Oklahoma Veterans Commission Meeting Minutes

Oklahoma Veterans Commission Meeting Minutes

A meeting of the Oklahoma Veterans Commission was held at the Oklahoma Veterans Memorial Building, Oklahoma City, Oklahoma on June 9, 2017 at 10:00 a.m. Notice was given pursuant to O.S. Section 301 et seq. by submitting to the Secretary of State and by posting an agenda on the front door of the Commissions office building at least 24 hours prior to the meeting.

Members of the Commission and staff present were:

Mr. John Carter, Chairman, Member at Large, Norman, Navy

Mr. Tom Richey, Vice Chairman, Paralyzed American Veterans, McLoud, Navy

Mr. Eric Tuck, Secretary, The American Legion, Ft. Gibson, Army

Mr. Marshall Fite, Commissioner, Member at Large, Hobart, Army

Mr. Gary Secor, Commissioner, Veterans of Foreign Wars, Lawton, Army

Mr. Gerry Shepherd, Commissioner, Member at Large, Oklahoma City, Army

Mr. Lloyd Smithson, Commissioner, National Guard Association, Yukon, Air Force

Mr. Larry Van Schuyver, Commissioner, Military Order of Purple Heart, Edmond, Navy

Mr. Myles Deering, Executive Director

Mr. Doug Elliott, Deputy Director

Ms. Sarah Lane, ODVA Legal Counsel

Ms. Shantha Varahan, Chief Financial Officer

Ms. Dorita Herd, Construction Programs Officer

Mr. Robert Arrington, Veterans Services Programs Administrator

Ms. Tina Williams, Compliance Director

Mr. Shane Faulkner, Public Information Officer

Ms. Nicole Miller, Legislative Liaison

Ms. Michelle Sexton, Safety Programs Administrator

Ms. Belinda White, Administrative Programs Officer

Absent:Mr. Jon Arthur, Commissioner, Disabled American Veterans, Grove

1. Call to Order

The meeting was called to order at 10:00 a.m.

2. Invocation

The invocation was given by Commissioner Tuck.

3. Pledge of Allegiance

The pledge of allegiance was led by Commissioner Smithson.

4. Introduction and Welcome to Visitors and Guests

The Chairman welcomed the visitors and guest. He also recognized Barbara Bolin and two Disabled American

Veteran Representatives.

5. Presentation of Appreciation Certificate to Robert Clark, for Service to the Oklahoma Veterans Commission.

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Mr. Clark did not attend the meeting.

6. Introduction of New Commission Member, Paul Costilow (Effective July 2, 2017).

Mr. Costilow did not attend the meeting.

7. Discussion and Possible Action Regarding Approval of Meeting Minutes of the April 21, 2017 Oklahoma Veterans

Commission Meeting.

Commissioner Secor made a motion to approve the meeting minutes of the April 21, 2017 Oklahoma Veterans

Commission meeting as submitted with the correction of the vote on Item 7, concerning Commissioner Tuck’s name

being removed from the Aye vote.

Commissioner Richey seconded the motion and the vote is as follows:

Aye:Carter, Richey, Tuck, Fite, Secor, Shepherd, Smithson, Van Schuyver

Absent:Arthur

8. Executive Session Pursuant to 25 O.S. § 307 (B)

(a) Commissioner Richey made a motion to go into executive session.

Commissioner Smithson seconded the motion and the vote is as follows:

Aye:Carter, Richey, Tuck, Fite, Secor, Shepherd, Smithson, Van Schuyver

Absent:Arthur

The executive session began at 10:04 a.m.

(4) – Confidential communications between a public body and its Attorney concerning a pending investigation,

claim, or action of the public body, with the advice of its Attorney, determines that disclosure will seriously

impair the ability of the public body to process the claim or conduct a pending investigation, litigation or

proceeding in the public interest:

Commissioner Arthur entered the meeting (10:07 a.m.)

(b) Report Regarding Pending Litigation Concerning Case No# ID-2017-242 Discharge of Norman Resident.

(7) - Discussing any matter where disclosure of information would violate confidentiality requirements of State or

Federal Law:

The executive session adjourned at 10:23 a.m.

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9. Return to Open Session.

(a) Commissioner Richey made a motion to return to open session.

Commissioner Secor seconded the motion and the vote is as follows:

Aye: Carter, Richey, Tuck, Arthur, Fite, Secor, Shepherd, Smithson, Van Schuyver

The meeting returned to open session at 10:24 a.m.

