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Helen Farabee Centers Board of Trustees Minutes - 04/01/2010 4 HELEN FARABEE REGIONAL MHMR CENTERS BOARD OF TRUSTEES • April 1,2010 � 11:00AM Hillcrest Country Club 4400 Country Club Road Vernon,Texas Board of Trustee Kay Ainsworth; Bill Coombs, Vice-Chair; Sue Nunn, Secretary/Treasurer; Members Present: Shelley Owen; Sara Rugeley; Bobby Smith; Billye Ruth White Board of Trustee Ken Andrews, Chair; Robert Clement Members Absent: Senior Roddy Atkins, Executive Director; Rod Brennan, Chief Financial Officer; Jeff Management Staff Dresbach, Human Resources and Risk Management Director; Gianna Harris, Present: Essential Services and Clinical Accountability Director; Lynn Hartje, Behavioral Health Services Director Other Staff and Sue Duckworth, Supervisor for Community Support, Day Habilitation, Guests Present: Employment Assistance and Supported Home Living for Mental Retardation Services; James Heliton, Supported Employment, Behavioral Health Services; Gloria Simmons, Center Manager, Hardeman and Foard County Mental Health Center and Wilbarger Mental Health Center; Jonathon Voelkel, CEO Wilbarger General Hospital; Jan West, Administrative Assistant/Board Liaison, Recorder; Hank White, Spouse of Board of Trustee Member and Cottle County Justice of Peace; Tom Wilson, Vernon Police Department Luncheon Guests: Cindy Schiwart, Wilbarger County Mental Health Center LPHA AGENDA TOPICS 040110-1 CALL TO ORDER Bill Coombs, Vice-Chair called the meeting to order in open session at 11:02 AM with a quorum of five present, Roddy Atkins suggested that since we only have five members in attendance, and Sara Rugeley has to leave at noon we start with the agenda items that require action be taken. A)Introduction of Guests Tom Wilson,Vernon Police Department was introduced as a guest. Jonathon Voelkel, CEO Wilbarger General Hospital; and Hank White, Cottle County Justice of Peace arrived later and were introduced upon their arrival. 040110-2 PRESENTATIONS A) Open Citizen Comment to the Board No citizen comment was offered. 040110-3 APPROVAL OF MINUTES The Board of Trustees approved the minutes of the March 04, 2010 Board of Trustees meeting. Motion: Ms. Nunn Affirmative: 4 Second: Mr. Smith Negative: 0 Citizen Comment: None 040110-5 RECOMMENDATIONS 1 B. BUDGET AND FINANCE 11:05 AM Billye Ruth White arrived at the meeting. Board of Trustee Meeting Minutes 1 April 01,2010 11:12 AM Shelley Owen arrived at the meeting. 1)Financial Statements RECOMMENDED ACTION: That the Board of Trustees approve the financial statements for February 2010. Rod Brennan, Chief Financial Officer presented the financial statements for February 2010 (on file). The Board of Trustees approved the financial statements for February 2010. Motion: Ms. Owen Affirmative: 6 Second: Ms. Nunn Negative: 0 Citizen Comment: None Bill Coombs,Vice-Chair announced since we now have seven members in attendance and are assured a cLuorum we will precede with the agenda as posted. 040110-2 PRESENTATIONS A) Open Citizen Comment to the Board No citizen comment was offered. B) Wilbarger County Mental Health Center Gloria Simmons,Center Manager, Hardeman/Foard Mental Health Center and Wilbarger County Mental Health Center reported since we last met there have been several staff changes in the Vernon Office. Rick Rosalez resigned and has been replaced by Amanda Keizer in Child and Adolescent Services. She serves 19 clients in Vernon and ten in the outlying communities of Quanah,Vernon, Childress and Crowell. The resignation of Ashley Bloom as Vernon's adult caseworker opened the door for Cindy Schiwart to join our staff. Cindy is a Master's level LPHA (Licensed Practitioner of the Healing Arts) and is providing case management, skills training, and cognitive behavior therapy. She is serving 103 clients. Shannon Duncan is our Secretary and has been with us for just over a year. I have been serving as Center Manager for Vernon and Quanah for a number of years and provide intake assessments and diagnostic updates center-wide via video teleconference. C)Mental Retardation Services in Vernon Sue Duckworth, Supervisor for Community Support, Day Habilitation, Employment Assistance and Supported Home Living for Mental Retardation Services,reported we provide Day Hab, and Community Support. We have 14 consumers in Vernon Day Hab and three in Childress Day Hab. We have one consumer in Vernon Community Support; seven in Quanah, two in Paducah, and two in Childress. 