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Helen Farabee Centers Board of Trustees Minutes - 07/30/2009 HELEN FARABEE REGIONAL MHMR CENTERS Q/ BOARD OF TRUSTEES ` July 30,2009 4\ 11:00 AM Child and Adolescent Services 516 Denver Street Wichita Falls,Texas Board of Trustee Ken Andrews, Chair; Kay Ainsworth; Linda Ammons; Robert Clement; Bill - Members Present: Coombs, Vice-Chair; Sue Nunn, Secretary/Treasurer; Bobby Smith; Billye Ruth White Board of Trustee Shelley Owen 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, Mental Health Services Director; Connie Johnston, Community and Consumer Support Director; Ralph Whaite,Management Information Services Director Other Staff and Sara Rugeley, Board of Trustee Applicant; Jan West,Administrative Guests Present: Assistant/Board Liaison, Recorder AGENDA TOPICS 073009-1 CALL TO ORDER Ken Andrews, Chair called the meeting to order in open session at 1 l:05 AM with a quorum of eight present. Roddy Atkins, Executive Director asked that Gianna Harris and Connie Johnston be allowed to make their presentations before lunch because they need to leave at lunch to take care of Center business. A Introduction o Guests Sara Rugeley, Board of Trustee A splicant was introduced as a :uest. 073009-2 PRESENTATIONS A) ()I.en Citizen Comment to the Board No citizen comment was offered. 073009-3 APPROVAL OF MINUTES The Board of Trustees a• .roved the minutes of the June 04, 2009 Board of Trustees meetin:. Motion: Ms.White Affirmative: 7 Second: Mr. Clement Ne:ative: 0 Citizen Comment:None 073009-4 TRAINING A)Management Information Systems Ralph Whaite, Management Information Systems Director, distributed a handout(on file) and presented the training on the Voice Over IP (Internet Protocol). B)Medical Services r-Dr. Parsons, Medical Director, has asked that her presentation be postponed until after lunch. Board of Trustee Meeting Minutes July 30,2009 073009-6 QUARTERLY REPORTS A.ESSENTIAL SERVICES AND CLINICAL ACCOUNTABILITY 1) Third Quarter Report RECOMMENDED ACTION: Information item only. Gianna Harris, Essential Services and Clinical Accountability Director presented the Third Quarter Essential Services and Clinical Accountability Report (on file). No action required, for information only. Citizen Comment: None 073009-5 RECOMMENDATIONS A. BOARD OF TRUSTEES 3)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 31,2011. Connie Johnston, Community and Consumer Support Director presented the reappointments for 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 31,2011. Motion: Ms. Ammons Affirmative: 7 Second: Mr. Clement Negative: 0 Citizen Comment: None 073009-5 RECOMMENDATIONS A. BOARD OF TRUSTEES 1) Slate of Officers RECOMMENDED ACTION: That the Board of Trustees elect a slate of officers for fiscal year 2010 (September 2009 through August 2010). Billye Ruth White,Chair of the the nominating committee reported the committee had met and recommended the current slate of officers for reappointment. The Board of Trustees re-elect the current slate of officers,Chair Ken Andrews; Vice-Chair Bill Coombs, and Secretary/Treasurer Sue Nunn, for Fiscal Year 2010 (September 2009 through August 2010). Motion: Ms. White Affirmative: 7 Second: Mr. Clement Negative: 0 Citizen Comment: None Board of Trustee Meeting Minutes July 30,2009 2) Meeting Schedule RECOMMENDED ACTION: That the Board of Trustees approve the Board of Trustee meeting schedule for fiscal year 2010. Ken Andrews, Chair presented the proposed Board of Trustee meeting schedule for fiscal year 2010 (on file). The Board of Trustees approved the Board of Trustee meeting schedule for fiscal year 2010. Motion: Mr. Coombs Affirmative: 7 Second: Mr. Clement Negative: 0 Citizen Comment: None 3) Planning and Network Advisory Committee Reappointments Reported earlier in the meeting 4)Board of Trustee Candidates RECOMMENDED ACTION: Information item only. Bill Coombs, Chair Ad Hoc Committee announced we had three great applicants for the Place 9 position on the Board of Trustees, the committee composed of Sue Nunn, Robert Clements and my self have completed the interviews and will make a recommendation to the City Council. No action required, for information only. Citizen Comment: None THE BOARD OF TRUSTEES RECESSED FOR LUNCH AT 11:35 AM. THE MEETING WAS RECONVENED BY KEN ANDREWS AT 12:15 PM WITH SEVEN BOARD OF TRUSTEE MEMBERS IN ATTENDANCE. B. BUDGET AND FINANCE 1)Financial Statements RECOMMENDED ACTION: That the Board of Trustees approve the financial statements for May and June 2009. Rod Brennan, Chief Financial Officer presented the financial