Helen Farabee Centers Board of Trustees Minutes - 01/08/2009 HELEN FARABEE REGIONAL MHMR CENTERS
\Ct4 BOARD OF TRUSTEES
• January 8,2009
4N. 11:00 AM
Child and Adolescent Services
516 Denver Street
Wichita Falls,Texas
Board of Trustee Bill Coombs, Vice-Chair; Robert Clement; Shelley Owen; Bobby Smith;
Members Present: Billye Ruth White
. ----
Board of Trustee Ken Andrews, Chair; Sue Nunn, Secretary/Treasurer; Kay Ainsworth; Linda
Members Absent: Ammons
Senior Roddy Atkins, Executive Director; Rod Brennan, Chief Financial Officer;
Management Staff Gianna Harris, Essential Services and Clinical Accountability Director; Rose
Present: Wilson,Mental Retardation Services Director
Other Staff and Charles Elmore, District 5 City Councilman; Ray Gonzalez, Precinct 1 County
Guests Present: Commissioner; Mike Hopper,Wichita County Sheriff's Office; Nick Mariotti,
Administrative Assistant Child and Adolescent Services; Vickie Metcalf,
Family Partner, Child and Adolescent Services; Tommy Nelson, CPA with
Scott, Singleton,Fincher&Company,P.C.; Jana Simpson,Chief Accountant;
Susan Thompson, Child and Adolescent Services Program Director; Jan West,
Administrative Assistant/Board Liaison, Recorder
AGENDA TOPICS
010809-1 CALL TO ORDER
Bill Coombs, Vice-Chair called the meeting to order in open session at 11:15 AM with a quorum of five
present.
A)Introduction of Guests
Charles Elmore, City Council, District 5; Mike Hopper,Wichita County Sheriff's Office; and Tommy
Nelson, CPA with Scott, Singleton,Fincher&Company, P.C. were introduced as guests. Ray Gonzalez,
Precinct 1 County Commissioner arrived later and was welcomed upon his arrival.
010809-5 RECOMMENDATIONS
B. BUDGET AND FINANCE
1)Fiscal Year 2007 Audit
RECOMMENDED ACTION: That the Board of Trustees approve and authorize the chair to sign the
attached resolution indicating the Fiscal Year 2008 audit performed by Scott, Singleton,Fincher and
Company, P.C.has been reviewed and approved.
Rod Brennan, Chief Financial Officer introduced Tommy Nelson, CPA with Scott, Singleton,Fincher&
Company,P.C. Mr.Nelson was allowed to proceed with the agenda item.
Tommy Nelson reviewed the Helen Farabee Regional MHMR Centers Annual Financial and Compliance
Report Year Ended Augusr 31,2008 (on file). Mr.Nelson expressed his appreciation to the staff for the
good job they do in providing requested information and expressed his appreciation for their cooperation.
Mr.Brennan thanked Mr.Nelson and his staff for their thorough,professional, courteous service. Mr.
Brennan then thanked Jana Simpson,Chief Accountant, for the work she and staff do every day, it is a
Center wide audit, and there are a lot of people who have a part of what goes into it. I appreciate
everybody's efforts.
Board of Trustee Meeting Minutes 1
January 8,2009
•
The Board of Trustees approved and authorized the vice-chair to sign the attached resolution indicating the
Fiscal Year 2008 audit performed by Scott, Singleton, Fincher&Company,P.C.has been reviewed and
approved.
Motion: Mr. Clement Affirmative: 4 _
Second: Ms. White Negative: 0
Citizen Comment: None
THE BOARD OF TRUSTEES RECESSED FOR LUNCH AT 11:55 AM.
THE MEETING WAS RECONVENED BY MR. COOMBS AT 12:20 PM WITH FIVE BOARD
OF TRUSTEE MEMBERS IN ATTENDANCE.
010809-2 PRESENTATIONS
A) Open Citizen Comment to the Board
No citizen comment was offered.
