Helen Farabee Centers Board of Trustees Minutes - 06/07/2007 HELEN FARABEE REGIONAL MHMR CENTERS
BOARD OF TRUSTEES
June 7,2007
11:00 AM
Child and Adolescent Services
516 Denver Street
Wichita Falls,Texas
Board of Trustee Ken Andrews, Chair; Robert Clement; Bobby McGough; Shelley Owen;
Members Present: Bobby Smith
Board of Trustee Bill Coombs, Vice-Chair; Jo Ann Marquart; Sue Nunn, Secretary/Treasurer;
Members Absent:
Senior Roddy Atkins, Executive Director; Jeff Dresbach, Human Resources and Risk
Management Staff Management Director; Kelly Franklin, Health Information Management
Present: Director; Gianna Harris, Essential Services and Clinical Accountability Director;
Lynn Hartje, Mental Health Services Director; Connie Johnston; Community
and Consumer Support Director; Ralph Whaite, Management of Information
Systems Director; Marcy Thomas, Substance Abuse Services Director;
Other Staff and Jana Simpson, Chief Accountant; Jan West, Administrative Assistant/Board
Guests Present: Liaison, Recorder
AGENDA TOPICS
060707-1 CALL TO ORDER
Ken Andrews, Chair called the meeting to order in open session at 11:05 AM with a quorum of five
Board of Trustee members present.
A)Introduction of Guests
There were no guests present.
060707-2 PRESENTATIONS
A) Open Citizen Comment to the Board
No citizen comment was offered.
060707-3 APPROVAL OF MINUTES
The Board of Trustees approves the minutes of the May 03, 2007 Board of Trustees meeting.
Motion: Judge McGough Affirmative: 4
Second: Ms. Owen Negative: 0
Citizen Comment: None
060707-4 TRAINING
A)Health Insurance Portability and Accountability Act of 1996 (H1PAA)
Kelly Franklin, Director of Health Information Management presented the annual training on the Health
Insurance Portability and Accountability Act of 1996 (HIPAA) (on file).
B) Community and Consumer Support
Connie Johnston,Director of Community and Consumer Support presented the annual training on the
Community and Consumer Support Department. Rights, Abuse and Neglect Data for fiscal year 2007,
September through April was distributed and reviewed (on file).
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June 7,2007
060707-5 RECOMMENDATIONS
A. BOARD OF TRUSTEES
1)Board of Trustee Candidates
RECOMMENDED ACTION: That the Board of Trustees Chair appoint an ad-hoc committee to interview
applicants and make a recommendation for appointment.
Ken Andrews, Chair appointed Robert Clement, Bill Coombs, and Sue Nunn to the ad-hoc committee to
interview the applicants and make a recommendation with Robert Clement to chair.
B. BUDGET AND FINANCE
1)Financial Statements
RECOMMENDED ACTION: That the Board of Trustees approve the financial statements for April 2007.
Jana Simpson, Chief Accountant presented the financial statements for April 2007 (on file).
The Board of Trustees approved the financial statements for April 2007.
Motion: Mr. Clement Affirmative: 4
Second: Mr. Smith Negative: 0
Citizen Comment: None
2)Investment Option for Employees
RECOMMENDED ACTION: That the Board of Trustees approve the addition of AXA as an investment
option for employee's 457 or 403(b) contributions, authorize staff to transfer contributions between these
funds while still employed by the center, and authorize the Board of Trustee Chair to sign the attached
resolution.
Jana Simpson, Chief Accountant and Jeff Dresbach, Human Resources and Risk Management Director
presented the investment options (on file).
The Board of Trustees approved the addition of AXA as an investment option for employee's 457 or 403(b)
contributions,authorized staff to transfer contributions between these funds while still employed by the
center, and authorized the Board of Trustee Chair to sign the attached resolution.
Motion: Judge McGough Affirmative: 4
Second: Mr. Clement Negative: 0
Citizen Comment: None
Board of Trustee Meeting Minutes 2
June 7,2007
3) Transfer of Mental Health Services General Revenue
RECOMMENDED ACTION: That the Board of Trustees approve a request to the Department of State
Health Services(DSHS)to transfer$200,000 of Mental Health Services General Revenue(GR) from
Children's Services to Adult Services.
Jana Simpson, Chief Accountant and Roddy Atkins, Executive Director presented the request to transfer
Mental Health Services General Revenue(on file).
The Board of Trustees approved the request to the Department of State Health Services(DSHS)to transfer
$200,000 of Mental Health Services General Revenue(GR) from Children's Services to Adult Services.
Motion: Mr. Clement Affirmative: 4
Second: Ms. Owen Negative: 0
Citizen Comment: None
4)Retirement Funds
RECOMMENDED ACTION: Information item only.
Jana Simpson, Chief Accountant presented the information on the Retirement Funds (on file).
