Far Northern Coordinating Council on Developmental Disabilities dba Far Northern Regional Center

Minutes

Minutes of Regular Meeting

Friday, March 24, 2017

9:15 a.m.

Far Northern Regional Center

1900 Churn Creek Road, #319

Redding, CA 96002

  1. Call to Order: 9:15 a.m. by Chairperson, Margaret Shipp
  1. Roll Call:

a.Present: Michelle Phillips, Adam Beals, Ronda Crisp, Kathryn McCreary, Margaret Shipp, Margot Madson, Susan Hess, Roger Hatton, Colleen Ryberg, Rod Zikan, Ronda Dever, Leslie Corletto, William Battles

b.Absent: Michael Green, Chrissie Clapp

  1. Public Input/Open: Introduction of guests: Ricky Sedillos, Ted Hess, Allan Smith (DDS), Mary Agnes Nolan (SCDD North State Office), and FNRC staff Diana Anderson, Melissa Gruhler, Judy Kruse, Lauren Leisz, Mike Mintline
  1. Approval of Agenda for March 24, 2017: Motion to approve and second by Margot Madson and Ronda Crisp. No discussion, motion passed
  1. Approval of Minutes from January 27, 2017: Motion to approve and second by Ronda Dever and Adam Beals. Discussion: The following corrections are to be made:

a.Page 24: Chairperson, Margaret Ship Vice Chairperson, Ronda Dever

b.Page 29: Any Westling > Amy Westling

No further discussion, motion passed.

  1. Report from Chairperson, Margaret Shipp:

a.April 3, 2017 at 10:00 was the date chosen for the Executive Staff interviews for the Executive Director evaluation. Kathryn McCreary will join Margaret Shipp and Adam Beals on the Evaluation Committee.

  1. Transition to Executive (Closed) Session, W & I 4663 (a),

(1) Real estate negotiations.

(2) The appointment, employment, evaluation of performance, or dismissal of a regional center employee.

(3) Employee salaries and benefits.

(4) Labor contract negotiations.

(5) Pending litigation.

No Closed Session necessary.

  1. State Council on Developmental Disabilities, North State Office Report, Sarah May, Regional Manager: In Sarah’s absence, Mary Agnes Nolan reported as follows:

SCDD North State office continues to work on developing a list of trainings available for presentations throughout the North State. The trainings include: Understanding SCDD, ABLE Act, WIOA, Employment First, Self-Determination and Advocating with your Elected Officials. Emergency Planning will be added to the curriculum soon. The trainings have been well received and include a PowerPoint presentation with handout, and are 30 – 60 minutes. Pre and post surveys are required.

The SCDD North State Regional Office Statewide Self Advocacy Network (SSAN) representative, Teresa Mosier, attend the SSAN meeting March 8 and 9, 2017. Topics from this meeting included VoiceOPTIONS, a California Speech Technology program and how to determine who your local legislators are in California. Disability Capitol Action Day will be June 13, 2017 in Sacramento with the theme “Healthcare is Right! Have Your Voice Heard.”

The SCDD Regional Advisory Committee meets quarterly and is in need of three (3) addition members. Currently vacancies exist in Trinity, Modoc, and Tehama Counties. Applications are being accepted.

  1. Report from Executive Director, Laura Larson:

Laura gave an account of the near disaster with the Oroville Dam and Spillway. During the crisis, Laura had all Chico Service Coordinators contract all of the FNRC clients in the affected area. It was determined that 13 clients were most at risk. After the 2008 fires, FNRC developed an emergency trailer to be dispatched in the event of a catastrophic event. This emergency trailer was utilized for the first time with the Oroville event and with approximately 1000 FNRC clients being displaced, proved to be invaluable. A de-briefing will be held April 10th, with FNRC staff attending.

The closure of Sonoma Developmental Center has become very time consuming. FNRC has purchased all of the homes that were agreed upon.

Diversity has become a major topic for the regional centers. The legislature is anxious to get the issue of the gap in spending between ethnicities corrected. Far Northern has created and filled a new position to help Far Northern connect with the families, and possibly bridge some of the cultural issues that are preventing the families from utilizing the authorized services.

The legislature and the Department of Developmental Services are involved in the implementation of the changes regarding inclusive services in 2019. Community Services Supervisor, Julie Jones, is leading the initiative to help service providers adjust to these changes. She and Laura Larson have been attending the “Learning Institute”. The institute is meant to teach service providers what is expected of them with these upcoming changes and regulations.

Self-Determination may be here sooner than anticipated; with the pilot, possibly, beginning this fall.