010809-3 APPROVAL OF MINUTES
The Board of Trustees approves the minutes of the December 04, 2008 Board of Trustees meeting.
Motion: Ms. Owen Affirmative: 4
Second: Mr. Smith Negative: 0
Citizen Comment: None
010809-4 TRAINING
A) Child and Adolescent Services
Susan Thompson,Child and Adolescent Services Program Director,presented a handout(on file)
introducing the Child and Adolescent Services staff. Ms. Thompson introduced her Administrative
Assistant,Nick Mariotti. Nick has been a real asset to our Program;he coordinates the intake schedule for
the entire area. We have seen an increase in the volume of kids we are serving in the first quarter of Fiscal
Year 2009. Our target is to serve 277;yesterday we had 306 active clients. We are having a lot more that
need a more intensive service,with 140 in routine Service Packages and 16 in the more intense Service
Package. Ms. Thompson introduced Vickie Metcalf,the Continuity of Care Coordinator and Family
Partner. She asked Ms. Metcalf to describe her qualifications and role as a Family Partner.
Vickie Metcalf stated the Family Partner is a relatively new position. To qualify to fill the position you
must have experience with working with the agencies in our system. I have children who have experienced
sexual abuse and drug problems, so I have had to deal with the system on a personal basis. I have been
employed by Helen Farabee Regional MHMR Centers for 14 years. You do what you have to do as a
parent. I can work with the parents and help them with empathy. The Family Partner is available to all
clients in the high intensity packages. They can accept or deny the Family Partner. I encourage them to
advocate for themselves. I can help them in dealing with the schools,the Juvenile Probation Department,
and CPS (Children's Protective Services). I help them to identify resources. I go into the homes. I teach
problem solving skills. I serve as a liaison between the agencies and the parents,or in some instances the
grandparents who are raising the children. I serve as the Continuity of Care Coordinator for all children who
are admitted to the state hospital. After admission I assess the need for hospitalization. If I do not agree
with the need for hospitalization then I initiate the demand for discharge. I work with the treatment team at
the hospital on discharge referrals and make sure aftercare appointments are set up. I work with CRCG
(Community Resource Coordination Group)a community resource that consists of representation from the
schools and CPS (Children's Protective Services).
Board of Trustee Meeting Minutes 2
January 8,2009
Roddy Atkins stated a CRCG (Community Resource Coordination Group) referral is necessary for
admission to the Waco Center for Youth. Individuals are assessed and based on their diagnosis and
levels of functioning are placed in a Service Package. There are essentially two types of Services
Package, one is for those with emotional disturbances or internalized and one for those with behavioral
issues or externalized.
Vickie Metcalf stated the Family Partners role is to get the family involved as much as possible. That
can require up to 10 hours per month with the family. We have had good outcomes and usually are able
to engage the parents.
Susan Thompson informed us they are working on some visuals for the Family Partner Service including
some Poster to place on the walls and a brochures. There is still a great need for a Child and Adolescent
Psychiatrist so we can get back into a treatment mode.
010809-5 RECOMMENDATIONS (Continued)
A. BOARD OF TRUSTEES
1) Texas Council Risk Management Fund Board of Trustee Election
RECOMMENDED ACTION: Information item only.
Rod Brennan, Chief Financial Officer presented the information on the Texas Council Risk
Management Fund Board of Trustee Election (on file).
No action required, for information only.
B. BUDGET AND FINANCE(Contiued)
2)Financial Statements
RECOMMENDED ACTION: That the Board of Trustees approve the financial statements for November
2008.
Rod Brennan,Chief Financial Officer presented the financial statements for November 2008 (on file).
The Board of Trustees approved the financial statements for November 2008.
Motion: Mr. Smith I Affirmative: 4
Second: Ms. White Negative: 0
Citizen Comment: None
3) Status of Investments
RECOMMENDED ACTION: That the Board of Trustees review and approve the status of investments,
and specifically approve the investments in two year notes.