No action required, for information only.
Citizen Comment: None
C. CONTRACTS AND PLANS
1) Fiscal Year 2008 Contract Renewals
RECOMMENDED ACTION: That the Board of Trustees approve and authorize the Chair or the Executive
Director to sign the three contracts,TWG for Crisis Respite Unit;TWG for Quanah Rehabilitative Services;
and US Script, Inc.
Jana Simpson, Chief Accountant presented the fiscal year 2008 contract renewals (on file).
The Board of Trustees approved and authorized the Chair or the Executive Director to sign the three
contracts,TWG for Crisis Respite Unit;TWG for Quanah Rehabilitative Services; and US Script, Inc.
Motion: Judge McGough Affirmative: 4
Second: Ms. Owen Negative: 0
Citizen Comment: None
Board of Trustee Meeting Minutes 3
June 7,2007
2) Fiscal Year 2008 Leases
RECOMMENDED ACTION: That the Board of Trustees approve and authorize the Chair or Executive
Director to sign the two leases for Headstream Memorial Mental Health Center in Haskell and#14 Chanute
Circle in Wichita Falls.
Jana Simpson, Chief Accountant presented the fiscal year 2008 leases (on file).
The Board of Trustees approved and authorized the Chair or Executive Director to sign the two leases for
Headstream Memorial Mental Health Center in Haskell and#14 Chanute Circle in Wichita Falls.
Motion: Judge McGough Affirmative: 4
Second: Mr. Smith Negative: 0
Citizen Comment: None
THE BOARD OF TRUSTEES RECESSED FOR LUNCH AT 11:35 AM.
THE MEETING WAS RECONVENED BY JUDGE ANDREWS AT 12:15 PM WITH FIVE IN
ATTENDANCE.
D. FACILITIES AND EQUIPMENT
1)Multipoint Conferencing Unit
RECOMMENDED ACTION: That the Board of Trustees approve the purchase of a Multipoint
Conferencing Unit(MCU) for the Centers' video conferencing system to replace the existing MCU at a cost
of$88,566($72,566 after$16,000 buy back credit for the existing MCU). The recommended vendor for the
purchase is AT&T(Formerly SBC).
Ralph Whaite, Director of Management of Information Systems presented the quotes from two
vendors/resellers covering two different product lines and four separate configurations for the Multipoint
Conferencing Unit(MCU) (on file).
The Board of Trustees approved the purchase of a Multipoint Conferencing Unit(MCU) at a cost of$88,566
($72,566 after$16,000 buy back credit for the existing MCU)from the recommended vendor AT&T
(Formerly SBC).
Motion: Ms. Owen Affirmative: 4
Second: Mr. Smith Negative: 0
Citizen Comment: None
Board of Trustee Meeting Minutes 4
June 7,2007
2) UNIX Server
RECOMMENDED ACTION: That the Board of Trustees approve the purchase of an IBM pSeries UNIX
Server with a five year maintenance plan from Netsmart Technologies at a cost of$88,391.00 to replace the
current UNIX server.
Ralph Whaite, Director of Management of Information Systems presented the information on the IBM
pSeries UNIX Server(on file).
The Board of Trustees approved the purchase of an IBM pSeries UNIX Server with a five year maintenance
plan from Netsmart Technologies at a cost of$88,391.00.
Motion: Mr. Smith Affirmative: 4
Second: Mr. Clement Negative: 0
Citizen Comment: None
3) CMHC/MIS Multi-Copy License
RECOMMENDED ACTION: That the Board of Trustees approve and authorize the purchase of a Multi-
Copy License for the CMHC/MIS Netsmart Technologies in the amount of$9,936. This would be a sole
source vendor purchase since the requested software is not available from any other vendor.
Ralph Whaite, Director of Management of Information Systems presented the information on the Multi-
Copy License for the CMHC/MIS Netsmart Technologies(on file).
The Board of Trustees approved and authorized the purchase of a Multi-Copy License for the CMHC/MIS
Netsmart Technologies in the amount of$9,936,the sole source vendor.
Motion: Judge McGough Affirmative: 4
Second: Ms. Owen Negative: 0
Citizen Comment: None
E. POLICIES AND PROCEDURES
I) Substance Abuse Services Policy Statement
RECOMMENDED ACTION: That the Board of Trustees review the attached BEHAVIORAL HEALTH
SERVICES POLICY 401.3, SUBSTANCE ABUSE SERVICES POLICY STATEMENT,approve,
recommend any changes,and authorize the Chair to sign.
Marcy Thomas, Substance Abuse Services Director presented the Substance Abuse Services Policy
Statement(on file).
The Board of Trustees approved the BEHAVIORAL HEALTH SERVICES POLICY 401.3, SUBSTANCE
ABUSE SERVICES POLICY STATEMENT and authorize the Chair to sign.
