Helen Farabee Centers Board of Trustees Minutes - 11/05/2009 HELEN FARABEE REGIONAL MHMR CENTERS
QN BOARD OF TRUSTEES
• November 5,2009
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; B ill ye Ruth White
Board of Trustee Sara Rugeley; Bobby Smith
Members Absent:
Senior Rod Brennan,Chief Financial Officer; Gianna Harris, Essential Services and
Management Staff Clinical Accountability Director; Lynn Hartje, Mental Health Services Director;
Present: Connie Johnston, Communit and Consumer Su sort Director
Other Staff and Kelly Franklin, Health Information Management Director; Jim Ginnings,
Guests Present: District 4 City Councilman; Valerie Johnson Mandela, Director of Mental
Retardation Service Coordination; Greg Wilson,Wichita County Sheriff's
Office; Jan West, Administrative Assistant/Board Liaison, Recorder
AGENDA TOPICS
110509-1 CALL TO ORDER
Ken Andrews, Chair called the meeting to order in open session at 11:00 AM with a quorum of six
.resent.
A)Introduction of Guests
Greg Wilson, Wichita County Sheriff's Office and Jim Ginnings, District 4 City Councilman arrived
later and were welcomed u.on their arrival.
110509-2 PRESENTATIONS
A) Open Citizen Comment to the Board
No citizen comment was offered.
110509-3 APPROVAL OF MINUTES
That the Board of Trustees approves the minutes of the October 01, 2009 Board of Trustees meeting.
Motion: Ms.Nunn Affirmative: 5
Second: Mr. Coombs Negative: 0
Citizen Comment: None —
110509-4 TRAINING
A)Health Insurance Portability Accountability Act
Kelly Franklin, Health Information Management Director, presented the Health Insurance Portability
Accountability Act (HIPAA) Training(on file).
11:06 AM Shelley Owen arrived at the meeting
Board of Trustee Meeting Minutes 1
November 05,2009
110509-5 RECOMMENDATIONS
A. BOARD OF TRUSTEES
1)Risk Management Fund Election
RECOMMENDED ACTION: That the Board of Trustees select three candidates to serve on the Texas
Council Risk Management Fund Board of Trustees.
Rod Brennan, Chief Financial Officer presented the information on the candidates up for election to the
Texas Council Risk Management Fund Board of Trustees (on file).
The Board of Trustees selected and authorized the Chair to submit votes for Place 7,Harvey Morton,Place 8
Brenda Patton, and Place 9 Bill Coombs.
Motion: Mr. Clement Affirmative: 6
Second: Mr. Coombs Negative: 0 -
Citizen Comment: None
2) Comparison of Executive Directors'Salaries
RECOMMENDED ACTION: Report of ad hoc committee on review of the Executive Directors'
salaries.
Robert Clement reported the ad hoc committee met to review the Executive Directors' salaries. After
review of the Executive Directors Annual Salary and Benefits Survey from the Texas Council of
Community MHMR Centers for Fiscal Year 2008 and 2009 the findings reveal that our Executive
Director's salary is 15% below the average Executive Director's salaries for comparible size Centers.
The ad hoc committee recommends that the Board of Trustees meet in closed session at the December
meeting to discuss the Executive Director's salary.
The Board of Trustees authorized at the December meeting, in Accordance with Chapter 551.074 of the
Government Code they will meet in closed session for the purpose of discussion of personnel matters -
Executive Director's salary.
Motion: Ms. Ainsworth Affirmative: 6
Second: Mr. Coombs Negative: 0
Citizen Comment: None
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November 05,2009
B. BUDGET AND FINANCE
1) Financial Statements
RECOMMENDED ACTION: That the Board of Trustees approve the financial statements for September
2009.
Rod Brennan, Chief Financial Officer presented the financial statements for September 2009 (on file).
The Board of Trustees approved the financial statements for September 2009.
Motion: Ms. White Affirmative: 6
Second: Mr. Clement Negative: 0
Citizen Comment: None
C. CONTRACTS AND PLANS
No Agenda Items
D. FACILITIES AND EQUIPMENT
1) Vehicle Repair
RECOMMENDED ACTION: That the Board of Trustees ratify the repair of a vehicle at a cost of
$3,207.62, and approve the sole source vendor.
Rod Brennan, Chief Financial Officer presented the information on the repairs to the vehicle (on file).
Mr. Brennan reported staff were recently involved in another accident which included six clients and he
was impressed with the way staff handled the job. Emergency Room staff were very complimentary
Shelly Owen asked if we require staff to take Defensive Driving before they can transport clients.
The Board of Trustees ratify the repair of a vehicle at a cost of$3,207.62, and approve the sole source
vendor.
The Board of Trustees asked staff to look into the feasibility of requiring staff to take Defensive Driving
and/or Van Training.
Motion: Ms. Nunn Affirmative: 6
Second: Ms. White Negative: 0
Citizen Comment: None
Board of Trustee Meeting Minutes 3
November 05,2009
2) Hardeman and Foard County Mental Health Center
RECOMMENDED ACTION: That the Board of Trustees discuss options for the replacement of the
Hardeman and Foard County Mental Health Center facility.
Rod Brennan, Chief Financial Officer stated we currently have four options for the Hardeman And
Foard County Mental Health Center. They are:
1. Continue to serve patients at their current location;
2. Close the Hardeman and Foard County Mental Health Center and move services out of Quanah;
3. Rent and occupy half the Assisted Living Facility owned by the Wood Group; or
4. Purchase a building, previously Movie Gallery.
Members stated the first two options were not viable options.
