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Helen Farabee Centers Board of Trustees Minutes - 12/03/2009 HELEN FARABEE REGIONAL MHMR CENTERS BOARD OF TRUSTEES • December 3,2009 11:00 AM Child and Adolescent Services 516 Denver Street Wichita Falls,Texas Board of Trustee Ken Andrews, Chair; Carla Kay Ainsworth; Bill Coombs,Vice-Chair; Sue Members Present: Nunn, Secretary/Treasurer; Shelley Owen; Sara Rugeley; Bobby Smith Board of Trustee Robert Clement; Billye Ruth White Members Abs_ent: Senior _ Roddy Atkins, Executive Director; Rod Brennan,Chief Financial Officer; Jeff Management Staff Dresbach, Human Resources and Risk Management Director; Gianna Harris, Present: Essential Services and Clinical Accountability Director; Lynn Hartje, Behavioral Health Services Director; Marcy Thomas, Substance Abuse Services; Rose Wilson,Mental Retardation Services Director Other Staff and Danette Castle, Chief Executive Officer, Texas Council of Community MHMR Guests Present: Centers; Tommy Nelson, CPA with Scott, Singleton,Fincher&Company, P.C.; Jana Simpson, Chief Accountant; Jan West,Administrative Assistant/Board Liaison, Recorder AGENDA TOPICS 120309-1 CALL TO ORDER Ken Andrews, Chair called the meeting to order in open session at 11:00 AM with a quorum of five .resent. A)Introduction of Guests Danette Castle, Chief Executive Officer, Texas Council of Community MHMR Centers was introduced as a guest. 120309-2 PRESENTATIONS A) Open Citizen Comment to the Board No citizen comment was offered. B. BUDGET AND FINANCE 11:10 AM Sue Nunn arrived at the meeting 11:15 AM Shelley Owen arrived at the meeting 1)Fiscal Year 2009 Audit RECOMMENDED ACTION: That the Board of Trustees approve and authorize the chair to sign the attached resolution indicating the Fiscal Year 2009 audit performed by Scott, Singleton,Fincher& 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 31,2009(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. Board of Trustee Meeting Minutes 1 December 03,2009 Mr.Brennan thanked Mr. Nelson and his staff for their thorough,professional, courteous service. Mr. Brennan then acknowledged Jana Simpson, Chief Accountant, as the coordinator for the audit. The Board of Trustees approved and authorized the vice-chair to sign the attached resolution indicating the Fiscal Year 2009 audit performed by Scott, Singleton,Fincher&Company,P.C.has been reviewed and approved. Motion: Ms.Nunn Affirmative: 6 Second: Ms. Owen Negative: 0 Citizen Comment: None _ 11:25 AM Bill Coombs left the meeting 120309-3 APPROVAL OF MINUTES RECOMMENDED ACTION: That the Board of Trustees approves the minutes of the November 05, 2009 Board of Trustees meeting. The Board of Trustees approved the minutes of the November 05, 2009 Board of Trustees meeting. Motion: Ms. Nunn Affirmative: 5 Second: Mr. Smith Negative: 0 Citizen Comment: None 120309-4 TRAINING A)Substance Abuse Services "What Every Non Profit Board Member Needs to Know" Marcy Thomas, Substance Abuse Services presented the Department of State Health Services Board training from their web site "What Every Non-Profit Board Member Needs to Know"and members completed the Board Training Course Report Form. Four years ago we started providing Adult and Adolescent Substance Abuse Services in Wichita County. Since that time our adolescents' services have nearly doubled. We are serving adolescents at risk with Communities in Schools. We finally received the TDCJ (Texas Department of Criminal Justice) SAFP (Substance Abuse Felony Placement) Contract. THE BOARD OF TRUSTEES RECESSED FOR LUNCH AT 11:45 AM. THE MEETING WAS RECONVENED BY KEN ANDREWS AT 12:15 PM WITH SIX BOARD OF TRUSTEE MEMBERS IN ATTENDANCE. 120309-5 RECOMMENDATIONS A. BOARD OF TRUSTEES No Agenda Items B. BUDGET AND FINANCE 2)Financial Statements RECOMMENDED ACTION: That the Board of Trustees approve the financial statements for October 2009. Rod Brennan, Chief Financial Officer presented the financial statements for October 2009 (on file). • Board of Trustee Meeting Minutes 2 December 03,2009 The Board of Trustees approved the financial statements for October 2009. Motion: Ms. Rugeley Affirmative: 5 Second: Ms. Owen Negative: 0 Citizen Comment: None 3)Status of Investments RECOMMENDED ACTION: That the Board of Trustees review and approve the status of investments including the purchase of a$1,000,000 certificate of deposit(CD) from First National Bank of Wichita Falls. Rod Brennan, Chief Financial Officer presented the status of investments (on file). The Board of Trustees reviewed and approved the status of investments including the purchase of a $1,000,000 certificate of deposit(CD) from First National Bank of Wichita