Motion: Ms. Owen Affirmative: 4
Second: Mr. Smith . Negative: 0
Citizen Comment: None
Board of Trustee Meeting Minutes 5
June 7,2007
F. PROGRAM AND PERSONNEL
1) Texas Process and Practice Improvement Project
RECOMMENDED ACTION: Information item only.
Marcy Thomas, Substance Abuse Services Director presented the information on the Survey Document
and results of the first quarter survey(on file).
No action required, for information only.
Citizen Comment: None
060707-6 QUARTERLY REPORTS
A. PLANNING AND NETWORK ADVISORY COMMITTEE
No Agenda Items
B.ESSENTIAL SERVICES AND CLINICAL ACCOUNTABILITY
1) Second Quarter Report
RECOMMENDED ACTION: Information item only.
Gianna Harris, Essential Services and Clinical Accountability Director presented the Essential Services
and Clinical Accountability Second Quarter Report(on file).
No action required, for information only.
Citizen Comment: None
C. EXTERNAL AUDITS
No Agenda Items
060707-7 EXECUTIVE DIRECTOR'S REPORT
Legislation
I have forwarded to you the latest information from the Texas Council of Community Mental Health and
Mental Retardation Centers on the Legislative Updates. HB 2439 which would codify in law Provider of
Last Resort is on the Governor's desk. The Governor has until June l 7`h to sign the bill, veto it, or let it
become law without his signature. Even without the bill the negotiated rule will go into effect. We do
not anticipate the Governor's veto.
Mental Health Services
Mental Health Services and Substance Abuse Services faired well. $82 million was appropriated for
Community Mental Health Crisis Services. This was above both the House and Senate recommendations
and only one million less than DSHS (Department of State Health Services)had requested. The focus
will be on upgrading Hot Lines; Mobile Crisis Interventions; Crisis Respite; 24 or 48 Hour Crisis Units;
and the Mental Health Deputy Programs. DSHS (Department of State Health Services)has said the
funding for Crisis Services will be broken into approximately thirds. One Third will be to achieve equity,
those with lowest per capita will get it first; we will not see any of that. One Third will be distributed on a
per capita basis for the development and improvement of Crisis Hot Lines and Crisis Respite Units,we
will get some of that. One Third will go out on an RFP (Request For Proposal) for development of a
Regional Crisis Observation Unit. We have been meeting with representative of our Commissioners
Board of Trustee Meeting Minutes 6
June 7,2007
Court at our Jail Diversion Task Force to discuss a Crisis Observation Unit. It will require a 25% local
match. This will be regional model. With a$2 million proposal that would require$450,000.00 for local
match. For it to come to fruition we will have to see if we can come up with the local match. That would
be from our nineteen counties annually. $9.6 million was approved for Waiting List reduction. We
probable will not see any of that because we do not have a waiting list. There were appropriations made
for several specific counties that I call Homer Bills. We may need to work with our legislators next
session to get us some Homer Bills approved. There was $10 million appropriated for TCOOMMI (Texas
Correctional Office on Offenders with Medical or Mental Impairment) to fund special workers with
probation to provide mental health services to juvenile and adult offenders with mental impairment. Our
focus will be to move on to adolescent services and expand our adult services. The Probation Department
has to apply for this money. We are providing adult services in Jack, Wise and Wichita Counties.
TCOOMMI (Texas Correctional Office on Offenders with Medical or Mental Impairment)pays us to
deliver Mental Health Services in those counties. Juvenile Probation would not work with us last time
this was offered. $10 million was appropriated for Adult Probation to provide out patient Substance
abuse treatment. The money appropriate to TDCJ (Texas Department of Criminal Justice) does not apply
to us. There was no Equity Rider thanks to Representative Hardcastle and Representative Farabee.
Substance abuse Services will again be covered by Medicaid, this benefit was eliminated several years
ago.
Mental Retardation Services
The Waiting List Reduction was funded at $18.1 million for Fiscal Year 2008 and $53.3 million for Fiscal
Year 2009.What will apply to us is the 2,676 individuals on the Home and Community-Based Services
(HCS) waiting list although there are probable not a lot in our region. Additional money was
appropriated for kids in large ICF/MR (Intermediate Care Facilities for Persons with Mental Retardation)
and those aging out of Foster Care. Response to the Department of Justice Report due to Lubbock State
School was a huge issue. The Supplemental Appropriations Bill pertaining to Fiscal Year 2006 and Fiscal
Year 2007 appropriates $3.4 million to restore the ICF/MR(Intermediate Care Facilities for Persons with
Mental Retardation), HCS (Home and Community-Based Services), CLASS (Community Living
Assistance Program and Supported Services Program) and Texas Home Living Waiver Programs' rates to
Fiscal Year 2003 levels paid our over the last three months of Fiscal Year 2007. There will be a Fiscal
Year 2008 rate increase on top of the rate restoration with a 7.5%increase in rate for ICF/MR
(Intermediate Care Facilities for Persons with Mental Retardation), 5% for HCS (Home and Community-
Based Services), and 3.75% for the Texas Home Living Waiver Program. The rate increases were to
address a law suit the Attorney General has been dealing with for ten years. The Legislators decided to
act before the judge did. This will be a huge rate increase for services provided to those aged 21 years or
younger Medicaid.
