GULF COAST CENTER
BOARD OF TRUSTEES’S MEETING
Wednesday, August 22, 2012
Mainland Community Service Center
7510 FM 1765, Texas City, Texas
MINUTES
1. 5:00 p.m. Recognition & Retirement Celebration: – The Centerheld a recognition and retirement celebration for three of the Center’s long-term board members: Gerald Mitchell (2000-2010), James “Jim” Floyd (1984-2012) and David Walker (1988-2012).
2. CALL TO ORDER – Gerald Mitchell, Board Chair of the Board of Trustees, convened the regular meeting on Wednesday, August 22, 2012 at 6:16 p.m. at the Mainland Community Service Center located at 7510 F 1765 Texas City, Texas.
The following Board Members were present: Gerald Mitchell – Chair, Caroline Rickaway, Jamie Travis, David Walker, Jim Floyd, Mary Lou Flynn-Dupart and Karen DeJean.
The following Board Members were absent: Trey Picard, Excused and Bob Flick, Excused.
Also present were: G. Michael Winburn, Executive Director – Gulf Coast Center, Chris Cahill, Board Attorney – Mills Shirley, Caryl Chambliss, DSHS Contract Manager, and other Center staff.
3. CITIZENS’ COMMENTS: NONE
4. BOARD MEMBERS’ REPORTS: Mary Lou Flynn-Dupart reported on Texas Council Risk Management Fund.
5. PROGRAM PRESENTATION: Pat Wareing, Chief Operating Officer, presented on the Center’s proposed DSRIP projects for inclusion in the Medicaid Waiver 1115 program. During the presentation, it was requested that staff review project #6 for possible increase of the proposed service planned for persons with Intellectual and Developmental Disabilities. The staff of the Center’s MIS Team did a presentation on the Profiler TM 2012 and CoCentrix EHR; the proposed new software for the Center.
6. ACTION ITEMS:
a. Consider the approval of previous meeting minutes. July 25, 2012.
On motion by Mary Lou Flynn-Dupart, seconded by Karen DeJean, the board voted to approve the meeting minutes. The motion carried with all members voting in favor.
b. Consider the approval of the July 2012 check register.
On motion by Marylou Flynn-Dupart, seconded by Jim Floyd, the board voted to approve the July 2012 check register. The motion carried with all members voting in favor.
c. Consider approval of the appointment of members to the Nominating Committee for the FY13 Board Elections.
On motion by Jamie Travis, seconded by David Walker, the board voted to approve the appointment of members of the Nominating Committee for the FY13 Board Elections. Gerald Mitchell appointed Jim Floyd and Karen DeJean for Galveston County and Caroline Rickaway appointed Trey Picard and Marylou Flynn-Dupart for Brazoria County. Following discussion the motion carried with all members voting in favor.
d. Consider the approval of the revision to the Board of Trustees Bylaws specifically Section 4.e. The Chair and Vice-Chair shall not reside in the same county nor shall the Treasurer and the Secretary reside in the same County. Further, to the extent possible the Board of Trustees shall alternate successors of an officer position between Galveston County and Brazoria County Board members. In the event the timing of County reappointments conflicts with or there is not an eligible candidate to hold certain officer positions due to the County designation, the County designation language of this section (Section 4.3) shall be temporarily waived for that fiscal year. Every attempt will be made at the beginning of the subsequent fiscal year to resume the specified structure of the board officer positions with the identified County designations.
On motion by Jamie Travis, seconded by Marylou Flynn-Dupart, the board voted the approval of the revision to the Board of Trustees Bylaws specifically Section 4.e. Following discussion the motion carried with all members voting in favor.
e. Consider the approval of the Initial FY2013 Budget Recommendations.
On motion by Mary Lou Flynn-Dupart, seconded by David Walker, the board voted to approve the Initial FY2013 Budget Recommendations as presented. The motion carried with all members voting in favor.
f. Consider the approval of the DSHS MH Performance Contract Amendment #001C.
On motion by Mary Lou Flynn-Dupart, seconded by Karen DeJean, the board voted to approve the DSHS MH Performance Contract Amendment #001C. The motion carried with all members voting in favor.
g. Consider approval of the DADS Performance Contract Amendment Packet #1.
On Motion by Marylou Flynn-Dupart, seconded by Karen DeJean, the board voted to approve the DADS Performance Contract Amendment Packet #1. The motion carried with all members voting in favor.
h. Consider approval of Center FY2012 Operational Budget Amendments.
