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2001-07-23 Regular Meetingi MINUTES OF THE REGULAR MEETING OF THE PROVIDENCE KODIAK ISLAND MENTAL HEALTH CENTER ADVISORY BOARD Monday, July 23, 2001 Meeting Called to Order The meeting was called to order by Vice -Chairperson Pam Foreman at 5:37PM in the Providence Mental Health Center Group Room. II. Roll Cali Members Present Members Absent Pam Foreman Jody Burcham Romegio Marasigan Thia Falcone Dave Davis Steve Honnold Lord Doyle Karen Perkins Darlene Turner Cecil Ranney Staff Present Guests Present Dr. Welby Jensen Don Roberts Robin Gardner Chuck Morris Karen Bennett Micky Mummert Crawford III. Acceptance of the Agenda Motion: Darlene Turner moved to accept the agenda with amendment to remove Item B, the acceptance of the July 16 2001 work session/special meeting minutes which were not ready yet. Rommy Marasigan seconded, and the motion carried. IV Approval of Minutes Motion: Dave Davis moved to accept the minutes of the June 25, 2001 meeting; Cecil Ranney seconded, and the motion carried. The minutes for the July 16 2001 special meeting were not ready for approval. July 23 2001 Advisory Board Meeting Minutes 1 V. Staff/ Other Presentations Robin indicated she had nothing but the Director's Report. Chuck Morris was re- introduced. VI. Public Comments Don Roberts stated he had read the site review, which was almost identical to the last draft. Mr. Roberts noted one area of concern on the review by reading it aloud, 'The local mental health board does not participate in the selection of the agency director. Define the role of the mental health board in this decision making process. (Administrative Standard #9)." Mr. Roberts continued by reading the progress notes: "While the advisory board does not have the ultimate decision -making authority of hiring the agency director, it currently does have the ability to give formal input in this decision as well as give input into the formulation and revision of the director job description. Standard met." Mr. Roberts disagrees that the standard was met, stating the advisory board in fact does have approval authority. Pam Foreman agreed, stating that was also her recollection. Mr. Roberts wished to comment also on the "consumer grievance" issue, on the waiver of confidentiality note {policy and procedure No. 100.09}, and specifically the "Waiver of Confidentiality." He suggested the word "medical' should be replaced by the word "grievance" in that waiver, so that only information pertinent to that grievance should be released. Pam agreed, and remembered that had already been discussed, and that the wordage should be corrected. Mr. Roberts additionally asked that the Kenai Peninsula Independent Living Center be added to the advocate contact list. Robin indicated that Thia had told her that she would provide an appropriate list of advocates, but had not yet given same to Robin. Mr. Roberts went on to make comments on the Clinical Director Job Description, and stated that he saw no language in the document stating that the Clinical Director had to work with the Advisory Board, and that language should be added, and the same should be true with the Director. With those comments, Mr. Roberts exited the meeting. Lord and Rommy both gave Robin their e-mail addresses. Don Roberts also submitted his e-mail address. Linda Jackson {not present} submitted a letter to Pam Foreman to be submitted as a public comment, which was read by all present. The letter is attached and made part of the minutes of this meeting. July 23 2001 Advisory Board Meeting Minutes 2 Motion Lord Doyle moved to accept the public comments; the motion was seconded by Darlene Turner; said motion passed. Motion: Darlene Turner asked that the agenda go out of order, and skip to the Old Business portion of the meeting to go over the policies and procedures. Darlene made a motion to that effect; Lorri seconded said motion; motion passed. IX. Old Business A. Policy & Procedure Review Robin informed the Board that Jody Burcham had called and indicated that she was resigning her position with the Board, and will be submitting a formal letter. Policy # 100.09: Consumer Grievance: Pam Foreman read point #3, and asked that the language "working" be added to within five (5) working days. Robin asked that the language "within that same five-day period" be added at the end of point #3. Robin suggested the Board not yet adopt this Policy until there is agreement on Don Roberts' comment, and until Robin and Thia meet to add to the advocacy list. Robin indicated she also wanted to check on what the State recommendations were on the issue. Policy # 400.17: Property Management. Darlene reviewed this Policy, Robin reviewed those changes recommended and made changes accordingly. Darlene wanted point #11, section C, to take out the word "paid" in the first line, to now read: Employees found responsible for damage, theft, or loss of non -expendable personal property shall be subject to appropriate personnel action and may have dismissal and/or legal action taken against them, as circumstances warrant. " Dave Davis stated he is accumulating huge amounts of paperwork, and it is getting difficult to handle. Robin suggested all Board members bring their binders to the next meeting on September 10 and Robin and Micky will assist the Board members with getting their binders up to date. Darlene suggested a revision date written on the bottom of the policy would be very beneficial also. Robin said she would start adding the revision date on documents now (but it would be impossible to go back in time). Pam agreed, stating it has to start sometime, and now would be good. Motion Darlene moved and Lorri seconded that the word "paid" be removed; Dave clarified that the other changes be incorporated in this motion also. Motion carried. July 23 2001 Advisory Board Meeting Minutes 3 Policy # 400.18: Independent Audit. Darlene revised this