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Helen Farabee Centers Board of Trustees Minutes - 01/05/2005 HELEN FARABEE REGIONAL MHMR CENTERS BOARD OF TRUSTEES • January 05,2005 � 11:00 AM Child and Adolescent Services 516 Denver Avenue Wichita Falls,Texas Board of Trustee Ken Andrews, Chair; Robert Clement; Bill Coombs, Vice-Chair; Michael Members Present: Ezell; Jo Ann Marquart; Bobby McGough; Sue Nunn, Secretary/Treasurer; Shelley Owen, Bobby Smith Board of Trustee None Members Absent: Senior Roddy Atkins, Executive Director; Rod Brennan, Chief Financial Officer; Jeff Management Staff Dresbach, Human Resources and Risk Management Director; Gianna Harris, Present: Essential Services and Clinical Accountability Director; Lynn Hartje, Mental Health Services Network Director Other Staff and Linda Ammons, City of Wichita Falls Liaison; George Clay, High Plains Health Guests Present: Providers; Barbara Lingle, Representative David Farabee's Office; Lila McCray, Northern Area Residential Director; Jana Simpson, Chief Accountant; Jan West,Administrative Assistant/Board Liaison, Recorder Luncheon Guests: Linda Ammons, Barbara Lingle AGENDA TOPICS 010506-1 CALL TO ORDER Bill Coombs, Vice-Chair called the meeting to order in open session at 11:03 AM. A quorum of Board of Trustee members was present. A)Introduction of New Board of Trustee Member Jo Ann Marquart Place 6 Board of Trustee member representing Childress, Foard, Hardeman and Wilbarger Counties was introduced and welcomed. B)Introduction of Guests Linda Ammons, City of Wichita Falls Liaison; George Clay,High Plains Health Providers; and Barbara Lingle, Representative David Farabee's Office; were introduced as guests. 010506-2 PRESENTATIONS A) Open Citizen Comment to the Board No citizen comment was offered. B)Behavioral Health Services Lynn Hartje, Behavioral Health Services Director, distributed information from the NIMH (National Institute of Mental Health) (on file) which identified frequently asked questions regarding the treatment of children with mental disorders. He also distributed and went over a list of the services we provide in each of the various Service Packages (on file). RECEIVED IN CITY CLERK'S OFFICE Date p By Time Board of Trustee Meeting Minutes 1 January 05,2006 11:10 AM Ken Andrews arrived at the meeting 11:11 AM Shelley Owen arrived at the meeting 11:15 AM Bobby McGough arrived at the meeting C)Mental Retardation Services Lila McCray,Northern Area Residential Director reported on the ICF-MR (Intermediate Care Facility for persons with Mental Retardation). The consumers are provided with independent living skills training. There is one high functioning individual who we are assisting to work on her GED (General Educational Development). We have two consumers who are in love and want to get married. We have been working with them on their independent living skills and hope to be able to discharge them from services by March. We had auditors from DADS (Department of Aging and Disability Services) and they found zero deficiencies. In October we had an audit where they found zero health deficiencies but they sited us for one life safety deficiency. We had not treated the wood paneling; that will be an easy fix. We are now clear of audits until May. THE BOARD OF TRUSTEES RECESSED FOR LUNCH AT 11:30 AM. THE NEXT ITEM ON THE AGENDA WAS ANNUAL TRAINING AND DID NOT REQUIRE A VOTE OR APPROVAL. THE BOARD OF TRUSTEES ELECTED TO PROCEEED WITH THE TRAINING SO THEY WOULD BE READY TO CONSIDER 010506 5 RECOMMENDATIONS B. BUDGET AND FINANCE 2) Fiscal Year 2005 Audit AT 12:30 PM. THE MEETING WAS RECONVENED BY JUDGE ANDREWS AT 12:15 PM. 010506-4 TRAINING A) Public Funds investors'Act Rod Brennan, Chief Financial Officer presented the Public Funds Investors' Act Training(on file). 