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Helen Farabee Centers Board of Trustees Minutes - 09/01/2011 HELEN RECEIVED IN HELEi l FARABEE CENTERS 4,‘\CV� CITYCLERK'S pFFIC• BOARD OF TRUSTEES B TE �- September 1, 2011 BY. E: QmJ 11:00 AM Child and Adolescent Services 516 Denver Street Wichita Falls,Texas Board of Trustee Carla Kay Ainsworth; Robert Clement; Verner Hayhurst; , Chair; Sue Members Present: Nunn, Secretary/Treasurer; Shelley Owen, Vice-Chair; Sara Rugeley; Billye Ruth White Board of Trustee None Members Absent: Senior Roddy Atkins, Executive Director; Rod Brennan, Chief Financial Officer; Management Staff Gianna Harris, Associate Executive Director of Operations; Rose Wilson, Present: Director of Intellectual and Developmental Disability Services Other Staff and Valerie Mandela,Director of Intellectual and Developmental Disabilities Guests Present: Service Coordination; Andy Martin,Director of Essential Services; Jennifer Rhone, Representative Lanham Lyne's Office; Jan West,Administrative Assistant/Board Liaison, Recorder AGENDA TOPICS 090111-1 CALL TO ORDER Verner Hayhurst, Chair called the meeting to order in open session at 11:04 AM with a quorum of six present. A)Introduction of Guests Jennifer Rhone, Representative Lanham Lyne's Office was introduce d as a guest. 090111-2 PRESENTATIONS A) Open Citizen Comment to the Board No citizen comment was offered. 090111-3 APPROVAL OF MINUTES RECOMMENDED ACTION: That the Board of Trustees approve the minutes of the August 04, 2011 Board of Trustees meeting. The Board of Trustees approved the minutes of the August 04, 2011 Board of Trustees meeting. Motion: Ms. White Affirmative: 5 Second: Ms. Rugeley Negative: 0 Citizen Comment: None 090111-4 TRAINING A)Public Funds Investment Act 11:17 AM Shelley Owen arrived at the meeting Rod Brennan, Chief Financial Officer went over the Public Funds Investment Act Training (on file). Board of Trustee Meeting Minutes 1 September 1,2011 . 8 090111-5 RECOMMENDATIONS A. BOARD OF TRUSTEES 1) Texas Council Dues RECOMMENDED ACTION: That the Board of Trustees approve the Fiscal Year 2012 Dues Commitment with the Texas Council of Community Centers and authorize the Chair and Executive Director to sign the commitment form. Rod Brennan, Chief Financial Officer presented the Fiscal Year 2012 Dues Commitment with the Texas Council of Community Centers (on file). The charges have been changed since the packet was mailed to $19,272.00 a decrease of$86.00. The Board of Trustees approved the Fiscal Year 2012 Dues Commitment with the Texas Council of Community Centers and authorize the Chair and Executive Director to sign the commitment form. Motion: Ms. Rugeley Affirmative: 6 Second: Ms. Nunn Negative: 0 Citizen Comment: None B. BUDGET AND FINANCE 1)Financial Statements RECOMMENDED ACTION: That the Board of Trustees approve the financial statements for July 2011. Rod Brennan, Chief Financial Officer presented the financial statements for July 2011 (on file). The Board of Trustees approved the financial statements for July 2011. -- Motion: Mr. Clement Affirmative: 6 Second: Ms. Owen 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. Owen Affirmative: 6 Second: Ms. White Negative: 0 Citizen Comment: None C. CONTRACTS AND PLANS No Agenda Items Board of Trustee Meeting Minutes 2 September 1,2011 D. FACILITIES AND EQUIPMENT 1)Norris Place Van RECOMMENDED ACTION: That the Board of Trustees approve the purchase or repair of the Norris Place van. Rod Brennan, Chief Financial Officer presented the information on the Norris Place van(on file). The Norris Place Van was involved in an accident and was declared a total loss. The Risk Management Fund reimbursed us$24,700.00. We have started the process of procuring a replacement van,we will come back to the Board of Trustees to ratify the final cost. The Board of Trustees approved the purchase of the Norris Place van. Motion: Ms. Owen Affirmative: 6 Second: Ms. Rugeley Negative: 0 Citizen Comment: None THE BOARD OF TRUSTEES RECESSED FOR LUNCH AT 11:38 AM. THE MEETING WAS RECONVENED BY VERNER HAYHURST AT 12:16 PM WITH SEVEN BOARD OF TRUSTEE MEMBERS IN ATTENDANCE. 