Helen Farabee Centers Board of Trustees Minutes - 06/29/1998 HELEN FARABEE CENTER
�ti
e BOARD OF TRUSTEES
v� RECEIVED IN
CITY CLERK'S OFFICE June 29,1998
Date 6:30 PM to 7:40 PM
�� y� Conference Room#128
BY �� Time 3 >7� y.-r-- 1000 Brook Street
Wichita Falls,Texas
Members Present: Tom Curran, Chair;Mary Lynn Boyd; Chuck Dennis;David Farabee; Jean Puckett and Conrad
Staley
Members Absent: Ernie Dover;Bill Elder,Vice-Chair;Doris Houston, Secretary/Treasurer
Staff Present: Roddy Atkins, Interim Executive Director; Connie Gillaspia,Administrative Assistant;Rod
Brennan,Business Manager;Brad Pierson,Mental Health Services Director;Tom Bundy,MIS;
and Sally Kern,Public Information Officer
Guests: None
Agenda topics
062998-1 CALL TO ORDER
Dr. Curran called the meeting to order in open session at 6:30 p.m.
A) Invvocation
Mr. Farabee opened the meeting with the invocation.
B) Introduction of Guests
No guests were present.
062998-2 APPROVAL OF MINUTES
The Board of Trustees approved the minutes of the June 1, 1998 Board of Trustees meeting.
Motion: Mr.Dennis Affirmative: 5
Second: Ms.Boyd Negative: 0
Citizen Comment: None
062998-3 COMMITTEE OF THE WHOLE
A) 403 (b)Employee Retirement Option, ISC Group,Inc.
The Board approved the ISC Group,Inc.proposal to offer a 403 (b)retirement plan option to employees effective September
1, 1998 as recommended by the Transition Advisory Committee(TAC).
Motion: Mr. Dennis Affirmative: 5
Second: Ms.Puckett Negative: 0
Citizen Comment: None
062998-4 BUDGET/FINANCE/FACILITIES/EQUIPMENT
A) Review of Financial Statements /
The Board approved the financial statements for June, 1994 and the Chair signed the T31vIHIVIR Certification. The Board
stated it would like to review a recap of the use of the million dollar transition funds at its next meeting.
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Motion: Mr. Dennis Affirmative: 5
Second: Ms. Boyd Negative: 0
Citizen Comment: None
B) Acceptance of Auditor's Letter of Engagement
The Board accepted the Letter of Engagement from Mathis, West,Huffines. Ms.Puckett asked about the time frame and
should a new auditor have done the audit this year. It was stated that due to the transition and all the work involved that
Helen Farabee received a waiver from TDMHIMR to allow Mathis,West,Huffines to do the audit once more. Next year
another firm will be used.
Motion: Mr.Dennis Affirmative: 5
Second: Ms.Boyd Negative: 0
Citizen Comment: None
C) Purchase of Printer
The Board approved the use of a dot matrix printer for$2,045. This expense is not paid for by the transition fund.
Motion: Mr.Dennis Affirmative: 5
Second: Mr.Farabee Negative: 0
Citizen Comment: None
D) Review of Investments
The Board reviewed and approved the status of investments, and the Board Policy governing investments.
Motion: Mr.Dennis Affirmative: 5
Second: Mr. Staley Negative: 0
Citizen Comment: None
E) Purchase of Forklift
The Board of Trustees approved the purchase of a used forklift for VEC(Vocational Enrichment Center). Mr.Brennan
distributed a handout outlining different forklifts that were operated in the actual work area. Decision made to purchase a
1988 Hyster for$6,400.
Motion: Mr.Dennis Affirmative: 5
Second: Mr. Farabee Negative: 0
Citizen Comment: None
F) Purchase of E-Mail File Server Computer
The Board approved the purchase of one file server at the cost of$14,548.80. This cost is part of the million dollar
transition fund.
Motion: Mr. Dennis Affirmative: 5
Second: Mr. Staley Negative: 0
Citizen Comment: None
G) TIF Grant
The Board adopted and approved the Certified Assurances related to the submission of the TIF Grant and authorized the
Board and Executive Director to sign the certification. Mr.Dennis requested a separate motion to approve the resolution
which follows.
Motion: Mr.Dennis Affirmative: 5
Second: Mr. Staley • • Negative: 0
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Citizen Comment: None
The Board approved and authorized the chair to sign the resolution appointing Janie deMontel as the Project Director,
Rodney Brennan as the Finance Officer,and Raymond Atkins as the Authorized Official to sign TIF related documents.
Motion: Mr.Dennis Affirmative: 5
Second: Mr. Farabee Negative: 0
Citizen Comment: None
062998-5 CITIZEN COMMENT
None.
062998-6 EXECUTIVE DIRECTOR'S REPORT
1. Mr. Atkins gave an update on ICF issues. The vendor hold on Lincoln Heights is in the second stage of appeal. The
outcome of the appeals process may prompt Board Policy changes regarding actions resulting from confirmed
Abuse/Neglect cases. We have submitted corrective action plans for the vendor hold on ELF(Extended Living Facility)
and Lincoln Heights.
2. Mr. Atkins and Ms. Kern discussed the implementation plan of the new telephone system for Helen Farabee Center.
The start date has been delayed to July 28t. Sally distributed a flyer outlining the new numbers that the caseworkers
will mail or hand out to their caseload. The receptionists at Broad and Brook will receive advance training so as to be
familiar with the new phone system before implementation. There will be an ad in the local papers for two weeks. This
will also go out to our sponsoring agencies,law enforcement,AMI,MHA,the ARC,sister agencies,vendors,churches,
etc. Mr. Farabee stated that a lot of thought and work had gone into making this phone transition as easy as possible for
all concerned.
3. Mr. Atkins distributed a handout of our 3`d Quarter Performance Contract Data. The data shows individual and
combined targets for both Helen Farabee and Rolling Plains. Corrective actions must be done on areas where targets are
not met. The bed days at HFC continue to drop. We are in a'hold harmless'this year,no sanctions for not meeting
targets. Roddy stated both programs have strengths and weaknesses that perhaps offset each other and our targets will
improve each quarter.
4. Mr. Atkins stated he is actively involved in the process to secure transition funds to cover employee benefits and added
expenses that will occur after the merger 9/1/98. There will be a 1-3%General Revenue cut next year. Roddy will be
attending a meeting of the TXIVIH vIR Board on July 10th in Austin.
062998-7 OTHER BUSINESS
062998-8 ADJOURN
There being no further business to come before the board,the meeting was adjourned at 7:40 p.m.
Approved as presented Approved as corrected
my 27, 1998
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