Meeting Date: 1/5/2015 Time:7:45 Amchairperson/President/Facilitator: Mark Mertens, Chairperson
Draft Board MeetingMinutes
(Enter the name of the Committee or team in the box above-this is template for the whole agency to use)
Meeting Date: 1/5/2015 Time:7:45 AMChairperson/President/Facilitator: Mark Mertens, Chairperson
Attendees: Mark Mertens, Board Chairperson; Jerry Rogers, Vice Chairperson; Kathy Ellis, Secretary; Ann Portell, Treasurer.
Members: Cliff Lane, Martha Maxell, Lisa Rozier, Stan Stratton, Forest Wegge. Agency Executive Staff: Steve Huss, PhD, CEO; Tracy Wiecking, Asst CEO/EVP Operations; Amy Rhodes, CFO; Dr Nathan Suter DO, Oral Health Medical Director; Margo Pigg, EVP Adult Services; Ghada Sultani-Hoffman, EVP Children and Youth Services; Patty Martens, EVP Health Services; Judy Finnegan, VP Special Projects; Katy Murray AVP Corporate Compliance/QM.
Absent: Board Members: Dr Steven Crawford, Diane Curtis, Vickie James, Audrey Mitchell, Terrence O'Neill, Ken Waller.
Agenda Item#1 December 1, 2014 Board Meeting Minutes
Discussion None
Recommendations Forest Wegge, Board Member, motioned to approve the 12/1/2014 Board Meeting Minutes as written. Kathy Ellis, Board Secretary seconded the motion. The motion was unanimously approved.
Action Items
1. None
2.
Committee member(s) responsible:
Agenda Item #2 Fiscal Review
Discussion Ann Portell, Board Treasurer reviewed the November 2014 Financial Indicators and detailed financial statements. A summary of August to November financial highlights was provided. Ann pointed out lagging revenues. Amy Rhodes, CFO, stated that this was normal for Behavioral Health Services but this year the revenues were lower but still seasonal in areas of Mental Health/Substance Abuse. Dental Services met expectations but would improve with the hiring of another dentist. Medical is not meeting expectations but a physician was on vacation for much of November. It is hoped that the dental services will offset some medical low patient services in the future but for now, without another dentist, this is not possible. A detailed discussion took place regarding services and service locations in light of the future closing of the Byrnes Mill Medical Center and the anticipated construction of Medical Services Building on the High Ridge site.In light of the current trend, Dr Huss recommended that the High Ridge building project be put on hold. Cliff Lane agreed although Jerry Rogers was concerned about stopping and later starting bidding process by vendors. Ann Portell pointed out that since the revenue to build was based on a new, consolidated loan, a bank may not approve based on current financial situation. A further discussion will take place when Facilities are discussed.
Recommendations Ann Portell moved, as chair of the financial committee that "the board approve the attached Financials for November 2014." Stan Stratton, board member, seconded the motion. The motion was unanimously approved.
Action Items
1. Senior agency staff to meet after the Board Meeting to discuss options for increasing revenues and cash flow where possible. The staff will also look at locations for adding medical services, to include the Valley, if supported by the School District.
2. Tracy Wiecking, Asst CEO, pointed out that there is property for rent on Highway 30 that could meet our medical service needs and increase visibility of medical services available to the community.
Committee member(s) responsible: Dr Huss
Agenda Item #3 Quality Assurance/Quality Improvement Review
Discussion Vickie James, Board Member representative at the agency QAQI monthly meeting was unable to be at this Board Meeting. Her report was reviewed by agency staff Katy Murray and Deborah Tumulty. Clinical Medical, Dental and Behavioral Quality Measures were reviewed at the 12/4/2014 QIQA Meeting. It was recommended that the quarterly results be shared with the general medical community at the 12/18/2014 Agency Medical Meeting. In addition it was recommended that the Information Technology Committee be contacted to determine how to report the clinical medical quality measures using the new Athena Health Electronic Health Record. Katy Murray reported that the Consumer Satisfaction Survey is taking place this week at all locations using a new, more welcoming format. The results will be available at the next Board Meeting. Deborah Tumulty, VP HR, reported that a new employee Elaine Johnson, LPN, was privileged by Kathy Ellis, Board member representative for Credentialing/Privileging Committee and that current staff Norinee Thomas, Community Case Manager and Amy Phillips, Adult Services Manager were re-privileged.
Recommendations Ann Portell moved that we approve the QIQA and Privileging Report. Kathy Ellis, seconded the motion. The Board unanimously approved the motion.
Action Items
1. None
2.
Committee member(s) responsible:
Agenda Item #4 Bridle Ridge
Discussion Dr Huss reported to the Board that a vehicle side swiped a fence along Highway 21. The person in the incident self reported and the fence is being repaired. Ann Portell asked if the light on the pond was still being lit after dark as she had driven by two times and the light was not on. Tracy Wiecking said that it was on a timer. Dr Huss reviewed the site improvements continuing to take place: fencing, organic garden, winter shelter and trail. Fundraising, using the site, continue, e.g. Veteran’s Day, Derby Day, Harvest Day and 4th of July. The site is revenue producing with therapeutic equine services.
