Minutes of Meeting 12/16/15

COPPER COUNTRY MENTAL HEALTH SERVICES BOARD

Wednesday, December 16, 2015 6:00 PM

MINUTES

Rice Memorial Center

901 W. Memorial Drive

Houghton, MI 49931

CALL TO ORDER: The meeting was called to order at 6:01 PM.

ROLL CALL: Pat Rozich, James Tervo, Mike Koskinen, Carol Evers, Barry Fink, Richard Bourdeau, Richard Herrala, Zach Edgerton, Kathleen Carlton Johnson, and Albert Koskela

ABSENT: James Fyfe and Randy Eckloff

OTHERS: Vicki Mikkola, Cari Raboin, Susan Serafini, Dawn Stromer and Angela Cline

Approval of Agenda

MOTION by Mr. Tervo, seconded by Mr. Koskinen, that the Agenda be approved as presented with no additions or deletions. Motion carried unanimously.

Approval of Minutes of November 4, 2015 Meeting

MOTION by Mr. Koskela, seconded by Mr. Koskinen, that the Minutes of the November 4, 2015 Board meeting be approved as presented. Motion carried unanimously.

Treasurer’s Report for October 2015

MOTION by Mr. Koskinen, seconded by Mr. Herrala, that checks numbered 44083 to 44388 for a total of $1,237,996.53 and Combined Cash Investments Report for October 31, 2015 totaling $9,243,112.60, is accepted and placed on file. YES: Rozich, Tervo, Koskinen, Evers, Fink, Bourdeau, Herrala, Edgerton, Carlton Johnson, and Koskela. Motion carried unanimously.

Comments from the Public

There was no public present and therefore no comments were noted.

CHAIRPERSON’S REPORT: Pat Rozich, Chairperson, presented the Chairperson’s Report.

MACMHB Winter Conference – February 2nd & 3rd, 2016, Kalamazoo, MI – Mr. Rozich stated to inform Angela Cline if any Board Members are interested in attending the MACMHB Winter Conference. We have not yet received the agenda or registration forms for this conference.

NorthCare Governing Board Meeting – November 11, 2015 & December 9, 2015 – Mr. Rozich stated the NorthCare Governing Board met on November 11, 2015 and December 9, 2015. As usual, Mr. Slavin’s report is in the Board packet and provides a comprehensive summary of NorthCare’s activities.

Rice Memorial Clinic Foundation Board Dinner – January 27, 2016 – The Rice Memorial Clinic Foundation Board Dinner will be held on Wednesday, January 27, 2016 at the Magnuson Hotel – Franklin Square Inn (7th Floor) in Houghton. The regular Board meeting will also take place this same night, after the dinner, at 7:15 PM and will be held in the Portage Room at the Magnuson Hotel. Mr. Rozich encouraged all Board Members to attend.

Board Per Diem – Mr. Rozich stated Vicki Mikkola looked up more information regarding Board Member per diem amounts. Vicki Mikkola stated we are unable to increase Board per diem amounts higher than any other county Board Advisory Committees and currently our Board per diem amount matches the highest per diem amount of other county Boards.

DIRECTOR’S REPORT: Vicki Mikkola, Executive Director, presented the Director’s Report.

Contracts FY 2016 – Vicki Mikkola reviewed the Telepsychiatry services contract renewal with Locum Tenens, who has someone available to begin in January 2016, contract renewals with Oak House, Inc. and Westside AFC, that include an increase in the specialized residential service rate of 2%, and an expansion of a similar contract with Valorie Troesch, through a grant received by Taryn Mack of the Institute.

MOTION: by Mr. Tervo, seconded by Mr. Herrala, that the Board approves the contract renewals with Locum Tenens, Oak House, Inc., Westside AFC, and Valorie Troesch, as presented with changes to the rates. Motion carried unanimously.

Amendment #1 CMHSP & MDHHS Contract FY 2016 – Vicki Mikkola stated the MDHHS FY16 contract is an agreement between MDHHS and the Community Mental Health Services Programs for managed mental health supports and services. Vicki Mikkola stated changes were made to some of the language within the Agreement between MDHHS and the CMHSP.

MOTION: by Mr. Koskinen, seconded by Mr. Koskela, that the Board approves Amendment #1 to the Agreement between MDHHS and the CMHSP for Managed Mental Health Supports and Services from October 1, 2015 through September 30, 2016. Motion carried unanimously.

Resolution for Retirement Plan Restatement – Union and Non-Union – Vicki Mikkola stated McKay Hochman Co., Inc. was hired to restate, or make changes, to the Copper Country Community Mental Health Services Board Retirement Plan Bargaining Unit and Non-Bargaining Unit as required by law.