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 Procedure and attached Resolution Adopting Investment Policy. The approval of this Procedure would also delete current Administration Procedure 101.1.9 dated 07/07/11. 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 Procedure and attached Resolution Adopting Investment Policy. The approval of this Procedure would also delete current Administration Procedure 101.1.9 dated 07/07/11. Motion: Ms. Owen Affirmative: 6 Second: Ms. Ainsworth Negative: 0 Citizen Comment: None F. PROGRAM AND PERSONNEL No Agenda Items 090111-6 QUARTERLY REPORTS A. ESSENTIAL SERVICES AND CLINICAL ACCOUNTABILITY No Agenda Items Board of Trustee Meeting Minutes 3 September 1,2011 B. PLANNING AND NETWORK ADVISORY COMMITTEE No Agenda Items C. EXTERNAL AUDITS 1) Third Quarter Report Intellectual and Developmental Disabilities Services Horizon House Extended Living Facility RECOMMENDED ACTION: Information item only. Rose Wilson, Director of Intellectual and Developmental Disability Services reported on the audits findings for the Third Quarter—Intellectual and Developmental Disabilities Services—Horizon House and Extended Living Facility(on file). No action required, for information only. Citizen Comment: None 2) Third Quarter Report Essential Services and Clinical Accountability Quality Assurance Authority Review RECOMMENDED ACTION: Information item only. Val Mandela, Director of Intellectual and Developmental Disability Service Coordination distributed and went over the Quality Assurance Authority Review (on file). No action required, for information only. Citizen Comment: None 3) Third Quarter Report Essential Services and Clinical Accountability Treatment Plan Audit Crisis Services Peer Review RECOMMENDED ACTION: Information item only. Andy Martin,Director of Essential Services reported on the Treatment Plan Audits findings and the Crisis Services Peer Review(on file). No action required, for information only. Citizen Comment: None D.TEXAS COUNCIL BOARD OF DIRECTORS'MEETING No Agenda Items Board of Trustee Meeting Minutes 4 September 1,2011 • 090111-7 EXECUTIVE DIRECTOR'S REPORT 1)Behavioral Health Services This is a busy time of the year, starting a new fiscal year and new contracts. We have a Midwestern State University Psychiatric Nurse Practitioner student who has requested to come back to do her second preceptorship with us. She will start in mid september. She will be working with Dr. Francisco; Kirk Findley; and Marcy Thomas. She will need 140 hours for Assessment and Management of Acute and Chronic Adult patients and 40 hours of Individual Counseling. Later in September we will have 130 Midwestern State University Nursing Students rotate through our clinic. Connie (Johnston,Director of Community and Consumer Support) and Kelly(Franklin, Director of Medical Records) went to Midwestern State University to provide them with orientation. They will rotate through spending one day with us and one day with Red River Hospital. We have one Nurse Practitioner student working on the other project we have with Midwestern State University. She is evaluating the possibility of the integration of Behavioral Health and Physical Health. She is doing research, gathering data and reviewing charts. We are also working on a project with Wilbarger General Hospital. We had a meeting with the Hospital Administrator and our staff at Wilbarger Mental Health Center. They want to establish a Rural Clinic in our Mental Health Center. They will office a physician and a nurse there. They will need an exam room. It will be a one stop shop for patients. We had a meeting to discuss which area of the building they might be able to use. The big issue is the renovations that will have to be completed to make the building workable. I have a call in to the County Judge to see what the County might be able to do. We will be dealing with indigent patients. There is the potential of having access to health care services in the building. This will be a neat project, we are moving forward. 