On motion by Mary Lou Flynn-Dupart, seconded by Jim Floyd, the board voted to approve the Center FY2012 Operational Budget Amendments as presented. The motion carried with all members voting in favor.
i. Consider the approval of the Center’s Medicaid Waiver 1115 DSRIP Projects.
On motion by Caroline Rickaway, seconded by Karen DeJean, the board voted to approve the Center’s proposed Medicaid Waiver 1115 DSRIP Projects for inclusion with Region 2, as well as the projected use of appropriate Center funds for required match. Following discussion the motion carried with all members voting in favor.
j. Consider approval of the new license agreement with CoCentrix, Inc. for the ProfilerTM 2012 and CoCentrix EHR application software and user licensing. Initial amount of $174,624.52 changed to $230,000.00.
On motion by Jamie Travis, seconded by Mary Lou Flynn-Dupart, the board voted to approve the new license agreement with CoCentrix, Inc. for the ProfilerTM 2012 and CoCentrix EHR application software and user licensing. Following discussion the motion carried with all members voting in favor.
CONNECT TRANSIT SERVICE ACTION ITEMS:
k. Consider approval of the renewal agreement with Neon Electric Corporation dba NEC Signage and Architectural Products for Bus Shelters with Solar lights at locations designated by the Center. Term: September 1, 2012 – August 31, 2013.
On motion by Mary Lou Flynn-Dupart, seconded by Jamie Travis the board voted to approve the renewal agreement with Neon Electric Corporation dba NEC Signage and Architectural Products for Bus Shelters with Solar lights at locations designated by the Center. The motion carried with all members voting in favor.
Service Area: Connect County of Service: Connect
Description: In January 2011 NEC was the successful bidder to install bus shelters as designated by the Center. The project is still ongoing thus a request to extend the agreement through FY13 is being requested. The Center has no additional financial responsibility beyond those stated in 2011.
FACILITY & ASSET SERVICE ACTION ITEMS:
l. Consider approval of the revenue renewal lease with TWG Investments, LTD dba The Wood Group for the Center premises located at 5825 E.F. Lowry Expressway, Texas City, TX 77591, County of Galveston. Term: September 1, 2012 – August 31, 2013
On motion by Karen DeJean, seconded by Mary Lou Flynn-Dupart the board voted to approve the revenue renewal lease with TWG Investments, LTD dba The Wood Group for the Center premises located at 5825 E.F. Lowry Expressway, Texas City, TX 77591, County of Galveston. The motion carried with all members voting in favor.
Service Area: MH Adult County of Service: Galveston
Total Amount of Lease FY13: $19,710.00 (no change from FY12)
Description: The Wood Group has operated a 10 bed crisis respite facility at the specified premises since Hurricane Ike. The lease up for renewal is directly related to the crisis respite services being performed by The Wood Group under contract.
m. Consider approval of the renewal lease agreement with Shearn Moody Plaza for Administration, Recovery Services and Galveston Island Community Service Center office space. Term: September 1, 2012 – August 31, 2013.
On motion by Mary Lou Flynn-Dupart, seconded by Karen DeJean the board voted to approve the renewal lease agreement with Shearn Moody Plaza for Administration, Recovery Services and Galveston Island Community Service Center office space. The motion carried with all members voting in favor.
Service Area: Admin.; Recovery; & Adult MH Services County of Service: Galveston
Total Amount of Lease FY13: a “base rent” for leased premises (determined by reimbursement of utilization coast) and building improvement payments. Specifically, the “base rent” shall be that pro rata cost of all expenses incurred for operation and maintenance of the building, including but not limited to heating, air conditioning, mechanical work and general upkeep of the complex. (no change from FY12)
n. Consider the approval of the new Agreement with IQS, Inc. for janitorial services at designated Center facilities. Term: September 1, 2012-August 31, 2013.
On motion by Mary Lou Flynn-Dupart, seconded by David Walker the board voted to approve the new Agreement with IQS, Inc. for janitorial services designated Center facilities. The motion carried with all members voting in favor.
Service Area: Centerwide County of Service: Galveston and Brazoria
Total Amount not to Exceed for FY13: $70,900.00
Description: Public notice for janitorial services RFP was posted for 2 weeks in five local publications. Factors of best value including price, past performance with Center, customer satisfaction and HUB status were considered. After reviewing the six responses it is recommended that we contract with IQS.
o. Consider the approval of the new Agreement with GoStephens for office supplies and furniture as requested/ordered by the Center. Term: September 1, 2012-August 31, 2014.
On motion by Mary Lou Flynn-Dupart, seconded by Karen DeJean the board voted to approve the new Agreement with GoStephens for office supplies and furniture as requested/ordered by the Center. The motion carried with all members voting in favor.
