 Citizen Comment: None 1:05 PM Robert Clement returned to the meeting 1:06 PM Sue Nunn returned to the meeting 2)Board of Trustee Candidate RECOMMENDED ACTION: Information item only. Roddy Atkins, Executive Director,reported letters with our recommendation have been mailed to the four appointing entities, Childress County, Foard County, Hardeman County and Wilbarger County asking that they make the appointment at their next meeting. We have received notice of appointment from Wilbarger County and are awaiting appointment from the other three counties. No action required, for information only. Citizen Comment: None B. BUDGET AND FINANCE Board of Trustee Meeting Minutes 3 December 01,2005 • 1) Financial Statements RECOMMENDED ACTION: That the Board of Trustees approve the financial statements for October 2005. Rod Brennan, Chief Financial Officer presented the financial statements for October 2005 (on file). Bill Coombs, I am really,really angry over the equity rider,bed days, and permanent sanctions. We need an attorney and enter into litigation either singularly or with other community MHMR Centers to address these issues. We do not have a choice in signing the Performance Contracts. There must be some changes. We can not take a three quarter million dollar hit to a bare bones budget, it is insane. Roddy Atkins, Collectively the Community MHMR Centers have to act like contractors and notlike state entities. If twelve centers would say they are not signing the Performance Contract, then that would draw some attention. We do not approach it as a negotiation, we are basically like co-dependent children. Centers need to think of this a s a business with a social mission and act more businesslike. The Board of Trustees approves the financial statements for October 2005. Motion: Mr. Coombs Affirmative: 6 Second: Ms. Owen Negative: 0 Citizen Comment:None 2)Financial Institution RECOMMENDED ACTION: That the Board of Trustees approve the change from Bank of America to JP Morgan Chase(Bank One)and also approve changing from dual signature checks to single signature. Rod Brennan, Chief Financial Officer presented the information on the financial institution and signature 2005 (on file). The Board of Trustees approved the change from Bank of America to JP Morgan Chase(Bank One)and also approved changing from dual signature checks to single signature. Motion: Ms. Owen Affirmative: 6 Second: Ms. Nunn Negative: 0 Citizen Comment:None C. CONTRACTS AND PLANS No Agenda Items D. FACILITIES AND EQUIPMENT Board of Trustee Meeting Minutes 4 December 01,2005 • 1)Doors Denver Avenue Facility RECOMMENDED ACTION: That the Board of Trustees approve the replacement of three sets of doors in the Denver Avenue facility at a cost not to exceed$6,980. Rod Brennan, Chief Financial Officer presented the information on the door replacement (on file). The Board of Trustees approved the replacement of three sets of doors in the Denver Avenue facility at a cost not to exceed$6,980. Motion: Mr. Clement Affirmative: 6 Second: Mr. McGough Negative: 0 Citizen Comment: None 2)Medical Records Storage RECOMMENDED ACTION: That the Board of Trustees approve the relocation of the medical records storage system at a cost not to exceed$13,491.07, and also approve Hudson Blue Print as a sole source bid. Rod Brennan, Chief Financial Officer presented the information on the door replacement (on file). The Board of Trustees approved the relocation of the medical records storage system at a cost not to exceed $13,491.07, and also approved Hudson Blue Print as a sole source bid. Motion: Mr. Clement Affirmative: 6 Second: Mr. Coombs Negative: 0 Citizen Comment: None 1:20 PM Bill Coombs left the meeting E. POLICIES AND PROCEDURES 1)Planning and Network Advisory Committee Procedure RECOMMENDED ACTION: That the Board of Trustees approves the attached ADMINISTRATION PROCEDURE 101.1.8,PLANNING AND NETWORK ADVISORY COMMITTEE. The approval of this Procedure would also delete current Procedures: 101.1.8, entitled PLANNING AND NETWORK ADVISORY COMMITTEE dated 09/25/03 and Procedures 1.203.001 entitled Planning&Network Advisory Committee(PNAC)dated 10/01/04. Connie Johnson Community and Consumer Support Director presented the information on the Planning and Network Advisory Committee