10. Discussion and Possible Action Regarding Executive Session.

(a) Possible action regarding executive session item number 8 (b) regarding pending litigation concerning case

No# ID-2017-242 discharge of Norman resident.

(b) Information only, no action taken.

reduction for resident of Claremore Center.

(d) Commissioner Richey made a motion to table the requested maintenance charge reduction for resident of

Claremore Center, for the July meeting.

Commissioner Secor seconded the motion and the vote is as follows:

Aye:Carter, Richey, Tuck, Arthur, Fite, Secor, Shepherd, Smithson, Van Schuyver

11. Discussion and possible action regarding election of Chairman of the Oklahoma Veterans Commission.

12. Commissioner Carter nominated Commissioner Richey as Chairman of the Oklahoma Veterans Commission.

Commissioner Tuck seconded the motion and the vote is as follows:

Aye:Carter, Richey, Tuck, Arthur, Fite, Secor, Shepherd, Smithson, Van Schuyver

13. Discussion and possible action regarding election of Vice Chairman of the Oklahoma Veterans Commission.

14. Commissioner Carter nominated Commissioner Tuck as Vice Chairman of the Oklahoma Veterans Commission.

Commissioner Richey seconded the motion and the vote is as follows:

Aye:Carter, Richey, Tuck, Arthur, Fite, Secor, Shepherd, Smithson, Van Schuyver

15. Discussion and possible action regarding election of Secretary of the Oklahoma Veterans Commission.

16. Commissioner Smithson nominated Commissioner Secor as Secretary of the Oklahoma Veterans Commission.

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Commissioner Secor declined the nomination.

Commissioner Richey nominated Commissioner Shepherd as Secretary of the Oklahoma Veterans Commission.

Commissioner Smithson seconded the motion and the vote is as follows:

Aye:Carter, Richey, Tuck, Arthur, Fite, Secor, Shepherd, Smithson, Van Schuyver

17.Oklahoma Department of Veterans Affairs

(a) Myles Deering, Executive Director’s Report with Possible Discussion on the Following:

(1) Update and possible discussion regarding proposed Legislative Interim Study.

The Director reported that there were four different proposed studies requested regarding the agency.

They have narrowed it down to one combined study which will include the possible moving of the Talihina

Center.

(2) Update and possible discussion regarding ODVA Budget.

The legislators reduced ODVA Budget by a small amount and with the cost saving factors that we have

achieved the agency budget remains solvent.

The Director reported to the Commission regarding the Veterans Pilot Program and the Take 10 Survey

which is no cost to the agency.

(4) Update and possible discussion regarding the New ODVA Building.

The Director reported to the Commission regarding the New ODVA Building to include that the building

is finished, the furniture is scheduled to be delivered June 20th. There is adelay with the I.T. and phone

installations. The Director invited the Commission to tour the building after the meeting.

(b) Doug Elliott, Deputy Director’s Report with Possible Discussion on the Following:

(1) Update and possible discussion regarding the State Budget Cuts and the percentage of cut that ODVA

received.

Mr. Elliott reported to the Commission that the legislature took the agency’s revolving fund which was

1.7 million dollars. We had a workers compensation reduction of 1.4 million and with other common sense reductions the resident care will not be effected. We owe many thanks to Representative Leslie Osborn for protecting the agency’s budget.

(2) Update and possible discussion regarding ODVA’s current budget and the agency’s financial outlook.

Mr. Elliott reported the following:

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Veterans Cemetery will cost the agency one million dollars initially and then will be reimbursed.
Talihina Veterans Center is having problems staffing for 120 beds. The Center still has V.A. bed hold.
If it is possible to move the Talihina Center it will be four to five years from now, so the mold remediation will have to be done.
Medicaid System Interim Study which will be the only avenue to receive money for the Centers with the State’s financial situation it is not likely that the agency will receive any income from the State.
Security Camera System will cost approximately six million dollars.
There are several projects scheduled for all the Centers.

The Chairman called for a break at 10:55 a.m. and the meeting resumed at 11:05 a.m.

(1) Update regarding resident maintenance collections.

Ms. Lane reported to the Commission regarding Resident Maintenance Collections concerning the total outstanding delinquent maintenance, the amount that has been collected and the ongoing efforts to collect.

(2) Update on electronic payments.

Ms. Lane updated the Commission regarding electronic payments for resident maintenance charges to include

that one method had a successful test drafted and is about to draft the second month. There are still a few

issues with the other methods at this time.

