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Helen Farabee Centers Board of Trustees Minutes - 07/12/2007 HELEN FARABEE REGIONAL MHMR CENTERS � BOARD OF TRUSTEES • July 12,2007 � 11:00 AM China Buffet 2424 Wilbarger Street Vernon,Texas Board of Trustee Ken Andrews, Chair; Bill Coombs, Vice-Chair; Jo Ann Marquart; Bobby Members Present: McGough; Sue Nunn, Secretary/Treasurer Board of Trustee Robert Clement; Shelley Owen; Bobby Smith; Members Absent: Senior Roddy Atkins, Executive Director; Rod Brennan, Chief Financial Officer; Jeff Management Staff Dresbach, Human Resources and Risk Management Director; Lynn Hartje, Present: Behavioral Health Services Director; Connie Johnston; Community and Consumer Support Director Other Staff and Cheryl Rogers, Community Support Trainer; Jan West, Administrative Guests Present: Assistant/Board Liaison, Recorder AGENDA TOPICS 071207-1 CALL TO ORDER Ken Andrews, Chair called the meeting to order in open session at 1 1:03 AM with a quorum of five Board of Trustee members present. A) Introduction of Guests There were no guests present. 071207-2 PRESENTATIONS A) Open Citizen Comment to the Board No citizen comment was offered. B) Wilbarger County Mental Health Services Lynn Hartje, Behavioral Health Services Director, Wilbarger County Mental Health Center currently serves 111 adults and 34 children and adolescents. The Center Manager is Gloria Simmons, the Adult Case Worker is Ashley Bloom and Rick Rosalez and Darrol Groth provide Children Services. Gloria is the Center Manager at both Vernon and Quanah. She also acts as the Service Package 3 and 4 team leader Center wide. That is why she is not able to be here today because she is meeting with the Department of State Health Services consultation that is visiting our facilities today. C) Community Support and Day Hab in Vernon and Childress Area Cheryl Rogers, Community Support Trainer, we provide Day Rehabilitation Services to 18 individuals in Vernon, Quanah, Childress, Crowell, and Paducah. Of the 18, we see two for a private provider D&S, six are HCS (Home and Community - Based Services), nine are general revenue, and one is Texas Home Living. WE had 13 consumers participate in camp at Wellington Camp and 8 at Merkel. Day Hab is scheduled for six hours a day, five days a week. We provide both group and individual training. In Group Training we work on socialization, exercise, hygiene, academics, money management, writing skills and current events. In Individual Training we work on Community Support, Academics and Daily Living Skills. When individuals express an interest, an assessment is done and a plan is created to help them. Their progress is documented and reviewed and changes are made as needed. Their goals are accomplished frequently. We have a 30 year old who has learned to read simple sentences. We have one consumer has gotten their GED and one that was able to get their driving permit. We take the consumers on outing where they go shopping, to restaurants, parks, on picnics, to museums, and to movies. The consumers have input on where they wish to go. We also participate in the Special Olympics. Board of Trustee Meeting Minutes 1 July 12,2007 071207-3 APPROVAL OF MINUTES The Board of Trustees approves the minutes of the June 07, 2007 Board of Trustees meeting. Motion: Ms. Nunn Affirmative: 4 Second: Mr. Coombs Negative: 0 Citizen Comment: None 071207-4 TRAINING A).Human Resources Management Jeff Dresbach, Human Resources and Risk Management Director presented the annual training on the Human Resources Management Department (on file). 071207-5 RECOMMENDATIONS A. BOARD OF TRUSTEES 1) Fiscal Year 2008 Meeting Schedule RECOMMENDED ACTION: That the Board of Trustees approve the Board of Trustee meeting schedule for fiscal year 2008. Ken Andrews, Chair presented the proposed meeting schedule for fiscal year 2008 (on file). The Board of Trustees approved the meeting schedule for fiscal year 2008. Motion: Ms. Nunn Affirmative: 4 Second: Mr. Coombs Negative: 0 Citizen Comment: None 2) Slate of Officers RECOMMENDED ACTION: That the Board of Trustees Chair appoint an ad-hoc committee to recommend a slate of officers for fiscal year 2008. Ken Andrews, Chair appointed Bill Coombs, Sue Nunn and Judge Bobby McGough to recommend a slate of officers for fiscal year 2008. 3) Board of Trustee Candidate RECOMMENDED ACTION: Information item only. Jan West, Board of Trustee Liaison stated two applications have been received for the Place 9 position vacated by Michael Ezell. Appointments have been made for Monday, July 16`h for the Ad Hoc Committee to interview the two applicants and make their recommendation to the City Council. 