  1. Management Reports

a.Financial Report: Mike Mintline, Chief Financial Officer:

  1. Purchase of Service Report FY 16-17:
  • A spending shortfall of $3.9-$4.4 million was projected in the January Board report this has improved to $3.1-$3.5 million due primarily to adjustment of previously conservative expense estimates.
  • A $21.0 million increase in projected expenses is caused primarily by significant rate increases that include, but are not limited to:
  • Out-of-Home facilities with a $7.5 million increase is projected due, primarily, to rate increases plus growth in the number of placements into Specialized Residential facilities developed in the prior year.
  • Supported Living which is projected to increase by $4.7 million.
  • Community Integrated Training. This category is projected to increase by $3.4 million. Most of the increase is due to rate increases and transformation of Supported Employment and Work Activity programs into this category.
  • Day Programs, Personal Assistance and Specialized Autism programs are all projected to increase, primarily due to rate increases.
  • Community Placement Plan (CPP): The Regional Center’s goal is to place four consumers from developmental centers into the community. Over $1.7 million in start-up cost funding has been allocated specifically to develop facilities and programs for persons leaving the Sonoma Developmental Center, including two five-bed Adult Residential Facilities for Persons with Specialized Healthcare Needs (ARFPSHN). These facilities would provide twenty-hour health care and intensive support services in a homelike setting.
  1. Operations Report, FY 16-17:
  • The Regional Center is projecting $4 thousand in remaining operations spending authority at this time. This is a decrease of $45 thousand from the January 2017 report, which projected remaining spending authority of $49 thousand. If necessary, expenses will be reduced further to ensure spending authority is not exceeded.
  • Projected contract spending authority was increased by $16 thousand from the January report because additional Community Placement Plan (CPP) funds were allocated for a temporary Office Assistant
  • Projected interest revenue increase by $5 thousand from the 2017 report because of increase short-term interest rates paid on deposits.
  • Projected Personal Services expenses decreased by $10 thousand from the January 2017 report due primarily to savings resulting from filling a new Employment Specialist position later than expected.
  • Operating expenses are projected to increase $76 thousand from the January 2017 report. Projected expenses will increase due primarily, but not limited to:
  • Possible payroll system upgrade’
  • Purchases of standing worktables, meeting room tables and chairs, and workstations;
  • Increase in insurance expense that includes increases in Directors and Officers and Umbrella coverage limits.
  1. Action Item #1: Independent Auditors: Because the Regional Center has had independent audits performed by three different firms who have different audit protocols, procedures, and quality control reviews, different audit staff and managers have participated in the Regional Center’s independent audit, and review of the independent audit by a second partner will be performed for quality control purposes, I (Mike Mintline, CFO) believe the quality of the independent audit would not be diminished if the partner who oversaw prior Regional Center independent audits for the different firms continued in the same capacity with AGT. AGT is a local independent accounting firm with knowledgeable staff, competitive rates, and favorable experience auditing other Regional Centers. As a result I (Mike Mintline, CFO) recommend that the Regional Center sign a five year contract with AGT for independent audit services. Motion to approve and second by Colleen Ryberg and Ronda Dever. No discussion, motion passed.
  2. Other – None.

b.Community Services Report: Diana Anderson, Director: Diana began her report with the Wellness Committee. This committee completed their first three-year cycle. Committee goals include correcting medication errors, healthy eating, advocacy, and personal well-being.

  • Mission Analytic Group is the entity that oversees the Special Incident Reports (SIRs). They are reporting a rise in hospitalizations for respiratory issues and they are now partnering with Owens Pharmacy to hold a flu shot clinic.
  • The Department of Developmental Services has given approximately 7.5% in rate increases. This increase will help new provider, especially with the new minimum wage in California.
  • FNRC’s new Employment Specialist, Sou Saechao will begin April 3rd. He will be working with service providers to help people obtain employment; including community integrated jobs. This will not be an easy task, as there are many barriers, including resistance from families and clients, themselves.

c.Client Services Report: Judy Kruse, Director: Judy commended the Redding and Chico staff for their professionalism during the Oroville Dam emergency.