Procedure(on file). The Board of Trustees approved the attached ADMINISTRATION PROCEDURE 101.1.8,PLANNING AND NETWORK ADVISORY COMMITTEE and deleted current Procedures: 101.1.8, entitled PLANNING AND NETWORK ADVISORY COMMITTEE dated 09/25/03 and Procedures 1.203.001 entitled Planning&Network Advisory Committee(PNAC)dated 10/01/04. Motion: Mr. McGough Affirmative: 5 Second: Ms. Nunn Negative: 0 Citizen Comment: None Board of Trustee Meeting Minutes 5 December 01,2005 4 2)Human Resource Management Policy RECOMMENDED ACTION: That the Board of Trustees approve and authorize the Chair to sign HUMAN RESOURCES MANAGEMENT POLICY 102.1. The approval of this policy would also delete current Policy 102.1 entitled HUMAN RESOURCE POLICY STATEMENT dated 06/01/03. Jeff Dresbach, Human Resources and Risk Management Director presented the information on the Human Resources Management Policy (on file). The Board of Trustees approved and authorized the Chair to sign HUMAN RESOURCES MANAGEMENT POLICY 102.1, also deleteing current Policy 102.1 entitled HUMAN RESOURCE POLICY STATEMENT dated 06/01/03. Motion: Ms. Owen Affirmative: 5 Second: Ms. Nunn Negative: 0 Citizen Comment: None 3)Reserve Fund and Investment Policy and Procedure RECOMMENDED ACTION: That the Board of Trustees review and approves the attached ADMINISTRATION POLICY 101.1,BOARD OF TRUSTEE POLICY STATEMENT and ADMINISTRATION PROCEDURE 101.1.9,RESERVE FUNDS AND INVESTMENTS, approve the change in the reserve fund ratios,recommend any further changes, and authorize the Chair to sign the attached resolution,Policy and Procedure. The approval of this Policy and Procedure would also delete current Fiscal Services Policy 1.108 entitled Reserve Funds and Investment Policy dated 01/01/01 and BOARD OF TRUSTEE POLICY STATEMENT 101.1 dated 05/01/03. Rod Brennan, Chief Financial Officer presented the information on the Board of Trustee Policy Statement and Reserve Funds and Investments Procedure (on file). The Board of Trustees approved the attached ADMINISTRATION POLICY 101.1,BOARD OF TRUSTEE POLICY STATEMENT and ADMINISTRATION PROCEDURE 101.1.9,RESERVE FUNDS AND INVESTMENTS, approved the change in the reserve fund ratios, and authorized the Chair to sign the attached resolution,Policy and Procedure, also deleteing current Fiscal Services Policy 1.108 entitled Reserve Funds and Investment Policy dated 01/01/01 and BOARD OF TRUSTEE POLICY STATEMENT 101.1 dated 05/01/03. Motion: Mr. Clement Affirmative: 5 Second: Ms.Nunn Negative: 0 Citizen Comment: None 1:25 PM Bill Coombs returned to the meeting F. PROGRAM AND PERSONNEL Board of Trustee Meeting Minutes 6 December 01,2005 1)Human Resources Department RECOMMENDED ACTION: Information item only. Jeff Dresbach, Human Resources and Risk Management Director presented information on the activities of the Human Resources Department(on file). No action required, for information only. Citizen Comment:None 4) Community and Consumer Support Department RECOMMENDED ACTION: Information item only. Connie Johnson,Community and Consumer Support Director presented information on the Community and Consumer Support Department(on file). No action required, for information only. Citizen Comment: None 120105-6 QUARTERLY REPORTS A. PLANNING AND NETWORK ADVISORY COMMITTEE I) First Quarter Report RECOMMENDED ACTION: Information item only. Connie Johnson, Community and Consumer Support Director presented information on the first quarter activities of the Planning and Network Advisory Committee(on file). No action required, for information only. Citizen Comment: None B. MANAGEMENT REPORTS No Agenda Items 120105-7 EXECUTIVE DIRECTOR'S REPORT Substance Abuse Services We have received funding for Substance Abuse Services, outpatient adult and outpatient adolescents for Wichita County only. We are currently in the process of getting Broad Street licensed. We anticipate providing services by mid December or January 1st. Marcia Thomas will be taking the lead. She will be working with Judge Little's office and the Probation and Parole offices. The funding for the rest of our region went to Serenity out of Abilene and Star Counsel out of Stephenville. We will receive $220,000.00 per year, it is not enough,but it is a start. Restructuring As stated previously we were not