Helen Farabee Centers Board of Trustees Minutes - 08/05/2010 HELEN FARABEE REGIONAL MHMR CENTERS
BOARD OF TRUSTEES
• August 5,2010
� 11:00 AM
Child and Adolescent Services
516 Denver Street
Wichita Falls,Texas
Board of Trustee Ken Andrews, Chair; Carla Kay Ainsworth; Robert Clement; Bill Coombs,
Members Present: Vice-Chair; Sue Nunn, Secretary/Treasurer; Shelley Owen; Sara Rugeley;
Bobby Smith; Billye Ruth White
Board of Trustee
Members Absent:
Senior Roddy Atkins, Executive Director; Rod Brennan, Chief Financial Officer;
Management Staff Gianna Harris, Essential Services and Clinical Accountability Director; Lynn
Present: Hartje, Behavioral Health Services Director; Ralph Whaite,Management
Information Systems Director;
Other Staff and ( Sherry Coombs,wife of Bill Coombs; Dr. Ernie Dover,Former Board of
Guests Present: I Trustee Member; Jan West, Administrative Assistant/Board Liaison, Recorder
_
AGENDA TOPICS 7
080510-1 CALL TO ORDER
Ken Andrews, Chair called the meeting to order in open session at 11:05 AM with a quorum of eight
present.
A)introduction of Guests
Sherry Coombs,wife of Bill Coombs and Dr. Ernie Dover,Former Board of Trustee Member arrived
later and were introduced upon their arrival.
080510-2 PRESENTATIONS
A) Open Citizen Comment to the Board
No citizen comment was offered.
080510-3 APPROVAL OF MINUTES
RECOMMENDED ACTION: That the Board of Trustees approves the minutes of the July 01, 2010
Board of Trustees meeting.
The Board of Trustees approved the minutes of the July 01, 2010 Board of Trustees meeting.
Motion: Ms. Owen Affirmative: 7
Second: Ms. Nunn Negative: 0
Citizen Comment: None
080510-4 TRAINING
11:10 AM Billye Ruth White arrived at the meeting
A)Meaningful Use
Ralph Whaite, Management Information Systems Director handed out a list of Definitions and Terms
(on file) and provided training on Meaningful Use (on file).
THE BOARD OF TRUSTEES RECESSED FOR LUNCH AT 11:42 AM.
Board of Trustee Meeting Minutes 1
August 5,2010
THE MEETING WAS RECONVENED BY KEN ANDREWS AT 12:30 PM WITH EIGHT
BOARD OF TRUSTEE MEMBERS IN ATTENDANCE.
Roddy Atkins, Executive Director presented a plaque to retiring Place 1 Board of Trustee member Bill
Coombs, who has been on the Board of Trustees since the Center's merger, and expresed our
appreciation to him for his dedicated to our Center, our patients and our staff.
I ; I IRECOMMENDATIONS
A. BOARD OF TRUSTEES
1)Planning and Network Advisory Committee Reappointments
RECOMMENDED ACTION: That the Board of Trustees approve the reappointment of members to the
Planning and Network Advisory Committee per the reappointment schedule for a two year term,ending
August 31,2012.
Roddy Atkins, Executive Director presented the request for reappointment of members to the Planning
and Network Advisory Committee(on file).
The Board of Trustees approved the reappointment of members to the Planning and Network Advisory
Committee per the reappointment schedule for a two year term, ending August 31, 2012.
Motion: Ms. Rugeley Affirmative: 7
Second: Mr. Smith Negative: 0
Citizen Comment: None
2)Slate of Officers
RECOMMENDED ACTION: That the Board of Trustees elect a slate of officers for fiscal year 2011
(September 2010 through August 2011).
Carla Kay Ainsworth reported the nominating committee had met and unanimously recommend the slate
of officers be Chair Ken Andrews;Vice-Chair Shelley Owen, and Secretary/Treasurer Sue Nunn,for Fiscal
Year 2011.
