Helen Farabee Centers Board of Trustees Minutes - 05/03/2007 HELEN FARABEE REGIONAL MHMR CENTERS
BOARD OF TRUSTEES
• May 3,2007
11:00 AM
Child and Adolescent Services
516 Denver Street
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; Bobby
Smith
Board of Trustee Jo Ann Marquart
Members Absent:
Senior Roddy Atkins, Executive Director; Rod Brennan, Chief Financial Officer;
Management Staff Gianna Harris, Essential Services and Clinical Accountability Director; Lynn
Present: Hartje, Mental Health Services Director; Rose Wilson, Mental Retardation
Services Director
Other Staff and Linda Ammons, City of Wichita Falls Liaison; Jan West,Administrative
Guests Present: Assistant/Board Liaison, Recorder
AGENDA TOPICS
050307-1 CALL TO ORDER
Ken Andrews, Chair called the meeting to order in open session at 11:00 AM with a quorum of five
Board of Trustee members present.
A)Introduction of Guests
Linda Ammons, City Commissioner arrived later in the meeting and was introduced as a guest.
050307-2 PRESENTATIONS
A) Open Citizen Comment to the Board
No citizen comment was offered.
050307-3 APPROVAL OF MINUTES
Ken Andrews, made the motion that the minutes be corrected to show that Board of Trustee Member
Robert Clement was absent and should be listed under Board of Trustee Members Absent; and that Item
5.D.3)Home For Home and Community Based Services Residential Program be corrected to read "The
Board of Trustees approved the purchase of a home in Graham for our Home and Community Based
Services (HCS)residential program at a cost not to exceed $105,000.00 and authorized the Chair of the
Board of Trustees or the Executive Director to sign the contract any and all closing documents,
including but not limited to settlement statements and title company disclosures."
The Board of Trustees approves the minutes of the April 05,2007 Board of Trustees meeting as
corrected..
Motion: Judge Andrews Affirmative: 4
Second: Judge McGough Negative: 0
Citizen Comment: None
RECEIVED IN
CITY CLERK'S OFFICE�,�,�,
Date 1,Q — 13` 007
Board of Trustee Meeting Minutes By Time Q: I l
May 3,2007
•
050307-4 TRAINING
11:05 AM Shelley Owen arrived at the meeting
11:10 AM Robert Clement arrived at the meeting
A) Quarterly Report III Preparation and Problems
Rod Brennan, Chief Financial Officer presented the annual training on the Quarterly Report III (on file).
050307-5 RECOMMENDATIONS
A. BOARD OF TRUSTEES
No Agenda Items
11:30 AM Michael Ezell arrived at the meeting
THE BOARD OF TRUSTEES RECESSED FOR LUNCH AT 11:30 AM IN ORDER FOR
MEMBERS TO VIEW THE STARQUEST STARCRAFT BUS BEING CONSIDERED FOR
PURCHASE PRIOR TO LUNCH.
THE MEETING WAS RECONVENED BY JUDGE ANDREWS AT 12:15 PM WITH SEVEN IN
ATTENDANCE.
B. BUDGET AND FINANCE
12:27 PM Robert Clement returned to the meeting
1)Financial Statements
RECOMMENDED ACTION: That the Board of Trustees approve the financial statements for March 2007.
Rod Brennan, Chief Financial Officer presented the financial statements for March 2007 (on file).
Roddy Atkins lead a lengthy discussion about State Hospital Bedday Utilization.
Shelly Owen asked why the Accounts Receivable was so much lower this year.
Mr. Brennan stated he would research the data and let her know.
The Board of Trustees approved the financial statements for March 2007.
Motion: Ms. Nunn Affirmative: 7
Second: Ms. Owen Negative: 0
Citizen Comment: None
C. CONTRACTS AND PLANS
No Agenda Items
Board of Trustee Meeting Minutes 2
May 3,2007
D. FACILITIES AND EQUIPMENT
1)Denver Street Heating System
RECOMMENDED ACTION: That the Board of Trustees ratify the repair of the furnaces at the Denver
Street facility at a cost of$4,207.81 and approve the sole source selection of the contractor.
Rod Brennan, Chief Financial Officer presented the information on the repairs to the furnaces at the
Denver Street Facility(on file).
The Board of Trustees ratified the repair of the furnaces at the Denver Street facility at a cost of$4,207.81
and approved the sole source selection of the contractor.
Motion: Mr. Clement Affirmative: 7
Second: Mr. Smith Negative: 0
Citizen Comment: None
2)Robin Oaks Apartment Roof
RECOMMENDED ACTION: That the Board approve the repair of the Robin Oaks Apartment roof at a
cost of$6,800 and approve the selection of Arrowhead Roofing Company.
