Helen Farabee Centers Board of Trustees Minutes - 09/24/1998 HELEN FARABEE REGIONAL MHMR CENTERS
BOARD OF TRUSTEES
t ei September 24, 1998
. V� 1:35 PM to 3:45 PM
��( 1 Vocational Enrichment Center(VEC)
3014 Old Seymour Road
Wichita Falls,Texas "
Members Present: Tom Curran,Chair;Ken Andrews;Bill Coombs;David Davis;Ernie Dover;Ralph Hammond;
Dorothy Martyn;Conrad Staley
Members Absent: None
Staff Present: Roddy Atkins,Executive Director;Connie Gillaspia,Administrative Assistant;Rod
Brennan,Business Manager;Sally Kern,Public Information Officer
Guests: None
Agenda topics
092498-1 CALL TO ORDER
Dr.Curran called the meeting to order in open session at 1:35 p.m.
A) Invocation
Dr.Dover opened the meeting with the invocation.
B) Introduction of Guests
No guests were present.
092498-2 PRESENTATIONS
A) Officers and Subcommittees
Nominations for officers were approved by the Board as Ken Andrews,Vice Chair and Dorothy Martyn as
Secretary/Treasurer. Subcommittees and chairs for the subcommittees are as follows: Program/Personnel Committee—Ernie
Dover,Chair,Dorothy Martyn,David Davis and Ken Andrews. Budget/Finance/Facilities/Equipment Committee—Bill
Coombs,Chair,Ralph Hammond and Conrad Staley.
092498-3 APPROVAL OF MINUTES
The Board of Trustees approved the minutes of the August 31, 1998 Board of Trustees meeting.
Motion: Dr.Dover Affirmative: 6
Second: Mr.Davis Negative: 0
Citizen Comment: None
092498-4 COMMITTEE OF THE WHOLE
A) Mental Retardation Planning Advisory Committee(MR PAC)
The Board of Trustees received the Mental Retardation Planning Advisory Committee report and reviewed the literature
prototype. Ms.Kern displayed some of the brochures that are planned. She also noted that a 1-800 number for MR services
would be included in the literature.
Citizen Comment: None
B) Organizational Structure(Program/Personnel)
The Board of Trustees approved the Organizational Structure for Helen Farabee Regional MHMR Centers.
Motion: Dr. Dover Affirmative: 7 RECEIVED IN
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Second: Mr.Staley Negative: 0
Citizen Comment: None
C) Approve FY 99 Contracts(Program/Personnel)
The Board of Trustees approved the FY 99 contracts for the Helen Farabee Regional MHMR Centers. Authorized both the
Executive Director and Business Manager to sign all contracts and/or agreements up to$100,000 on behalf of the Center. The
Board of Trustees will approve only contracts over$100,000 or any contracts or agreements dealing with facility maintenance
or repair,or any leases.
Motion: Dr.Dover Affirmative: 7
Second: Mr.Andrews Negative: 0
Citizen Comment: None
D) FY 99 Performance Contract(Program/Personnel)
The Board of Trustees approved and ratified the FY 99 Performance Contract with TXMHMR and authorized the chair to
sign the resolution.
Motion: Dr.Dover Affirmative: 7
Second: Mr. Staley Negative: 0
Citizen Comment: None
E) Review of Financial Statements(Budget/Finance/Facilities/Equipment)
The Board approved the financial statements for August, 1998,and the Chair signed the TXMHMR Certification.
Motion: Mr.Coombs Affirmative: 7
Second: Mr.Hammond Negative: 0
Citizen Comment: None
F) Travel Policy(Budget/Finance/Facilities/Equipment)
The Board of Trustees approved travel policy 3.113 with the amendment that hotel receipts will be required for
reimbursement at actual cost and authorized the Chair to sign.
Motion: Mr.Coombs Affirmative: 7
Second: Mr. Staley Negative: 0
Citizen Comment: None
G) Procurement Policy(Budget/Finance/Facilities/Equipment)
The Board approved procurement policy 3.105 and authorized the Chair to sign. The Board must approve items$3,000 and
over for a single item. Approval of items less than$3,000 is delegated to the Executive Director or his designee. These
approval limits must be delineated in the respective procedure. The authority to waive bid procedures now must be approved
by the full Board rather than the Budget and Finance Committee.
Motion: Mr.Coombs Affirmative: 7
Second: Mr.Staley Negative: 0
Citizen Comment: None
092498-5 CITIZEN COMMENT
None.