MOTION: by Mr. Koskela, seconded by Mr. Koskinen, that the Board approves the adoption of the Copper Country Community Mental Health Services Board Retirement Plan Bargaining Unit and Non-Bargaining Unit Plan Restatements. Motion carried unanimously.

QI Program Report for 4th Quarter FT 2015 – Mrs. Evers stated the Quality Improvement Committee met on October 15 and November 19, 2015 to review the 4th Quarter FY 2015 Quality Improvement Program Report with no additions to report. Mr. Koskela commented that the QI Committee continues to provide nice reports. Mr. Rozich stated that the Michigan’s Mission-Based Performance Indicator System withholdings can be a serious matter and to note that outcomes were affected by one child.

Recipient Rights Advisory Committee Meeting Report – December 15, 2015 – Mrs. Evers presented an overview of the Recipient Rights Advisory Committee meeting held on December 15, 2015. Incident Reports were reviewed, as well as, the Behavior Treatment Committee Report and the Office of Recipient Rights Annual Report for October 1, 2014 through September 30, 2015. Mrs. Evers stated there were 978 Consumers served during this period. There were a total of 49 allegations, 4 interventions, 31 investigations, and 11 investigations substantiated. There were 34 complaints from recipients, 3 from staff, 4 from the ORR, 3 from guardians or family members, and 5 anonymous for a total of 49 complaints. Other information included in the Annual Report is the Aggregate Summary information, Remedial Action information, and training received by the Recipient Rights office staff. Outcomes established for the new year and progress of the outcomes from last year were included, and the committee proposed to keep the same goals as last year with no additional goals to add. Mrs. Evers added that the terms of four Recipient Rights Advisory Committee members, Brian McLean, Carol Evers, Joe LeVeque and Dennis Gedvillas, are expiring and are up for reappointment.

Recipient Rights Advisory Committee Annual Report - Vicki Mikkola stated that elopements were a concern and there are now more clear and stringent guidelines for staff to follow and additional staff is needed at times. Mrs. Fink stated that only 11 substantiated concerns speaks well for the work done by the Agency.

MOTION: by Mr. Koskinen, seconded by Mr. Koskela, that the Board accepts the Recipient Rights Advisory Committee report, establish the goals, and approves the reappointments of Brian McLean, Carol Evers, Joe LeVeque and Dennis Gedvillas for a two-year term through the calendar year 2017. Motion carried unanimously.

2016 Board Meeting Schedule – The 2016 Board Meeting Schedule was included in the Board packet as an informational item and Vicki Mikkola stated that it was discussed at the September, 2015 Board Meeting that the September meeting be held at the Rice Memorial Center in Houghton due to the amount of information being discussed at this time of year. Mr. Koskinen suggested the Board meet in Ontonagon in August rather than September. A revised copy of the 2016 Board Meeting Schedule will be distributed.

Policy Revision – Report, Investigation, & Review of Unusual Incidents – Vicki Mikkola stated NorthCare would like us to come up with a more systematic way of reporting incidents and therefore some changes have been made to the policy.

MOTION: by Mr. Koskela, seconded by Mr. Herrala, that the Board approves the changes to the Client Services Report, Investigation, and Review of the Unusual Incidents policy and procedures. Motion carried unanimously.

Updates – Vicki Mikkola reviewed staffing updates and stated two Client Services Manager / Supports Coordinators are retiring, one person transferred to Houghton and Kristy Strome in Houghton and Delana Cohen in L’Anse have been hired so far. One of the positions was verbally offered to a graduate with a Bachelor’s in Social Work and her tentative start date will be January 4, 2016. Mr. Koskinen stated the Board would like a proclamation or a certificate given to the retiring Client Services Managers to thank them for their service from the Board. Vicki Mikkola stated there are two open positions in Outpatient for an Emergency Services worker and an Outpatient Therapist. Taryn Mack has filled positions for her grants with Tami Anderson, who will work with seniors to help coordinate their healthcare needs with their Primary Care Physicians, Cathy Campbell-Olszewski, who will work within the area schools and Velda Spiller-Sclafini, who will work within the Gogebic-Ontonagon area schools . The grants were through the State.

Vicki Mikkola stated Bill Slavin, NorthCare CEO, is quite sure the rules of the performance withholds will be retroactive but we do not know what the rules will be. The performance indicators are indicators that we have had to meet for many years but will now be subject to withholds.

