Helen Farabee Centers Board of Trustees Minutes - 07/07/2011 HELEN FARABEE CENTERS
NI� BOARD OF TRUSTEES
441• V' July 7, 2011
4\� 11:00 AM
Child and Adolescent Services
516 Denver Street
Wichita Falls, Texas
Board of Trustee Ken Andrews, Chair; Robert Clement; Verner Hayhurst; Sue Nunn,
Members Present: Secretary/Treasurer; Sara Rugeley
Board of Trustee Carla Kay Ainsworth; Shelley Owen,Vice-Chair; Bobby Smith; Billye Ruth
Members Absent: White
Senior Roddy Atkins, Executive Director; Rod Brennan, Chief Financial Officer;
Management Staff Gianna Harris,Associate Executive Director of Operations; Ralph Whaite,
Present: Management Information Systems Director
Other Staff and Jennifer Rhone, Representative Lanham Lyne's Office; Mary Ward, City
Guests Present: Councilor District 5; Jan West,Administrative Assistant/Board Liaison,
Recorder
AGENDA TOPICS
070711-1 CALL TO ORDER
Ken Andrews, Chair called the meeting to order in open session at 11:08 AM with a quorum of five
present.
A)Introduction of Guests
Mary Ward,District 5 City Councilman and Jennifer Rhone, Representative Lanham Lyne's Office
arrived later and were welcomed upon their arrival.
070711-2 PRESENTATIONS
A) Open Citizen Comment to the Board
No citizen comment was offered.
070711-3 APPROVAL OF MINUTES
RECOMMENDED ACTION: That the Board of Trustees approves the minutes of the June 02, 2011
Board of Trustees meeting.
The Board of Trustees approved the minutes of the June 02, 2011 Board of Trustees meeting.
Motion: Ms.Nunn Affirmative: 4
Second: Mr. Hayhurst Negative: 0
Citizen Comment:None
070711-4 TRAINING
A)Management Information Systems
Ralph Whaite, Management Information Systems Director distributed and went over a handout, MIS
Department Training for the Helen Farabee Regional Center Board of Trustees (on file).
Board of Trustee Meeting Minutes 1
July 7,2011
070711-5 RECOMMENDATIONS
I -
A. BOARD OF TRUSTEES
1)Location for August Meeting
RECOMMENDED ACTION: That the Board of Trustees approve moving the meeting location for the
August 04,2011 meeting to the Graham Administrative Building in Graham.
Ken Andrews explained the rationale(on file) for moving the meeting to Graham.
The Board of Trustees approved moving the meeting location for the August 04,2011 meeting to the
Graham Administrative Building in Graham.
Motion: Mr. Hayhurst Affirmative: 4
Second: Ms. Nunn Negative: 0
Citizen Comment:None
2)Meeting Schedule for Fiscal Year 2012
RECOMMENDED ACTION: That the Board of Trustees approve the Board of Trustee meeting schedule
for fiscal year 2012.
Ken Andrews presented the Meeting Schedule for Fiscal Year 2012 (on file).
Robert Clement requested that the November and January locations be reversed and that the April and
May locations be reversed.
The Board of Trustees approved the Board of Trustee meeting schedule for fiscal year 2012 with the
recommended changes.
Motion: Mr. Clement Affirmative: 4
Second: Mr. Hayhurst Negative: 0
Citizen Comment: None
THE BOARD OF TRUSTEES RECESSED FOR LUNCH AT 11:41 AM.
THE MEETING WAS RECONVENED BY KEN ANDREWS AT 12:06 PM WITH FIVE BOARD
OF TRUSTEE MEMBERS IN ATTENDANCE.
3)Appoint Ad-Hoc Committee to Interview Applicants
RECOMMENDED ACTION: That the Chair of the Board of Trustees appoint a three member ad-hoc
committee to interview Board of Trustee applicants and make a recommendation to the Commissioner's
Courts.
Ken Andrews appointed Sue Nunn, Sara Rugeley, and Robert Clement to serve on the ad-hoc committee
to interview Board of Trustee applicants.
Citizen Comment: None
Board of Trustee Meeting Minutes 2
July 7,2011
•
4)Appoint Ad-Hoc Committee to Recommend Slate of Officers
RECOMMENDED ACTION: That the Chair of the Board of Trustees appoint an ad-hoc committee to
recommend a slate of officers for fiscal year 2012.
