Helen Farabee Centers Board of Trustees Minutes - 05/07/2009 HELEN FARABEE REGIONAL MHMR CENTERS
BOARD OF TRUSTEES
• May 7,2009
� 11:00 AM
Child and Adolescent Services
516 Denver Street
Wichita Falls,Texas
Board of Trustee Ken Andrews, Chair; Bill Coombs, Vice-Chair; Sue Nunn, Secretary/Treasurer;
Members Present: Kay Ainsworth; Robert Clement; Shelley Owen; Bobby Smith; Billye Ruth
White
Board of Trustee Linda Ammons
Members Absent:
Senior Roddy Atkins, Executive Director; Rod Brennan, Chief Financial Officer;
Management Staff Lynn Hartje, Mental Health Services Director; Connie Johnston, Community
Present: and Consumer Support Director; Rose Wilson, Mental Retardation Services
Director
Other Staff and Charles Elmore, District 5 City Councilman; Jan West, Administrative
Guests Present: Assistant/Board Liaison, Recorder
AGENDA TOPICS
050709-1 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
Charles Elmore,District 5 City Councilman was introduced as a guest.
050709-2 PRESENTATIONS
A) Open Citizen Comment to the Board
No citizen comment was offered.
050709-3 APPROVAL OF MINUTES
The Board of Trustees approves the minutes of the April 02, 2009 Board of Trustees meeting.
Motion: Ms. Owen Affirmative: 7
Second: Mr. Coombs Negative: 0
Citizen Comment: None
050709-4 TRAINING
A)Mental Retardation Services
Rose Wilson, Mental Retardation Services Director presented the training on Mental Retardation
Services (on file).
THE BOARD OF TRUSTEES RECESSED FOR LUNCH AT 11:40 PM.
THE MEETING WAS RECONVENED BY JUDGE ANDREWS AT 12:15 PM WITH EIGHT
BOARD OF TRUSTEE MEMBERS IN ATTENDANCE.
RECEIVED IN
CITY CLERK'S OFFICE
Date l7 00 _
Board of Trustee Meeting Minutes 1
May 7,2009 By Time 050,
050709-5 RECOMMENDATIONS
A. BOARD OF TRUSTEES
1)Executive Director's Performance Evaluation
RECOMMENDED ACTION: That the Board of Trustees approve the Executive Director's Evaluation
Tool prior to the Fiscal Year 2009 Evaluation, and that the Chairman appoint a coordinator.
Ken Andrews, Chair appointed Bill Coombs to act as coordinator for the Executive Director's
Performance Evaluation.
Bill Coombs stated we have not been in compliance with the Executive Director's Contract of
Employment pertaining to the Performance Evaluation. The Contract of Employment states "A preliminary
evaluation and assessment shall be submitted to the Executive Director at least 60 days prior to the
anniversary date of this contract." The current Contract of Employment is dated March 1,2007.
Roddy Atkins, Executive Director stated I have always worked under the assumption that the Contract
of Employment coincides with the fiscal year which is September 1s`through August 31s`. I would
recommend that the current contract be amended to reflect that date and that future revisions be recorded
as an amendment that will not change the effective date.
Shelley Owen made the motion that the current Contract of Employment be amended to reflect an
effective date of September 1,2008 and that the Evaluation Tool submitted be approved.
The Board of Trustees approved the Executive Director's Evaluation Tool;approved the amendment of the
current Contract of Emplyment to coincide with the fiscal year and an effective date of September 1,2008;
and the Chairman appointed Bill Coombs to act as coordinator.
Motion: Ms. Owen Affirmative: 7
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 March
2009.
Rod Brennan, Chief Financial Officer presented the financial statements for March 2009 (on file).
The Board of Trustees approved the financial statements for March 2009.
Motion: Ms. White Affirmative: 7
Second: Ms. Ainsworth Negative: 0
Citizen Comment: None
Board of Trustee Meeting Minutes 2
May 7,2009
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: 7
Second: Mr. Clement Negative: 0
Citizen Comment: None
3) Retirement Funds
RECOMMENDED ACTION: Information item only.
Rod Brennan,Chief Financial Officer presented the retirement funds (on file).
No action required, for information only.
Citizen Comment: None
C. CONTRACTS AND PLANS
No Agenda Items
D. FACILITIES AND EQUIPMENT
No Agenda Items
E. POLICIES AND PROCEDURES
1)—4)Administrative Procedures
RECOMMENDED ACTION: That the Board of Trustees approve Administrative Services Procedures
101.1.6 through 101.1.9.
Roddy Atkins, Executive Director and Rod Brennan, Chief Financial Officer presented the proposed
revisions to the Administrative Services Procedures (on file).
Robert Clement suggested Administrative Services Procedures 101.1.9, section 4.10.2"The Operating
Reserve should achieve and maintain a minimum balance of$4,000,000 with a maximum balance of
$5,000,000"be revised to read "The Operating Reserve should achieve and maintain a balance between
90 and 120 days of operation."
The Board of Trustees approved Administrative Services Procedures 101.1.6 through 101.1.9 with the
correction as stated to Administrative Services Procedures 101.1.9, section 4.10.2.
Motion: Mr. Clement Affirmative: 7
Second: Ms. Owen Negative: 0
Citizen Comment: None
F. PROGRAM AND PERSONNEL
No Agenda Items
Board of Trustee Meeting Minutes 3
May 7,2009
050709-6 QUARTERLY REPORTS
A.ESSENTIAL SERVICES AND CLINICAL ACCOUNTABILITY
No Agenda Items
B. PLANNING AND NETWORK ADVISORY COMMITTEE
1) Second Quarter Report
RECOMMENDED ACTION: Information item only.
