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Helen Farabee Centers Board of Trustees Minutes - 05/27/1999 HELEN FARABEE REGIONAL MHMR CENTERS' BOARD OF TRUSTEES • 44 • '`�� May 27,1999 12:30 PM to 3:20 PM Staley Conference Room 500 Broad Street Wichita Falls,Texas Members Present: Tom Curran,Chair;Ken Andrews(12:30-1:50);Bill Coombs;David Davis;Billy Gilbert;Ralph Hammond;Dorothy Martyn Members Absent: Ernie Dover;Conrad Staley Staff Present: Roddy Atkins,Executive Director;Connie Gillaspia,Administrative Assistant;Rod Brennan,Chief Financial Officer;Debbie Tracey,Human Resources Director; Sally Kern,Public Information Officer;Pat Vieth,PSR,Clay County MHC; Isabel Orbita,Beverly Edsall and Sonja Gandy of Crisis Services;Rose Wilson,MR Services Director;Brad Pierson,MH Services Director;Connie Johnston,Consumer Affairs Director Guests: Marlene Goldstein,The Arc;Libby Connally,Representative David Farabee's Office;Kathryn McKinney,Patsy's House;Joellen Tritton;David San Miguel,Chair,MR PAC;Jackie Hall,MR PAC;Monta Rea Francis,Chair,MH PAC;Glenda Marshall;Carol Davis;Ellen Fountain;Gene Butler Agenda topics 052799-1 CALL TO ORDER Dr.Curran called the meeting to order in open session at 12:30 p.m. A) Invocation Ms.Martyn opened the meeting with the invocation, B) Introduction of Guests The guests were introduced. 052799-2 PRESENTATIONS A) Ms.Marlene Goldstein complimented the Board on the excellent series of brochures on MR Services that is being developed. She also noted that the development of a 1-800 number for MR Intake was good. The marketing activities have been good to get the word out about services. She was complimentary of Rose Wilson and her staff for the informative program they recently presented on HCS programs. She expressed concern that the budget would handle the expansion of the 21 counties since it was a top priority/need in the public hearings done last fall. Ms.Goldstein noted that availability of Respite Care is crucial and that she was pleased to see the Board revisiting its Policy on this issue. B) Ms.Isabel Orbita gave a presentation on Crisis Services. She noted she and her staff go to homes,jails,shelters, wherever the service is needed to assess someone in crisis. She stated there are crisis beds in Quanah,Decatur and Wichita Falls. She indicated that consumers who need help don't have to be priority population to be assessed. She said that individuals with primary substance abuse problems utilize crisis services quite a bit. She stated the goal of crisis services is to stabilize the consumer in the community. The question was asked as to what is the major disorder that utilizes the service the most and she stated it seems to be individuals with substance abuse problems and bi-polar illness. The Board thanked her for her informative presentation. C) Ms.Joellen Tritton spoke on general fundraising. She stated she has always worked with a zero-based budget,meaning she had to count on contributions or donations in order to raise money. She stated someone in the organization needs to be in charge and to assign groups to help. She noted that there will need to be a loyal base of people that need to be identified,recruited and maintained to make fundraising a success. She noted that advertising doesn't work. She stated fundraising should be a fun activity that people will want to participate in and be something special that has not been 1 done before. She noted many areas that the person in charge will need to ensure are taken care of;for example, insurance,transportation,food,drink,liquor,parking,trash,smoking,keys,lighting,heat and air,handicap accessibility, etc. The Board was appreciative of her comments and insight and thanked her for her presentation. D. Ms.Kathryn B.McKinney spoke on grant writing,and distributed a handout, "Steps to Securing Funding Through Grants". She spoke about the different types of funding sources,noting that her experience has been that there are not sources interested in long-term funding of existing services or programs. Most sources are interested in opportunities for a capital campaign or in providing start-up funds for new or innovative service approaches or programs. In the latter case,you must be able to clearly define a plan for how the service or program will continue once the initial start-up funds are expended. In either case,researching and writing grant requests is a time consuming effort,and must involve the cooperation of the entire organization. She stated the organization must be prepared to submit numerous proposals and to have several rejections before one is accepted and funded. The Board thanked her for her presentation. 