Rod Brennan, Chief Financial Officer presented the status of investments (on file). Current Board of
Trustee Administration Procedure 101.1.9 Reserve Funds and Investments, which was approved in
December, states that we are limited to 20%of our investments in a Mid-term, 180 days to two years
liquidity. Currently our two year investments exceed that percentage.
Board of Trustee Meeting Minutes 3
January 8,2009
The Board of Trustees approved the status of investments, and specifically approved the investments in two
year notes.
Motion: Mr. Clement Affirmative: 4
Second: Ms. Owen Negative: 0
Citizen Comment: None
C. CONTRACTS AND PLANS
1) CMHC Annual Maintenance
RECOMMENDED ACTION: That the Board of Trustees ratify the annual Netsmart Technologies
Maintenance Contract for the CMHC/MIS software for$69,500.
Rod Brennan, Chief Financial Officer presented the information on the annual Netsmart Technologies
Maintenance Contract for the CMHC/MIS software(on file).
The Board of Trustees ratified the annual Netsmart Technologies Maintenance Contract for the CMHC/MIS
software for$69,500.
Motion: Mr. Clement Affirmative: 4
Second: Mr. Smith Negative: 0
Citizen Comment: None
2) Governing Authority Resolution Business Organization
RECOMMENDED ACTION: That the Board of Trustees review and authorize the chair to sign the
attached Governing Authority Resolution Business Organization indicating they authorize the Executive
Director or Chief Financial Officer to negotiate, execute,maintain, amend,renew, and request closure of
contracts with the Texas Department of Aging and Disability Services (DADS).
Roddy Atkins, Executiver Director presented the information on the Governing Authority Resolution
Business Organization form requested by the Texas Department of Aging and Disability Services (DADS)
(on file).
The Board of Trustees reviewed and authorized the vice-chair to sign the attached Governing Authority
Resolution Business Organization indicating they authorize the Executive Director or Chief Financial
Officer to negotiate, execute,maintain,amend,renew, and request closure of contracts with the Texas
Department of Aging and Disability Services (DADS).
Motion: Ms. White Affirmative: 4
Second: Mr. Clement Negative: 0
Citizen Comment: None
D. FACILITIES AND EQUIPMENT
1) Wilharger County Mental Health Center Communication Cable
RECOMMENDED ACTION: That the Board of Trustees ratify the installation of communications
cabling at the Wilbarger County Mental Health Center at a cost of$5,946.80.
Board of Trustee Meeting Minutes 4
January 8,2009
Rod Brennan, Chief Financial Officer presented the information on the installation of communications
cabling at the Wilbarger County Mental Health Center at a cost of$5,946.80. (on file).
The Board of Trustees ratified the installation of communications cabling at the Wilbarger County Mental
Health Center at a cost of$5,946.80.
Motion: Mr. Smith Affirmative: 4
Second: Ms. Owen Negative: 0
Citizen Comment: None
2)Horizon House Floor Covering
RECOMMENDED ACTION: That the Board of Trustees approve the purchase and installation of
carpeting and laminate in Horizon House at a cost of$5,030.77.
Rod Brennan, Chief Financial Officer presented the information on the purchase and installation of
carpeting and laminate in Horizon House at a cost of$5,030.77. (on file).
The Board of Trustees approved the purchase and installation of carpeting and laminate in Horizon House at
a cost of$5,030.77.
Motion: Ms. Owen
Second: Mr. Clement
DISCUSSION: The bid from Popular Flooring Company addressed the possible need for a plywood
subflooring at a cost of$910.00. The motion was amended to approve the purchase and installation of
carpeting and laminate in Horizon House at a cost of$5,030.77 or not to exceed $6,000.00 if a sub floor is
needed.
The Board of Trustees approved the purchase and installation of carpeting and laminate in Horizon House at
a cost of$5,030.77 or not to exceed$6,000.00 if a sub floor is needed.