4) Texas Council Risk Managemetn Fund Meeting RECOMMENDED ACTION: Information item only. Bill Coombs updated the membership on the Texas Council Risk Management Fund Board Meetings he attended. The Board Communication Loss Prevention Utilization Review (on file) was distributed and discussed. Mr. Coombs informed staff that he would like to visit with key staff, Roddy, Rod, Jeff following the August meeting to discuss their concerns with the Risk Management Fund. Board of Trustee Meeting Minutes 2 July 12,2007 THE BOARD OF TRUSTEES RECESSED FOR LUNCH AT 11:45 AM. THE MEETING WAS RECONVENED BY JUDGE ANDREWS AT 12:15 PM WITH FIVE MEMBERS IN ATTENDANCE. B. BUDGET AND FINANCE I) Financial Statements RECOMMENDED ACTION: That the Board of Trustees approve the financial statements for May 2007. Rod Brennan, Chief Financial Officer presented the financial statements for May 2007 (on file). The Board of Trustees approved the financial statements for May 2007. Motion: Judge McGough Affirmative: 4 Second: Mr. Coombs Negative: 0 Citizen Comment: None 2) Status of Investmens RECOMMENDED ACTION: That the Board of Trustees review and approve the status of investments. Rod Brennan, Chief Financial Officer presented the status of investments (on file). The Board of Trustees approved the status of investments. Motion: Ms. Marquart Affirmative: 4 Second: Ms. Nunn Negative: 0 Citizen Comment: None 3)Auditor's Letter of Engagement RECOMMENDED ACTION: That the Board of Trustees accept the attached Letter of Engagement from Scott, Singleton, Fincher and Company and authorize the Chair to sign the letter. Rod Brennan, Chief Financial Officer presented the information on the Letter of Engagement (on file). The Board of Trustees accepted the Letter of Engagement from Scott, Singleton, Fincher and Company and authorized the Chair to sign the letter. Motion: Mr. Coombs Affirmative: 4 Second: Ms. Nunn Negative: 0 Citizen Comment: None C. CONTRACTS AND PLANS No Agenda Items Board of Trustee Meeting Minutes 3 July 12,2007 D. FACILITIES AND EQUIPMENT 1) Replacement Broad Avenue Facility Air Conditioner RECOMMENDED ACTION: That the Board of Trustees approve the replacement of an air conditioner unit at the Broad Avenue facility at a cost not to exceed $4,260. Rod Brennan, Chief Financial Officer stated the SUPPORTING INFORMATION needs to be corrected to reflect "In August, 20064, we replaced all of the major air conditioning units on the roof at the Broad Avenue facility." Bids received from James Lane and Ferguson-Veresh (on file) were distributed and the recommendation made that the low bid of$3,950.00 from Ferguson-Veresh be accepted. The Board of Trustees approved the replacement of an air conditioner unit at the Broad Avenue facility at a cost not to exceed $3,950. Motion: Ms. Marquart Affirmative: 4 Second: Judge McGough Negative: 0 Citizen Comment: None E. POLICIES AND PROCEDURES 1)Human Resources Management Policy Statement RECOMMENDED ACTION: That the Board of Trustees review the attached HUMAN RESOURCES MANAGEMENT POLICY 102.1, HUMAN RESOURCES POLICY STATEMENT approve the changes, and authorize the Chair to sign. The approval of this Policy would also delete current HUMAN RESOURCES MANAGEMENT POLICY 102.1 dated 08/11/06. Jeff Dresbach, Human Resources and Risk Management Director presented the Human Resources Management Policy Statement(on file). The Board of Trustees approved the HUMAN RESOURCES MANAGEMENT POLICY 102.1,HUMAN RESOURCES POLICY STATEMENT, and authorized the Chair to sign. The approval of this Policy also deleted current HUMAN RESOURCES MANAGEMENT POLICY 102.1 dated 08/11/06. Motion: Ms. Nunn Affirmative: 4 Second: Mr. Coombs Negative: 0 Citizen Comment: None F. PROGRAM AND PERSONNEL No Agenda Items Citizen Comment: None Board of Trustee Meeting Minutes 4 July 12,2007 071207-6 QUARTERLY REPORTS A. PLANNING AND NETWORK ADVISORY COMMITTEE 1) Third Quarter Report RECOMMENDED ACTION: Information item only. Connie Johnston; Community and Consumer Support Director presented the Planning and Network Advisory Committee Third Quarter Report (on file). No action required, for information only. Citizen Comment: None B.ESSENTIAL SERVICES AND CLINICAL ACCOUNTABILITY No Agenda Items C. EXTERNAL AUDITS No Agenda Items 071207-7 EXECUTIVE DIRECTOR'S REPORT Congratulations Congratulations to Bill Coombs on his being selected as the "Terry Hale Professional of the Year". Physician Recruitment We interviewed a Child and Adolescent Psychiatrist, Dr. Enrique Rivera Mass, we made him and offer and he accepted our offer of employment. He is not Texas licensed, so the offer is contingent upon his receiving his Texas License. We are hoping that he can get his license by the end of the year. He was a nice individual who speaks fluent Spanish and good English. We have been working to deal with the medical issues, turn over, and inexperienced you staff. We have enough business for four and a half physicians but it is hard to find half a physician. Our difficulty in Wichita Falls is due to the CRU (Crisis Respite Unit). For May our average daily census was 14 in a 16 bed program. We are busy when we have 11 or 12. This week we are setting at 16. This is a difficult challenge. We have been talking about an Advanced Nurse Practitioner. We have to have competitive pay. We will continue to work on our staffing to remain competitive. Crisis Funding