Ken Andrews appointed Robert Clement, Billy Ruth White, and Verner Hayhurst to serve on the ad-hoc
committee to recommend a slate of officers for fiscal year 2012.
Citizen Comment: None
B. BUDGET AND FINANCE
1)Financial Statements
RECOMMENDED ACTION: That the Board of Trustees approve the financial statements for May 2011.
, I
Rod Brennan, Chief Financial Officer presented the financial statements for May 2011 (on file).
Sue Nunn I was asked a question recently by somone who was aware we had just given our Executive
Director a"big raise"and wanted to know when we last gave the staff a cost of living increase. I could
not answer that question. How long has it been and why can we not give our staff cost of living raises?
Rod Brennan Because we are losing money.
Roddy Atkins I have been here almost 14 years and we have only given one cost of living raise during
that time. That increase was approved by the Board of Trustees four years ago. We have been able to
give some other one time merit increases. We have done some targeted increases in certain positions to
be competitive with the market. We have consolidated some positions and increased salaries in that way.
We have not consistently given any across the board increases because we are not in a position to do that.
Sue Nunn Can we look into it? I want staff to know we care enough about them to ask the question. I
do not want us to become to top heavy.
Roddy Atkins The staff and I will look into it and we will come up with a plan to present for your
approval.
Sue Nunn Thank you, I think it is our responsibility to ask the question.
The Board of Trustees approved the financial statements for May 2011.
Motion: Mr. Clement Affirmative: 4
Second: Ms. Rugeley Negative: 0
Citizen Comment: None
2) Status of Investments
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. Rugeley Affirmative: 4
Second: Mr. Hayhurst Negative: 0
Citizen Comment: None
Board of Trustee Meeting Minutes 3
July 7,2011
C. CONTRACTS AND PLANS
No Agenda Items
D. FACILITIES AND EQUIPMENT
1) Crisis Respite Unit Air Conditioner
RECOMMENDED ACTION: That the Board of Trustees ratify the purchase of an air conditioner for the
Crisis Respite Unit(CRU) at a cost of$7,163.00 and approve the sole source purchase from Ferguson—
Veresh.
Rod Brennan,Chief Financial Officer presented the information on the purchase of the air conditioner
for the Crisis Respite Unit(CRU) and the reason for the sole source purchase(on file).
The Board of Trustees ratified the purchase of an air conditioner for the Crisis Respite Unit(CRU) at a cost
of$7,163.00 and approved the sole source purchase from Ferguson—Veresh.
Motion: Mr. Clement Affirmative: 4
Second: Ms.Nunn Negative: 0
Citizen Comment: None
E. POLICIES AND PROCEDURES
1)Administration Procedure 101.1.9
RECOMMENDED ACTION: That the Board of Trustees review the attached Administration Procedure
101.1.9, approve the recommended changes, and authorize the Chair to sign the attached Resolution
Adopting Investment Policy. The approval of this Procedure would also delete current Administration
Procedure 101.1.9 dated 05/07/09.
Rod Brennan, Chief Financial Officer presented the information on the changes to the Reserve Funds
and Investment Procedure (on file).
The Board of Trustees approved the recommended changes to Administrative Procedure 101.1.9 and
authorize the Chair to sign the attached Resolution Adopting Investment Policy. The approval of this
Procedure would also delete current Administration Procedure 101.1.9 dated 05/07/09.
Motion: Mr. Clement Affirmative: 7
Second: Ms. Rugeley Negative: 0
Citizen Comment: None
Board of Trustee Meeting Minutes 4
July 7,201 l
2)Approved Brokers
RECOMMENDED ACTION: That the Board of Trustees review and approve the attached list of brokers
that can be used by the Center to purchase government securities.
Rod Brennan, Chief Financial Officer presented the information on the list of brokers(on file).
The Board of Trustees approved the list of brokers that can be used by the Center to purchase government
securities.
Motion: Mr. Clement Affirmative: 7
Second: Ms. Rugeley Negative: 0
Citizen Comment: None
F. PROGRAM AND PERSONNEL
No Agenda Items
070711-6 QUARTERLY REPORTS
A. ESSENTIAL SERVICES AND CLINICAL ACCOUNTABILITY
No Agenda Items
B. PLANNING AND NETWORK ADVISORY COMMITTEE
No Agenda Items
C. EXTERNAL AUDITS
No Agenda Items
D.TEXAS COUNCIL BOARD OF DIRECTORS'MEETING
No Agenda Items
070711-7 EXECUTIVE DIRECTOR'S REPORT
1)Service Volume by County Report
Service Volume by County FY 2011 Quarter 3 Report (on file) was distributed.