  • Judy then shared that a FNRC client and her husband and their home become so infested with pests that a total debugging was necessary. The community where they live came together with donations of clean clothes, household items, money for the cleaning service and protective items.
  • The Service Coordinators in the new Yreka office are happy and very thankful they did not have to be out on I5 during this winter’s snow storms.

d.Human Resources Report: Lauren Leisz, Director:

  1. Action Item #2: Lauren gave a brief summary regarding the history of need for this item. It is requested that the Board of Directors approve the Business Associate Agreement Requirement policy to be effective February 1, 2017. Motion and second by Ronda Dever and William Battles. No discussion, motion passed.
  1. Association of RegionalCenterAgencies Report, Margaret Shipp, Delegate

a.Laura Larson gave this report in Margaret Shipp’s absence: The meeting took place March 17th.

  • The Department of Developmental Services has hired more staff to review numbers and statistics regarding employment.
  • Grass Roots Day will be April 5th. Rebecca Younger and Colleen Ryberg will be attending and will have meetings with the legislators.
  • Eileen Richey has retired. Laura is on the search committee and a New York job search firm has been hired.
  1. FNRC Board Committee Reports and Action Items:

a.Service Provider Advisory Committee, Rod Zikan, Chairperson: This meeting was held March 21st with twelve (12) people attending.

Diana Anderson (FNRC) asked to have time to speak regarding employment.

  • Far Northern Regional Center presented by Laura Larson and Diana Anderson;
  • Legislative Hearings: Laura described a long and grueling process at the state hearings. Very few breaks anda lot of pressure over Purchase of Services disparities. Other issues included budget and fiscal review, information privacy and security, employment and federal impacts.
  • Bilingual registry for programs; Laura Larson has proposed comprising a resource listing for programs that have staff who speak more than one language. Hopefully this will improve awareness of services and opportunity for clients that have primary languages other than English.
  • HIPPA Agreements: New business association agreements will be required in order to increase identity security. All providers and regional centers will have to take significant precautionary steps to make sure individual records are locked and other identity information is secure. Minimum fines may begin at $50,000 for agencies that do not adequately protect confidential client information.
  • Residential provision of HCBS Rules 2019: Many new regulations are coming into practice, such as locks on individual rooms and bathrooms. Some regulations are contradictory with Community Care Licensing practices. Regular meetings are occurring to eliminate and/or compromise on these issues.
  • State news:
  • Self-Determination procedures may soon be fast tracked due to less federal requirements and oversight. This could eventually create a big shift away from residential placements and lead to more clients staying at home with parents.
  • Diana Anderson reported regarding Employment First initiatives that will create changes and challenges as sheltered workshops are phased out and new programs or methods increase client involvement and placement into the community. Subminimum wages will soon be gone and replaced by minimum wage jobs, which may affect motivation and decrease hours worked due to higher wages and the possibly of reduced SSI benefits. Everyone will have to work to change the “safety net” attitude toward work and benefits and realize that the change will be more beneficial in the future. Diana also reported that FNRC has hired an Employment Specialist to assist clients with connecting with employers in the community.
  • State level discussions are occurring regarding the development of a “safety net” for clients who do not make a successful transition from the State Developmental Centers into community placement.
  • Health and Wellness Initiative: Several subcommittees have been formed to address issues such as medication management and errors, reducing dependence on medication especially in Supportive Living, self-advocacy for financial and emotional issues, flu shots through Owens Healthcare, which would also include a “drive-through” and the subsidizing of staff shots, as well. Jennifer Bowman shared information on COMPASS Care’s Healthy Cooking videos that are on their Facebook page and Utube.
  • FNRC is reserving space in front of their building for Kool April Nights, with festivities being planned for clients during the parade (cruise) event.
  • ARCA: Laura mentioned that ARCA covered many of the same state and federal issues that have been mentioned previously.
  • State Service Provider Committee Chair Conference Call: Rodney Zikan reported that Service Provider Advisory Committee Chairperson will soon be having monthly conference calls, to better connect with each other.
  • Other: Mary Agnes Nolan from the State Council on Developmental Disabilities, North State Office presented an update which included a list of trainings. She also presented information on VoiceOptions, a speech technology program. She also mentioned the current vacancies on the SCDD Regional Advisory Committee.
  • Provider Announcements: None
  • The next meeting will be Wednesday, May 17th at 1:30 p.m. at the Tehama Visitors Center.

b.Finance Committee, Colleen Ryberg, Chairperson: Colleen Ryberg called the meeting to order at 1:30. Barbara Schubert explained the Action item regarding Northern Valley Catholic Social services. This contract is to help create services among the Hispanic and Southeast Asian families, and Northern Valley Catholic Social Services has been chosen to lead his project. Motion and second by Roger Hatton and Adam Beals. No discussion, motion passed.

