Northeast Michigan Community Mental Health Authority Board. Board Meeting. September 11, 2014

Transcription

1 Northeast Michigan Community Mental Health Authority Board Board Meeting September 11, 2014 I. Call to Order Chair Gary Nowak called the meeting to order in the Board Room at 3:00 p.m. II. Roll Call and Determination of a Quorum Present: Linda Canfield, Virginia DeRosia, Alan Fischer, Roger Frye, Judy Hutchins, Albert LaFleche, Terry Larson, Tom Mullaney, Gary Nowak, Pat Przeslawski Absent: Judy Jones (excused), Marie LaLonde (excused), Staff & Guests: Lisa Anderson, Dayna Barbeau, Carolyn Bruning, LeeAnn Bushey, Lynne Fredlund, Ruth Hewett, Cheryl Jaworowski, Janice Kauffman, Ed LaFramboise, Jamie McConnell, Cathy Meske, Mary Mingus, Greg Proulx PhD, Kris Toy III. IV. Information and/or Comments from the Public Ed LaFramboise introduced Jamie McConnell, Office Manager, to the Board. Jamie will be filling the role which will be vacated by Janice Kauffman, 30-year employee, upon her retirement. Consent Agenda 1. Approval of Minutes 2. Grants and/or Contracts a. NEMCSA Early Head Start Agreement b. Thunder Bay Transportation Authority Moved by Roger Frye, supported by Albert LaFleche, to approve the Consent Agenda as presented. Roll call vote: Ayes: Linda Canfield, Virginia DeRosia, Alan Fischer, Roger Frye, Judy Hutchins, Albert LaFleche, Terry Larson, Tom Mullaney, Gary Nowak, Pat Przeslawski; Nays: None; Absent: Judy Jones, Marie LaLonde. Motion carried. V. Educational Session Children s Services Update Greg Proulx PhD, Children s Services Supervisor, provided Board members with an update of Children s services offered through the Home-Based Program. Dr. Proulx provided a graph depicting caseloads from December 2012 through August From the one-year time period of December 2012 to December 2013, there was a 34% increase in cases in the Children s Home Based Department and in the following 6 months another 19% increase. Overall, there was a 53% jump from December 2012 through July The CAFAS (Child and Adolescent Functional Adolescent Scale) is used to provide a scoring for each child entering this program. Dr. Proulx reports the goal is to have the individual reduce their score by at least 20 points when they complete the program. Dr. Proulx provided a brief snapshot of an individual s treatment program providing a comparison for one individual child who had experience many traumatic situations as a young child. After receiving services using trauma focused cognitive behavior therapy, his scores improved significantly in all areas measured. Dr. Proulx reports there are seven staff, who are either MSW or LPC clinical staff, working in this Department serving just over 100 children. One clinician is also certified as an Infant Mental Health Specialist as well as Dr. Proulx being an Infant Mental Health Specialist Mentor. His department is Page 1 of 8