052799-3 APPROVAL OF MINUTES The Board of Trustees approved the minutes of the April 22, 1999 Board of Trustees meeting. Motion: Hon.Andrews Affirmative: 6 Second: Mr.Gilbert Negative: 0 Citizen Comment: None (At this point in the meeting,Honorable Ken Andrews departed for another scheduled appointment.) 052799-4 COMMITTEE OF THE WHOLE A) Annual Performance Appraisal For Executive Director The Board of Trustees approved the proposed format for the process of preparing the annual performance appraisal of the Executive Director. Trustees were distributed a blank evaluation form in a self-addressed-stamped-envelope to be completed and mailed to Dr.Dover by June 3rd. Dr.Dover will compile results into one document. At the June 24th Board meeting the Trustees will meet in closed session to review the evaluation and then will present to Mr.Atkins in closed session. Motion: Hon.Davis Affirmative: 5 Second: Mr.Hammond Negative: 0 Citizen Comment: None B) Mental Retardation Planning Advisory Committee(MR PAC) Mr.David San Miguel presented the report to the Board. The Board of Trustees took the following actions: A. Appointed Ms.Dana Simmons to the MR Planning Advisory Committee,filling a term to expire March 31,2000; B. Approved text for the In-Home and Family Support brochure; C. Accepted the MR PAC's support of the revision to Policy#4.306;and D. Accepted the following recommendations related to the Network Advisory Committee(NAC): 1. The NAC composition will be focused toward persons with the specific business practice skills defined in proposed Procedure 2.200.003,with priority to be given to candidates who possess both the defined business practice skills and who may also be consumers and/or family members; 2. The proposed Procedure 2.200.003,Section 4.D.3 clearly defines the interrelationship between the NAC and the PACs,thus providing an acceptable level of consumer/family participation;and 3. Based on the above two items,the Board will submit a Request for Waiver to TxMHMR on their requirement for 50%consumer and/or family participation on the NAC. Motion: Mr.Coombs Affirmative: 5 Second: Mr.Hammond Negative: 0 Citizen Comment: None C) Network Advisory Committee Procedure 2 • The Board of Trustees approved Board Procedure 2.200.003,Network Advisory Committee(NAC). Ms. Sally Kern briefed the Board on the staff research related to the development of this proposed Policy,stating that it was a compilation based on review of similar Policies developed at the three H.B.2377 Pilot Sites. She added that this Policy should be considered a work-in-progress,and the Board should expect revisions to be made over the next 6-9 months as additional clarification is received from TDMHMR. Ms.Kern stressed the importance of full Board attendance for the entire June 24th meeting,as the afternoon will consist of presentations from two of the three H.B.2377 Pilot Sites,Tarrant County MHMR Services and Lubbock Regional MHMR. Presentations will cover their experience in implementing MH and MR authority functions, Network Development Committees,and other major issues related to H.B.2377. Ms.Kern stressed that the information contained in these presentations will be vital to the Board as they move forward on authority/provider issues in FY 2000. Motion: Mr.Gilbert Affirmative: 5 Second: Hon.Davis Negative: 0 Citizen Comment: None D) Mental Health Planning Advisory Committee(MH PAC) Ms. Monta Rea Francis,MH PAC Chair,presented the MH PAC's proposed resolutions and recommendations to the Board. They are as follows: 1. Resolution: Site based facilities are vital especially in rural areas. Recommendation: In light of the closure of the clubhouse programs in the rural areas;the Board of Trustees and the Mental Health Planning Advisory Committee work together to develop appropriate alternatives to provide peer support,site based rehabilitation services and consumer driven activities. 2. Resolution: Concern for lack of sufficient staff. Recommendation: The Board of Trustees authorizes the development of a work group consisting of members from the Mental Health Planning Advisory Committee and Helen Farabee Regional MHMR Centers staff. The work group will explore and make recommendations to the Board to solve the problem of staff turnover. 