Mr. Brennan showed photos of the Assisted Living and Movie Gallery facilities.
The Assisted Living Facility is 1,900 square feet, contains nine offices and a waiting room, there is
virtually no parking, and would rent for $2,000.00 a month.
The Movie Gallery is 2,100 square feet, seven offices, adequate parking and would require
approximately$20,000.00 in remodeling. The current listing price is $45,000.00;however,the feeling is
it can be obtained for much less.
The Board of Trustees prefer the Movie Gallery option and authorized the staff to pursue more information.
Citizen Comment: None
E. POLICIES AND PROCEDURES
No Agenda Items
F. PROGRAM AND PERSONNEL
No Agenda hems
THE BOARD OF TRUSTEES RECESSED FOR LUNCH AT 11:55 AM.
THE MEETING WAS RECONVENED BY KEN ANDREWS AT 12:35 PM WITH SEVEN
BOARD OF TRUSTEE MEMBERS IN ATTENDANCE.
110509-6 QUARTERLY REPORTS
A. ESSENTIAL SERVICES AND CLINICAL ACCOUNTABILITY
No Agenda hems
Board of Trustee Meeting Minutes 4
November 05,2009
B. PLANNING AND NETWORK AD VISOR E COMMITTEE
1)Fourth Quarter Fiscal Year 2009 Report
RECOMMENDED ACTION: Information item only.
Connie Johnston, Community and Consumer Support Director reported on the activities of the Planning
and Network Advisory Committee during the Fourth Quarter of Fiscal Year 2009(on file).
No action required, for information only.
Citizen Comment: None
C. EXTERNAL AUDITS
No Agenda Items
v _
D. TEXAS COUNCIL RISK MANAGEMENT FUND MEETING
No Agenda Items
E. OUTPATIENT MEASURES ADULT SUBSTANCE ABUSE SERVICES
No Agenda Items
110509-7 EXECUTIVE DIRECTOR'S REPORT
Gianna Harris, Essential Services and Clinical Accountability Director and Acting Executive Director
gave the Executive Director's Report as Mr. Atkins is attending meetings in Austin.
1)Mental Health Services
A Draft October 09, 2009 FY2010 LMHA Average Monthly Service Targest for Adult and Children (on
file) was distributed and reviewed. This report addresses the number of consumers we can served based
on available resources. Historically we have overserved in both Adult Mental Health Services and
Mental Retardation Services. Where we stand, according to the Draft for Adult Mental Health Services
we will be able to serve a range from 1,934 up to 2,357. As reported last month on our latest quarterly
report we served 2,637 and have served over 2,700. Which means we will end up overserving our
targets. Roddy's understanding is that we will be moving into sanctions. At first they will not penalize
us for overserving. This will not have to be immediate,but we will have to serve within this range. This
is still a draft,but we will be facing some tough decisions. We will not have a waiting list for Childrens'
Mental Health Services at this time. The range for Childrens' Services will be from 257 up to 459. As
we last reported we served 295 which is within that range.• If and when we start a waiting list,that will
not include those on Medicaid and it will not include Crisis Services. There are new initiatives and
funding for Crisis Services that will allow us to serve those individuals that traditionally we can not serve
for up to 90 days following a Crisis. We have been looking at site specific information. We looked at
the median Target Service Range as 2,145. We then looked at the census for each catchment area.
Dividing that Target Service Range of 2,145 by the percentage based upon the census; Childress,
Quanah,Vernon, and Decatur will not be requred to have a waiting list as they are not currently over
serving. We wanted you to be aware of the discussion that we have been having and the data provided
that the discussion is based upon.
Greg Wilson stated movements like this will certainly put a strain on the local jail facilities.
Billye Ruth White stated it certainly will not be beneficial to our patients.
Shelley Owen stated this will effect not only the jails but the hospitals as well.
Board of Trustee Meeting Minutes
November 05,2009
2)Intellectual and Developmental Disabilities Services
We have similar concerns with out Mental Retardation or Intellectual and Developmental Disabilities
Services. Their Targets are 119 and we are currently serving 271. We have 100 folks at the front door,
plus 26 opening HCS (Home and Community—Based Services) slots. We will be getting a second group
of offers. They will let us know next week about the possible numbers. Mental Retardation Services I
will receive 127 HCS (Home and Community—Based Services) Case Management consumers with the
new Targeted Case Management initiative which will add to the overload. We will have to do another
waiting list for Mental Retardation Services. We are hoping this will be a short lived list. The current
case loads are overloaded. This is a budget issue, the money is not there.
110509-10 ANNOUNCEMENTS
A)Next Meeting
Ken Andrews announced the next meeting is scheduled for 11 A.M., Thursday, December 3, 2009,
Child and Adolescent Services, 516 Denver, in Wichita Falls.
110509-11 OTHER BUSINESS
None
110509-12 ADJOURN
The Board of Trustees' meeting ad'ourned at 1:06 PM.
Approved as presented: Approved as corrected:
December 03, 2009
Board of Trustee Meeting Minutes 6
November 05,2009
H E L E N FARAB E E Wichita Falls Administrative Office
P. O. Box 8266, Wichita Falls, TX 76307-8266
A 1000 Brook Street, Wichita Falls, TX 76301
Regional MHMR Centers Phone (940) 397-3100
teFax (940) 397-3150
December 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 November 05, 2009. These minutes were approved by the Board at its meetin;
held on December 03, 2009.
Sinc- ely,
31/1-2"4-
Jan WI
Admi F strative Assistant/Board Liaison
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enclosure
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