2 very active in the Head Start programs and provides consultation services for the Head Start programs. He reports Parent Management Training Oregon Model (PMTO) is another evidence based model staff are currently being trained in. Greg reports referrals come from various organizations such as Department of Human Services, hospitals, and school systems. VI. FY14-15 Budget Hearing Gary Nowak noted this portion of the meeting is set aside for the Public Hearing on the Budget. Cheryl Jaworowski reviewed the Public Hearing budget with Board members. The Revenue Budget was addressed. She reports the budget for next year is merely $3,127 less than the current budget; however, the various revenue streams have changed quite a bit from last year. She notes one area with a large change is in the Autism Program. This is a fee-for-service program. Cheryl Jaworowski reports the Medicaid budget is actually more than the Medicaid revenue the NMRE will be receiving for our four counties; however, due to the smoothing process and carry forward dollars the revenue line is higher. Tom Mullaney requested clarification about the impact of revenues for Healthy Michigan. Ed LaFramboise responded while there will be more Medicaid dollars received due to Healthy Michigan, those dollars cannot be used to treat those not eligible for Healthy Michigan. Those individuals with a spend-down or no insurance will still not be able to receive services unless the spend-down is met or the individual is in crisis. Albert LaFleche inquired as to where individuals not qualifying for services at this agency seek services. Ed LaFramboise reported those individuals are referred to Alcona Health Center, Thunder Bay Community Health Services or the Behavioral Health Center at ARMC. Cheryl Jaworowski reviewed the Expenditure Budget by line item with Board members. Cheryl Jaworowski reports the salaries line item will be decreased by $646,127. This is due to a home closure, early retirement incentive and noted even with the home closure, most staff have been placed in other positions and only a couple staff are drawing unemployment. Cheryl reports there is a 3% salary increase built into this budget. She reports the IT increase is due to the AVATAR licensing that will be managed in-house rather than at North Country under the Northern Affiliation arrangement. In addition, the inpatient costs will also be brought back to in-house control resulting in a spike in that line item. Cheryl Jaworowski reports the Self-Determination program is also increasing as this program is expanding; however, overall using self-determination is a savings as the individual hires their own staff and those services usually are less expensive than providing the services in-house. Cheryl Jaworowski reports Staff Development has an increase due to training requirements in the Autism Program, Mental Health First Aid and Clubhouse programs. Cheryl Jaworowski provided input as to the depreciation expense adjustment noting due to lower life expectancy of vehicles, vehicles are now depreciated over four years versus five years resulting in a higher depreciation than in past years. Cheryl Jaworowski reviewed the Expenditure Budget by program. Cheryl provided input as to the variances in the Physician Services and Autism Program. Cheryl Jaworowski reports there is a plug of $53,369 to balance this budget, which are dollars we will need to find during the fiscal year. Page 2 of 8

3 Board members reviewed the Capital Purchases budget worksheet. She reports the $20,000 expenditure identified related to Clubhouse would be to upgrade the Clubhouse leased facility; noting however there is a search continuing for other suitable rental space. Linda Canfield inquired about the portable Arjo lifts in the budget. Cheryl Jaworowski reported she was just notified earlier they will be Hoyer lifts. These lifts will be available for use to assure individuals can get to their doctor s appointments and aid in getting the individual from a wheelchairs to an exam tables, etc. Tom Mullaney inquired as to whether preference is given to local vendors when utilizing the bidding process. Cheryl Jaworowski reported there can be justification in such instances but sometimes the local vendors cannot provide the needed equipment or modifications. Cheryl Jaworowski reviewed the FTE budget noting there are 20 less positions in the budget for next year, some resulting from the Avalon Home closing mid-year. This concluded the Public Hearing Budget portion of this meeting. No additional comments or information were received. Moved by Linda Canfield, supported by Pat Przeslawski, to approve the FY14-15 Budget as presented. Roll call vote: Ayes: Linda Canfield, Virginia DeRosia, Alan Fischer, Roger Frye, Judy Hutchins, Albert LaFleche, Terry Larson, Tom Mullaney, Gary Nowak, Pat Przeslawski; Nays: None; Absent: Judy Jones, Marie LaLonde. Motion carried. VII. September Monitoring Reports 1. Budgeting Cheryl Jaworowski reviewed the most recent Statement of Revenue and Expense Report for the month ending July 30, We have a positive net income of $135,941. She notes currently we are underspending Medicaid dollars by $1,035,312 and General Funds of $321,435. She informed Board members that of the excess General Funds amount, Northeast can carry forward about $65,000. The remainder of the excess funds would need to be returned to the State or shifted to another Board by means of a 236 transfer. Ed LaFramboise reports at last month s Board meeting this Board discussed the willingness to assist one of our partner boards experiencing a shortage. He notes he received a message from the Department indicating individual Boards would not be allowed to designate which community mental health board would receive the funds. The Department would be making that determination. Moved by Albert LaFleche, support by Roger Frye, to allow for a 236 transfer in the amount of $200,000 or less to another board in need. Roll call vote: Ayes: Linda Canfield, Virginia DeRosia, Alan Fischer, Roger Frye, Judy Hutchins, Albert LaFleche, Terry Larson, Tom Mullaney, Gary Nowak, Pat Przeslawski; Nays: None; Absent: Judy Jones, Marie LaLonde. Motion carried. Cheryl Jaworowski requests consideration of purchasing capital items identified on the budget just passed by the Board to be purchased in this fiscal year. This would assist in addressing the plug in the adopted budget as well. She suggests these purchases be capped at no more than $50,000. Moved by Alan Fischer, supported by Virginia DeRosia, to allow capital purchases of up to $50,000 in next fiscal year s proposal be completed in the current fiscal year. Roll call vote: Ayes: Linda Canfield, Virginia DeRosia, Alan Fischer, Roger Frye, Judy Hutchins, Albert LaFleche, Terry Larson, Tom Mullaney, Gary Nowak, Pat Przeslawski; Nays: None; Absent: Judy Jones, Marie LaLonde. Motion carried. Page 3 of 8