The Legislative outcome was as good as we could expect. There will be additional money available. This
is partially due to the Centers doing a better job of advocating and developing a relationship with their
legislators. It was good timing for us as well. The Community Centers stepped up when the needs arose
with Hurricanes Katrina and Rita; with the wild fires; and with the recent TYC (Texas Youth
Commission) issue. The Legislators saw that it was the Community Centers that responded in these
emergencies and that was seen in a positive light. Sandy(Skelton, Chief Executive Officer, Texas
Council of Community MHMR Centers) also deserves credit for his work.
State Hospital Utilization
State Hospital Utilization is still a huge issue. I sent each of you a copy of the letter recently mailed to
Senator Estes, Representative Farabee, and Representative Hardcastle pertaining to a requested interstate
transfer. My point is this patient is being transferred from out of state to North Texas State Hospital and it
will count against our trust fund. The person's behavior will not allow him to be transfer to a Nursing
Home. His payer is the state of Delaware,because of a law suit settlement the state of Delaware will be 11
responsible for is care the rest of his life. My point is it is not fair for us to have to eat the cost. I
Board of Trustee Meeting Minutes 7
June 7,2007
}
understand why the family wants him here. My point to the state is they hold us accountable but we have
no control. We were told we could contest it at the end of the year. We have to pay attention to the
impact at home. My concern is my 19 counties and our limited resources. It is also hard to justify the
transfer when North Texas State Hospital is on diversion status. This case will compound the problem.
Advocacy Inc. has a law suit against DSHS (Department of State Health Services) for Forensic Beds.
Given that information, it is hard to justify this decision. If Mr. Dudley (Kenny Dudley,Texas
Department of State Health Services, Mental Health and Substance Abuse Service, Hospital Section)had
not been condescending and had given any hint that he was working with us it would have been a
different story. I have visited with Senator Estes, Representative Hardcastle, and Representative Farabee.
I do not know why they are not pursuing the funding from Delaware. Commissioner Vesowate (Joe
Vesowate, Assistant Commissioner, Community Mental Health and Substance Abuse Services,
Department of State Health Services)assured me they would pursue that avenue. We screened the patient
and said we refused the transfer and why. According to the Interstate Transfer Rule the patient and/or
their family members can appeal our decision. Then Mr. Dudley (Kenny Dudley,Texas Department of
State Health Services, Mental Health and Substance Abuse Service, Hospital Section) can make the
decision. My concern was his explanation to us in his letter. We will see how this plays out. We will
dance with DSHS (Department of State Health Services)because I think that they ultimately will work
with us.
060707-8 CLOSED SESSION
In accordance with Chapter 551.074 of the Government Code, the Board of Trustees will now meet
in closed session for the purpose of discussion of personnel matters.
Review and Discussion of Executive Director Evaluation
060707-9 OPEN SESSION
No action was taken in Closed Session.
060707-10 ANNOUNCEMENTS
A. Next Meeting
Ken Andrews announced the next meeting will be at 11 A.M., Thursday, July 12,2007, in Vernon.
Shelly Owen stated she would be on vacation and unable to attend the July meeting.
Robert Clement stated he would not be able to attend the July meeting.
060707-11 OTHER BUSINESS
None
060707-12 ADJOURN
The Board of Trustees' meeting adjourned at 1:25 PM.
Approved as presented: Approved as corrected:
( 1(
July 6, 200
Board of Trustee Meeting Minutes 8
June 7,2007
( HELEN FARABEE
REGIONAL MHMR CENTERS Wichita Falls Administrative Office
1r
P. O.Box 8266 1000 Brook Street Wichita Falls,Texas 76307-826(
Phone (940) 397-3100 Fax (940) 397-315(
July 16, 2007 RECEIVED IN
CITY CLERK'S OFFICE
Darron Leiker Date rid 4 I
City Manager By WRTime 'O 9
City of Wichita Falls
P.O. Box 1431
Wichita Falls, Texas 76307-1431
Dear Mr. Lciker:
In accordance with the provisions of Senate Bill 112, a copy of the minutes of the Board of
Trustees of Helen Farabce Regional MHMR Centers is enclosed for the regularly scheduled
meeting held on June 07, 2007. These minutes were approved by the Board at its meeting held
on July 12, 2007.
Sincerely,
A24—
e
Admi ' trative Assistant/Board Liaison
/jw
enclosure