Rod Brennan, Chief Financial Officer presented the information on the bids for the repair of the roof at the
Robin Oaks Apartment(on file). A third BID from Armored Construction(on file)was distributed. The
recommendation is still to approve the selection of the low bidder which is Arrowhead Roofing Company.
The Board of Trustees approved the repair of the Robin Oaks Apartment roof at a cost of$6,800 and
approved the selection of Arrowhead Roofing Company.
Motion: Ms.Nunn Affirmative: 7
Second: Mr. Ezell Negative: 0
Citizen Comment: None
3)Brook Avenue Roof Replacement
RECOMMENDED ACTION: That the Board of Trustees approve the replacement of the roof on our
Brook Avenue Facility at a cost of$28,100 and approve Bradley Industrial Coatings as the sole source
contractor.
Rod Brennan, Chief Financial Officer presented the information on the roof on our Brook Avenue Facility
(on file).
The Board of Trustees approved the replacement of the roof on our Brook Avenue Facility at a cost of
$28,100 and approved Bradley Industrial Coatings as the sole source contractor.
Motion: Mr. Clement Affirmative: 7
Second: Judge McGough Negative: 0
Citizen Comment: None
Board of Trustee Meeting Minutes 3
May 3,2007
4)Broad Avenue Carpeting
RECOMMENDED ACTION:That the Board of Trustees ratify the installation of carpet throughout the
Broad Avenue facility at a cost of$24,702.25 and approve Texas Carpet Outlet as the sole source vendor.
Rod Brennan, Chief Financial Officer presented the information on the installation of carpet throughout
the Broad Avenue facility(on file).
The Board of Trustees ratified the installation of carpet throughout the Broad Avenue facility at a cost of
$24,702.25 and approved Texas Carpet Outlet as the sole source vendor.
Motion: Mr. Clement Affirmative: 7
Second: Mr. Ezell Negative: 0
Citizen Comment: None
5) Transportation for Clients with Disabilities
RECOMMENDED ACTION: That the Board of Trustees approve the purchase of two vehicles to provide
transportation for clients with ambulatory disabilities. The estimated cost of these vehicles is$91,720. Also,
approve Advanced Mobility Systems of Texas as the sole source vendor.
Rod Brennan, Chief Financial Officer presented the information on the vehicles to provide transportation
for clients with ambulatory disabilities(on file)that the members viewed prior to lunch.
Shelly Owen questioned what were the staff training requirements prior to them being able to drive the
vehicle.
Rod Brennan, advised her that staff will be required to complete"van driver"training before they are
allowed to transport clients.
Robert Clement recommended we investigate the advantage of requiring a Commercial Driver's License for
the drivers of these vehicles.
Roddy Atkins, advised we would check into it and talk with the Risk Management Fund about the
advantages, if any, of requiring a Commercial Driver's License.
Michael Ezell requested that we investigate the expense for replacing the interior rear view mirror with a
larger,wide angle model to improve visibility for the driver within the interior of the vehicle.
The Board of Trustees approved the purchase of two vehicles, after we invetigate the cost of replacing the
interior rear view mirror,to provide transportation for clients with ambulatory disabilities at an estimated cost
of$91,720. Also, approved Advanced Mobility Systems of Texas as the sole source vendor.
Motion: Ms. Nunn Affirmative: 7
Second: Mr. Ezell Negative: 0
Citizen Comment:None
Board of Trustee Meeting Minutes 4
May 3,2007
6)Replacement Vehicle
RECOMMENDED ACTION: That the Board of Trustees approve the purchase of a replacement vehicle at
a cost not to exceed$13,500.
Rod Brennan, Chief Financial Officer presented the information on the replacement vehicle for Seymour
that was severely damaged by the hail storm and has been declared a total loss (on file).
The Board of Trustees approved the purchase of a replacement vehicle at a cost not to exceed$13,500.
Motion: Mr. Coombs Affirmative: 7
Second: Mr. Smith Negative: 0
Citizen Comment: None
E. POLICIES AND PROCEDURES
No Agenda Items
F. PROGRAM AND PERSONNEL
No Agenda Items
050307-6 QUARTERLY REPORTS
A. PLANNING AND NETWORK ADVISORY COMMITTEE
No Agenda Items
B.ESSENTIAL SERVICES AND CLINICAL ACCOUNTABILITY
No Agenda Items
C. EXTERNAL AUDITS
1) Second Quarter Report
RECOMMENDED ACTION: Information item only.
Rose Wilson,Mental Retardation Services Director presented the information on the Texas Home Living
(TxHmL)provider audit conducted during the second quarter of this fiscal year(on file).
No action required, for information only.