statements for May and June 2009(on file) and distributed a Budget Analysis FY 2006—FY 2010 and FY 2009—FY 2010 (on file) for review prior to the approval of the budget next meeting. The Board of Trustees approved the financial statements for May and June 2009. Motion: Ms. Ammons Affirmative: 7 Second: Ms. Ainsworth Negative: 0 Citizen Comment: None Board of Trustee Meeting Minutes July 30,2009 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 reviewed and approved the status of investments. Motion: Mr. Clement Affirmative: 7 Second: Mr. Coombs Negative: 0 Citizen Comment: None 073009-4 TRAINING l B)Medical Services Lauren Parsons,M.D., Medical Director, stated I feel like we are doing a good job seeing our patients. One way we are accomplishing this is through telemedicine. JSA Health is doing a good job and increasing their providers,but they are very expensive. We had some bad news; we have been recruiting for a child psychiatrist. We had one on the hook,but he slipped off the hook. To practice in Texas you have to have a Texas License. He did not want to be without work the length of time it would take him to pursue his Texas License. We will continue to use telemedice to see our kids and we will continue to recruit. We will continue to build a trust between our employed medical services and JSA Health. Our medical services need to understand that JSA Health has the credentials and qualifications that it takes and build on their services and not start at scratch. Last time I visited with you I mentioned TIMA (Texas Implementation of Medication Algorithms). It was started many years ago by TDMHMR (Texas Department of Mental Health and Mental Retardation). They established algorithms for Bipolar, Major Depression, and Schizophrenia. The children services TIMA (Texas Implementation of Medication Algorithms) were develped but never implemented. There is pending lititation between the State of Texas and Janssen Pharmaceuticals. Because of the litigation the contract has gone away. Last year we had the luxury of on line web based training with 12 hours of continuing education which was free. Since the contract has gone away the web training is decaying. We are still being held to that standard. At least 100 times in the Performance Contract TIMA (Texas Implementation of Medication Algorithms) is mentioned. There are sanctions attached. The Medical Staff Consortium wants TIMA (Texas Implementation of Medication Algorithms)to go away. Until the Performance Contract is amended by DSHS (Department of State Health Services) we have to live up to the TIMA (Texas Implementation of Medication Algorithms). We do not have a problem with the algorithims,but their first level of care is with the New Generation Medications which are the most expensive. A Katy Study completecd looked at First Generation Medications and New Generation Medications and the results was similar. For both we have to know the history, side effects, and we know the medication does not work if the patient does not take it. There is a great difference in price in the medications. P - Board of Trustee Meeting Minutes July 30,2009 C. CONTRACTS AND PLANS 1) Contracts RECOMMENDED ACTION: That the Board of Trustees approve and authorize the Chair or Executive Director to sign the attached Fiscal Year 2010 contracts with JSA Health LLC; US Script, Inc.; TWG Investments, LTD; TWG Investments, LTD; and Haven Red River Hospital. Rod Brennan, Chief Financial Officer presented the contracts for Fiscal Year 2010 (on file). The Board of Trustees approved and authorized the Chair or Executive Director to sign the attached Fiscal Year 2010 contracts with JSA Health LLC; US Script, Inc.; TWG Investments, LTD; TWG Investments, LTD; and Haven Red River Hospital. Motion: Ms. White Affirmative: 7 Second: Ms. Ammons Negative: 0 Citizen Comment: None 2)Leases RECOMMENDED ACTION: That the Board of Trustees approve and authorize the Chair or Executive Director to sign the leases for 1720 Fourth Street, Graham, Texas and 14 Chanute Circle,Wichita Falls, Texas. Rod Brennan,Chief Financial Officer presented the leases for Fiscal Year 2010 (on file). The Board of Trustees approved and authorized the Chair or Executive Director to sign the leases for 1720 Fourth Street, Graham, Texas and 14 Chanute Circle,Wichita Falls,Texas. Motion: Ms. Ammons Affirmative: 7 Second: Ms. White Negative: 0 Citizen Comment: None D. FACILITIES AND EQUIPMENT 1) Childress County Mental Health Facility Roof and Transfer of Ownership RECOMMENDED ACTION: That the Board of Trustees approve the repair of the roof on the