4 Moved by Pat Przeslawski, supported by Virginia DeRosia, to accept the September monitoring reports as presented. Motion carried. VIII. Board Policy Review and Self Evaluation 1. General Executive Constraint Board members reviewed the policy and there were no recommended revisions. 2. Compensation and Benefits Board members reviewed the policy and there were no recommended revisions. 3. Board Committee Structure Board members reviewed the policy. No revisions were identified. IX. Linkage Reports 1. Northern Michigan Regional Entity (NMRE) Update a. August 27 th Meeting The minutes were distributed today for the meeting which occurred on August 27 th. Ed LaFramboise reports the focus of the NMRE is the finalization of the SUD transition. This must be complete by October 1, MACMHB a. Fall Board Conference October 27 & 28 Traverse City Linda Canfield inquired about whether Board members considered sharing a room when attending conferences to contain costs. Diane Hayka reported many times this occurs. Gary Nowak, Judy Hutchins, Marie LaLonde, and Roger Frye will be attending the conference. Voting delegates will be needed. Moved by Albert LaFleche, supported by Pat Przeslawski, to authorize expenses for Board members to attend conference. Roll call vote: Ayes: Linda Canfield, Virginia DeRosia, Alan Fischer, Roger Frye, Judy Hutchins, Albert LaFleche, Terry Larson, Tom Mullaney, Gary Nowak, Pat Przeslawski; Nays: None; Absent: Judy Jones, Marie LaLonde. Motion carried. b. Annual Dues Assessment Ed LaFramboise reported, at the May Conference, the Member Assembly delegates to the Association adopted the FY budget and dues structure. Northeast s dues increased $123 from last fiscal year. Moved by Roger Frye, supported by Albert LaFleche, to approve the Annual Dues Assessment to the Michigan Association of Community Mental Health Boards. Roll call vote: Ayes: Linda Canfield, Virginia DeRosia, Alan Fischer, Roger Frye, Judy Hutchins, Albert LaFleche, Terry Larson, Tom Mullaney, Gary Nowak, Pat Przeslawski; Nays: None; Absent: Judy Jones, Marie LaLonde. Motion carried. c. Traveling Art Show III Ed LaFramboise reports the Art Show is currently displayed at the Brush Creek Mill in Hillman. He notes it was well attended at the Alpena Library. d. By Law Proposal The proposed MACMHB by-laws will be voted on at the Fall Conference. Basically the changes include allowing the PIHP Directors to become voting members of the MACMHB. Page 4 of 8