We are still waiting on the allocation for Mental Health Crisis Funding from the DSHS (Department of State Health Services). That will not be included in our initial Performance Contract. We should get the amendment in September. That should give us an opportunity to beef up our Crisis Services. Disaster Services We are part of the DSHS (Department of State Health Services) and the Governors Disaster Response Team. We were activated quickly when the Governor declared our counties a disaster area. For FEMA (Federal Emergency Management Agency) we will manage the Mental Health Crisis Counseling for stress and anxiety related to the disaster. We will provide support, information, and education. The FEMA (Federal Emergency Management Agency) will open at 8 a.m. tomorrow and will be open from 8 a.m. until 6 p.m. Monday through Saturday. This could go for up to 60 days. Then we will be required to be available for continued support for six months. We will staff with non productive staff. After a couple of weeks we can talk to DSHS (Department of State Health Services) about pulling staff from other facility to send to assist us. We can handle it for a couple of weeks with our non productive staff and crisis staff. There have been a lot of folks who have stepped up and did a tremendous job. Mental Health Board of Trustee Meeting Minutes 5 July 12,2007 Workers from other states said they have never seen such Mental Health Response and support. When asked if we would be reimbursed, the response was we will get a bulk of it reimbursed. We will probable not get some of the preliminary work. Jeff(Dresbach) is coordinating the data and the information. He is the disaster contact. Staff did a good job. Wichita and Archer County have been declared National Disaster Areas, there is the potential that Throckmorton, Young, Wise and Montague Counties may be. We are trying to get a feel for the need. I have asked local staff to contact their County Judges to see if any homes were damaged and individuals displaced. Staff have really stepped up. This has been a buzy time and with the disaster piled on top they staff have stepped up. State Hospital Utilization We have put in a request to DSHS (Department of State Health Services) to allow us to barter with Pecan Valley MHMR Region for their excess capacity in return for MIS (Management Information Services) support. If they will allow us to use their excess capacity at the State Hospital then in return we will give them six months MIS (Management Information Services) support, that they are currently contracting with us to provide. We are waiting to see if DSHS (Department of State Health Services) will allow it. In the State Hospital system three years ago Vernon State Hospital was the only Forensic Hospital. They housed all patients that were found to be Not Guilty By Reason of Insanity, patients found to be Manifestly Dangerous by General Psychiatric State Hospitals, and violent offenders that were not competent to stand trial. So three years ago there were 345 Forensic beds for the state that were exempt, all the rest were allocated per capita. Then two years ago they took additional forensic beds out of our trust fund which reduced the number of people we could hospitalize. The plan is to go back to where we were three years ago with the Vernon Campus of North Texas State Hospital being the only exempt forensic beds. That will give us a bigger pool of beds and more money,back to where we were three years ago. The only kicker will be seeing that the County of Law Judges do not overuse the non violent beds. It all started three years ago when Dallas County had trouble getting patients in the hospital and they did not want them in the County Jail. So they flooded the State Hospital with forensic commitments. We still have not had a response from last years over utilization. We may still have to pay that. We will wait and see if DSHS (Department of State Health Services) will allow us to deal with Pecan Valley MHMR Region and amend our Performance Contract. 071207-8 ANNOUNCEMENTS A. Next Meeting Ken Andrews announced the next meeting will be at 11 A.M., Thursday, August 2, 2007, at Child and Adolescent Services in Wichita Falls. 071207-9 OTHER BUSINESS None 071207-10 ADJOURN The Board of Trustees' meeting adjourned at 1:00 PM. Approved as presented: Approved as corrected: August 2, 2007 Board of Trustee Meeting Minutes 6 July I2,2007 011011 AAA. HELEN FARABEE oireit 9 REGIONAL MHMR CENTERS Wichita Falls Administrative Offic P.O.Box 8266 1000 Brook Street Wichita Falls,Texas 76307-826 Phone (940) 397-3100 Fax (940) 397-315 /61 /1 August 03, 2007 Darron Leiker City Manager 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 Farabee Regional MHMR Centers is enclosed for the regularly scheduled meeting held on July 12, 2007. These minutes were approved by the Board at its meeting held on August 02, 2007. Sincerely, an e Admin. trative Assistant/Board Liaison /jw enclosure RECEIVED IN CITY CLERK'S OFFICE Date By V.. Time \3(11,25'r\