3. Resolution: Concern from the lack of accessibility to crisis and psychiatric services. Recommendation: The Board of Trustees authorizes and directs the staff in its planning efforts to develop resources to increase the accessibility of crisis and psychiatric services. The Board of Trustees and the Mental Health Planning Advisory Committee will review and approve the staff's plan. 4. Resolution: Improve the availability of education and range of services. Recommendation: The Board of Trustees authorizes a work group consisting of members from the Mental Health Planning Advisory Committee and Helen Farabee Regional MHMR Centers staff to: 1)Develop and implement a plan to expand consumer and family education about mental illness. 2)Develop information with regards to availability of services in the communities. Mr.Atkins noted that the MH PAC has been struggling and growing with these issues. He stated the recommendations can be accomplished. The Board approved the resolutions and recommendations of the Mental Health Planning Advisory Committee. Dr.Curran thanked the MH PAC for their hard work on this. Motion: Mr.Hammond Affirmative: 5 Second: Mr.Coombs Negative: 0 Citizen Comment: None 052799-5 PROGRAM/PERSONNEL A) Organizational Structure Mr.Atkins noted the change in separating Public Affairs from the Consumer Affairs Department. He stated that Public Affairs works more closely with the Executive Director than with the previous Department of Consumer and Public Affairs. The Board of Trustees approved the revised Organizational Structure for Helen Farabee Regional MHMR Centers. Motion: Ms.Martyn Affirmative: 5 Second: Hon.Davis Negative: 0 Citizen Comment: None 3 13) Reci uitntent and Selection of Personnel—Policy Revision • The Board approved Policy 7.102 related to recruitment and selection of personnel. This action separates the Policy from Procedure,creating two distinct documents. No other change to the Policy was made. Motion: Ms.Martyn Affirmative: 5 Second: Hon.Davis Negative: 0 Citizen Comment: None C) Position Descriptions and Performance Reviews—Policy Revision The Board approved Policy 7.108 related to position descriptions and performance reviews. The current policy required performance evaluations at specific times of employment. This change will require supervisors to provide on-going evaluation as needed to provide constructive feedback to employees. Motion: Ms.Martyn Affirmative: 5 Second: Hon.Davis Negative: 0 Citizen Comment: None D) Mental Retardation Services Respite Services—Policy 4.306 The Board of Trustees approved Policy 4.306,Mental Retardation Services—Respite Service. There was a policy that addressed mental illness respite services and this policy will specifically address respite services for persons with mental retardation. Motion: Ms.Martyn Affirmative: 5 Second: Hon.Davis Negative: 0 Citizen Comment: None 052799-6 BUDGET/FINANCE/FACILITIES/EQUIPMENT A) Review of Financial Statements The Board approved the financial statements for April 1999. Mr.Coombs noted that expenses have decreased while income has increased some. Motion: Mr.Coombs Affirmative: 5 Second: Mr.Hammond Negative: 0 Citizen Comment: None B) Selection of Audit Firm The Board approved the selection of Davis,Kinard&Co.,P.C.as recommended by the Budget and Finance Committee to perform the external audit of the Center for FY 99. Motion: Mr.Coombs Affirmative: 5 Second: Mr.Gilbert Negative: 0 Citizen Comment: None C) Review of Investments The Board reviewed and approved the status of investments and also the providers of mandatory training. Motion: Mr.Coombs Affirmative: 4 (Ms.Martyn was not present to vote) Second: Mr.Hammond Negative: 0 Citizen Comment: None D) Review,of Retirement Funds For information only. 4 Citizen Comment: None 052799-7 CITIZEN COMMENT There was no citizen comment. 052799-8 EXECUTIVE DIRECTOR'S REPORT 1. Mr.Atkins stated the legislation allowing TDMHMR to dispose of Bond Properties did not pass. This means there should be no change in status of our bond properties(Paradise Home,Vernon and Seymour Training Centers)for the next two years. 