2)IDD (Intellectual and Developmental Disabilities)Services Val (Mandela, Director of Intellectual and Developmental Disabilities Service Coordination) has been spearheading the refinancing of individuals into the Texas Home Living Waiver. It has been going smoothly. The refinancing will last for awhile. We do not know what the full economic impact will be. We will keep refinancing until we hit our mark. We have no CAP. The real issue is what things will look like financially. 3)Local Planning and Network Development As we discussed last month I will be e-mailing. out more information about the proposed Regional Board Retreat. The targeted dates are November lltn and 12th. It will be held somewhere in our region. The North Texas Regional CEO Group is made up of North Texas State Hospital; MHMR of Tarrant County; Denton County MHMR Center; Texas Panhandle Centers for Behavioral Health; Pecan Valley Centers for Behavioral &Developmental HealthCare; LifePath Systems; MHMR Services of Texoma, and Helen Farabee Centers. We want to look at what we can do together to be more efficient and reduce costs. For example, currently we prove MIS (Management Information Systems) support for Pecan Valley Centers for Behavioral &Developmental HealthCare. We are also entering into an agreement with MHMR Services of Texoma for shared Medical Director services. We will be talking about the retreat at the next North Texas Regional CEO Group meeting. I will get the information out to you as I get it. Board of Trustee Meeting Minutes 5 September 1,2011 4)Local Planning and Network Development I had a nice visit with Representative Lanham Lyne and Senator Craig Estes. I have an appointment to visit with Representative Rick Hardcastle. As you know, Representative Hardcastle has announced that he will not be running for re-election, so we will be dealing with a new Representative. I wanted to follow up with them and their office staff to thank them for their efforts this last Legislative Session and to let them know what we will be facing. I anticipate we will be working a lot with Senator Estes' office this next Legislative Session. I have also begun to establish a relationship with Representative Mac Thornberry. I spent an hour and a half in telephone conversation with his Legislative Director, Michael Seeds in Washington DC in order to position us as a resource as we face changes at the federal level. We shared contact information. We need to let them know how federal legislation impacts us at a local level. I am hoping to mimic what we have done with our state legislators, and be a resource. 5) Texas Council Board of Direcors and Executive Directors'Consortium We are starting a new fiscal year. We have new leadership at the Executive Directors Consortium. I will continue to serve as the Chair of the Business Practices Committee; be on the Executive Committee; serve on the Healthcare Workgroup, serve as Liaison for the Information Management Consortium; and serve on the Contracts Committee. This is going to be a challenging year from the standpoint of facing potential challenges. We will see how things play out. 090111-10 ANNOUNCEMENTS A)Next Meeting Verner Hayhurst announced the next meeting is scheduled for 11 A.M., Thursday, October 6, 2011, at Wise County Mental Health Center, 407 Park West Court, Decatur. Robert Clement requested that the meeting be held via televideo. 090111-11 OTHER BUSINESS None 090111-12 ADJOURN The Board of Trustees' meeting adjourned at 12:54 PM. Approved as presented: Approved as corrected: October 06, 2011 Board of Trustee Meeting Minutes 6 September 1,2011 Wichita Falls Administrative Office H E L E N FA RA B E E P. O. Box 8266, Wichita Falls, TX 76307-8266 1000 Brook Street, Wichita Falls, TX 76301 one(940)397-3100 CENTERS Ph Fax(940) 397-3150 www.helenfarabee.org October 11, 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 September 01, 2011. These minutes were approved by the Board at its meeting held on October 06, 2011. Sincerely, )/ta Jan W s Adm. ' trative Assistant/Board Liaison /jw enclosure Providing Behavioral Health,Intellectual and Developmental Disabilities,and Substance Abuse Outpatient Services