Falls. Motion: Mr. Smith Affirmative: 5 Second: Ms. Ainsworth Negative: 0 Citizen Comment: None C. CONTRACTS AND PLANS No Agenda Items D. FACILITIES AND EQUIPMENT 1) Vehicle RECOMMENDED ACTION: That the Board of Trustees ratify the purchase of a 12 passenger van at a cost not to exceed $25,600. Rod Brennan, Chief Financial Officer presented the information on the purchase of a 12 passenger van (on file). The Board of Trustees ratified the purchase of a 12 passenger van at a cost not to exceed$25,600. Motion: Ms. Rugeley _ Affirmative: 6 Second: Ms. Nunn Negative: 0 Citizen Comment: None E. POLICIES AND PROCEDURES 1)Reserve Fund and Investment Policy and Procedure RECOMMENDED ACTION: That the Board of Trustees review the attached ADMINISTRATION POLICY 101.1, BOARD OF TRUSTEE POLICY STATEMENT and ADMINISTRATION PROCEDURE 101.1.9,RESERVE FUNDS AND INVESTMENTS, recommend any changes, and authorize the Chair to sign the attached Resolution. Rod Brennan, Chief Financial Officer presented the Reserve Fund and Investment Policy and Procedure and Resolution (on file). Board of Trustee Meeting Minutes 3 December 03,2009 The Board of Trustees reviewed and approved the ADMINISTRATION POLICY 101.1,BOARD OF TRUSTEE POLICY STATEMENT and ADMINISTRATION PROCEDURE 101.1.9,RESERVE FUNDS AND INVESTMENTS,without any changes, and authorize the Chair to sign the Resolution. Motion: Ms. Owen Affirmative: 5 Second: Ms. Rugeley Negative: 0 Citizen Comment: None F. PROGRAM AND PERSONNEL ' No Agenda Items 120309-6 QUARTERLY REPORTS A. ESSENTIAL SERVICES AND CLINICAL ACCOUNTABILITY - - No Agenda Items B. PLANNING AND NETWORK ADVISORY COMMITTEE No Agenda Items C. EXTERNAL AUDITS 1)Fourth Quarter Report Home and Community- Based Services (HCS) RECOMMENDED ACTION: Information item only. Rose Wilson,Mental Retardation Services Director reported on the Department of Aging and Disability Services (DADS)on-site certification survey on July 28-July 30,2009(on file). No action required, for information only. Citizen Comment: None 2)Fourth Quarter Report Intermediate Care Facilities for Persons with Mental Retardation (ICF/MR) RECOMMENDED ACTION: Information item only. Rose Wilson, Mental Retardation Services Director reported on the annual recertification audit at Norris Place on July 13, 2009-July 17,2009 (programmatic)and July 22,2009 (life safety) (on file). No action required, for information only. Citizen Comment: None 3)Fourth Quarter Report Financial Review RECOMMENDED ACTION: Information item only. Rod Brennan,Chief Financial Officer reported on the Texas Department of Criminal Justice audit of the Adult Program conducted on-site August 3 -4, 2009 and the Department of State Health Services(DSHS) financial review of all of our Department of State Health Services(DSHS)programs on August 10th through August 14th (on file). Board of Trustee Meeting Minutes 4 December 03,2009 No action required, for information only. Citizen Comment: None D. TEXAS COUNCIL RISK MANAGEMENT FUND MEETING No Agenda Items E. OUTPATIENT MEASURES ADULT SUBSTANCE ABUSE SERVICES No Agenda Items 120309-7 EXECUTIVE DIRECTOR'S REPORT 1) Texas Council Board of Directors A folder of Texas Council MHMR Centers was distributed (on file). The Texas Council Board of Directors has been restructured. They have set up a weighted voting structure and a lot of work went into bringing that to a reasonable conclusion. The restructuring divides the Centers into three cohorts, small, medium, and large. Each cohort will be made up of thirteen centers. We are a Medium. Cohort. Each Cohort will have three representatives on the three sub committees. Judge Andrews wrote a letter(on file) expressing his concerns. Ken Andrews stated our lack of committee participation makes us second class at best. We have been reduced to half of our voting strength and now have no say in the committees. This makes me question our membership in the Council. Roddy Atkins then introduced Danette Castle, Chief Executive Officer, Texas Council of Community MHMR Centers and gave her an opportunity to address the Board of Trustees. Danette Castle, Thank you for,allowing me to come today. I have enjoyed the visit to your Center. I appreciate the role and involvement you have made on the Texas Council Board of Directors. I will have been Chief Executive Officer of the Texas Council of Community MHMR Centers for two years this coming January. When I accepted the position there was a letter on the table that had been there for six months from one of the larger Centers expressing their intent to withdraw from the Texas Council because they did not feel they had adequate representation considering their larger