Citizen Comment: None
050307-7 EXECUTIVE DIRECTOR'S REPORT
State Hospital Utilization
We received word on our Fiscal Year 2006 pay back, it was $12,900. We have appealed that amount
because of some County of Residence issues. We have not heard the results of the appeal. We have had a
couple of good newspaper articles written by Michael Hines from the Time Record News,he is keeping
up with the issue. We have been looking at the issue daily and have found no easy solutions. DSHS
(Department of State Health Services) does not view us as doing anything wrong, there are just limited
State Hospital beds. They do not want to have to go to an overflow plan. For instance if the County
Sheriff's Department transports a patient to the Wichita Falls Campus of North Texas State Hospital and
Board of Trustee Meeting Minutes 5
May 3,2007
• they do not have an available bed, then the patient will have to be transported by the County to San
Antonio State Hospital or Big Spring State Hospital. They are trying to avoid placing that added burden
on the counties. As long as they do not make this a permanent penalty we can deal with it. We have had
a lot of discussion with our Crisis Respite Services Continuity of Care Liaison about establishing a more
formal relationship with the Wichita Falls Campus of North Texas State Hospital, instead of a
collaborative relationship.
Legislation
The House approved 34 million dollars for Crisis Funding and the Senate approved 54 million dollars.
We are hoping for the higher funding. DSHS (Department of State Health Services)has said the funding
for Crisis Services will be broken into approximately thirds. Thirty—eight percent will be to achieve
equity, those with lowest per capita will get it first; we will not see any of that. Thirty percent will be
distributed on a per capita basis for the development and improvement of Crisis Hot Lines and Crisis
Respite Units. We already have both. Twenty—Eight percent will go out on an RFP (Request For
Proposal) for development of a Regional Crisis Stabilization Unit. This will be competitive. We know
what the costs will be, we have the model costs. There are several factors that will be required. One,is
the community must be willing to commit the local match up front. Two we would have to write an RFP
(Request For Proposal). Then once approved we would have to implement. House Bill 2439 from
Representative Vicki Truitt which would codify in law to deal with Provider of Last Resort passed the
House unanimously and is on the way to the Senate. There is no Equity Rider due largely to
Representative Hardcastle and Representative Farabee. They pulled together the Rural Caucus and some
other key individuals and got it negotiated to have it put into Article l 1, which is the wish list. We have
been working with Representative Warren Chisum who is Chair of the Appropriations Committee and
Representative Ryan Guillen who is Vice Chair of the Appropriations Committee. Remember, this is not
a Texas Council issue. The Harris County delegation is still pushing to get the Equity Rider in.
Physicians
We have increased our recruiting efforts. Our focus will be on a Child Psychiatrist. We have contracted
with a new recruiting firm, Merritt Hawkins. They are a Texas firm. They also contract with North Texas
State Hospital and have had some success in Texas. Our other focus for Adult Services is a Psychiatric
Certified Advance Nurse Practitioner. We are pursuing that recruitment ourselves through our Human
Resources Department.
Shelly Owen asked,would you consider an Advanced Nurse Practitioner who is not Psychiatric Certified
and work with them to get their Psychiatric Certification?
Roddy Atkins replied we would prefer that they already have Psychiatric Certification. If we can not
readily find that then we may consider it. The number of Advanced Nurse Practitioners has changed
dramatically in the last few years. We have several here in Wichita Falls, and we will woo them. The key
element will be a Child Psychiatrist. When we bring in a Child Psychiatrist we will see a huge increase in
the number of kids we serve.
050307-8 ANNOUNCEMENTS
A. Next Meeting
Ken Andrews announced the next meeting will be at l l A.M.,Thursday, June 07, 2007, in Wichita Falls.
B. Texas Council Annual Conference
Ken Andrews announced the 22nd Annual Community MHMR Centers Staff and Trustee Training, June
27—29th, Westin Galleria, Houston—Room reservations have been made, we are still awaiting the
posting of the meeting schedule so we will know what dates memerbers need to plan on attending.
Board of Trustee Meeting Minutes
May 3,2007
050307-9 OTHER BUSINESS
A. Michael Ezell
Roddy Atkins, Executive Director presented a Certificate of Appreciate to Michael Ezell and expressed
our appreciation for his service on our Board of Trustees. Mr. Ezell has submitted his letter of resignation
effective May 4th, as he will be moving to Paris,Texas.
Michael Ezell expressed his appreciation for the opportunity to serve and his regreat that he could not serve
longer.
050307-10 ADJOURN
The Board of Trustees' meeting adjourned at 1:30 PM.
Approved as presented: Approved as corrected:
,,
June 07, 2007
Board of Trustee Meeting Minutes 7
May 3,2007