040110-4 TRAINING A)Mental Health Supported Employment Lynn Hartje, Behavioral Health Services Director introduced James Heliton, Supported Employment Program Director who provided the training on Supported Employment (on file). We currently have three staff members in Supported Employment, Barbara McDougal is an Employment Specialist and serves 13 clients; Robert Randolph is an Employment Specialist and serves 12 clients; and I am the Program Director and serve 18 clients. We have a total of 43 clients with one being a DARS (Department of Assistive and Rehabiliitative Services) Mental Health client and three being DARS (Department of Assistive and Rehabiliitative Services) Mental Retardation clients. Board of Trustee Meeting Minutes 2 April 01,2010 040110-5 RECOMMENDATIONS (Continued) A. BOARD OF TRUSTEES No Agenda Items B. BUDGET AND FINANCE 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 information on the status of Investments (on file). The Board of Trustees approved the status of Investments. Motion: Mr. Smith Affirmative: 6 Second: Ms. Nunn Negative: 0 Citizen Comment: None C. CONTRACTS AND PLANS No Agenda Items D. FACILITIES AND EQUIPMENT 1)Denver Street Facility Heating Unit RECOMMENDED ACTION: That the Board of Trustees approve the purchase of a new heating unit for our Denver Street facility at a cost not to exceed $4,427.00. Rod Brennan, Chief Financial Officer presented the information on the purchase of a new heating unit for our Denver Street facility(server). The Board of Trustees approved the purchase of a new heating unit for our Denver Street facility at a cost not to exceed$4,427.00. Motion: Ms. White Affirmative: 6 Second: Ms. Ainsworth Negative: 0 Citizen Comment: None Board of Trustee Meeting Minutes 3 April 01,2010 2) Vehicles RECOMMENDED ACTION: That the Board of Trustees approve the purchase of three 12 passenger vans at a cost not to exceed $75,000. Rod Brennan, Chief Financial Officer presented the information on the 12 passenger vans(on file). This will be a sole source procurement as eight bids were sent out and we only received one reply. The Board of Trustees approve the purchase of three 12 passenger vans from Patterson Auto Center at a cost not to exceed$75,000. Motion: Ms. Rugeley Affirmative: 6 Second: Ms. White Negative: 0 Citizen Comment: None E. POLICIES AND PROCEDURES 1)Essential Services and Clinical Accountability Policy 160.1 RECOMMENDED ACTION: That the Board of Trustees approve the attached Essential Services and Clinical Accountability Policy 160.1. The approval of this Policy would also delete current Quality Management Department Policy 160.1 dated 08/04/05. Gianna Harris, Essential Services and Clinical Accountability Director reported on the Essential Services and Clinical Accountability Policy 160.1 (on file). The Board of Trustees approved Essential Services and Clinical Accountability Policy 160.1 and the deletion of Quality Management Department Policy 160.1 dated 08/04/05. Motion: Mr. Smith Affirmative: 6 Second: Ms. Rugeley Negative: 0 Citizen Comment: None 2)Essential Services and Clinical Accountability Policy 160.2 RECOMMENDED ACTION: That the Board of Trustees approve the attached Essential Services and Clinical Accountability Policy 160.2. Gianna Harris, Essential Services and Clinical Accountability Director reported on the Essential Services and Clinical Accountability Policy 160.2 (on file). The Board of Trustees approved Essential Services and Clinical Accountability Policy 160.2. Motion: Ms. Owen Affirmative: 6 Second: Ms. Ainsworth Negative: 0 Citizen Comment: None Board of Trustee Meeting Minutes 4 April 01,2010 F. PROGRAM AND PERSONNEL 1)Employee Compensation and Staff Training Programs RECOMMENDED ACTION: Information item only. Jeff Dresbach, Human Resources and Risk Management Director reported on current Workers' Compensation Claims; Employee Overtime; Van Driver Training; and Management Trainin. We are currently under our budgeted overtime amount which for this year's budget is $20,000 less than last year. Bringing our staff in for Van Driver Training would involve an overtime cost. We are monitoring that very closely. It is not that we are not concerned about providing this training,but of the two accidents our staff were involved in, one was not at fault and Van Driver Training would not have prevented. It is not that we are not listening. Shelley Owen would Van Driver Training