policy, and it was apparent that each change suggested had been implemented into the draft now before the Board. Motion: Lorri moved, and Darlene seconded that these policy changes be accepted. Motion carried. Policy # 400.19: Insurance Coverage. Discussion was held regarding the employee dishonesty bond, and it was agreed it was standard coverage and should be continued to be included. Pam asked about the inclusion of an Errors & Omissions policy {E&O}. Darlene stated that if by law the Advisory Board can determine the Clinical Director's position and the Director's position, there needs to be an E&O policy; if the Advisory Board can actually hire or fire that could be a legal issue, so therefore an E&O policy should be in place as that could become a legal issue. Dave asked Robin to also check on the dishonesty bond, and whether the property was protected in the "blanket bond". Robin said she would check on these items. Policy # 400.20: Changes in Approved Grant Projects. It was agreed no changes to this policy are necessary. Motion. Dave Davis moved to adopt Policy #400.20; Lord Doyle seconded; motion passed. Darlene Turner stated she had to leave the meeting, but had a few quick comments on the job descriptions, stating Nos. 10 and 11 of the director's position needs to be carried over to the clinical director's position. Policy # 400.21: Fiscal Management Plan. Robin stated this was pretty "cut and dried", and is right in line with our grant application that will be submitted. Thia was to review this policy, but not being present, Robin suggested the Board present could review and it could be adopted now; if there were additional changes from Thia, it could be then reviewed and amended at a later date. One change under the "procured" was to change the word "manager" to "director'. Motion. With that change, Lorri Doyle moved to accept; Dave Davis seconded, and the motion passed. July 23 2001 Advisory Board Meeting Minutes 4 Policy # 600.04: Employee Termination — Clinical. Pam recommended under Procedures, No. 2, "clinical supervisor" should be added, to read: "When an employee has submitted a resignation, he or she should meet with both his or her administrative supervisor and clinical supervisor...." Under Procedures, No. 4, The first sentence will be stricken. Under "Self Referral", it should now read: ".... With the specific approval of the Clinical Director based on the clinical needs..." (adding the word "clinical"). Motion. Cecil Ranney moved to accept Policy #600.04 with those changes; Lord Doyle seconded; and the motion passed. Policy No. 600.05: Employee Orientation -Clinical. Under Procedure No. 4, it should now read: "The Director and Clinical Director are jointly accountable to ensure that all staff...." , adding the words "clinical director", and replacing "insure" with "ensure". Motion. Lord Doyle moved to accept this policy with the recommended changes; Dave Davis seconded said motion, and the motion carried. Policy No. 600.06: Supervisory and Staff Responsibilities. Under the Policy, replace the word "manner' for the word "ways". Under the definition, add a period at the end of the sentence after "placement". Under Procedures, No. 3, the word "and" should replace the word "or". Under Procedures, No. 4, it should now read: "In situations where clinical/legal consultation is needed, staff should contact the Clinical Director and Director, or their designee. If both are unavailable and the situation is urgent, consult the Assistant Administrator of Providence Health System responsible for the facility." Under Procedures, No. 5, it should now read: "In the event of a client death, the Clinical Director and the Director will be informed as soon as possible. If both are unavailable, the Assistant Administrator of Providence Health System responsible for the facility will be notified." July 23 2001 Advisory Board Meeting Minutes 5 Motion. Dave Davis moved to adopt this policy with the recommended changes; Rommy Marasigan seconded; the motion passed. Policy No. 100.11: This policy was not brought to the meeting and therefore was deferred for discussion until the next meeting. B. Advisory Board Recommendations of the Clinical Director's Position Description. On a side note, Darlene and Dave suggested that point 11 on the Director's description, should also become point 11 on the Clinical Director's job description, with the exception of the change "works with the Director..." (taking out the word "clinical" before the word "director", on both the first and second sentences), and adding at the end, "and performs other duties as required". Dr. Jensen brought up a discussion he was involved in that was listed on the last page, i.e., the "smelling/tasting" category on the working conditions/environment. He opined the "N" in that category should be changed to an "R" (rarely). Pam thought that change was appropriate, but that change had to go back to HR in Anchorage for approval. On page 3 of the job description, Dr. Jensen suggested that under "Other Qualifications", American Medical Association (AMA) should be added before American Psychiatric Association (APA), and again, adding AMA before APA. Dr. Jensen brought up a policy and procedure that was brought to the Advisory Board in 1998 that more or less mandated that the Center will work with everyone and everybody, no matter what the problem is, which he disagreed with. Robin said she had that right in front of her, and read same into the record. The gist of this was linking services with other providers, and how and when to link these services. Pam said this issue might be more appropriate in a procedure other than under the job description. Point 11 will also be changed to add "working with the Advisory Board". Motion. Lord Doyle moved to accept the clinical director's position description, with the changes that have been noted on tape and in writing; Cecil Ranney seconded; motion passed. Pam brought up