Service Area: Centerwide County of Service: Galveston and Brazoria
Total Amount not to Exceed for FY13-14: Amount and pricing as indicated in Bid Specifications sheet of RFP submission.
Description: Public notice for office supplies and furniture services RFP was posted for 2 weeks in five local publications. Factors of best value including price, past performance with the Center, customer satisfaction and HUB status were considered. After reviewing the ten responses, GoStephens is the recommended bidder from the July 2012 RFP for office supplies and furniture.
p. Consider the approval of the new Agreement with MMS Medical for medical supplies for the Center. Term: September 1, 2012-August 31, 2014
On motion by Karen DeJean, seconded by Mary Lou Flynn-Dupart the board voted to approve the new Agreement with MMS Medical for medical supplies for the Center. The motion carried with all members voting in favor.
Service Area: Centerwide County of Service: Galveston and Brazoria
Total Amount not to Exceed for FY13-14: Amount as indicated in Bid Specifications sheet of RFP submission.
Description: Public notice for medical supplies RFP was posted for 2 weeks in five local publications. Factors of best value including price, past performance with the Center, customer satisfaction and HUB status were considered. After reviewing the ten responses, MMS Medical is the recommended bidder from the July 2012 RFP for office supplies and furniture.
q. Consider the approval of the new Agreement with Dreyfus Printing for printing services for the Center. Term: September 1, 2012-August 31, 2014
On motion by Mary Lou Flynn-Dupart, seconded by Caroline Rickaway the board voted to approve the new Agreement with Dreyfus Printing for printing services for the Center. The motion carried with all members voting in favor.
Service Area: Centerwide County of Service: Galveston and Brazoria
Total Amount not to Exceed for FY13-14: Amount as indicated in Bid Specifications sheet of RFP submission.
Description: Public notice for printing services RFP was posted for 2 weeks in five local publications. Factors of best value including price, past performance with the Center, customer satisfaction and HUB status were considered. After reviewing the ten responses, Dreyfus Printing, a local business out of Alvin, Texas is the recommended bidder from the July 2012 RFP for printing services.
r. Consider the approval of the new Agreement with Kleen Supply Company to provide janitorial paper goods for the Center. Term: September 1, 2012-August 31, 2014.
On motion by Mary Lou Flynn-Dupart, seconded by Jim Floyd the board voted to approve the new Agreement with Kleen Supply Company to provide janitorial paper goods for the Center. The motion carried will all members voting in favor.
Service Area: Centerwide County of Service: Galveston and Brazoria
Total Amount not to Exceed for FY13-14: Amount as indicated in Bid Specifications sheet of RFP submission.
Description: Public notice for janitorial services RFP was posted for 2 weeks in five local publications. Factors of best value including price, past performance with the Center, customer satisfaction and HUB
status were considered. After reviewing the ten responses, Kleen Supply Company, a local business in Galveston, Texas is the recommended bidder from the July 2012 RFP for janitorial paper goods.
s. Consider the approval of the new Agreement with Dolphin to provide cleaning supplies and goods for the Center. Term: September 1, 2012-August 31, 2014
On motion by Caroline Rickaway, seconded by Mary Lou Flynn-Dupart the board voted to approve the new Agreement with Dolphin to provide cleaning supplies and goods for the Center. The motion carried with all members voting in favor.
Service Area: Centerwide County of Service: Galveston and Brazoria
Total Amount not to Exceed for FY13-14: Amount as indicated in Bid Specifications sheet of RFP submission.
Description: Public notice for janitorial services RFP was posted for 2 weeks in five local publications. Factors of best value including price, past performance with the Center, customer satisfaction and HUB status were considered. After reviewing the ten responses, Dolphin, a local business in League City is the recommended bidder from the July 2012 RFP for cleaning supplies and goods.
IDD ADULT SERVICE ACTION ITEMS:
t. Consider the ratification of the new agreement with Brittany Koenig a non-traditional provider of respite and/or community support services. Term: September 1, 2012 – August 31, 2013.
On motion by Mary Lou Flynn-Dupart, seconded by Karen DeJean the board voted to approve the ratification of the new agreement with Brittany Koenig. The motion carried with all members voting in favor.
Service Area: IDD County of Service: Brazoria County
Reimbursement rate: Standard base level - $10/hr; Medical/Behavioral need = $15/hr.
Description: The non-traditional providers (NTP) are part of the open enrollment network for IDD Services. NTP is made up of individual family members, friends, neighbors and others who provide respite and/or community support services for families or consumers.