Barbara Schubert explained the Action Item regarding the Revolving Loan. This Action Item is regarding a commitment fee that is now being charged for monies that FNRC may or may not borrow The committee fee will be $13 thousand+. This Action Item will also extend the line of credit for an additional six months. Ronda Dever recommended and Roger Hatton seconded a motion to have this Action Item heard at the Board Meeting, March 24th to have additional questions answered by Mike Mintline.

Diana Anderson explained Action Item #5. This is regarding a home that is being renovated for specialized services. Motion and second by Ronda Dever and Roger Hatton. No discussion, motion passed.

Diana Anderson explained Action item #6. This is related to Action Item #5. This contract is for start-up funds to furnish and equip this home. Motion and second by Adam Beals and Roger Hatton. No discussion, motion passed.

Diana briefly explained the Review of POS Expenditures by Ethnicity. FNRC is out of alignment for children ages 3 – 21.

Meeting adjourned at 2:20.

  1. Action Item #3: Northern Valley Catholic Social Services, Inc.: FNRC is requesting that the Board approve a contract with Northern Valley Catholic Social Service, Inc. to develop and implement a program of community support services as described above effective March 1, 2017 through February 28, 2019 for a total maximum contract amount of six hundred thirty-five thousand seven hundred thirty dollars ($635,730.00). Motion and second by Committee and William Battles
  1. Action Item #4: Revolving Loan: In January 2017, the Board of Directors authorized the Chief Financial Officer and Executive Director to sign the Agreement, which will enable the Regional Center to borrow up to $13.5 million for a one year period if the State cannot pay its obligations to the Regional Center timely. Review of the loan agreement indicates that the $13.5 million can only be used to pay bills for the fiscal year ended June 20, 2017, and not for services rendered after that date. After discussion with banking officials, a six month term is the best option for the Regional Center. The term of the agreement will be from March 31, 2017 to September 29, 2017. After that time, the bank has indicated it will arrange for another line of credit if it is in the Regional Center’s best interest. It is recommended that the Board of Directors authorize the Chief Financial Officer and Executive Director to negotiate a line of credit agreement for $13.5 million with a term of six months rather than one year. If the Regional Center needs more funds than the $13.5 million, it will attempt to increase the loan and will pay additional commitment fees and interest. This item was tabled by the Committee in order to question Mike Mintline. The question was whether the money can be used to pay bills after June 2017 and the answer to this is “no”. Motion to approve and second by Ronda Dever and Rod Zikan. No further discussion, motion passed.
  1. Action Item #5: CA Housing Foundation: It is requested the Board approve contract PS-2090 with California Housing Foundation (PF4655) for CPP Start-up funding for an ARFPSHN at 4220 Vista Oaks, Redding, CA, effective December 1, 2016 through April 30, 2019 for a total maximum contract amount of $500,000.00, which included a $200,000.00 down payment towards the purchase of the property and $300,000.00 for rehabilitation of the property. Rehab costs include whole house sprinkler system and back up generators as well as creating ADA accessible access to all rooms of the home. The home will provide medical services for individuals who require skilled nursing levels of care. Priority placement will given to individuals moving from developmental centers. Motion and second by Committee and Ronda Dever. No discussion, motion passed. Rod Zikan abstaining.
  1. Action #6: California Mentor: It is requested the Board approve contract PS-2093 with California Mentor (PF4659) for CPP Start Up funding for Adult Residential Facility for Persons with Special Health Care Needs (ARFPSHNS) for adults effective December 1, 2016 through April 30, 2019 for a total maximum contract amount of $250,000.00. California Mentor operates several ARFPSHNs throughout the State and has several years of experience with staff that can assist FRNC in setting up these new services. The home will be licensed under Community Care Licensing for four individuals in private rooms and the home will be fully accessible for individuals with medical needs that require skilled nursing services. Individuals moving from developmental centers will have first priority for placement in the home, and individuals living in the community will be second until all developmental centers are closed. Motion to approve and second by Committee and Leslie Corletto. No discussion, motion passed. Rod Zikan abstaining.

c.Bylaws Committee, Chrissie Clapp, Chairperson: As Chrissie Clapp was unable to attend, Colleen Ryberg conducted the meeting. Laura Larson explained the need for the amendment to the FNRC bylaws, as stated in Action Item #7. The amendment will be the addition of two members-at-Large to meeting Board Composition requirements as outlined in the Lanterman Developmental Disabilities Services Act. Motion and second by Colleen Ryberg and Roger Hatton. No discussion, motion passed. Colleen mad a motion to amend the Action to include the words “up to twenty members”. Second by Roger Hatton. No discussion, motion passed.