Recommendations None
Action Items
1. Tracy Wiecking to check on Pond Light and Timer.
2. Complete repairs on damaged fence.
Committee member(s) responsible: Tracy Wiecking, EVP Operations
Agenda Item #5 FQHC
Discussion Deborah Tumulty reported that a suitable Child Psychiatrist was interviewed but took another position. The search continues. Regarding medical services at the Valley, Ghada Sultani-Hoffman said that she felt that the School District may be fine with extending hours as long as their families may receive services with others adding to the discussion of locations where Medical Services can be offered in the Byrnes Mill area. Amy Rhodes reported that for the FQHC, the Fee Schedule for office visits was low, $90, compared to other FQHCs. Medicaid is $129 so the Amy requested to raise the Fee Schedule to $135 for an office visit. This would not effect the sliding scale fee.
Recommendations Martha Maxwell motioned that the agency office visit fee be raised to $135. Kathy Ellis seconded the motion. The motion was unanimously approved.
Action Items
1. No new items
2.
Committee member(s) responsible:
Agenda Item #6 Facilities
Discussion Jerry Rogers was concerned that the bonding for the sale of the Athena Center to Sunny Hill was taking longer than expected. He asked if the Board should revisit the monthly rental fee that was waved. Dr Huss pointed out that the monthly rental was to come from the total sale price so there is not added income from the sale. In addition, Sunny Hill has assumed responsibility for the property, e.g. the Treatment Plant and Propane Gas replenishment, releasing COMTREA of further expenses. Everything should close in 30 to 45 days. Sunny Hill is allowing The Children's Advocacy Center to remain on the Athena property until "A" Building's renovations in Festus are completed; estimated to be July 2015. Dr Huss recommended that all but the High Ridge building project continue as scheduled. There is a meeting for Dental build out at Fox Schools this week.
Recommendations Cliff moved that COMTREA postpone any further actions toward construction of the additional High Ridge office for medical services to a date to be determined. Jerry Rogers seconded the motion. The motion was unanimously approved.
Action Items
1. No new items
2. EDC will be placed on hold.
Committee member(s) responsible:
Agenda Item #7 Community Development/Fund Raising
Discussion The fundraising activities were discussed for 2015.
February 14, 2015 Marti Gras for "A Safe Place."
February 28, 2015, Sweetheart Dance, Union CAC
May TBD, Veteran's Family Fair
May 2, 2015, Kentucky Derby Day
May 3, 2015, Art Show
July TBD Harvest Festival
August TBD Golf Tournament
December 5, 2015, Winter Party
Recommendations
Action Items
1. Tracy Wiecking and Kim Ebl, COMTREA staff to focus on Marti Gras. Post Cards handed out to Board and the Letter Announcement to be sent out with Silent Auction/Sponsorship Opportunities.
2.
Committee member(s) responsible:
Agenda Item #8 Board
Discussion 1. Mark Mertens reported that the Board Executive Committee had interviewed a potential Board Member.
2. The Annual 2014 Staff Satisfaction Survey was discussed by Board. Communication by supervisors was a key concern. Other items noted, e.g. secretarial area, have already been addressed. Other items still under review by the Executive Staff.
3. No manual/policy changes this month.
4. Amy Rhodes reported on the Annual Financial External Independent Audit by Schowalter and Jabouri. Amy reported it was a Qualified Report because the HRSA guidelines required a monthly Time and Effort Report. Also, internally, one invoice pulled did not have the supervisors approval and internally payroll access was corrected after a recent software update. All noted areas have been brought into compliance. Hard copy reports were made available to the Board Members
5. Ann Portell reported to the Board that she attended the Annual Corporate Compliance Committee Meeting, 12/ 2/2014. She has the Annual Report and Corporate Compliance Plan with matrix of audit activities. Ann reported that it was good.
Recommendations Item 1. Mark Mertens motioned that Beth Diveley be accepted by the Board as a new member. Ann Portell seconded the motion. The Board unanimously approved the motion.
Item 4. Ann Portell recommended that the Board approve the Agency External Audit with corrections completed. Kathy Ellis seconded the motion. The Board unanimously approved the motion.
Action Items
1. None
2.
Committee member(s) responsible:
Agenda Item #9 Mark Mertens requested a close Board session to discuss the policy change for grievances and hearings before the Board.
Discussion None
Recommendations Stan Stratton motioned that the Board enter into a closed session. Cliff Lane seconded the motion. The motion was carried byvoice vote of the following members: Mark Mertens, Board Chairperson; Jerry Rogers, Vice Chairperson; Kathy Ellis, Secretary; Ann Portell, Treasurer; Cliff Lane, Board Member; Martha Maxell, Board Member; Lisa Rozier,Board Member; Stan Stratton, Board Member and Forest Wegge, Board Member.
Action Items
1.
2.
Committee member(s) responsible:
Notes: Closed meeting minutes taken by Dr Huss
The meeting went back into open session. It was moved and seconded to adjourn. Meeting was adjourned at 9:10 a.m..
Next Meeting Date: 2/2/2015Time 7:45 amLocation: Arnold MO office
Minutes approved
(Signature of Committee Chair) (Date)
Adapted and revised from sample-ECRI Institute 2012
FMMSC 0116
Approved 8/20/2014