010506-5 RECOMMENDATIONS B. BUDGET AND FINANCE 2)Fiscal Year 2005 Audit RECOMMENDED ACTION: That the Board of Trustees approve and authorize the chair to sign the attached resolution indicating the Fiscal Year 2005 audit performed by Scott, Singleton,Fincher&Company, P.C.has been reviewed and approved. Rod Brennan, Chief Financial Officer introduced Tommy Nelson, CPA with Scott, Singleton, Fincher& Company,P.C. Mr.Nelson was allowed to proceed with his agenda item. Tommy Nelson reviewed the Helen Farabee Regional MHMR Centers Annual Financial and Compliance Report Year Ended Augusr 31,2005 (on file). He then went over the Helen Farabee Regional MHMR Centers Management Letter October 21,2005 (on file). Mr.Nelson reported the best language you can get is in this report. You should be happy with where you are,you are in an excellent financial position. Your staff were very helpful. Mr.Brennan thanked Mr.Nelson and his team for their professionalism. Mr. Berman then thanked Jana Simpson,Chief Accountant and her staff for taking care of the audit and doing an outstanding job. Board of Trustee Meeting Minutes 2 January 05,2006 010506-3 APPROVAL OF MINUTES The Board of Trustees approves the minutes of the December 01, 2005 Board of Trustees meeting. Motion: Ms. Owen Affirmative: 7 i Second: Ms. Nunn Negative: 0 Citizen Comment: None 010506-2 PRESENTATIONS A) Open Citizen Comment to the Board George Clay,High Plains Health Providers asked that he be allowed to address the Board of Trustees on a subject not related to an agenda item. Judge Andrews gave Mr. Clay permission to proceed. Mr. Clay stated High Plains Health Providers has four group homes in Wichita Falls. They are level five group homes serving 24 clients. They have been blessed with capacity bedding. Consumers go through Helen Farabee Center for placement and we do not feel like the consumers are told of their choices. The state mandates that our consumers are given choices. Our perception is that if Helen Farabee has an opening and there is a client, then that is the only option they are given. Every Private Provider should have an opportunity to review each client's packet. Mr. Atkins stated he would be glad to visit with Mr. Clay and attempt to resolve the issue. Mr. Coombs asked for a Point of Order as this is not an agenda item and can not be discussed. Judge Andrews asked that this item be placed on the agenda for the next meeting. Mr. Clay also requested an agenda item to discuss the need for a forum through the schools for special needs families to emphasize the need for DMR's (Determination of Mental Retardation)prior to the age of 18. We need to be taking a proactive approach. 1:30 PM Robert Clement arrived at the meeting 010506-5 RECOMMENDATIONS A. BOARD OF TRUSTEES 1)Member Center Notification of Action Inconsistent with the Texas Council's Legislative Agenda RECOMMENDED ACTION: That the Board of Trustees give direction to the Center's Texas Council of Community MHMR Centers Board Representative as to the Center's position on a Policy to be considered by the Texas Council Board of Directors at their meeting on January 21,2006. The Policy is titled: "Member Center Notification of Action Inconsistent with the Texas Council's Legislative Agenda". Roddy Atkins, Executive Director, stated the Texas Council of Community MHMR Centers at their meeting on January 21,2006 will present a Policy to be considered by the Texas Council Board of Directors. The Policy is titled: "Member Center Notification of Action Inconsistent with the Texas Council's Legislative Agenda". You need to let Judge Andrews know how you want him to represent you on this issue. Ken Andrews stated he felt this was a positive policy although he did not think it was enforceable or that all centers would follow. There was no vote taken but the concensious was the Board of Trustees supported a vote in favor of the policy. Board of Trustee Meeting Minutes 3 January 05,2006 2)Membership in Texas Council of Community MHMR Centers RECOMMENDED ACTION: That the Board of Trustees authorize the Executive Director to withdraw Helen Farabee Regional MHMR Centers from membership in the Texas Council of Community MHMR Centers if and when it is determined that membership is no longer in the best interest of the Center. As a decision to withdraw membership will result in ineligibility for the various insurance coverage through the Texas Council Risk Management Fund,the Executive