Childress County Mental Health Center facility, 8150 US Highway 287, at a cost not to exceed $10,000,and that the Board of Trustees accept the transfer of ownership for the facility at 8150 US Highway 287,contingent on Childress County's monetary support of$8,350 annually. Rod Brennan,Chief Financial Officer presented the information on the repair of the roof on the Childress County Mental Health Center facility and presented a copy of the signed agreement for the$8,350.00 annual stipend for operation and maintenance (on file). Board of Trustee Meeting Minutes July 30,2009 The Board of Trustees approved the repair of the roof on the Childress County Mental Health Center facility, 8150 US Highway 287, at a cost not to exceed$10,000, and that the Board of Trustees accept the transfer of ownership for the facility at 8150 US Highway 287,contingent on Childress County's monetary support of$8,350 annually. Motion: Ms. Nunn Affirmative: 7 Second: Ms. Ainsworth Negative: 0 Citizen Comment: None 2) Childress County Mental Health Facility Air Conditioner RECOMMENDED ACTION: That the Board of Trustees approve the replacement of the second air conditioning system for the Childress County Mental Health Center facility, 8150 US Highway 287, at a cost not to exceed$7,649. Rod Brennan, Chief Financial Officer presented the information on replacing the air conditioner(on file). The Board of Trustees approved the replacement of the second air conditioning system for the Childress County Mental Health Center facility, 8150 US Highway 287, at a cost not to exceed$7,649. Motion: Ms. Ammons Affirmative: 7 Second: Mr. Smith Negative: 0 Citizen Comment: None 3) Crisis Respite Unit Dishwasher RECOMMENDED ACTION: That the Board of Trustees approve the replacement of the dishwasher at the Crisis Respite Unit(CRU), 506 Broad Avenue,at a cost not to exceed $6,000. Rod Brennan, Chief Financial Officer presented the information on replacing the dishwasher (on file). We are still awaiting a response from the Wichita Falls Health Department about this requirement. If they come back that we do not have to comply with this requirement,then we will purchase a heavy duty household dishwasher for less than$1,000. The Board of Trustees approved the replacement of the dishwasher at the Crisis Respite Unit(CRU), 506 Broad Avenue, at a cost not to exceed$6,000. Motion: Ms. Ammons Affirmative: 7 Second: Mr. Smith Negative: 0 Citizen Comment: None E. POLICIES AND PROCEDURES 1 No Agenda Items Board of Trustee Meeting Minutes July 30,2009 F. PROGRAM AND PERSONNEL ¶ 1)Holiday Schedule For Fiscal Year 2010 RECOMMENDED ACTION: That the Board Of Trustees approve the Holiday Schedule for Fiscal Year 2010 beginning September 1, 2009. Roddy Atkins, Executive Director presented the proposed Holiday Schedule for Fiscal Year 2010 beginning September 1, 2009 (on file). Bill Coombs asked if we could allow the anniversary date of hire as a holiday for employees if we can make it work procedurally. If these difficult financial times it would show good faith from our Board of Trustees. The Board of Trustees approved the Holiday Schedule for Fiscal Year 2010 beginning September 1, 2009 plus the addition of the employee's anniversary hire date if it is procedurally feasable. Motion: Ms. White Affirmative: 7 Second: Ms. Ammons Negative: 0 Citizen Comment: None 073009-6 QUARTERLY REPORTS A.ESSENTIAL SERVICES AND CLINICAL ACCOUNTABILITY Reported earlier in the meeting B. PLANNING AND NETWORK ADVISORY COMMITTEE No Agenda Items C. EXTERNAL AUDITS No Agenda Items D. TEXAS COUNCIL RISK MANAGEMENT FUND MEETING No Agenda Items 073009-7 EXECUTIVE DIRECTOR'S REPORT 1)Mental Health Legislative and Major Issues Update Department of State Health Services Funding I talked earlier about the Department of State Health Services funding. We still do not know what our funding will be for the additional Crisis Mental Health Services or the Cost of Doing Business. Juvenile Probation Funding There is funding targeted for Jail Diversion for the Juveneile Probation to divert individuals from TYC (Texas Youth Commissionl). The focus will be on Mental Health and Substance Abuse Services. TCOOMMI (Texas Correctional Office on Offenders with Medical and Mental Impairments) will manage and contract for services. It is up to the Probation Office to apply for the funding. Several Juvenile probation Departments can go together and apply. This is for the development of new services. Lynn will be contacting the Juvenile Probation Officers in our counties. It will be for new staff and new programs with the intent of diverting