5 Gary Nowak appointed the Voting Delegates for the Fall Conference -- Judy Hutchins and Roger Frye. Board members were requested to provide any concern or input related to the by-laws to Diane Hayka so she can relay to the Board Association. e. Advocacy Efforts The update from the MACMHB relating to advocacy efforts was reviewed with Board members. 3. Clinical Services and Support Report Cathy Meske reports the biggest change will be in the Medicare population as those individuals were transferred to their primary care physicians. 4. Legislative Luncheon October 3, 2014 Ed LaFramboise reported the Candidate Forum is scheduled for October 3 rd in this room. Candidates have been invited. Confirmation has been received from Joe Lukasiewicz and Peter Pettalia. Ed LaFramboise reports he will provide an overview from the Board s perspective of the General Fund issues and the impact it has had on individuals we serve. X. Chair s Report 1. Setting Perpetual Calendar Gary Nowak reported this calendar is up for adoption at our next meeting. If there are any concerns or changes Board members wish, contact Diane Hayka. 2. Board Self Evaluation Report The Board Self-Evaluation report was reviewed by Board members. Board members noted many of the members have similar observations as to the various items reviewed in this survey. 3. CEO Search Process Plan Lisa Anderson reviewed the CEO Search Process which includes the timeline and budget. There were many steps identified with the timelines associated with each step of the process. Gary Nowak suggests the interview be conducted in front of the full board. It is very important for the full board to make this decision. Albert LaFleche noted he believes using the full Board will be too cumbersome. Terry Larson notes the whole Board should participate in the interview but only a couple of the Board members would be posing the questions. Gary Nowak notes the questions would be identified in advance and either each Board member could read one or two questions or one person could ask all questions. Ed LaFramboise notes he believes the Board should be in observance of the interview process. Gary Nowak suggests adding one to three moderators be added. Terry Larson reports the details do not need to be included in this plan. The Interview Process #2 and #3 will be revised to indicate the full Board will participate in the interview process. Moved by Alan Fischer, supported by Roger Frye, to approve Policy and CEO Search Process plan as presented. Motion carried. XI. Director s Report 1. Director s Report Ed LaFramboise reports there is a tentative agreement with the union and would like to address this and the Director s contract in closed session. Page 5 of 8

6 Medicaid Bid-Out Ed LaFramboise reported there is talk of doing away with the carve-out of behavioral health services. This would preclude the PIHPs from bidding on the contracts. There are few details available at this point and the Board will be apprised when more is known. Lapsing Dollars Ed LaFramboise reported it is conceivable the lapsing dollars this year will be very high. He reports Northeast has gotten close to the PMPM funding allocation during this past year. He reports staff have really worked diligently to continue services with fewer staff. He reports as a result of all the work by staff to get to this level, he would like to award a 1% wage adjustment to staff in recognition of their hard work. He reports partner boards have provided higher increases in the past year than Northeast and this would be equivalent to that which other boards had already done. Moved by Alan Fischer supported by Pat Przeslawski, to allow a 1% one-time payment in recognition of staff s hard work in the budget containment this fiscal year. Linda Canfield inquired to the cost of that 1% and Cheryl Jaworowski indicated it would be approximately $120,000. Linda Canfield inquired as to whether it would be more appropriate to have a 2% adjustment. Moved by Alan Fischer supported by Pat Przeslawski to amend this motion to a 2% one-time wage adjustment versus the 1% one-time wage adjustment. Cathy Meske noted the big picture of the Medicaid budget would be any funds returned to the government would benefit those truly in need. Ed LaFramboise reports he has wrestled with this option as the local teachers have just taken a 10% reduction, and other such employers have also imposed salary reductions. He reports he tried to compare to other community mental health boards and as Northeast has not added to the base where others have; he did not find this unreasonable. Linda Canfield reported there are many employees at this organization that give so much and this is a very good method to show the appreciation. Albert LaFleche reported the county employees in Montmorency County are receiving no increases. It will be difficult to go back to the county and notify them of this increase when the county is providing funding for community mental health. Tom Mullaney agreed it is difficult to award increases when others are getting none. Roll call vote: Ayes: Linda Canfield, Virginia DeRosia, Alan Fischer, Roger Frye, Judy Hutchins, Terry Larson, Gary Nowak, Pat Przeslawski; Nayes: Albert LaFleche, Tom Mullaney; Absent: Judy Jones, Marie LaLonde. Motion carried. 2. General Fund Contract Ed LaFramboise reported earlier today an was received by the Department of Community Health to get authorization to allow execution of the General Fund contract by September 26, The Department intends to release this contract next week and needs to have it signed prior to the October Board meeting. This contract has been negotiated through the Board Association and they have recommended execution. Moved by Terry Larson, supported by Linda Canfield, to authorize the Director to execute the contract with the Michigan Department of Community Health as discussed. Motion carried. Page 6 of 8