Director will assure that coverage through other entities are in place before membership is officially withdrawn. Roddy Atkins, Executive Director, stated Ken Andrews requested this agenda item to discuss going to the Texas Council of Community MHMR Centers meeting in January prepared to withdraw from membership on the Texas Council. Since a decision to withdraw membership will result in ineligibility for the various insurance coverage through the Texas Council Risk Management Fund we also included that we will assure that coverage through other entities are in place before membership is officially withdrawn. The Board of Trustees authorize the Chairmen of the Board of Trustees and the Executive Director jointly to withdraw Helen Farabee Regional MHMR Centers from membership in the Texas Council of Community MHMR Centers if and when it is determined that membership is no longer in the best interest of the Center. Motion: Mr. Clement Affirmative: 8 Second: Ms. Owen Negative: 0 Citizen Comment: None 1:40 PM Michael Ezell left the meeting B. BUDGET AND FINANCE 1)Financial Statements RECOMMENDED ACTION: That the Board of Trustees approve the financial statements for November, 2005. Rod Brennan, Chief Financial Officer presented the financial statements for November 2005 (on file). The Board of Trustees approves the financial statements for November 2005. Motion: Mr. Clement Affirmative: 7 Second: Mr. Coombs Negative: 0 Citizen Comment: None 2)Fiscal Year 2005 Audit RECOMMENDED ACTION: That the Board of Trustees approve and authorize the chair to sign the attached resolution indicating the Fiscal Year 2005 audit performed by Scott,Singleton,Fincher&Company, P.C.has been reviewed and approved. The Board of Trustees approved and authorized the chair to sign the attached resolution indicating the Fiscal Year 2005 audit performed by Scott, Singleton,Fincher&Company, P.C.has been reviewed and approved. Motion: Mr. McGough Affirmative: 7 Second: Mr. Clement Negative: 0 Citizen Comment: None Board of Trustee Meeting Minutes 4 January 05,2006 • 3) Banking Documents RECOMMENDED ACTION: That the Board of Trustees approve and authorize the Chair,Vice Chair and Secretary to sign all documents related to opening our accounts at JP Morgan Chase Bank. Rod Brennan, Chief Financial Officer presented the information on the banking documents (on file). The Board of Trustees approved and authorized the Chair,Vice Chair and Secretary to sign all documents related to opening our accounts at JP Morgan Chase Bank. Motion: Mr. Clement Affirmative: 7 Second: Mr. Coombs _Negative: 0 Citizen Comment: None 4) 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 approved the status of investments. Motion: Mr. McGough Affirmative: 7 Second: Ms. Owen Negative: 0 Citizen Comment: None C. CONTRACTS AND PLANS No Agenda Items D. FACILITIES AND EQUIPMENT 1) Virus Scanning Protection RECOMMENDED ACTION: That the Board of Trustees approve the purchase of a two year subscription for the McAfee Active Virus Defense at a cost of$10,803.00. Rod Brennan, Chief Financial Officer presented the information on the McAfee Active Virus Defense(on file). The Board of Trustees approved the purchase of a two year subscription for the McAfee Active Virus Defense at a cost of$10,803.00. Motion: Mr. Clement Affirmative: 7 Second: Mr. Smith Negative: 0 Citizen Comment: None Board of Trustee Meeting Minutes 5 January 05,2006 2)Phone System for Bowie Mental Health Center I � RECOMMENDED ACTION: That the Board of Trustees ratify purchase of a telephone system for the new Mental Health Clinic in Bowie at a cost not to exceed $5,579. I ' Rod Brennan, Chief Financial Officer presented the information on the telephone system for the new Mental Health Clinic in Bowie(on file). • The Board of Trustees ratified the purchase of a telephone system for the new Mental Health Clinic in Bowie at a cost not to exceed$5,579. Motion: Mr. McGough Affirmative: 7 Second: Ms. Owen Negative: 0 Citizen Comment: None 3)Doors at 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 $8,495.00. 