the Job Description for Director, PKIMHC, and had a quick change. This item was not on the agenda. Under A, Job Duties, No. 2, to third line, beginning with "prepares employee", revise to read" "Prepares in conjunction with Clinical Director, employee performance evaluations, July 23 2001 Advisory Board Meeting Minutes monitors.... ". On the last page, "working Conditions/Environment", again change the Smelling/tasting" to R, instead of O. Motion. Lord Doyle moved to revise said job seconded that motion; motion carried. description with those changes; Dave C. Advisory Board Recommendation of the Clinical Director's Appointment. Robin reminded the Board that while Dr. Jensen serves in this capacity now, the Board has never made any formal recommendation to appoint him to the position. Pam Foreman thought perhaps the old minutes of the meeting recommending Dr. Jensen to the position should be read; Robin Gardner said that those minutes would only show that was the Board's intent; but it was apparent the proper motion was never made, and should be made now at this meeting. Motion. Dave Davis moved that it was his recommendation to appoint Dr. Welby Jensen as the clinical director. Lord Doyle seconded said motion; a hand count vote was taken, and the motion passed unanimously. The venue was changed, and regressed to the Director's Report. Pam Foreman made a recommendation that because some Board members have other commitments requiring that they leave the meeting by 7 PM at the latest, changing the regular agenda to have the New Business, then the Old Business, then the Board Comments, and then the Director's Report be considered. Dave Davis highly recommended this idea also, and questioned that maybe the length of each meeting should be limited since some Board members may have to leave early, and therefore there may not be a quorum after 7 PM, or whenever people have to leave. Motion. Cecil Ranney moved the venue be changed to move the Director's reports to before the Board Comments. Lord Doyle seconded; and the motion passed. VII. Director's Report. Robin Gardner wished to point out Shannon Brunson would be leaving, and there is currently ongoing recruitment for two Clinician I's. Robin also reported she and Chuck Morris have been working with Sister Barbara of St. Mary's addressing the needs of the Hispanic and Phillipino communities. Robin said she's also working on the health care access project . Robin has also volunteered to serve on a site review this fall to assess "how the grass looks on the other side of the fence'. She stated she will be on leave for two weeks the latter part of August. Robin also reported the staff picnic will be held at Fort Abercrombie August 11, and invited all members of the Board to attend. Pam wished to go on record that she would like to attend but has a prior commitment for that day. July 23 2001 Advisory Board Meeting Minutes 7 Robin said that client numbers were down significantly in June, she feels this is primarily due to clinical staff shortages and the fact that Dr. Jensen was on vacation for a part of the month, but expressed confidence the numbers would bounce back up. Robin also compared June 2001 numbers to 1999, and expressed her thought that this was not unusual. Dr. Welby Jensen stated we were removed from the EAP list at the Coast Guard Base due to the Base changing their EAP program, and changes to Magellan; we were the only ones removed, but we are now back on their list. Robin stated that she and Dr. Jensen were actively recruiting Clinicians, and expressed confidence these vacancies would hopefully be filled by the end of August. Pam Foreman stated her concerns especially with the school clinician position being filled before school starts. Vill. New Business No new business was brought forth. IX. Board Comments Dr. Jensen expressed his appreciation to the Board members for their participation, and stated the staff always welcomes input from the Board. Robin explained the hiring process to the Board at Pam's request. Rom stated he is learning at every meeting and is looking forward to working with the Board and learning more. Robin said she would be happy to sit down with Rom and answer any questions he may have. Pam thought perhaps a Board orientation might be in order for the strategic planning process planned for this fall. Pam agreed that even after one year "we're all still learning", and an orientation would greatly help with familiarization of the Board policies. Robin already provides new Board members with six months of past meeting minutes but that a copy of Robert's Rules might also be helpful. All present agreed that this would be helpful. Dave Davis suggested a new organization chart would also be helpful. Robin thought she'd be able to get one together in time for the next meeting currently scheduled for September 10. Robin also requested the Board bring in their policy manuals at that meeting and we could all go over them somewhat there, and Robin will keep each individual's and organize same for the October meeting. Lord Doyle commented she thought it was a good idea on the organizational meeting, and liked the change of the venue by moving the director's report. Robin did ask everyone if they do have to leave a meeting early to please read the director's report in case there may be some comments that need to be discussed. Cecil Ranney had no comments. Pam Foreman had no comments other than to express she was sorry to hear about Jody's resignation. July 23 2001 Advisory Board Meeting Minutes 8 X. Adjournment. The meeting adjourned at 7:55 PM. The next regular scheduled meeting is September 10, 2001 at 5:30 PM in the group room of the Providence Kodiak Island Mental Health Clinic Center. Motion. Lord Doyle moved to adjourn the meeting; Cecil Ranney seconded; motion passed. Respectfully Submitted, C' L�- Pa oreman, V' -Chairperson rIMHC Advisory Board July 23 2001 Advisory Board Meeting Minutes