membership fee. We considered the issue by looking at our Bylaws, and by assessing the Bylaws and organization of other agencies. Our dues are assessed from two angles. We have a base figure plus a percentage of their net revenue from the audited figures. There was a lengthy deliberation. Our most valued asset is that we represent 39 Centers and we are a grass roots organization. Our goal was to work through with a solution that was satisfactory to everyone. We are fairly unique, in that we are all represented on the Board of Directors. The Texas Council Risk Management Fund Board has Regions and an election process. We consider it a great value that every delegate has a seat at the table. We would not allow the voting structure to be compromised. We see the value of the Board of Directors and do not want to lose their voice. The committee structure consists of an Executive Committee and three standing committees, Public Information Education and Training; Business; and Public Policy and Legislative Directions Committees. The Executive Committee will have one representative from each Cohort. The standing committees will have three representatives from each Cohort. The President of the Board of Directors made the appointments based on the members willingness to serve. Her hope was they would come back with suggested Cohorts to make it happen. This is just the starting point. We want to make sure everybodies issues are heard. There are more small and medium size Centers than there are large urban Centers. We looked at how the voting reports looked to make sure there was no way for one Cohort to block against another. There is not. We have looked at the devisive issues and that is why we recommended the weighted voting. We have heard your concerns and we value your long term participation. We value Roddy's and Rod's participation. We pay attention to your issues. Board of Trustee Meeting Minutes 5 December 03,2009 • • Your folks know how to get their voices heard. Some Centers do not want to participate. They see the value in being a member,but they do not want to participate in the Board meetings. I will take Judge Andrews request to serve on a committee back to the Board of Directors. I can not guarantee him a position on a committee, but it will be presented to the Cohorts for consideration. Shelley Owen asked if they had considered sending out a form to each member asking them What committee they would be interested in serving on. Danette Castle,That is a good suggestion. Roddy Atkins from an Executive Directors perspective we have had an up and down relationship with the Texas Council. Danette is more receptive, she will listen and deal with the issues. The results are more positive. She will give the Board of Directors guidance. I am pleased with the Texas Council. We do not always see 100% eye to eye. We do need to be on a committee. We want to be involved in every issue and I am confident it will be resolved soon. Sue Nunn, Let us know when and if this is resolved, we are interested in a resolution. Danette Castle,The Board of Directors will not meet again until early February, that will probable be the earliest it can be resolved. The Texas Council is working to analyze and consider the Health Care Reforms. We are looking at various bills at the Federal level. I will be in Washington D.C. next week. The Health Care Reform is serious stuff and how it will roll out is critical. Over the course of the next months it will be requiring our intense efforts. We expect it to be a rare occasion when a weighted vote is taken. The regular vote will be one member one vote. Only when there is a significant issue that we are unable to resolve will it call for a weighted vote. This will require work across the isles. It is part of the compromise but it will be rarely used. I was appointed to represent you and I am honored to do that and will work hard to do that. Serving on the Board of Trustees seperates you from the private individual. You represent the interest of your communities and the people you serve. I can not imagine working for any better cause. You have a lot of good staff. 2) Crisis Services North Texas State Hospital has been on and off Diversion Status. They are close to being full. Before we recommend admission we will make sure it is a true emergency. Diversion Status means they are totally full. We have notified our local officials. This is a sticky statewide issue. Law enforcement is not happy. We are in a Diversion Status for Child and Adolescent Services. We will be working with our local stakeholders. 