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$8,495.00. Motion: Mr. McGough Affirmative: 7 Second: Mr. Coombs Negative: 0 Citizen Comment: None 4)Phone System at Denver Avenue Facility RECOMMENDED ACTION: That the Board of Trustees approve the replacement of the phone system at the Denver Avenue facility at a cost not to exceed $7,394.00. Rod Brennan, Chief Financial Officer presented the information on the phone system at the Denver Avenue facility(on file). The Board of Trustees approved the replacement of the phone system at the Denver Avenue facility at a cost not to exceed$7,394.00. Motion: Mr. Clement Affirmative: 7 Second: Mr. Coombs Negative: 0 Citizen Comment:None Board of Trustee Meeting Minutes 6 January 05,2006 s 5)Architectural Fees for Denver Avenue Facility RECOMMENDED ACTION: That the Board of Trustees ratify the payment of architectural fees to Staley,Baker, Monson for the design of the parking lot at the Denver Avenue facility at a cost not to exceed $4,935.00. Rod Brennan, Chief Financial Officer presented the information on the architectural fees(on file). The Board of Trustees ratified the payment of architectural fees to Staley, Baker, Monson for the design of the parking lot at the Denver Avenue facility at a cost not to exceed $4,935.00. Motion: Ms. Nunn Affirmative: 7 Second: Ms. Owen Negative: 0 Citizen Comment: None 6)Parking Lot for Denver Avenue Facility RECOMMENDED ACTION: That the Board of Trustees ratify the installation of a parking lot on the north side of our Denver Avenue facility at a cost not to exceed $49,350.00. Rod Brennan, Chief Financial Officer presented the information on the parking lot (on file). The Board of Trustees ratified the installation of a parking lot on the north side of our Denver Avenue facility at a cost not to exceed$49,350.00. Motion: Mr. Coombs Affirmative: 7 Second: Ms. Owen Negative: 0 Citizen Comment: None 7) Communication Lines for Denver Avenue Facility RECOMMENDED ACTION: That the Board of Trustees ratify the installation of communication lines at the Denver Avenue facility at a cost not to exceed $6,944.50. Rod Brennan, Chief Financial Officer presented the information on the the installation of communication lines(on file). The Board of Trustees ratified the installation of communication lines at the Denver Avenue facility at a cost not to exceed $6,944.50. Motion: Mr. Clement Affirmative: 7 Second: Mr. Coombs Negative: 0 Citizen Comment: None E. POLICIES AND PROCEDURES No Agenda Items Board of Trustee Meeting Minutes 7 January 05,2006 . F.PROGRAM AND PERSONNEL 1)Mental Retardation Services Annual Recertification Audits RECOMMENDED ACTION: Information item only. Lila McCray, Northern Area Residential Director reported the Texas Home Living Audit was conducted and there were no deficiences noted. No action required, for information only. Citizen Comment: None 010506-6 QUARTERLY REPORTS A. PLANNING AND NETWORK ADVISORY COMMITTEE No Agenda Items B. MANAGEMENT REPORTS No Agenda Items 010506-7 EXECUTIVE DIRECTOR'S REPORT Roddy Atkins stated he had nothing to report. 010506-8 ANNOUNCEMENTS A. Facility Tour Following Meeting Roddy Atkins encouraged all members to take the opportunity to tour the Child and Adolescent Services facility and see the changes that are being made. B. Next Meeting Mr. Atkins announced the next meeting will be at 11 A.M., Thursday, February 02, 2006, at the Child and Adolescent Services Building, 516 Denver Avenue, Wichita Falls 010506-9 OTHER BUSINESS None 010506-10 ADJOURN LThe Board of Trustees' meeting adjourned at 2:00 PM. Approved as presented: Approved as corrected: February 02, 2006 Board of Trustee Meeting Minutes 8 January 05,2006 HELEN FARABEE REGIONAL MHMR CENTERS Wichita Falls Administrative Offic( r P.O.Box 8266 1000 Brook Street Wichita Falls,Texas 76307-826 Phone (940) 397-3100 Fax (940) 397-3151 February 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 January 05, 2006. These minutes were approved by the Board at its meeting held on February 02, 2006. Sincerely, A.,ic - . an WIAdmix, strative Assistant/Board Liaison /jw enclosure P4W1-4t4 J.J1�1 RECEIVE N CITY CLERK'S OFFICE Date `O'FfXa By FT, Time