Connie Johnston, Community and Consumer Support Director reported on the second quarter activities
of the Planning and Network Advisory Committee(on file).
No action required, for information only.
Citizen Comment: None
C. EXTERNAL AUDITS
No Agenda Items
050709-7 EXECUTIVE DIRECTOR'S REPORT
Legislative Session Update
Legislative Appropriations Bill
The current status of the Legislative Appropriations Bill, there is a difference between the House and
Senate with funding. The State Hospitals have been operating in a deficit for the past five years. The
DSHS (Department of State Health) Exceptional Items requested 44.7 million dollars; the House has
allocated 39.4 million dollars to Article II and 5.3 million dollars to Article XI. The Senate allocated
44.7 million dollars to Article XI. I am disappointed that both the House and the Senate have neglected
the Substance Abuse Services issues. The DSHS (Department of State Health) Exceptional Items
requested 88.3 million dollars for Transitional and On-going Services which includes expansion of the
follow up for crisis services; the House has allocated 78.7 million dollars to Article II and 1.2 million
dollars to Article XI. The Senate allocated 42.8 million dollars to Article II and 45.5 million dollars to
Article XI. The DSHS (Department of State Health) Exceptional Items requested 26.8 million dollars for
Maintenance of Critical Services to cover the increased cost for staffing, drugs,utilities, etc. We have
not received any new money that was not tied to new programs or services. The House has allocated 8
million dollars to Article II and 16.8 million dollars to Article XI. The Senate allocated 26.8 million
dollars to Article XI. For Mental Retardation Services the big ask is for general revenue to expand the
HCS (Home and Community—Based Services)program. The DADS (Department on Aging and
Disabiity Services) Exceptional Items requested 35.6 million dollars for Promoting Independence. The
House has allocated 13.6 million dollars to Article II and 16.2 million dollars to Article XI. The Senate
rolled this into Contingency Rider 48. The DADS (Department on Aging and Disabiity Services)
Exceptional Items requested 31.3 million dollars for Mental Retardation Services Safety Net. The House
has allocated 31.3 million dollars to Article II and the Senate rolled the 31.3 million dollars into the
Contingency Rider 48. We need to place more emphasis on the Substance Abuse Services and the
Critical Infrastructure. We will see what happens. They will be going into conference committee.
Article II is the wish list and the number one priority in the House is Mental Health Services and in the
Senate it is number one or two. There is some speculation that the stimulus money will be used for
Article II funding. We will see.
Board of Trustee Meeting Minutes 4
May 7,2009
�ChildressMental Health Center
I am going to Childress Monday to visit with the County Judge and the County Commissioners. As you
will recall last year they had a storm that did a considerable amount of damage to the roof and flooring in
that building. The Commissioners Court does not have the money to fix the damage. They state they
had $150,000 dollars worth of storm damage in the county and they only got reimbursed $70,000 from
their insurance. Last week we received word that the air conditioning was shot and they want us to go
halves with them to replace the air conditioning. This week the rains are causing water to run into the
building because of the slope behind the building. We have offered to build a cinder block retainer wall
if they will loan us the use of their back hoe. The County Judge does not think they will have the money
to complete the repairs. Before we can accept the building, we will have to ask for money. We are
asking the County Treasurer to provide us with the utility costs. Kim Beck and the maintenance crew are
looking at the builiding today. I want you to be aware that the push from the Commissioners Court will
be to turn the bulding over to us. It is a functional cinder block building. The location has not been a
problem.
Budget Hearings
We attended the Wichita County budget hearing this week. We are not asking for increases from the
counties that contributed to the PESC (Psychiatric Emergency Services Center) funding. We will ask
again for money from the City of Wichita Falls. We will be persistent. We are not asking the others for
an increase this fiscal year. We do not have a date scheduled for the City budget hearings but the request
letters are due by May 15th.
Wild Fires
We had a number of staff that were involved in Mental Health Disaster work pertaining to the wild fires
in Montague, Jack and Archer Counties. Our staff responded. We may not see any Disaster Funding,
but it was a good investment in the communities. Lynn Hartje, Andrea Castillo, Andrea Roden, Brandi
Vardas, James Rose, Gloria Simmons and Charlie Martin all participated. They put in some long days
and they did an excellent job. We had four consumers impacted by the fires. Denise Truax and the
Bowie Mental Health Center did a great job of taking care of them. It was a very good effort and
something we should be proud of.
050709-8 ANNOUNCEMENTS
A)Next Meeting
Ken Andrews announced the next meeting is scheduled for 11 A.M., Thursday, June 04, 2009, Child
and Adolescent Services, 516 Denver, Wichita Falls.
Ken Andrews announced he would not be at the June meeting because his daughter is getting married on
June 6th in Austin.
050709-9 OTHER BUSINESS
Robert Clement I want to compliment Rose Wilson on an excellent, entertaining, and understandable
training.
Board of Trustee Meeting Minutes 5
May 7,2009
+ " r
050709-10 ADJOURN
The Board of Trustees' meeting adjourned at 1:30 PM.
Approved as presented: Approved as corrected:
-.or,,^)--
June 4, 2009
Board of Trustee Meeting Minutes 6
May 7,2009
HELEN FARABEE
- REGIONAL MHMR CENTERS Wichita Fall Administrative Officf
`W P.O. Box 8266 1000 Brook Street Wichita Falls, Texas 76307-826(
Phone (940) 397-3100 Fax (940) 397-315(
June 08, 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 May 07, 2009. These minutes were approved by the Board at its meeting held
on June 04, 2009.
Sincerel ,
Jan We
Admi ' trative Assistant/Board Liaison
/j w
enclosure
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CITY CLERK'S OFFICE
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