adequately using our limited pace. We were experiencing Pharmacy problems due to the set up not being large enough. The CAS (Child and Adolescent Services)building on Denver Street was being underutilized. We are going to move Medical Records, Medication Clinic, and the Pharmacy to Denver Street. We will be doing some work on the Broad Street facility to establish Board of Trustee Meeting Minutes 7 December 01,2005 group rooms.and to house the Substance Abuse providers. This will be better utilization of the space. We are also looking at restructuring the front door to be more responsive to consumers and alleviate traffic issues. We anticipate the front door work and the move to CAS to occur the first week in January. Bill Coombs,What about the limited parking and the traffic? Rod Brennan,We are working on utilizing the vacant lot adjacent to the building for parking. Conrad Staley is working on the parking to make sure we are ADA compliant. Roddy Atkins,We realize there will be some barriers. We have checked on the bus routes. We did not want to move the children. Overall it is very positive. We will be restructuring the Medication Clinic and how it is supervised. Texas Council Resolution The Texas Council has sent out a Resolution they want Centers to consider adopting. They are requesting that Centers look at the Legislative Agenda and tell them if they support the whole Legislative Agenda and if not tell them what part they do not support. The Resolution says ""Resolved that the Board of Trustees endorses the adoption of the proposed Board Policy of the Texas Council of Community MHMR Centers concerning Member Center Notification of Action Inconsistent with the Texas Council Legislative Agenda and agrees to notify the Texas Council's Chief Executive Officer in the event we do not support all or part of the Texas Council Legislative Agenda, and in the event that we intend to advocate or support a position inconsistent with such Legislative Agenda, to notify the Texas Council's Chief Executive Officer prior to taking such action." This will be added as an agenda item for the January meeting so we can review and make sure it reflects the will of the Board of Trustees at the Texas Councils Board of Directors meeting. Montague County Montague County Mental Health Center is scheduled to move into their new facility. Bill Coombs and I met with the Commissioners Court to discuss the Inter Local Agreement and their match and support. They have been providing us with in-kind support providing us with a building and maintenance on that building. We approached Judge Kittrell and told him what we do for the County and what the City of Bowie does. We though $10,000.00 was a reasonable request. That equates to a 5%match while the state requires a 9%matched. The issue was deferred until December 12t. A copy of the newspaper article out of The Bowie News,MHMR seeks new county funding match as it moves to new facility(on file) was distributed. We are on pace to move into the building and be open for business there in two weeks. Bill Coombs,I visited with Tommy Sappington, County Commissioner yesterday. We came to a consensus that they will try to negotiate the dollar amount down and we will try to negotiate the dollar amount up. 120105-8 ANNOUNCEMENTS A. Facility Tour Following Meeting No tour scheduled B. Next Meeting Mr. Atkins announced the next meeting will be at 11 A.M., Thursday, January 05, 2005, at the Child and Adolescent Services Building, 516 Denver Street, Wichita Falls 120105-9 OTHER BUSINESS None Board of Trustee Meeting Minutes 8 December 01,2005 120105-10 ADJOURN The Board of Trustees' meeting adjourned at 1:55 PM. Approved as presented: Approved as corrected: January 05, 2005 Board of Trustee Meeting Minutes 9 December 01,2005 001111 HELEN FARABEE leAio to REGIONAL MHMR CENTERS Wichita Falls Administrative Office P.O.Box 8266 1000 Brook Street Wichita Falls,Texas 76307-826( Phone (940) 397-3100 Fax (940) 397-315C January 09, 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 December 01, 2005. These minutes were approved by the Board at its meeting held on January 05, 2006. Sincerely, )/[61-- Administrative Assistant/Board Liaison /jw enclosure RECEIVED IN CITY CLERK'S OFFICE Date C) l— ip—a e By 41)-C. Time S t IS