This is the report that we share with our legislative delegation and our sponsoring agencies each quarter.
Page One shows the Unduplicated Client Count;Count of Events; and Duration of Events by county for
Adult and Child and Adolescent Mental Health Services.
Page Two is Substance Abuse Services which are provided in Wichita County only. For Adult Services
we have the Unduplicated Client Count,which is those provided services under our contract with the
Department of State Health Services; SAFP is Substance Abuse Felony Placement for those individuals
on Parole; and COPSD is those individuals with Co-occurring Psychiatric and Substance Use Disorders.
For Adolescent Services we have the Unduplicated Client Count,which is those provided services under
our contract with the Department of State Health Services;United Way @ Risk Prog is our United Way
Grant in partnership with Communities and Schools where we serve at risk clients at Wichita Falls High
School; Truancy Court is our referrals from Judge Little's Truancy Court; and COPSD is those
adolescents with Co-occurring Psychiatric and Substance Use Disorders.
Board of Trustee Meeting Minutes 5
July 7,2011
Page Three is IDD, Intellectual and Developmental Disabilities Services. Non Residential are those
individuals who live in the community or those that we only provide Case Management Services for.
The Residential includes those in our ICF/MR (Intermediate Care Facilities for Persons with Mental
Retardation) Group Homes; HCS (Home and Community—Based Services) Group Homes; and HCS
(Home and Community—Based Services) Foster Care.
Page Four is number of Hotline calls and number of cases activated which resulted in a face to face
screening broken down by Adult and Child and Adolescent Services.
Page Five In Response to Crisis is the number of Hotline calls that result in more than an Assessment.
Page Six CRU Admissions and Crisis Residential is the number of admission to our Crisis Respite Unit
and the bed day count. The length of stay for our Crisis Respite Unit is three to seven days. This is an
expedited emergency psychiatric service.
Page Seven is the number of admissions to a State Hospital and Red River Hospital from the counties we
serve. We use the Red River Hopsital as an alternative to an admission to the State Hospital. We
contract with them for$270,000.00 per year. The average length of stay at Red River Hospital is ten
days.
Page Eight is the number of admissions to Red River Hospital from the counties we serve for Adult
Services and for Childrens Services. Some of those admissions are for Acute Alcohol Detoxification.
Alcohol Detoxification is the most serious type of detoxification.
Robert Clement Why is there such a discrepancy between the figures for Child and Adolescent Services
and Adult Services?
Roddy Atkins Only 33% of our adults have a payor source while most children have a payor source.
That means children have the choice of receiving services through their pediatrician or their school.
There is also a little more stigma to kids getting our services, they do not want to label them. Now that
we have a Child and Adolescent Psychiatrist, I anticipate that our numbers will go up. With the
implementaton of Health Care Reform in 2014 we anticipate that 90%of our Adults will have Medicaid.
Most of our adults are the working poor. So it is a resource issue, there are more resources for the kids.
The Health Care Reform is really a refinancing of Health Care. They are going to spread the cost out to
cover more people. Our GR (General Revenue) will go down with refinancing into Medicaid. It will
change how we get our money for traditional mental health benefits. People will have choices with their
Medicaid cards. The state of Texas has a system of care in place that most private practices do not have.
They question is how will they fund things that Medicaid does not traditionally fund. Medicaid will
cover medications and physician services,but there are a lot of services we provide that they do not
traditionally cover. So it will have to be determined if that will be included in the Medicaid coverage or
if the state will continue to cover. A Waiver is when the state petitions the Federal Government and asks
them to have Medicaid pay for a specific program. For Waivers the Federal Government pays and the
state matches their funds. A special waiver is designed to keep a person out of a more expensive service.
2)Legislative Session
In IDD (Intellectual and Developmental Disabilities) it was determined that they would take a chunk of
money from GR (General Revenue) to refinance individuals into the Texas Home Living Waiver. For us
they will take$394,000.00. We decided to reactive our Texas Home Living Provider status. We cannot
get the $394,000.00 back and I am not sure we can break even. They have raised our CAP to 35 or 40
where before we were stuck at 15. Either way, the$394,000.00 will be gone from our General Revenue
on September 1st
Rod Brennan They took away more GR (General Revenue) then we as a system can make up.