092498-6 EXECUTIVE DIRECTOR'S REPORT
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1. Mr.Atkins covered several areas regarding transition issues.
a. Our allocation from the state has been made. We will be working with 11 months of reimbursement from the
old RPSOCS service for fee-for-service income such as Medicaid,HCS,and ICFMR billings. This will create
some cash flow problems,but our GR Allocation Schedule from TXMHMR will help offset this.
b. The first payroll occurred 9/15/98 and problems are being corrected before the next payroll on 9/30/98.
c. Information Systems has all sites connected to the network;next step is staff training.
d. Crisis services are in place and a procedure for the 20 county area has been developed.
e. Division heads are working on policies and procedures for the new center.
f. All major issues were accomplished by September 1;many small details still need to be finalized. This may take
another 6 months or so.
g. Mr.Atkins noted the staff have done a tremendous job in regards to all the work that has been done for the
transition.
2. Mr.Atkins distributed a copy of the letter from Ed Calahan that notes we will not be"Held Harmless"on our targets on
the Performance Contract for FY 99.
3. Mr.Atkins distributed a copy of a letter from Leon Evans outlining our targets. He also distributed a set of graphs that
depict our last year's-targets,current targets and where we are at this point in meeting our targets. Mr.Atkins indicated
that our targets went up significantly due to the additional transition funds. However,the funds do not pay for additional
staff. They only cover benefit costs,etc. The Center may face significant recoupment of funds this fiscal year due to
potential problems in meeting these new targets. Plan is to lapse as much funding as possible, increase revenues,and
attempt to be as compliant as possible in reaching the targets. This issue will be watched closely.
4. Mr.Atkins relayed information on TXDMHMR's Legislative Allocation Request to fully fund atypicals and to fully fund
the waiting list for HCS services.
5. Mr.Atkins distributed a copy of the executive summary of 1-lB 1734. He noted that a letter is being drafted by the North
Texas Executive Director's Consortium that raises concerns about 1734,2377,and the Medicaid Pilots with regards to
future patient care and asking for clarification from TXMHMR on the vision of services.
6. Mr.Atkins detailed the TMAP Project which is a medication algorithm that we will have to follow next year. This will
dictate the patient load of a physician which could have financial implications,meaning we may have to hire two or three
more psychiatrists to be in compliance.
7. Mr.Atkins noted that Karen Hale,Interim Commissioner for TDMHMR,will be here in Wichita Falls on Friday,
September 25th and has asked to meet with him and to tour our program sites.
8. Mr.Atkins distributed a handout indicating key MH performance indicators for various services. He asked the Board to
review and would explain and answer any questions at the next meeting.
9. Mr.Atkins informed the Board that he would be serving on the Board for Red River Alcohol and Drug Treatment
Services which oversees funding for inpatient treatment services in this region. He was requested to serve on this board
due to his broad experience in public treatment services.
10. Mr.Atkins updated the Board on the status of a former RPSOCS employee who did not transition to HFRMHMRC.
092498-7 OTHER BUSINESS
Dr.Curran thanked VEC for hosting the Board meeting. The Board requested that as they go to different program sites that
someone at that site give an informal,short talk about their program at the beginning of the Board meeting.
Mr.Atkins asked the Board if they wanted other division staff present at the Board Meetings. Decision made that staff only
need be present if they had an agenda item to present.
092498-8 ADJOURN
There being no further business to come before the board,the meeting was adjourned at 3:45 p.m.
RECEIVED IN
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Approved as presented Approved as corrected
October 22,22, 1998
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0090HELEN FARABEENA REGIONAL MHMR CENTERS Wichita Falls Administrative Office
n•P
P. O.Box 8266 1000 Brook Street Wichita Falls,Texas 76307-826
Phone (940)397-3301 Fax (940) 397-315
October 23, 1998
Jim Berzina, City Manager
City of Wichita Falls
P.O. Box 1431
Wichita Falls, Texas 76307-1431
Dear Mr. Berzina:
In accordance with the provisions of Senate Bill 112, a copy of the minutes of the
Board of Trustees of the Helen Farabee Regional MHMR Centers are enclosed for
the regularly scheduled meeting held on September 24, 1998. These minutes were
approved by the Board at its meeting held on October 22, 1998.
Sincerely,
0 ,
Connie Gillaspia
Administrative Assistant
:cg
enclosure
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