7 Cooperative Agreement - AVATAR Ed LaFramboise reported earlier today we also received an agreement from North Country related to the Electronic Medical Record cooperative arrangement. It would be managed by the IT Directors from the three cooperative boards. It would not be a centralized dictation by one board. This would be approximately $100,000 per year. Moved by Roger Frye, supported by Virginia DeRosia, to authorize the Director to enter into an agreement with NCCMH as presented. Roll call vote: Ayes: Linda Canfield, Virginia DeRosia, Alan Fischer, Roger Frye, Judy Hutchins, Albert LaFleche, Terry Larson, Tom Mullaney, Gary Nowak, Pat Przeslawski; Nays: None; Absent: Judy Jones, Marie LaLonde. Motion carried. Alan Fischer left the meeting at 5:00 p.m. Moved by Terry Larson, supported by Linda Canfield, to adjourn to closed session to discuss union negotiations and the Director s contract. Roll call vote: Ayes: Linda Canfield, Virginia DeRosia, Roger Frye, Judy Hutchins, Albert LaFleche, Terry Larson, Tom Mullaney, Gary Nowak, Pat Przeslawski; Nays: None; Absent: Alan Fischer, Judy Jones, Marie LaLonde. Motion carried. Meeting adjourns to closed session at 5:04 p.m. Meeting returned to open session at 5:15 p.m. Director s Contract The Director s contract contains language which requires the Director to provide notice to the Board in advance of his desire to retire, etc. It contains language which allows for an extension of this contract in one-year increments. Ed LaFramboise has requested consideration to extend this contract for one additional year. The contract would then expire on September 30, 2016 versus September 30, There is also language in the contract which spells out wage adjustments and benefits to be mirrored of what other staff are awarded. Moved by Albert LaFleche, supported by Pat Przeslawski, to extend the Director s contract through September 2016 as presented. Roll call vote: Ayes: Linda Canfield, Virginia DeRosia, Roger Frye, Judy Hutchins, Albert LaFleche, Terry Larson, Tom Mullaney, Gary Nowak, Pat Przeslawski; Nays: None; Absent: Alan Fischer, Judy Jones, Marie LaLonde. Motion carried. Union Negotiations A tentative agreement has been reached by the OPEIU and the Agency. Ed LaFramboise reviewed the details of the agreement noting the union would hold their ratification sometime next week. Moved by Terry Larson, supported by Roger Frye, to authorize the Director to enter into agreements with OPEIU for contracts upon ratification. Motion carried. Roll call vote: Ayes: Linda Canfield, Virginia DeRosia, Roger Frye, Judy Hutchins, Albert LaFleche, Terry Larson, Tom Mullaney, Gary Nowak, Pat Przeslawski; Nays: None; Absent: Alan Fischer, Judy Jones, Marie LaLonde. Motion carried. Incentive Awards Ed LaFramboise reported the Northern Michigan Regional Entity was awarded a first place award for the region most improved for supporting individuals in their own homes. This was announced in a recent Friday Facts. It is a tribute to Northeast staff as many of the placements Page 7 of 8

8 are directly related to Northeast s efforts. The award is $45,000 and will be split among the three Boards who operated under the Northern Affiliation. 3. County Commissions Update Ed LaFramboise reported he has been making his rounds to the County Commissioners offices and will finish up with Alpena on September 30 th. 4. Autism Program Audit Ed LaFramboise reported the Department will be conducting an audit on the Autism Program later this month. 5. QI Council Update The minutes of the last QI Council meeting were included in the mailing. There were no questions related to the minutes. XII. XIII. Information and/or Comments from the Public There was no information present from the public. Next Meeting The next regularly scheduled meeting of Northeast Michigan Community Mental Health Authority Board will be held Thursday, October 9, 2014 at 3:00 p.m. in the Board Room at the Alpena Office. 1. Set October Agenda The October agenda items were reviewed. XIV. XV. Evaluation of Meeting Linda Canfield noted this was a good meeting and all members had opportunity for input. Pat Przeslawski reported the Board accomplished a lot. Adjournment Meeting adjourned by the call of the Chair. This meeting adjourned at 5:17 p.m. [signed by Virginia DeRosia on 10/09/14] Virginia DeRosia, Secretary Diane Hayka Recorder [signed by Gary Nowak on 10/09/14] Gary Nowak, Chair Page 8 of 8