The Board of Trustees elected the slate of officers, Chair Ken Andrews;Vice-Chair Shelley Owen,and
Secretary/Treasurer Sue Nunn, for Fiscal Year 2011 (September 2010 through August 2011).
Motion: Ms. Nunn Affirmative: 7
Second: Ms. Rugeley Negative: 0
Citizen Comment: None
3) Executive Director's Contract of Employment
RECOMMENDED ACTION: That the Board of Trustees amend Section 3,Part B of the Executive
Director's Contract of Employment to state that if the Board of Trustees elect to terminate the contract with
the Executive Director without cause they shall pay twelve months salary instead of four months as contract
currently states.
Ken Andrews, Chair presented the revisions to the Executive Director's Contract of Employment(on
file).
Board of Trustee Meeting Minutes 2
August 5,2010
The Board of Trustees approved the amendment of the Executive Director's Contract of Employment to
state that if the Board of Trustees elect to terminate the contract with the Executive Director without cause
they shall pay twelve months salary instead of four months as contract currently states.
Motion: Ms. White Affirmative: 7
Second: Ms. Rugeley Negative: 0
Citizen Comment: None
4)Board of Trustee Candidates
RECOMMENDED ACTION: Information item only.
Sara Rugeley announced we had three applicants for the Place 1 position on the Board of Trustees, the
Ad Hoc Committee composed of Sue Nunn, Robert Clements and Sara Rugeley completed the interviews
and made a recommendation to the three County Judges and Commissioner's Courts.
No action required, for information only.
Citizen Comment: None
B. BUDGET AND FINANCE
1)Financial Statements
RECOMMENDED ACTION: That the Board of Trustees approve the financial statements for June 2010.
Rod Brennan, Chief Financial Officer presented the financial statements for June 2010 (on file).
The Board of Trustees approved the financial statements for June 2010.
Motion: Ms. White Affirmative: 7
Second: Ms. Nunn Negative: 0
Citizen Comment: None
C. CONTRACTS AND PLANS
1) Contracts
RECOMMENDED ACTION: That the Board of Trustees approve and authorize the Chair or Executive
Director to sign the Fiscal Year 2011 contracts with JSA,US Script,TWG—Enhanced Crisis Respite
Unit,TWG—Quanah Assisted Living Facility and Haven Red River Hospital.
Rod Brennan,Chief Financial Officer presented the Fiscal Year 2011 contracts and asked that the
recommendation be amended to include the Chief Financial Officer being authorized to sign the contracts
(on file).
The Board of Trustees approved and authorized the Chair,Executive Director or Chief Financial Officer to
sign the Fiscal Year 2011 contracts with JSA,US Script,TWG—Enhanced Crisis Respite Unit,TWG—
Quanah Assisted Living Facility and Haven Red River Hospital.
Motion: Ms. Owen Affirmative: 7
Second: Mr. Smith Negative: 0
Citizen Comment: None
Board of Trustee Meeting Minutes 3
August 5,2010
2)Leases
RECOMMENDED ACTION:That the Board of Trustees approve and authorize the Chair or Executive
Director to sign two year leases for Headstream Memorial Mental Health Center, 1201 North First
Street, Suite A,Haskell;Norris Place,ICF/MR (Intermediate Care Facility for Persons with Mental
Retardation) Group Home, 1555 Norris Street,Wichita Falls; and Horizon House, ICF/MR (Intermediate
Care Facility for Persons with Mental Retardation) Group Home, 3201 Sue Ann Street,Wichita Falls.
Rod Brennan, Chief Financial Officer presented the leases (on file).
The Board of Trustees approved and authorized the Chair or Executive Director to sign two year leases for
Headstream Memorial Mental Health Center, 1201 North First Street, Suite A,Haskell; Norris Place,
ICF/MR(Intermediate Care Facility for Persons with Mental Retardation) Group Home, 1555 Norris Street,
Wichita Falls; and Horizon House,ICF/MR (Intermediate Care Facility for Persons with Mental
Retardation) Group Home, 3201 Sue Ann Street,Wichita Falls.