reduce our insurance cost? Jeff Dresbach,No. Another issue we have had to deal with has been the weather. It did not make sense with the unpredictable weather we have been experiencing to expose staff to the weather and have them stand in the parking lot. We have been talking with the Texas Council Risk Management Fund about providing some Management Training. In the past we have used local presenters, Dr. Jim Lundy. We have Mid Level Management Training scheduled with Texas Council beginning August 25th. We had it scheduled for July and they postponed it until August. We targeted the Mid Level Management because that is the highest area of attrition. We have another local organization that is interested in providing training. We want to start with the Texas Council training because it is free and it is a two day training with a four session follow up. Texas Council has a good curriculum and an excellent trainer. The issue is being able to get her because she is training everywhere. Bill Coombs I understand that with the winter we have had, it would not be good to be training on treacherous roads. No action required, for information only. Citizen Comment: None 040110-6 QUARTERLY REPORTS A. ESSENTIAL SERVICES AND CLINICAL ACCOUNTABILITY 1)Fourth Quarter Fiscal Year 2009 Report RECOMMENDED ACTION: Information item only. Gianna Harris, Essential Services and Clinical Accountability Director reported on the second quarter fiscal year 2010 report findings (on file). No action required, for information only. Citizen Comment: None B. PLANNING AND NETWORK ADVISORY COMMITTEE No Agenda Items C. EXTERNAL AUDITS No Agenda Items Board of Trustee Meeting Minutes 5 April 01,2010 D. TEXAS COUNCIL RISK MANAGEMENT FUND MEETING No Agenda Items 040110-7 EXECUTIVE DIRECTOR'S REPORT 1) Crisis Services/Intellectual and Developmental Disabilities Services/Mental Health Services/Substance Abuse Services The Service Volume by County report(on file) for 2nd Quarter Fiscal Year 2010 was distributed as well as a copy provided via e-mail to all our sponsoring entities and our legislative delegation. 2) Hardeman and Foard County MHMR Center The purchase of the Movie House for housing the Hardeman and Foard County MHMR Center is no longer an option. One option is to find out the potental cost to level the existing building and to do the interior work. The County has the insurance money to replace the roof. Another option is the purchase of the Nazarine Church building which is for sell. We will go after the meeting to see that building and see if it is a viable option. Billye Ruth White asked would it be possible to move the facility to another community, such as Paducah if we could find adequate housing there? Roddy Atkins we would have to analyze the consumers locations to see if that was feasible. Rod Brennan we are not asking for a vote today. Previously you have made it clear what you want so we are looking for a preliminary estimate on the church to make it usable for us. Gloria Simmons my initial thought was I would prefer to stay where we are but I am reconsidering. I have been working on a floor plan and I do believe it is doable. Rod Brennan Kim Beck will be meeting with three contractors on leveling and strengthening the floors in the current facility. We had to have the floors leveled in one house in Wichita Falls and that was a $25,000.00 project. They are asking$25,000.00 for the church. Roddy Atkins we will need to get an idea of the costs involved. We can do a lot of the work internally. We will need to see what is most cost efficient. Gloria Simmons I can go either way. We will need to check on zoning issues. The Church facility is located at the corner of 7th and Green. It is just east of the High School. Roddy Atkins we are going to look at that facility after this meeting and we will bring a recommendation back to the Board of Trustees at the May meeting. Board3)HCS (Home and Community—Based Services) Case Management Conversion The of Trustee Training forbe •n the HCS (Home and Community—Based Transition. That will go into effect on June 1st. 4)Intellectual and Developmental Disabilities The hot topic is the elimination of the use of the term Mental Retardation. There is a lot of push from Arc to have DADS (Department of Aging and Disability Services) strike Mental Retardation from the TAC (Texas Administrative Codes). This is a huge Special Olympics issue. They prefer the term IDD (Intellectual and Developmental