2. The Board was given a report on the closing of the Clubhouses in Graham,Vernon and Haskell: a. The Graham Mental Health Center will be moving offices to the Administrative Office building in Graham. The Clubhouse operations will then move to the former MHC site. b. In Haskell the MHC will be moving into the Clubhouse building. The former MHC building might possibly be used for consumer peer support activities if we can obtain additional local funds to support the operating expenses. This move would put the MHC into an ADA approved building. c. Vernon operations have not been finalized yet. Church space may be sought to be used for peer support activities. Hopefully all the moves will be accomplished at all the Clubhouses by June 30, 1999. 3. A Human Resources Committee has been formed to look at employee salary and benefits recovery issues. This committee is made up of nine members from different departments,but is not made up of SMG staff. The Committee will be looking at career ladders,benefits,employee turnover,employee recognition,etc. Their first task is to work up an employee survey to see what employees think are most important in regards to benefits. 4. Mr.Atkins noted that through the second month of the 311 Quarter all targets are being met with the exception of the Adult MH Target. In spite of staff shortages,staff are doing excellent work in meeting the targets. Beddays have also been below target for the last three months. 5. Mr.Atkins serves on the TDMHMR Mental Health Quality Services Council. He was asked to serve by the Texas Council E.D.Consortium and was appointed officially by Commissioner Hale. The Quality Services Council is responsible for the development and continued revision of the TDMHMR MH Community Standards,as well as the Community MHMR Center Quality Award process. The Quality Award is based on the Malcolm Baldridge Quality evaluation processes. The application for the Quality Award will substitute in the future for the Center's Performance Contract requirement of an organizational self assessment. Our Center will look at going through this application process in FY 2000. 6. Mr.Atkins attended the Texas Community Solutions Board of Directors Meeting on May 13t. Due to various barriers TCS will not be in any risk bearing relationship in the North Star Pilot. Additionally it appears the legislature desires a moratorium on further Medicaid Managed Care rollouts for the next two years and is seeking evaluation of existing pilots. TCS is still pursuing the HMO license,but this will take a back seat because of the issues above. TCS is in the process of setting up the Managed Care software for the North Star Centers and is working with those Centers in negotiating service contracts with the HMO's. TCS' direction will be to 1)continue developing managed care and provider software for use by all Centers,2)develop a statewide data warehouse for Centers,and 3)bring in technical assistance for managed care for all Centers. 7. Mr.Atkins reported on the Rural E.D.Meeting he attended May 17t. The Rural E.D.group will become a subcommittee of the Executive Committee of the Texas Council with the Chair of the Rural E.D.group having a seat on the Texas Council Board of Directors Executive Committee. The subcommittee is in the process of developing several workgroups. Roddy will be on the rural service delivery model workgroup. At each E.D.Consortium there will be a rural service issue presented. This group will meet again in June. The Rural E.D.group has asked that Grace Ligon,MIS Director,attend a Rural E.D.meeting to share information on the TIF Grant application we made. Roddy noted that rural issues will become a bigger topic,particularly with regard to implementation of H.B.2377,funding,and service delivery. Much of the policy at the statewide level does not appear to consider rural services and may threaten their future integrity. Consequently,there is a need to have a voice for rural issues in these policy issues. 8. Mr.Atkins stated the FY 2000 Local Plan is due August 31". SMG staff are working on this with plans to have MH and MR PACs review and provide input as well as public forums to seek community input as well. 9. Mr.Atkins gave a brief update on the Legislative funding allocations for the next biennium. Final Legislative appropriations for TDMHMR will be determined shortly and will be distributed as received. 5 052799-9 OTHER BUSINESS None. 052799-10 ADJOURN There being no further business to come before the board,the meeting was adjourned at 3:20 p.m. Approved as presented Approved as corrected /1 tune 24, 1999. I • 6