Motion: Ms. Nunn Affirmative: 7
Second: Ms. Rugeley Negative: 0
Citizen Comment: None
1:15 PM Carla Kay Ainsworth left the meeting
D. FACILITIES AND EQUIPMENT
1) Vehicles
RECOMMENDED ACTION: That the Board approve the purchase of three 12 passenger vans at a cost
not to exceed$75,000.
Rod Brennan, Chief Financial Officer reported letters were sent to eight area car dealerships with no
response and asked that this purchase be approved as a sole source vendor(on file).
The Board of Trustees approved the purchase of three 12 passenger vans from Patterson Auto Center as a
sole source vendor at a cost not to exceed$75,000.
Motion: Ms. Owen Affirmative: 6
Second: Ms. Rugeley Negative: 0
Citizen Comment: None
E. POLICIES AND PROCEDURES
1)Administration Procedure 101.1.8
RECOMMENDED ACTION: That the Board of Trustees approve Administration Procedure 101.1.8,
Board of Trustees,Planning and Network Advisory Committee to remove term limitations and update
terminology. The approval of this Procedure would also delete current Administration Procedure 101.1.8
dated 05/07/09.
Roddy Atkins, Executive Director presented the requested revisions to Administration Procedure 101.1.8,
Board of Trustees,Planning and Network Advisory Committee (on file).
Board of Trustee Meeting Minutes 4
August 5,2010
The Board of Trustees approved Administration Procedure 101.1.8, Board of Trustees,Planning and
Network Advisory Committee Procedure and the deletion of current Administration Procedure 101.1.8 dated
05/07/09.
Motion: Mr. Smith Affirmative: 6
Second: Ms. White i
Negative: 0
Citizen Comment: None
F PROGRAM AND PERSONNEL
No Agenda Items
080510-6 QUARTERLY REPORTS
A. ESSENTIAL SERVICES AND CLINICAL ACCOUNTABILITY
No Agenda Items
B. PLANNING AND NETWORK ADVISORY COMMITTEE
1) Third Quarter Report
RECOMMENDED ACTION: Information item only.
Roddy Atkins, Executive Director presented the third quarter report of the Planning and Network
Advisory Committee(on file).
No action required, for information only.
Citizen Comment: None
C. EXTERNAL AUDITS
No Agenda Items
D. TEXAS COUNCIL RISK MANAGEMENT FUND MEETING
No Agenda Items
E. OUTPATIENT MEASURES ADULT SUBSTANCE ABUSE SERVICES
No Agenda Items
1:20 PM Carla Kay Ainsworth returned to the meeting
080510-7 EXECUTIVE DIRECTOR'S REPORT
1)Local Planning and Network Development
The Draft Local Network Development Plan has been posted on our website for feedback. Any feedback
received will be incorporated into the plan and it will be presented to the Department of State Health
Services for their approval. Once that has been accomplished we will bring it to the Board of Trustees
for your approval. We are looking at contracting out CBT (Cognitive Behavioral Therapy) services and
we are considering descriptive services in the Service Package delivery.
Board of Trustee Meeting Minutes 5
August 5,2010
2)Behavioral Health Services
We have had a part time clinic in Seymour for several years. The City gives us three or four offices for
our use. Headstream Memorial Mental Health Center in Haskell serves the patients there twice a week,
providing telemedicine and lab services. We received a formal letter from the City of Seymour giving us 30
days notice that we could not longer use the offices. Lynn(Hartje, Behavioral Health Services Director)
and Sheri (Urbanczyk, Center Manager, Headstream Memorial Mental Health Center)visited with the
Baylor County Judge and the Seymour Mayor, and they have indicated that we will have space somewhere
for our offices.
3) Budget
Sara, Robert, Rod and I attended the City's Budget Hearing. We told them that they need to come up
with the matching funds for the Psychiatric Emergency Services Center that they never came up with.