(d) Michelle Sexton, Safety Programs Administrator’s Report with Possible Discussion and/or Action on the

Following:

(1) Workers Compensation (copies of the Workers Compensation Report are attached to file copies of the meeting minutes).

(e) Nicole Miller, Legislative Liaison:

(1) Update regarding 2017 Legislative Session.

Ms. Miller reported that out of eight bills regarding ODVA five of the eight will become law. Senate Bill 313 – Lien Authority is dormant they will pick this bill up next session. The bills that will become law are Senate Bills

33, 57, 543, 456 and House Bill 1198.

(f) Shantha Varahan, Chief Financial Officer’s Report with Possible Discussion and/or Action on the Following:

(1) Statistics and discussion regarding; FY17 budget projections; expenditure budget to actual; FY17 revenue projected to actual FY17; revolving fund revenue; basic and service-connected per diem rates; average

Occupancy rate; total days of resident care; agency special fund; current awarded capital projects.

Ms. Varahan reported to the Commission regarding the Financial Services Division (copies of the Financial

Services Division Report are attached to file copies of the meeting minutes).

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(g) Dorita Herd, Construction Administrator’s Report with Possible Discussion and/or Action on the Following:

(1) All construction projects concerning Ardmore, Claremore, Clinton, Lawton, Norman, Sulphur, Talihina,
Central Office and agency wide projects.

Ms. Herd reported to the Commission regarding the Construction Services Division (copies of the

Construction Services Division Report are attached to file copies of the meeting minutes).

(2) Discussion and possible action regarding Change Order #3 $10,000.00 – Engineering Design DCAM #15036-03

Clinton Veterans Center, for additional mileage reimbursement associated with trips to resolve the lightning

strike at ATS & Generator as well as site inspection & mileage reimbursement for replacement 180 kw

generator that extended beyond original construction administration.

(3) Commissioner Arthur made a motion to approve Change Order #3 $10,000.00 – Engineering Design DCAM #15036-03 Clinton Veterans Center, for additional mileage reimbursement associated with trips to resolve the lightning strike at ATS & Generator as well as site inspection & mileage reimbursement for replacement 180 kw generator that extended beyond original construction administration.

Commissioner Richey seconded the motion and the vote is as follows:

Aye: Carter, Richey, Tuck, Arthur, Fite, Secor, Shepherd, Smithson, Van Schuyver

(h) Rob Arrington, Veterans Services Director’s Report with Possible Discussion and/or Action on the Following:

(1) Claims and Benefits Division.

Mr. Arrington reported to the Commission regarding the Claims and Benefits Division (copies of the Claims

and Benefits Division Report are attached to file copies of the meeting minutes).

(2) Update on Emergency Financial Assistance Grants.

Mr. Arrington reported to the Commission regarding the Emergency Financial Assistance Grants (copies of the

Emergency Financial Assistance Grants Report are attached to file copies of the meeting minutes).

(i) Tina Williams, Clinical Compliance Director’s Report with Possible Discussion and/or Action on the Following:

(1) Patient Status – Bed Occupancy & Rate; Total Discharged; Residents by Conflict Period; Average Age of

Residents; Personnel – Authorized, Filled & Vacancies; Resident Status; Surveys Conducted – V.A., State

and Federal Complaints; Sentinel Events and Training Events.

Ms. Tina Williams reported to the Commission regarding the Oklahoma Veterans Centers (copies of the

Oklahoma Veterans Center Reports are attached to file copies of the meeting minutes).

18. Presentation of appreciation plaque for John Carter, Chairman of the Oklahoma Veterans Commission.

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The Director presented John Carter, Chairman of the Oklahoma Veterans Commission an appreciation plaque for his

service as Chairman for the period of July 1, 2016 – June 30, 2017.

19. Open Public Comments.

There were no open public comments submitted.

20. New Business.

There were no new business submitted.

21. Submission of Possible Agenda Items by the Oklahoma Veterans Commission for the Next Regularly Scheduled

Meeting.

There were no agenda items submitted.

22. Discussion and Possible Action Regarding the Next Regularly Scheduled Meeting Date.

July 21, 2017

Friday, 10:00 a.m.

Conference Room

Oklahoma City, OK

23. Adjournment – Chairman

(a) Commissioner Richey made a motion to adjourn.

Commissioner Secor seconded the motion and the vote is as follows:

Aye:Carter, Richey, Tuck, Arthur, Fite, Secor, Shepherd, Smithson, Van Schuyver

The meeting adjourned at 12:05 p.m.