individuals from TYC (Texas Youth Commissionl). Board of Trustee Meeting Minutes July 30,2009 CMBHS(Clinical Management for Behavioral Health Services) We have been talking for two years with DSHS (Department of State Health Services) about the electronic Mental Health record. Yesterday Ralph Whaite and I attended a Policy Meeting in Austin. It appears they are changing directions. Rather than them create a record, they will be joining with a group at a national level that will allow for NHIN (National Health Information Network) all with similar data, information, and security standards. When you query NHIN (National Health Information Network) it will query our MIS (Management Information System) rather than create a record system. We will continue to submit data. We will be working with DSHS (Department of State Health Services) to inform NHIN (National Health Information Network) about what data is critical. This is kind of a big deal. It is a nicer,kinder worlk today. 2)Developmental Disabilities Legislative and Major Issues Update This was discussed earlier. 3)Substance Abuse Services Legislative and Major Issues Update We will get an additional $100,000.00 for Adolescent Substance Abuse Services. We also received a grant from United Way to work with CIS (Community In Schools) and at risk kids at Wichita Falls Hight School. This will link them back to us for Substance abuse Services. This will be a pilot for United Way. The focus is on Wichita Falls Hight School only because they are the highest at risk of any high school. If this is successful then the program will expand. 4)Physician Recruitment Update As Dr. Parsons mentioned we had interviewed a Child Psychiatrist who had agreed to come here, buthe backed out this week. 5) Texas Council Risk Management Fund Site Visit Update Jeff Dresbach has been in contact with the Texas Council Risk Management Fund Site Visit scheduler and it will probable take place in October or November. 6)DADS(Department of Aging and Disability Services)Life Safety Code Training Update Jeff Dresbach went to the Life Safety Code Training coordinator and we are scheduled to host several Joint Training Sessions in Wichita Falls in the next months. 7) City of Wichita Falls Budget Hearing Report The City Budget Hearing went well. We asked for matching funds for PESC (Psychiatric Emergency Sevices Center) and additional funds for Substance Abuse Services. We have a solid commitment from the County and feel good about them. 8) Upcoming Center Audits We have had and are expecting a ton of Audits. We had an HCS (Home and Community—Based Services)Audit conclude today with no corrections,which is wonderful. We have our Financial Audit next week as well as a TCOOMMI (Texas Correctional Office on Offenders with Medical and Mental Impairments) Audit. Then August 10th we have a DSHS (Department of State Health Services) Fiscal Audit. It will be a team of four people. They have requested a Board of Trustee Member be present for the exit conference on August 14`h. I may be making a call to see if one of you can attend. Robert Clement volunteered to attend the exit conference. 9) Childress Mental Health Center Status Update This was discussed earlier. Board of Trustee Meeting Minutes July 30,2009 073009-8 CLOSED SESSION In accordance with Chapter 551.074 of the Government Code, the Board of Trustees will now meet in closed session for the purpose of discussion of personnel matters. Review and Discussion of Executive Director Evaluation 073009-9 OPEN SESSION No action was taken in Closed Session. 073009-10 ANNOUNCEMENTS A)Next Meeting Ken Andrews announced the next meeting is scheduled for 11 A.M., Thursday, September 03, 2009, Child and Adolescent Services, 516 Denver, Wichita Falls. 073009-11 OTHER BUSINESS Ken Andrews presented a Certificate of Appreciation to Linda Ammons for serving on the Board of Trustees. 073009-12 ADJOURN The Board of Trustees' meeting adjourned at 2:15 PM. Approved as presented: Approved as corrected: September 03, 2009 Board of Trustee Meeting Minutes July 30,2009 H E L E N FA RAB E Echita Falls Administrative Office (�� P. O.O. Box 8266, Wichita Falls, TX 76307-8266 1000 Brook Street, Wichita Falls, TX 76301 W Regional MHMR Centers Phone (940) 397-3100 Fax (940) 397-3150 VYv September 09, 2009 1 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 July 30, 2009. These minutes were approved by the Board at its meeting held on September 03, 2009. Sincerely, S-11 Jan Wes Adinini ative Assistant/Board Liaison /jw enclosure 71 31° IRECIE IN O CITY CLERKIVED 'S OFFICE Date — /1— C"7 Time By __—�'��