Disabilities) as opposed to Mental Retardation. At some time in the not to distant future we will need to look at a name change to eliminate the MHMR out of our name. We will have to look at the impact of a name change. Rod Brennan that change will be • • • Board of Trustee Meeting Minutes 6 April 01,2010 5) Local Planning and Network Development We have been meeting with the PNAC (Planning and Network Advisory Committee) to discuss the Local Network Development Plan. We have two interested providers,the Wood Group and Avail Solutions. Avail Solutions is interested in providing Crisis Assessments. We have a meeting scheduled with the Wood Group for a preliminary discussion. Then we will schedule a visit with Avail. The Crisis Assessment will be a difficult piece. To bid out the services we would have to be able to break even or make money. We have to keep theprofit margin up in Wichita Falls to be able to keep the rural service sites in operaton. We have to make money. Our PNAC (Planning and Network Advisory Committee)is a cautious group. We will continue to progress with the Local Plan and be able to submit it to the Board of Trustees for approval at the August meeting. 6)Intellectual and Developmental Disabilities There is an issue in South Texas about Day Hab Respite contracts. Initially the family got the money and they paid someone to do Respite. DADS (Department of Aging and Disability Services) said we can not continue to do that, they need to be trained and monitored, so we contract with them to provide the service. Now it has been decided that they have to be employees. There is a big appeal. We may have to do something diffeent as there is a limited amount of money to provide this service. If they are an employee it will increase the cost. We may have to look at centralizing. 7)Mental Health Services We are involved with the Texas Council on the analysis of some Local Mental Health data in comparison with NorrhSTAR data. The Legislative Budget Board (LBB)is involved and using the Cost Accounting Methodology(CAM). There is some exagerated cost. In general we have a higher penetration rate and our outcomes are better. We have a better hospital utilization and our continuity of care is better. We are working to get the cost factor down to a level playing field. The state is looking at a ten to fifteen billion dollar short fall. It is easy for someone to see where they can save money. It is a lot of work,but we are helping to work through the issues. Bill Coombs that was reported on at the Texas Council Risk Management Fund Meeting. The information NorthSTAR provided was not new information,they just changed it slightly. They forget that NorthSTAR had to be given more money two or three years ago. 8) Budget We have not heard anything from the Legislative Budget Board (LBB) about the budget cuts. They are not likely to take any action until after the elections. There is some movement to save the beds at Rusk State Hospital and at North Texas State Hospital. We will see what happens. I do not expect to hear anything until after the November elections. 040110-10 ANNOUNCEMENTS A)Next Meeting Bill Coombs announced the next meeting is scheduled for 11 A.M., Thursday, May 06, 2010, Child and Adolescent Services, 516 Denver, Wichita Falls. B)July Meeting Bill Coombs asked if the July meeting scheduled for July 1st, immediately preceding the July 4th Holiday would present a problem for anyone attending. The concensus was that it would not. Board of Trustee Meeting Minutes 7 April 01,2010 040110-11 OTHER BUSINESS Bill Coombs asked for an agenda item for the May meeting to start the Executive Director's annual evaluation process. 040110-12 ADJOURN The Board of Trustees' meeting adjourned at 12:30 PM. Approved as presented: Approved as corrected: May 06, 2 0 Board of Trustee Meeting Minutes 8 April 01,2010 0 H E L E N FARAB E E Wichita Falls Administrative Office P. O. Box 8266, Wichita Falls, TX 76307-8266 NtorA 1000 Brook Street, Wichita Falls, TX 76301 Regional MHMR Centers Phone (940) 397-3100 Fax (940) 397-3150 May 11, 2010 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 Regional MHMR Centers is enclosed for the regularly scheduled meeting held on April 01, 2010. These minutes were approved by the Board at its meeting held on May 06, 2010. Si )te4,71- Jan Administrative Assistant/Board Liaison /jw enclosure r RECEIVED IN I CITY CLERKS OFFICE I I ®ate 5/i ih rc' I � I BY z�c. M- _Time GI:7Oc