3)Local Network Development Plan Staff have begun meeting to review our Local Plan. We went over the updates with the Planning and Network Advisory Committee. We have a SWOT (Strengths, Weaknesses, Opportunities, and Threats) Analysis that has gone out to our stakeholders via our web site. It is not due until next year but we want to incorporate our Local Plan, Crisis Plan, Quality Management Plan, and Jail Diversion Plan all into one plan. 4) Mental Health Services We are working on a Procedure for implementing a waiting list. The Utilization Management Committee will met on December 9th to go over how we will triage and execute the plan. We have concerns from a staff standpoint. Our case loads for our Service Package 1 and 2 providers are 250 people. That is to difficult to manage. We are taking steps to bring their case loads down. When you implement waiting lists, you still have to make contact every 30 days for reassessment and bring them into services if needed. We have to follow the rules to manage the waiting list. We still have not received our final target ranges from the Department of State Health Services (DSHS). I don't expect them until the first of the year. Board of Trustee Meeting Minutes 6 December 03,2009 Rod Brennan it was stated last month that if we do not stay within their target range, we will be sanctioned. Roddy Atkins potentially. We will handle the numbrs through attrition. We do not anticipate sanctions for a year. They will monitor our progress and ask what our issues are. It is not a black and white thing. It is a movement. Even if we implemented a waiting list next week, the numbers would not drop instantaneously. We need to deliver more Skills Training and that will be hard to manage. We need additional positions in Wichita Falls. 5)Hope for the Holidays Both Lynn and I have been been working with the local Homeless Coalition to pull down federal funding to deal with the homeless. We have an annual Hope for the Holidays where we collect coats and gloves, give free flu vaccines, food and clothing. It was held today and Lynn has just returned and can give us a report on the activities. Lynn Hartje we served 40 females with families; 34 males with families; 71 children; 39 females; and 81 males for a total of 265. We had planned on 250. We distributed 220 sets of thermal underwear. li Helen Farabee Regional MHMR Centers is good to let us work with this group. 6)Hardeman and Foard County MHMR Center We are still investigating the building in Quanah. Projected costs are: Building $45,000.00 Roof $7,500.00 Construction $5,000.00 Computer and Phone Lines $3,000.00 Electrician $2,875.00 Heating and Air Conditioning can not be determined until electricity is turned on Gravel for Employee Parking $2,200.00 Carpet and Cove Base $6,884.50 (carpet $25.00 per yard for quote only) Window Treatment $1,800.00 Total $74,259.50 The land has been appraised at $7,500.00 and the building has been appraised at $78,610.00. The total taxes are$2,474.81 and there is no tax lein. Rod Brennan we are hoping we get a good market value, then go to the owner with a dollar figure and make an offer based on that figure and tell the owner they can use the difference for a tax write off. Roddy Atkins we will continue our investigation. We have not made an offer, and will not do so without your blessings. 120309-8 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's Salary. Ken Andrews,due to the absence of 2/3 of the ad hoc committee it is recommended that we postpone the closed session until the January 7th meeting. Board of Trustee Meeting Minutes 7 December 03,2009 The Board of Trustees approved postponing the Closed Session to review and discuss the Executive Director's salary until the January 7th meeting. Motion: Ms. Nunn Affirmative: 5 Second: Mr. Smith Negative: 0 Citizen Comment: None 120309-10 ANNOUNCEMENTS A) Next Meeting Ken Andrews announced the next meeting is scheduled for 11 A.M.,Thursday, January 7, 2010, Graham Administration Building, 1720 Fourth Street, in Graham. 120309-11 OTHER BUSINESS None 120309-12 ADJOURN The Board of Trustees' meeting adjourned at 1:46 PM. Approved as presented: Approved as corrected: January 07, 2010 Board of Trustee Meeting Minutes 8 December 03,2009 H E L E N FARAB E E Wichita Falls Administrative Office � P_ O. Box 8266, Wichita Falls, TX 76307-8266 1000 Brook Street, Wichita Falls, TX 76301 Regional MHMR Centers Phone (940) 397-3100 1404Fax (940) 397-3150 January 12, 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 December 03, 2009. These minutes were approved by the Board at its meetin held on January 07, 2010. Sincerel , Jan W t Administrative Assistant/Board Liaison /jw enclosure CITY CLERK'S OFFICE Date II1'17- 0t0 By '}6, TIC ,4v 8.30„