Vicki Mikkola stated she was approached by Beki Asti, FNP regarding a wellness committee. A survey was conducted and distributed to staff with questions regarding wellness activities, healthy eating habits etc. and the results from this survey were that water coolers are now available throughout the building, information has been gathered from local gyms about corporate discounts for memberships, and an arrangement was made for a massage therapist to come in and provide massages to staff at $1.00/minute. The massage was very popular and therefore the wellness committee would like to have a massage therapist come in once a month. Arrangements have been made for a massage therapist in the L’Anse and Ontonagon centers as well.

Vicki Mikkola stated the 4th annual holiday bash was held at the Rice Memorial Center on December 11, 2015 which included a pot-luck for staff and Consumers, donations for a food-drive and a hat and mitten tree that held donated, handmade hats and mittens that were available for those in need.

Anderson, Tackman & Company, PLC FY 2015 Board Fraud Letter & FY 2015 Audit Engagement Letter – Susan Serafini stated the Anderson, Tackman & Company, PLC FY 2015 Board Fraud Letter & FY 2015 Audit Engagement letters were included in the Board packet for review. The Fraud letter describes what Anderson, Tackman & Company, PLC is auditing, who is responsible, and the process and objectives of the audit. The Engagement letter is confirming the audit and is a standard AICPA required document. It sets standards and criteria for the audit and gives Board Members the opportunity to contact the auditor with any questions or concerns they may have. Susan Serafini stated the auditors were on-site in November to do the preliminary work and will return in January, 2016 to complete the audit.

MOTION: by Mr. Tervo, seconded by Mrs. Fink, that the Board approves the action of Anderson, Tackman & Company, PLC as presented in the FY 2015 Board Fraud Letter & FY 2015 Audit Engagement letters. Motion carried unanimously.

FINANCE DIRECTOR’S REPORT FOR OCTOBER, 2015: Susan Serafini, Finance Director, presented the Finance Director’s Report for October, 2015.

Susan Serafini reviewed the Revenue & Expenditures by funding source as of October 31, 2015. The October Medicaid payment was significantly less than FY15 average payment due to issues with the Medicaid Eligibility file. The November Medicaid payment was larger and we will be notified by NorthCare as to whether a correction was made to the eligibility file. There was $51,000.00 overture spending in Medicaid and $6,407.00 under spent in Healthy Michigan. Susan Serafini reviewed the Balance Sheet as of October 31, 2015. The total cash is about $9,200,000.00 at the end of October 2015 versus about $9,100,000.00 at the end of September 2015, due to the timing of payments. The total cash in October 2014 was about $8,600,000.00. The Total Net Income for all funds through the end of October is $18,100.00. In October, 2014 we were at a loss of $28,000.00. The General Fund is reporting net income of $18,700.00, a year ago we were at a net loss of $27,825.00. The Employee Benefit Fund is reporting a loss due to timing issues with payments and the Institute Fund is also reporting a slight loss due to ramping up for some new projects. Susan Serafini reviewed the General Fund Income Statement. To be on budget, the variance should be 8.33% and we are at 8.13%, which is 0.2% under budget. General Fund dollars are down as we are no longer responsible for the State Facilities General Fund portion, but staff will continue to work with State Facilities for hospitalization placements and discharge. Expenditures were under budget by 0.33%.

Executive Committee Meeting & Minutes – December 8, 2015

Mr. Rozich, Chairperson of the Executive Committee, presented the Executive Committee Meeting Report for December 8, 2015.

Mr. Rozich stated the Executive Committee discussed the change in health insurance carriers due to Consumers Mutual Insurance going out of business. Management has spoken with VAST Insurance Company and we will be insured again through Blue Cross Blue Shield. Mr. Rozich added that if there are any questions to see Dawn Stromer, Human Resources Director or other Human Resources staff. Mr. Tervo thanked the Human Resources staff and would like to recognize Dawn Stromer, Human Resources Director, Cheryl Pihlaja, Human Resources Assistant and Jonathan Michael, Human Resources Coordinator to show the Board’s appreciation. The Executive Committee agreed to recommend to the full Board to approve the change in health insurance carriers to Blue Cross Blue Shield with VAST Insurance Company and the three coverage options as presented. Mr. Rozich is recommending Board approval.

MOTION: by Mr. Koskinen, seconded by Mr. Koskela, that the Board approves the change in health insurance carriers to Blue Cross Blue Shield and the three coverage options, as presented. Motion carried unanimously.

Mr. Rozich stated the Executive Committee discussed the need for an afterhours Emergency Services Specialist position and up to four, as needed, Applied Behavior Analysis Aides. The Committee agreed to recommend to the full Board to approve the hiring of both the Emergency Services Specialist and up to four, as needed, Applied Behavior Analysis Aides positions. Mr. Rozich is recommending Board approval.