We have a new Liaison to the City Council, it is Timothy Ingle. I did the presentation to the City
Council about the role and responsibilities of the sponsoring entity. We received a positive response but
the City has their own budget concerns. We went in with the request that they not cut our funds but also
that they step up with the matching funds. We need to convince the City staff;because they are the ones
that will come up with the recommendations. We gave as good of a pitch as we could. It was very
helpful to have Sara and Robert there.
4) Childress County Mental Health Facility
We have completed the cleaning and grating behind the Childress County Mental Health facility. They
have had some rain and there was no major flooding. We think we may have their flooding taken care
of.
5)Hardeman and Foard County MHMR Center
The leveling of the Hardeman and Foard County MHMR Center has been completed and they have a
new roof. There are a couple of walls still to move and then lay carpet. They it will be complete,they
are very happy with it.
6)Pharmacy Security
At the request of the Board of Trustees we had an attorney, Roger Lee, send a letter(on file) to Property
Casualty Claims of the Texas Council Risk Management Fund asking that they reconsider denial of our
Pharmacy theft claim. The letter notifies them that it is the insurer's responsibility to establish
preponderance of the evidence. We will see what happens; we have not received a bill from the
Attorney.
7) Texas Council Board of Directors and Executive Directors'Consortium
At the recommendation of the Texas Council and the Executive Directors' Consortium we sent a
Resolution in Support of Community Center System to each of our sponsoring entities. As of today, we
have received eleven back signed. As a result of this Resolution and the proposed budget cuts I have
been interviewed for the Times Record News and the local television stations. I had an interview with
Roberta Sund who is a Community Member of the Times Record News Editorial Board and as such is a
columnist. Her column should be appearing in the next few days.
8) Veterans'Services
We expect some advertising, print media, soon for our Veterans' Services. Our Veterans' Services have
been taking hold and are picking up. That is something we can be very proud of. 1
Board of Trustee Meeting Minutes
August 5,2010
9) Veterans'Services
My next step in our Legislative Advocacy plan is to hold an Open House and invite all our Sponsoring
Entities and our Legislative delegation. I am looking at the first or second week in October. I want to
pick a busy day at the Centers and conduct tours of all our Wichita Falls facilities, Broad, CRU (Crisis
Respite Unit); Denver; Day Hab; and perhaps an ICF/MR (Intermediate Care Facility for Persons with
Mental Retardation) Group Home. We can have it from 10 a.m. until 1:30 p.m. and conclude our tour at
the Staley Conference Room for lunch. I would like to have some consumers or family members to talk
about services. I want them to know that if we make cuts, this is who it will impact. I will try to get the
date out quickly, I am thinking maybe a Tuesday. The local media, TV and newspaper, are ready to do
stories but I do not want to do them all at once. We are pushing hard.
080510-10 ANNOUNCEMENTS
A)Next Meeting
Ken Andrews announced the next meeting is scheduled for 11 A.M., Thursday, September 2, 2010, at
Child and Adolescent Services, 516 Denver, Wichita Falls
080510-11 OTHER BUSINESS
Ken Andrews again expressed his appreaciation to Bill Coombs and reminded him that he would be
calling on him next year to coordinate the completion of the Executive Director's Evaluation.
080510-12 ADJOURN
The Board of Trustees' meeting adjourned at 1:43 PM.
Approved as presented: Approved as corrected:
September 0 , 201
Board of Trustee Meeting Minutes 7
August 5,2010
1
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Wichita Falls Administrative Office
Al FA RA B E E P. O. Box 8266, Wichita Falls, TX 76307-8266
+* • Regional MHMR Centers 1000 Brook Street, Wichita Falls, TX 76301
Phone (940) 397-3100
Fax (940) 397-3150
September 08, 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 August 05, 2010. These minutes were approved by the Board at its meeting
held on September 02, 2010.
Sincerely,
A../
Jan We
Admini trative Assistant/Board Liaison
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