Motion: Mr. Clement Affirmative: 4
Second: Ms. White _ Negative: 0
Citizen Comment: None
3) Brook and Denver Street Facilities'Heating Units
RECOMMENDED ACTION: That the Board of Trustees approve the purchase of new heating units for
our Brook Street and Denver Street facilities.
Rod Brennan, Chief Financial Officer distributed and presented a revised Agenda Item (on file).
RECOMMENDED ACTION: That the Board of Trustees approve the purchase of new heating unit for the
Denver Facility at a cost not to exceed $4,848. The Brook system will be requested at a later meeting.
Rod Brennan, Chief Financial Officer presented the information on the purchase of new heating unit for
the Denver Facility(on file).
Board of Trustee Meeting Minutes 5
January 8,2009
The Board of Trustees approved the purchase of new heating unit for the Denver Facility at a cost not to
exceed$4,848.
Motion: Mr. Clement Affirmative: 4
Second: Ms. Owen Negative: 0
Citizen Comment: None
E. POLICIES AND PROCEDURES
No Agenda Items
F. PROGRAM AND PERSONNEL
No Agenda Items
010809-6 QUARTERLY REPORTS
A. PLANNING AND NETWORK ADVISORY COMMITTEE
No Agenda Items
B.ESSENTIAL SERVICES AND CLINICAL ACCOUNTABILITY
1)First Quarter Report
RECOMMENDED ACTION: Information item only.
Gianna Harris, Essential Services and Clinical Accountability Director presented the First Quarter
Essential Services and Clinical Accountability Report (on file).
No action required, for information only.
Citizen Comment: None
C. EXTERNAL AUDITS
No Agenda Items
010809-7 EXECUTIVE DIRECTOR'S REPORT
Substance Abuse Services
We are working on a grant from United Way for aditional funds for Adolescent Substance Abuse
Services. We are still waiting to hear about the SAF-P Grant to expand our Substance Abuse Services in
Wichita, Wise, and Jack Counties. The Juvenile Probation Department has given us two employees to
provide Life Skills Training and Substance Abuse Education. We are working on finding for that.
Hopefully we will be able to upgrade our Substance Abuse Services.
Out of Office
The next few months I anticipate taking additional personal leave. My Dad is having some health issues
so I will be taking him to Temple for medical care. I anticipate asking Rod to attend the Executive
Directors' Consortium meeting in my place next week. I anticipate in the next three to six months asking
folks to provide additional coverage in my absence.
Executive Directors'Consortium and Texas Council Board of Directors'Meetings
The Executive Directors' Comsortiun and Texas Council Board of Directors' Meetings will be held next
week.
Board of Trustee Meeting Minutes 6
January 8,2009
010809-8 ANNOUNCEMENTS
A)Next Meeting
Bill Coombs announced the next meeting is scheduled for 11 A.M., Thursday, February 05, 2009, Child
and Adolescent Services, 516 Denver, Wichita Falls
Bill Coombs announced that he would not be able to attend the meeting in February.
Bobby Smith announced that he would not be able to attend the meeting in February.
Shelley Owen announced that there is a possibility that the Fort Worth Stock Show might interfere with
her being able to attend the meeting in February.
010809-9 OTHER BUSINESS
None
010809-10 ADJOURN
The Board of Trustees' meeting adjourned at 2:00 PM.
Approved as presented: Approved as corrected:
2
February 5, 2009
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jBoard of Trustee Meeting Minutes 7
January 8,2009
HELEN FARABEE
—'� REGIONAL MHMR CENTERS Wichita Fall Administrative Office
P.O. Box 8266 1000 Brook Street Wichita Falls, Texas 76307-82&
Phone (940) 397-3100 Fax (940) 397-315(
February 9, 2009
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 January 08, 2009. These minutes were approved by the Board at its meeting
held on February 05, 2009.
Sincer ,
Jan st
Ad nistrative Assistant/Board Liaison
/jw
enclosure
RECEIVED 1!v
CITY CLERK'S OFFICE ((??
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