Roddy Atkins We will be monitoring it closely,but we felt like we had to give it a shot.
Board of Trustee Meeting Minutes 6
July 7,2011
3)Behavioral Health Services
We have our first request from a Midwestern State University Psychiatric Nurse Practitioner student to
do observation this summer. She will be observing Psychiatric Evaluations with Dr. Francisco;
Cognitive Behavioral Therapy with Kirk Findley; and Substance Abuse Services with Marcy Thomas.
She also wants to do her Clinical Rotations with us this fall. Hopefully we will be grooming a future
employee.
4)Budget
To address Sue's (Nunn) concern expressed earlier about staff salaries, we will look into it. I have not
and will not implement the pay raise approved for me. As you know, I was not totally comfortable with
this to begin with. I will hold off on any consideration of the pay raise until we have checked and can
come up with a recommendation from staff about how an across the board salary increase could be
implemented. That seems like the only right thing to do. I appreciate the Board of Trustees' support.
Ken Andrews We made that recommendation based on the salaries of the other Community Centers
Executive Directors.
Roddy Atkins Let me come back with a recommendation and we can go from there.
Verner Hayhurst I have worked with a lot of Mental Health Professionals. There is some level of staff
that are integral to the smooth operation of an organization. Some employees are easily replaced and
other are not. Consider as you go though the operation of making the recommendation the comfort level
involved in the smooth operation of the organization.
Roddy Atkins I am not opposed to making more money,but I would prefer to wait until we can go
through with our recommendation.
Robert Clement We were only attempting to do for you what you do for other staff, with added
responsibility goes increased salary. I am opposed to an across the board cost of living increase. We
want to bring your salary up to the level of other Executive Directors in recognition of your taking on
increased responsibilities.
Roddy Atkins I think in some areas our salaries are where they need to be while in others they are not. I
want to wait and see what we would recommend. Around the state some facilities have shrunk their staff
while others have utilized a waiting list. We have shrunk our staff. There is no easy recommendation.
We do have things in place to recognize continued education and longevity. I know there are some areas
that we may need to beef up. We need to take some time and figure out how we need to do it. We have
a ton of staff that deserve it. You hire me to lead the organization and I appreciate the support you give
me. I certainly hope you will respect my decision.
Ken Andrews I don't guess we have a choice, we don't want to fire you over it.
Roddy Atkins We will not do anything without Board of Trustee approval. We will come back with our
best recommendation. It will not be pain free,because of the tight fianances and service needs.
070711-10 ANNOUNCEMENTS
A) Next Meeting
Ken Andrews announced the next meeting is scheduled for 11 A.M., Thursday, August 4, 2011, at
Graham Administration Building, 1720 Fourth Street, Graham.
Board of Trustee Meeting Minutes 7
July 7,2011
070711-11 OTHER BUSINESS
None
t
070711-12 ADJOURN
The Board of Trustees' meeting adjourned at 1:25 PM.
Approved as presented: Approved as corrected:
August 04, 011
Board of Trustee Meeting Minutes
July 7,2011
Wichita Falls Administrative Office
�A H E L E N FARAB E E P. O. Box 8266, Wichita Falls, TX 76307-8266
1000 Brook Street, Wichita Falls, TX 76301
N
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CENTERS Phone (940) 397-3100
Fax (940) 397-3150
www.helenfarabee.org
August 10, 2011
Darron Leiker
City Manager
City of Wichita Falls
P.O. Box 1431
Wichita Falls, Texas 76307-1431
Dear Mr. Leiker:
In accordance with the provisions of Senate Bill 112, a copy of the minutes of the Board of
Trustees of Helen Farabee Centers is enclosed for the regularly scheduled meeting held on July
07, 2011. These minutes were approved by the Board at its meeting held on August 04, 2011.
Sincer-
244--
Jan W
Ad ,istrative Assistant/Board Liaison
/jw
enclosure
RECEIVED IN
CITY CLEBK'S OFFICE4
TE:
BY: TIME: e
Providing Behavioral Health, Intellectual and Developmental Disabilities,and Substance Abuse Outpatient Services